2019 EXHIBITOR SET-UP INFORMATION
Please review the Exhibitor Set-up details on this page and within the Quick Links. Be sure that anyone else in your organization who is involved with the Expo does the same. If you have any questions please contact us at firstname.lastname@example.org. To download and print a PDF version click here.
Please note the set-up and tear-down hours which must be observed by all exhibitors. Not only is this crucial to the success of the Expo, but to each and every exhibitor’s participation. It is more costly when you are late (labor overtime charges), but more important, a shabby presentation during opening hours hurts the rest of the Expo and jeopardizes its, and your, success. Conversely, it is strictly against BEWI policy to breakdown and vacate your booth before the expo closing time. Doing so also hurts the expo with a poor presentation, and shows great disrespect to the consumers who have paid to come to the expo and visit your booth. Please note that any exhibitor who moves out early will forfeit any preferred locations on the floorplan for future expos.
- Move-in Hours
Thursday, October 24 - 2pm to 6pm
Friday, October 25 - 8am to 11am
Exhibit materials should be brought to the Colorado Convention Center via the truck ramp at the north side of the building at Champa St. and Speer Blvd., where you will be directed to a place to unload your vehicle. To ensure the Expo is ready to open on time all entrances will close at 11am on Friday, ONE HOUR before the scheduled 12 noon opening time. PLEASE NOTE: Exhibitors are responsible for timely arrival, and no refunds will be made for unoccupied booths due to late arrivals or inability to get material into the Hall. If you would like the opportunity to drive your vehicle to, or close to, your booth to unload you MUST arrive no later than 9:30am on Friday. If you have any special requirements, please call Brenda Doll at (781) 890-3234 x103 or Christine Donovan at (781) 890-3234 x102 or email email@example.com.
- Open to the Public Hours
Friday, October 25 - Noon to 10pm
Saturday, October 26 - 10am to 8pm
Sunday, October 27 - 10am to 6pm
- Move-out Hours
Sunday, October 27 - 6pm to 10pm
All materials must be removed from the hall no later than midnight on Sunday.
All standard booths are 10’ wide and 10’ deep and come with an 8’ draped back wall and 3’ draped side rails unless noted differently on the floorplan. If you require carpet, a 6’ draped table, and chairs, we recommend purchasing an Accessory Package, available only in advance through BEWI. The cost is $275-500 per booth (depending on the options you chose), and represents substantial savings over the cost of renting each item separately from Freeman Decorating. If you have already ordered an accessory package from BEWI, these items will be waiting for you in your booth. Accessory Packages must be ordered through BEWI in advance, no orders will be accepted on site. Check your invoice by logging in to your account to verify if you have ordered a package. If you did not order the package when you submitted your contract, you need to submit your order in writing at least two weeks prior to the expo--email your request indicating what accessory package(s) you require. A confirmation email will be sent and you will see a revised invoice under your account.
Ordering information for additional furnishing, material handling, electrical & telecommunications can be found below. Shipping must be coordinated through the decorator and no shipments can be made directly to the convention center unless coordinated through Freeman Decorating. We strongly advise ordering your exhibit requirements in advance to SAVE MONEY and avoid the last minute rush!
- please note the early order deadlines on the order forms, which are generally at least two weeks before the Expo opening date.
Freeman Decorating Company
4493 Florence Street, Denver, CO 80238
(303) 320-5100 / Fax (303) 329-6710
Click here for online ordering of additional booth furnishings*, material handling, etc. If you have specific questions please call the number above and speak to someone in Exhibitor Services.
*If you have ordered an accessory package (carpet, table, chairs) through BEWI when you booked your booth you do not need to contact Freeman unless you required additional furniture or will be shipping materials to the Expo. If your booth is part of a larger group please DO NOT order carpet directly from Freeman unless you have specifically been instructed to do so by BEWI or your group coordinator.
ELECTRICAL/TELECOMMUNICATIONS - WIFI:
Denver Convention Complex-Exhibitor Services
700 14th Street, Denver, CO 80202
(303) 228-8027 / Fax (303) 228-8101
AV RENTAL EQUIPMENT
Every Vendor is required to provide at least 4 weeks prior to Expo date a certificate of insurance naming BEWI Productions, Inc., as additionally insured Comprehensive General Liability, on an occurrence basis, with a limit of at least $1,000,000 each occurrence. BEWI provides NO insurance coverage of any kind to the exhibitor and each exhibitor is responsible to insure their own property while at the Expo and while in transit to and from the Expo. Click here for a sample COI. PLEASE EMAIL COI'S TO INFO@BEWISPORTS.COM OR MAIL TO BEWI OFFICES.
If your company does not have the required coverage you can obtain it through a basic group policy for $65 by applying here.
Just a reminder: If you have not paid your booth fee you will not be assigned a location. Please check your invoice status in your account and ensure it is paid in full by the deadline. You can pay by credit card under your account. Call if you have any questions or problems.
VEHICLES & OVERSIZED ITEMS:
Should your exhibit include any vehicle or other oversized item (i.e. gondola, grooming machine) that may require special consideration getting it into the hall and to your booth space, you must notify BEWI at least 2 weeks prior to the move-in date so that we can be sure to confirm with you the details of how and when you may move the item into the Expo. The item will likely need to be moved into the hall Thursday morning, earlier than the published exhibitor move-in times. There are also regulations mandated by the city which require less than 1/4 tank of gas, a locking gas cap, and disconnected battery for any vehicle which is part of an exhibit. If such an item is brought to the exhibit hall without prior approval and does not meet the regulations, it will be turned away and not allowed to be brought into the hall.
Please be aware that the Colorado Convention Center is a union hall. You may be required to hire union labor to set up your booth or move items to your booth, depending on the size and complexity of the display. Please refer to the information from Freeman Decorating, which outlines the specific requirements.
If you have any materials that need to be shipped to the expo you may ship them to Freeman's warehouse ahead of time or c/o Freeman at the Convention Center for arrival on Thursday, but be prepared to pay drayage charges to the decorator. Details for shipping, including addresses and deadlines are available on Freeman's website. Shipping deadlines are also listed on the Exhibitor Checklist. Another option you may want to consider is to have items shipped to your hotel and hand carry them into the exhibit hall. While this may not be feasible depending on what is being shipped, it is the only way to guarantee that you will not be charged a material handling fee by the decorator.
If you are interested in sampling food or beverage at your booth please click HERE for the Colorado Convention Center food sampling information and forms.
ADVERTISING: For information on advertising in the Expo guide, published in The Denver Post the Sunday before the Expo, please click here or contact:
Chris Dolge, Adtaxi
303.954.3380 or firstname.lastname@example.org
For information on advertising in The Denver Post's Winter Getaway's Guide, published on October 20th, click here.
PROMOTIONAL PRODUCTS: Looking for promotional products for your booth (or company)? Bags, pens, pins, magnets, stickers, t-shirts, bandanas or water bottles? Betsy Brauer (Expo Will Call Staff in Boston ) is a distributor of all kinds of giveaways for your booth or employee promotional needs/apparel and would like to help with your needs for the shows. Please check out her company’s website at www.strategiesltd.com or contact her at 1-800-919-0949. Betsy has been in the ski industry for many years. She will have ideas and competitive pricing for your promotional products needs.
Pursuant to the terms of your Contract for Exhibit Space you have agreed not to sublet or apportion space within your exhibit area at the Expo to anyone, or to promote the interests of any other company or organization other than your own. This includes, but is not limited to, automobiles and credit card companies.