2022 All Things Gravel Expo
presented by the City of Emporia
Exhibitor FORM RESPONSES DUE: MAY 1, 2022
Schedule of Events
Wednesday, June 1
1:00 PM-7:00 PM
Thursday, June 2
6:00 AM-1:00 PM
Vehicles must be moved from the expo area by 11:00 AM.
*Note that load-in will be assigned, based on responses to the form below. Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Thursday, June 2
2:00 PM-7:00 PM
Friday, June 3
10:00 AM-5:00 PM
*All exhibitors are required to activate
BOTH days of the expo
Friday, June 3
5:00 PM-10:00 PM
All exhibitors must wait until the close of expo (5:00 PM) to begin load-out. Vehicles on display may be moved after 7:00 PM. All exhibitors and materials must be out of the venue by 10:00 PM.
Lyon County and the City of Emporia have done exceptionally well in the fight against COVID-19 and vaccine distribution. As a result, they have lifted mask mandates and proofs of a negative Covid-19 test and vaccination status are not required for special events. We encourage anyone feeling sick or experiencing Covid-19 symptoms, or anyone who has been in contact with someone with Covid-19, to follow the guidance of the CDC. Please continue to check our website for updates closer to the event.
Please read the following options carefully. Exhibitors will select their planned load-in method within the exhibitor form below. Note that all exhibitors must check in with expo staff at the Exhibitor Check-in tent upon arrival.
Option 1. Vehicle Unload in Unloading Zone
Exhibitors will park their vehicles in a dedicated unloading zone and hand-carry or cart their materials to their designated booth space. Expo management recommends this load-in method for the majority of exhibitors, especially those that are able to easily transport materials by hand or via handcarts. A limited number of handcarts will be available for exhibitor use. Exhibitors will need to temporarily exchange their Drivers License/ID for use of any available handcarts. Available handcarts will be located at the Exhibitor Check-in tent.
Any large trucks delivering directly to the expo must choose this load-in method as well. A forklift will be on-site to support any deliveries; however, trucks should have their own pallet jacks.
Option 2. Vehicle on Display in Booth
Exhibitors must note that they will have a vehicle on display as part of their activation to be approved for this load-in method. The vehicle must fit within the confines of the booth space. During load-in, exhibitors will first obtain a “Vehicle in Booth” pass from the Exhibitor Check-in tent. These will only be produced for those companies that designate a vehicle in the form below. Any vehicle that is to be parked within an exhibitor booth must be in place by 11 AM on Thursday. It will remain within the booth location overnight, until load-out on Friday evening. Vehicles on display may be moved after 7 PM on Friday or when instructed it is safe to do so by Life Time staff. There will be no movement of vehicles within the expo layout between 11 AM on Thursday and 7 PM on Friday.
Option 3. Vehicle Unload at Booth
Exhibitors will first obtain a “Vehicle Unload” pass from the Exhibitor Check-in tent. Exhibitors will drive directly to their booth space and unload their materials. Exhibitors will have 30 minutes to unload their vehicle within the expo. All vehicles must be moved from the expo footprint by 11 AM on Thursday. Expo management recommends this load-in method for exhibitors that have a vehicle (car or pickup truck) of many and/or heavy materials to unload.
Option 4. Advance Shipment
If an exhibitor will be advance shipping their materials to Life Time (see section below), and will not require any other method of load-in, please choose this option. These exhibitors will arrive during set-up with no additional materials to unload. All advance shipments will be delivered to booth spaces in accordance with the load-in day/time confirmed by Life Time via email. If an exhibitor will need to unload a vehicle or park a vehicle in their booth, in addition to the advance shipment, please choose the appropriate secondary option.
Exhibitors have the option of advance shipping their materials to the expo. Space is limited. Details are as follows:
- Advance shipments must be requested in the form below, as space is limited. Please wait for confirmation from Expo Manager before shipping any materials.
- Receiving cost of $200 per pallet or equivalent. Life Time will invoice exhibitors after the event.
- Life Time will provide labeling and appointment scheduling instructions with confirmation of advance shipment.
- Shipments may be received between May 9 and May 27 only. Dates subject to change.
- A scheduled appointment is required for all deliveries. A liftgate and pallet jack are required for pallet delivery.
- Exhibitors are responsible for all shipping costs.
Street parking is located throughout Emporia, but please be sure to respect posted signs, businesses, and residents. Exhibitor specific parking will be available at 4th Ave and Mechanic Street, entrance on 4th Ave. Parking is first come, first served. Please note: security will be present during the day, but not overnight.
Booth Equipment & Rentals
Tents & Weights
Pop-up tents are permitted in the expo; however, they must be properly weighted to avoid injury. Emporia is a notoriously windy town. Exhibitors are able to rent tents or just weights within the form below. Expo management reserves the right to request that any tents without proper weights be dismantled. Exhibitors are not required to have a tent for their booth activation.
Tables & Chairs
Tables and chairs are not provided in the expo booth cost. Expo management encourages exhibitors to bring their own tables and chairs. If this is not an option, rentals are available. Exhibitors are able to rent tables and chairs within the form below.
All booth rentals must be designated within the form below to guarantee availability. Please note that requests for rentals in the form below are binding. By requesting a rental, exhibitors understand that Life Time will process invoices for all rentals after the event.
- 10×10 Tent with Tent Weights – $550
- Set of (4) Tent Weights – $20
- 8′ Table – $40
- Chair – $20
Expo spaces do not come with electricity. Exhibitors may purchase power (15 amp) for $150 via the online form below. Life Time will invoice exhibitors after the event. Exhibitors are responsible for bringing their own extension cords and power strips. We recommend bringing NO LESS than 100 feet of extension cord. If your power requirements are beyond standard device charging and retail usage, please notify expo management so we can ensure you have proper power supply for your needs (additional charges may apply). All exhibitors who purchase power will receive a colored band at Exhibitor Check-in for their extension cord. Exhibitors who have purchased power must use the colored band on their extension cord. Any cords found plugged into power without bands will be removed.
Exhibitors may order WiFi for $20 per device at 20mbps. If interested in ordering WiFi, please indicate so in the form below. Please note: only one device will be able to access each WiFi network and each connection is password protected. If additional devices need WiFi, please make sure to note the quantity needed. Exhibitors are welcome to use their own mobile hotspot devices on-site as well.
Exhibitors may purchase ice for $10 per 16 lb bag via the online form below. Please indicate total quantity of bags needed for the duration of the expo. Life Time will invoice exhibitors after the event. Ice will be delivered to your booth daily. Exhibitors are welcome to bring their own ice as well.
Expo management will assign booths to exhibitors and sponsors based on contract requirements and the products being displayed. All exhibitors will receive confirmation of booth assignment prior to the event. Exhibitors are not to activate outside of their assigned booth space.
Booth Set-Up & Restrictions
Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors. Exhibitors are not to activate outside of their assigned booth space. No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval. Expo management strictly prohibits subletting of booth space. This means that the only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time. Exhibitors must remain open at all times during expo hours.
Vehicles on Display
Exhibitors may display a vehicle in their booth provided that the vehicle and all aspects of the company activation fit within the contracted booth space. Vehicles must be in place by 11 AM on Thursday and may not be moved until 7 PM on Friday. Exhibitors will not be permitted to park any vehicle within the expo layout if it does not fit within the contracted booth space. All requests for vehicles on display must be included within the form below. “Vehicle in Booth” parking passes will only be generated for vehicles designated in the form below.
Products & Materials
Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors.
NO CANNABIS, CANNABINOID (CBD), OR RELATED ITEMS MAY BE PRESENT AT THE EXPO WITHOUT PRIOR APPROVAL FROM LIFE TIME. Expo management and Life Time staff reserve the right to restrict and remove anything that has not been pre-approved.
Food & Beverage Nutritionals
Exhibitors are permitted to sample and sell food or beverage products at their discretion. Due to the ever changing nature of COVID-19 protocols, this is subject to change. Exhibitors must report their intent to sample/sell within the form below and comply with food safety handling methods.
Expo management has added a designated Food & Beer area to the expo layout this year. As such, alcohol may only be consumed within the confines of this Food & Beer area. Consumption of alcohol of anyone under 21 is strictly prohibited. Open containers are strictly and legally prohibited outside of this designated space.
All federal, state, and local laws governing retail sales tax must be followed. Exhibitors will understand and comply with the rules and regulations of the sales tax. More information regarding the 2022 All Things Gravel Expo presented by City of Emporia Sales Tax will be provided at a later date. A printed version of these files will be provided at Exhibitor Check-in. It is the responsibility of the exhibitor to take appropriate action and satisfy tax requirements.
Fire, Safety & Health Regulations
Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.
Please refer to https://www.lifetime.life/media.html for Life Time’s Insurance requirements. Exhibitors must adhere to these requirements and provide documentation if requested by Life Time.
Trash receptacles will be located throughout the expo; however, expo management requests that exhibitors dispose of cardboard and trash in the dumpsters located at the intersection of E 7th Ave and Mechanic St.
Security will be provided overnight on Wednesday and Thursday, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours and valuables are not left overnight.
Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in the form below. Exhibitors must wear credentials at all times.
The safety of our athletes, exhibitors, and staff is the top priority during the weekend’s events. As such, the exhibitor’s primary contact number shall be programmed to receive text message notifications from expo management. Expo management will only use this one-way communication in the event of an incident that warrants widespread notification. The recipient will NOT receive any automatic push notifications.
The All Things Gravel Expo presented by City of Emporia is a two-day consumer and industry event, meaning that all exhibitors are required to activate on both days of the expo. Athletes and guests will be in attendance on both Thursday and Friday. Given the amount of media that will be in attendance, please report anything exciting that will be happening at your booth! Please designate in the form below if your activation will feature any special guests, professional racers, or product launches. The UNBOUND Gravel marketing team will share exhibitor happenings with media in advance of the event.
Members of the media, photographers and videographers who would like to request credentials can do so by completing the form below by Sunday, May 15. Credentials may be picked up during the mandatory media briefing held on Friday, June 3 at the Emporia Chamber of Commerce (719 Commercial Street). Information about the event, course, and media best practices will also be provided at this time. Please reach out to Jordan Titus at firstname.lastname@example.org with any questions.
We have created two routes for exhibitors to demo bikes or other products from their booth spaces. Exhibitors and Expo attendees demo bikes at their own risk. Life Time provides these recommended routes merely as a suggestion, and in no way guarantees or warrants the suitability of these routes for bike demos. Life Time and UNBOUND Gravel are not responsible for any personal, physical, property, or other types of injury or damage that may occur during a ride.
Exhibitors have the option of scheduling a pick-up for their materials after the expo. Space is limited. Details are as follows:
- Post-event shipping must be requested in the form below, as space is limited.
- If materials were advance shipped to the expo, there is no additional cost for post-event shipping.
- If materials were not advance shipped to the expo, there is a $200 per pallet or equivalent cost for post-event shipments.
- It is the responsibility of the exhibitor to package materials and affix proper labels.
- Shipments must be picked up from Emporia by Friday, June 10.
- A scheduled appointment is required for all pick-ups. A liftgate and pallet jack are required for pallet pick-ups.
- Exhibitors are responsible for all shipping costs.
All exhibitors must wait until the close of the expo at 5 PM on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 7 PM (or when Life Time staff indicates it is safe to do so). Exhibitors have until 10 PM on Friday to complete their load-out from the expo.
UNBOUND Gravel has partnered with Emporia State University to offer an Exhibitor-Only Dorm for 2022! At this time, all dorm rooms are full.
If you have questions regarding the ESU dorms specifically, please reach out to email@example.com directly.
Expo Exhibitor Information Form
Please submit your Expo Exhibitor Information Form
by Sunday May 1, 2022.
You will receive an on-screen confirmation when the form is successfully submitted!
Feel free to reach out to Emily Nelson at enelson2@LT.LIFE with any questions.