HNA 2023 Exhibitor Services Manual

Vendor Order Forms and Documents

Official Service Contractor and Show Decorator – INSTRUCTION FORM

Discount Deadline: September 27, 2023

This form contains the instructions for ordering carpet, tables, furniture, and other show decorator items.

Kentucky Exposition Center Order Forms

Material Handling & Freight

Advance Warehouse: Sept. 29 - Oct. 12, 2023

Direct to Event Site: October 13 - 17, 2023

Freight shipment labels and rates calculations.

Download Form

Indoor Electrical Services

Discount Deadline: Sept. 29, 2023

Booth electric services and booth location grid.

Download Form

Labor and Equipment Services

Discount Deadline: Sept. 29, 2023

Order forklift, scissor lift, and payloader labor.

Download Form

Additional Order Forms

Audio Visual (AV)

Discount Deadline: October 3, 2023

TVs, Projectors, DVD players, microphones etc...

Download Form

Floral Plant Rental

Advance Order Deadline: September 27, 2023

Plants, Trees, Flowers, Arrangements etc...

Download Form

Internet, Network, and Voice Services Deadline: October 15, 2023

Order internet, vlan, voice, and Wi-Fi services.

Download Form

Air, Water, Drainage, and Natural Gas

Discount Deadline: Sept. 29, 2023

Compressed air, water, drainage, and natural gas.

Download Form

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Method of Payment

Booth Diagram Form

Booth Cleaning Form

Marshalling Yard Map

Security Order Form

Ushers and security services all show days.

Download Form

Freight Transportation ABF Freight

Shipment, air, ground, LTL transportation

Download Form

Booth Resource Documents (click the form name to download)

 Contractor Wristbands Request Form

 Exhibit Space Contracts

 Exhibit B – Insurance Requirements

 Fire Marshal Request Form

 Guidelines for Display Rules – Please Read

 Press Conference Request Form

 Lead Retrieval Catalog and Pricing

 Material Removal Receipt

MUST KNOW INFORMATION

IMPORTANT CONTACTS

Show Management

Yoffe Exposition Services

PO Box 719

Marblehead, MA 01945

781-639-5200

Sponsors

Concrete Masonry & Hardscapes Association (CMHA)

Natural Stone Institute

Brick Industry Association (BIA)

Outdoor Power Equipment Institute, Inc. (OPEI)

Decorator/General Service Contractor

Order your carpet, drape, furniture.

Fern Exposition Services

3752 Crittenden Drive

Louisville, KY 40209

502-367-0254

Fax: 502-368-0284

Louisville@FernExpo.com

Shipping Location for Booth Materials:

Hardscape North America / Equip Exposition

C/O Kentucky Exposition Center

937 Phillips Lane Louisville, KY 40209

Kentucky Exposition Center (KEC)

PO Box 37130

Louisville, KY 40233

502-367-5000

www.kyexpo.org

Housing Bureau for Hotels

For booking hotel and travel information.

Louisville Tourism

800-743-3100/502-561-3100

Fax: 502-561-3121

ArcBest Trade Show Shipping

PO Box 10048

Fort Smith, AR 72917

800-654-7019

IMPORTANT DATES

Friday, August 18

 Lead Retrieval Early Bird Rate

Friday, August 25

 Press Conference Reservations

Wednesday, August 30

 Show Directory Advertising

Friday, September 1

 Show Directory Updates

 Certificate of Insurance

Saturday, September 9

 Lead Retrieval Advanced Rate

Wednesday, September 27

 Furnishing & Services from Fern – Discount Rate

Friday, September 29

 KEC Electrical Order Form

 KEC Compressed Air, Water, Drainage

 KEC Labor & Equipment

 KEC Booth/Exhibit Cleaning

 KEC Internet, Network & Voice

 KEC Hotspot Wi-Fi

 Floral Exhibits Orders

 C&H Audio Visual Services

 Fire Marshal Regulations – Oct. 2, 2023

 Advanced Warehouse Sept. 29 – Oct 12, 2023

Sunday, October 15 -Tuesday, October 17

 Move-in begins: 8:00 a.m. - 8:00 p.m.

Friday, October 20

 Move-out begins after carpet is removed.

 Crates back to booths: 3:00 p.m. – 10:00 p.m.

Saturday, October 21

 Begin loading outbound freight at 7:30 a.m.

Sunday, October 22

 Force move-out starts at 12:00 p.m.

Exhibitor Information

Access to Halls & Outdoor Demonstration Area

Without exception, everyone on the show floor and in the outdoor demonstration area must wear a 2023 HNA badge. Children under 18 are not permitted on the exhibit floor or in the outdoor demonstration area during move-in and move-out. Admission to the HNA Exposition show floor and outdoor demonstration area is open to adults and children 12 and up during show hours. Attendees ages 16 and older with a valid driver’s license are eligible to operate equipment in the Outdoor Demonstration Area to the exhibitor’s discretion.

Contract Terms & Conditions

Exhibitors must know and adhere to the rules, policies, terms stated in the exhibit space contract. To review the general terms and conditions please see Indoor Exhibit Space Contract or Outdoor Exhibit Space Addendum. You also agree to abide by the Exhibit Specification Guidelines

MARKETING

Exhibitor Promotional Activities

Exhibitors interested in conducting any type of drawing must notify Show Management via email – Bob@YoffeExpo.com

Press Center

A press room will be available during the show for trade writers. The Press Center, located in South Wing Hallway B will be staffed during show hours. You may bring press kits to the Press Center during move-in or, if you prefer to ship press materials, please plan for them to arrive, prepaid, October 13-15, 2023.

Send to: Kentucky Exposition Center

Attn: Equip/HNA Press Center B110

937 Phillips Lane

Louisville, KY 40209

TRAVEL & HOTEL

Airport

Louisville’s airport is a 5-minute drive from the Kentucky Exposition Center and a 15-minute drive from downtown. Free shuttle service is provided from KEC for airport return only on Friday, October 20, 2023. Hotel shuttle service may be available from specified hotels throughout your visit.

Hotel Reservations

Housing information has been sent to all exhibitors as well as included at the end of this section, if needed. The Hyatt Regency Louisville Downtown is the official hotel for HNA. To make a reservation please, click here If you have questions about other hotels, contact Louisville Tourism, 800-743-3100 or 502-561-3100.

RV Parking

RV parking with electrical hook-up and showers are available on the Kentucky Exposition Center site. To reserve a site, call 502-367-5000 or 502-367-5380

Directions to the Kentucky Exposition Center are as follows:

1. If using GPS please use the following address: 1099 Phillips Lane, Louisville, KY, 40209.

2. If traveling I-65 North or South bound, use exit 131B Expo Center to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign.

3. If traveling I-65 West, use Exit 131B to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign.

4. If traveling west bound I-64, use I -264 West follow the signs to the Expo Center Exit 11 to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign.

5. If traveling east bound I-64, use I -264 east follow the signs to the Expo Center Exit 12 to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign.

6. Coordinates are 38.196304, -85.734520

EXHIBITOR RESOURCES

Exhibitor Dashboard

The exhibitor dashboard is an online page where exhibitors can manage the information on the floor plan and in the printed directory, purchase exhibitor badges, find additional marketing opportunities, and booth management forms. Click here for direct access or visit HardscapeNA.com and click on ‘Plan Your Exhibit’ in the Exhibitor menu to find the Exhibitor Dashboard. Login using the credentials you were provided with your exhibit space approval email.

Catering

A full-service exclusive catering organization is located on the grounds of the Kentucky Exposition Center. If catering is desired, especially to cover move-in or move-out food, contact the Kentucky Exposition Center’s Levy Restaurants at 502-614-6705 or by emailing kec-sales@levyrestaurants.com prior to your move-in.

Business Center

Facilities for making photocopies, purchasing some supplies, etc. will be located next to the Show Office in South Wing Lobby B at the Kentucky Exposition Center. No UPS or FedEx services available.

Shuttle Service

Complimentary shuttle service will be available October 18-20, 2023 between designated hotels and the Kentucky Exposition Center. The shuttles run continuously, every 30-60 minutes depending on traffic. Airport shuttle will be available on Friday only.

How to View the Floor Plan

To find the floor plan, go to HardscapeNA.com and click on ‘Plan Your Exhibit’ in the Exhibitor menu The ‘Equip & HNA Floor Plan’ button will show you ALL exhibitors for both Equip Exposition and HNA.

YOUR BOOTH

Exhibit Specifications

Exhibitors should review in detail the exhibit specifications section included here in this manual. – Click HERE These specifications will be strictly enforced. Any deviation must be approved in writing by Show Management prior to movein. Pipe and drape measure 8’ high back drop and 3’ high side drape. Due to the creation of larger bulk exhibit spaces, several 3’ and 6’ aisles have been created on the floor plan. These aisles have been approved and adopted by the Equip Exposition Executive Committee and shall follow the same specifications as the standard 10’ aisles.

Early Break Down Rules

Please do not pack up or leave the indoor show floor early. Leaving early is a violation of our exhibiting guidelines and is not respectful to paying attendees or your fellow exhibitors. Exhibitors who vacate their booth prior to official show closing will be penalized, such as losing booth location or being put on the back of our waiting list. Please plan to be available and in your booths until the indoor show floor closes at 2:00 p.m. on Friday.

Signs

All exhibitors with booths 10’ deep will be provided one 7”x44” sign, listing company name, city, and state.

Exhibitor Service Order Forms

Please check each form to note the individual contractor for the service, the terms of their payment policies, and deadline dates for discounts and submitting forms. Most vendor order forms can be found here.

Freight & How to Label

The Kentucky Exposition Center has been appointed the official carrier for in-bound and out-bound freight. For complete details, please see the Move-In and Move-Out section of this manual. Exhibitors may also use their own carriers as well. See Freight Labels and Handling instructions on KEC Form.

Bill of Lading

Advance freight may arrive to the advanced warehouse beginning September 29, 2023 - October 12, 2023. Regardless, of shipping delivery date, labels should read:

Forklifts

Fill out shipping labels to read:

Hardscape North America 2023

c/o KEC

937 Phillips Lane

Louisville, KY 40209

(Your company name and booth number)

Company or personal forklifts will not be allowed during move-in, show, or move-out hours. This is enforced indoors and outdoors.

Selling Your Products

HNA allows retail sales. Products may be removed by the purchaser only at the conclusion of the trade show on Friday. Make sure you have a copy of the Material Removal Receipt for every product you sell. Download the material removal receipts PDF and ensure you follow our product removal rules.

Sales Tax

Please address any questions about Kentucky sales tax to the Department of Revenue, Louisville Taxpayer Service Center, 502-595-4512. They will be happy to assist you. Please follow the instructions in the selling your products section and prepare the material removal receipts prior to your visit.

Colors

Hardscape North America will have red carpet and black draping and black side panels.

Structural/Support Columns

The electrical and service panels of the South Wing are located on the floor at 30’ centers. The sides of the column without electrical or utility service panels may be covered or incorporated in your display, only if they are within your assigned space. Please do not staple or tack directly into the column walls.

Outside Demonstration Area

Exhibitors are entitled to an outside demonstration space equal to five times the square footage of their contracted indoor space at a rate of $1.50 per square foot. HNA covered space is $2.50 per square feet. In July, exhibitors that have requested and paid for outdoor space and submitted all necessary forms required for demonstration, will be emailed a demonstration area services kit. The Outdoor Demonstration area is open to attendees and children 12 and up. Attendees ages 16 and older with a valid driver’s license are eligible to operate equipment in the Outdoor Demonstration area. No under-age exceptions are permitted.

REGULATIONS AND POLICIES

Insurance

Exhibitors are required to provide liability insurance and hold harmless OPEI EXPO, LLC d/b/a Equip Exposition and their representatives. Please see Exhibit B, the Terms and Conditions and your exhibit space contract to review requirements. All exhibitors are required to submit to Show Management evidence of securing this coverage prior to move-in.

Independent Display House/Contractor Notification

Exhibitors using an independent Third Party/Display House/Contractor should provide Show Management a copy of the third party’s insurance certificate and notify Fern, our official show contractor/decorator. Your company and any third party you hire for the trade show will be subject to the responsibility for claims arising during the move-in/show/moveout of the 2023 Exposition and should meet all the coverage requirements mentioned in Exhibit B. Certificates of Insurance should be received by Show Management thirty (30) days prior to the first move-in day.

Fire Safety Regulations

The Kentucky State Fire Marshal requirements are listed in this section of this manual. You must read and understand if your exhibit requires additional consideration.

First Aid

First Aid Stations are in the South Wing B and outside near the demo area. During show hours call 502-3675000. Before or after show hours dial 911.

Noise Restrictions

Show Management reserves the right to cancel any exhibit space contract without penalty in the event the sound volume is not maintained at a level to avoid interference with neighboring exhibitors, or in any way disrupts the Show.

Exhibition Policy/No Suitcasing

Photographs

Exhibitors and visitors must obtain permission from other exhibitors before photographing products or exhibits.

Paging/Messages

The facility public address system is reserved for emergencies and Show Management use only.

Parking

Parking is free to all exhibitors and attendees. Exhibitors are to park in Lots C, D and E. Trucks and Trucks with Trailers are to be parked in Lot K.

Please note that any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company’s booth or in violation of any portion of the Hardscape North America Exhibition Policy, will be asked to leave immediately. Additional penalties may be applied. Please report to show management any violations you may observe. Hardscape North America recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite, a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. Hardscape North America’s policy is that show management must be informed of any hospitality suites with expressed consent must be received prior to the event.

Payments/Space Charges

Exhibitors with a balance due will NOT be allowed to move in. Balance on the exhibit space contract is due on or before June 1, 2023. If final payment is not received, Show Management has the option of reselling the exhibit space.

EXHIBITOR BADGES & PERSONNEL

Rules for Credentials

A trade show badge must be worn by all booth staff during move-in and move-out. Contractor temporary wristbands can be provided for use during move-in and move-out.

Exhibitor Registration (Badges)

Exhibitors are encouraged to pre-register their team via their exhibitor dashboard. This allows each member of your team to retrieve badges at our kiosks and express lanes. If you prefer to register your team on-site, you can visit the North Wing of the Kentucky Exposition Center beginning 8:00 a.m on Sunday, October 15, 2023. Exhibitor badges are printed and distributed at registration during the show. Retrieve your exhibitor badge by bringing your email confirmation with barcode to express registration. It is highly recommended to pre-register for the show.

Only those who work in your exhibit are permitted to wear exhibitor badges. For each 100 square feet of exhibit space reserved, including demonstration space, exhibiting companies will receive two free badges. Any badges requested over the allotment amount will cost $30 each. Customers and guests must register through attendee registration at HardsdcapeNA.com.

Contractor/Maintenance Wristbands

Those who wear exhibitor badges do not need contractor wristbands. Contractor wristbands are to be used solely by an exhibitor’s contract hires or employees engaged in the installation and dismantling of exhibits during move-in or moveout only. Wristbands will be required every day and will become invalid beginning the first morning of the show. If you wish to complete the contractor wristband form in advance, download here, and bring to the show office during movein or move-out.

Exhibitor Admittance/Non-Show Hours

Badged booth representatives will not be permitted to enter the exhibition earlier than two hours before the scheduled opening each day and will not be permitted to remain in the exhibition longer than one hour after the closing time, except for the first day of move-out. This is to ensure maximum security for open exhibits and merchandise.

Product Removal from Show Floor

All product sales must include a Material Removal Receipt that must be shown to show security when the buyer is exiting the show floor. The Material Removal Receipt must include the selling company’s name and booth number, the purchasing company’s name, and a description of the item being purchased. The Material Removal Receipt must be signed by show security upon exiting the show floor. 'Purchased' items too big to carry may not be left overnight on the show floor and must be removed at show closing on the day of purchase. 'Exhibitors' products are not allowed to be removed until the conclusion of the trade show on Friday.

Exhibitor Badges FAQs

How many badges do exhibitors receive?

Each exhibiting company will be provided two badges per 100 square feet of exhibit space contracted, including the outdoor demonstration area. Any extra badges will be $30.00 each. For example, if you have 100 sq. ft. indoors and 500 sq. ft. outdoors, you are allowed 12 free badges.

Who can wear an Exhibitor badge?

Exhibitor Badges are restricted to persons working directly in your exhibit. Badges will include First and Last Name, Company Name, City, and State. Badges will only list the Company Name which appears on the exhibit space contract. Each badged exhibitor and attendee are responsible for picking up their own badges and signing any applicable waivers at that time.

How do we order badges for our booth?

HOW TO ORDER BOOTH STAFF BADGES: To order badges visit your Exhibitor Dashboard. Click here for direct access or visit HardscapeNA.com and click on ‘Plan Your Exhibit’ in the Exhibitor menu to find the Exhibitor Dashboard. The primary contact for your exhibit contract received an email confirmation with login credentials. Login and select the tile titled ‘Order Exhibitor Badges’. If your login credentials are lost email Cheryl@YoffeExpo.com Only authorized contacts on the account are eligible to receive login credentials.

How do I register my team on the Exhibitor Badges page?

For groups of 10 or more we recommend you upload an Excel file, by clicking on the “Upload a File” button and following the directions provided. This operation works best with a CSV file.

If you exhibited in 2022, there is a list of the badges you requested last year preloaded into your dashboard; just click on the button “Add Previous Staff” and choose those you would like again for 2023.

The last, most common option is to use the “Add New Booth Staff” button and enter the credentials of each badge as needed. We recommend utilizing their ACTUAL email address. This allows the show to send them an EXPRESS pickup barcode upon their registration for rapid scan and go badge pick-up.

The system requires a “Key Contact” to be selected for each batch of staff badge uploads. This person does not receive a badge (unless part of the requested badges) and will not be included in the badge allotment.

How do I manage my booth staff after I’ve added them?

At any time, you can see which badges you have requested and make any changes by clicking on the “View Current Staff” button.

How does my team pickup their badges at the show?

Exhibitors can pick up their badges at the Hardscape North America registration desk starting Sunday, October 15 at 8:00 a.m. inside the Kentucky Exposition Center's North Wing Lobby. The Louisville International Airport and the Hyatt Regency Louisville Downtown will have badge pickup stations starting on Tuesday, October 17. In addition, a station will be available at the Welcome Reception on Tuesday, October 17 To quickly check in at the registration stations, exhibitors should bring their confirmation email with their barcode, either printed or on their phones.

Only those who work in your exhibit are permitted to wear exhibitor badges. DO NOT register your guests or customers on your exhibitor log-in site. We ask that you send them to HardscapeNA.com to register as an attendee. If you choose to bulk upload attendees, they will appear to work for your company and will represent your company at the show Marking them as a Landscape Professional or Dealer during upload is the one way to prevent their improper access to the floor outside of show hours.

Guests of exhibitors are welcome to use their custom 50%-off registration code provided via VIP Guest Invites. You can find a link to your code on your Exhibitor Dashboard.

Exhibitor Show Schedule

Please Read Move-In and Move-Out Procedures.

Move-In Times

Exhibitors who have balances due will not be permitted to move in or retrieve badges until resolved.

Move-Out Times

Exhibitors are prohibited from moving or packing up prior to aisle carpet removal – until after 2:30 p.m Do not start engines until the freight doors open. Breaking these rules is likely to result in booth penalties. See more details.

Trade Show Hours for Attendees

Move-in and Move-out Procedures

Phone Number for Marshalling Yard

502-367-5008

Marshalling Yard Location

1099 Phillips Lane, Louisville, KY, 40209 | See Google Map Location | See Map Image

MOVE-IN | Sunday, October 15 through Tuesday, October 17, 8:00 a.m. - 8:00 p.m.

MOVE-OUT | Friday, October 20, check-in at marshalling 2:00 p.m. - 8:00 p.m.

MOVE-OUT | Start loading outbound freight. Saturday, October 21: 7:30 a.m. - 5:00 p.m.

MOVE-OUT | Continue loading outbound freight. Sunday, October 22: 7:30 a.m. - 12:00 p.m.

Exhibitors must use any of the Sunday-Tuesday move-in days to setup their booth. The show will open at 9:00 a.m. on Wednesday morning and we work to ensure a smooth and safe opening experience for attendees and exhibitors.

Drivers for dock loading must check in at the Marshalling Yard prior to going to the loading dock. The Marshalling Yard is located across the street from KEC. If you have a vehicle that can unload without a dock, please make them aware so that you can be pointed to the proper lot, for quicker unloading. This applies to all days.

Moving freight after Tuesday at 8:00 p.m. is not possible since aisle carpet is placed.

Hardscape North America will enforce freight aisle, which means that any items left in those aisles during move-in or out will be removed to ensure clear freight pathways throughout the show.

Your team must place EMPTY stickers on boxes once they are empty and prepared to be returned to storage. Your exhibit is provided EMPTY stickers or can retrieve them at the onsite services desk. Delays in this effort will result in forced retrieval of boxes and even non-empties to meet the show opening schedule.

No exhibitor forklifts are allowed in the building during move-in, show or move-out. KEC handles all freight labor movement. Visit the onsite services desk for assistance. No freight will be loaded out except forklift work orders.

All hand carried Supplies/equipment can be carried into the building on the dockside or rolled/carried through N5 Overhead Door, which is located in at the top of the North Wing.

Drivers for dock loading must check-in at the Marshalling Yard prior to going to the loading dock. The Marshalling Yard is located across the street from KEC. If you have a vehicle that can unload without a dock, please make them aware so that you can be pointed to the proper lot, for quicker unloading. This applies to all days.

Rules for Loading of Freight & Booth Packing

• Booths cannot be dismantled until 2:30 p.m. on Friday.

• Equipment that cannot be hand-carried is not permitted to be removed from the booth until aisle carpet is retrieved.

• Once your booth is packed, labeled, and ready to load, please turn in your freight bill (Bill of Lading) to the KEC service desk.

• Drivers for dock loading must drive to the Marshalling Yard, which will open at 2:00 p.m. on Friday, October 20. Drivers must check in at the office located in this area starting at 2:00 p.m.

• Trucks will not be allo wed into docks until the booth is ready to load and the freight bill (Bill of Lading) has been turned in.

• DRIVERS MUST CHECK IN BY 12:00 p.m. SUNDAY, OCTOBER 22. Otherwise, freight will be forced to re-route through ABF Freight.

Marshalling Yard Description and Directions

• Marshalling hours for incoming freight for the 2023 Hardscape North America Expo will be Friday, October 13 through Tuesday, October 17 from 7:30 a.m. - 5:00 p.m.

• The Marshalling Yard hours for out-bound shipping are Saturday, October 21 from 7:30 a.m. – 5:00 p.m. and Sunday, October 22 from 7:30 a.m. - 12:00 p.m. with check-in at the red building in the Prestonia lot.

• The Marshalling Yard is located just outside the Kentucky Exposition Center across from Gate 1 on Phillips Lane. Marshalling Yard address is 1099 Phillips Lane.

• All drivers must check-in at the Red Building in the gravel lot portion of the Prestonia lot.

Hotel & Housing Reservations

The Hyatt Regency Louisville Downtown is the headquarter hotel for Hardscape North America. In addition, Louisville Tourism, in conjunction with Equip Exposition, is offering additional airport and downtown hotel options for HNA exhibitors, which are now accepting reservations. This process is in place to maximize savings and room availability for attendees and for accurate hotel counts for both HNA and Equip. Please utilize this process for making reservations. Please note hotels fill up quickly, so do not delay in making your necessary reservations.

To reserve your rooms at the HNA Headquarter Hotel, the Hyatt Regency Louisville:

• Online: Click here for Hyatt Reservations

• Phone: Call Hyatt Reservations: 877-803-7534 and mention the group code “G- HN23 ” or “2023 Hardscape North America”

• Hotel group rate is $219/night + applicable taxes (single occupancy)

• Please note there is a 2-night minimum stay at the HNA Headquarter hotel

Need additional rooms outside of the Hyatt Regency Louisville Hotel?

• Click here to search and reserve hotel rooms online at any available Louisville hotels

• Enter your requested arrival, departure dates and number of rooms and click search to view available hotel options. A group code is not required to search the available hotel options.

• For help making reservations, call the Louisville Tourism Housing team at 800-743-3100 or 502-561-3100

• Team members are available to assist Monday – Friday, 9 am – 5 pm eastern time

Why else should you reserve through the official housing provider if not booking at the Hyatt Regency?

Attendees/Exhibitors who reserve their rooms through the official housing provider will ensure their stay is using an approved housing block set aside for the show and not one of many housing pirates.

Large Group Reservation Information:

• Room Block Requests – Room blocks are defined as groups that need 10 or more rooms. Any room requests for more than 10 rooms will need to complete our online block request form by clicking here to identify hotel options and set up a block of rooms. You should anticipate receiving a response within 48 business hours.

• If you are requesting a block of rooms at the Hyatt Regency Louisville Downtown, please contact Laura Gipe at lgipe@equipexposition.com.

• Cancellation Policy for negotiated Louisville Hotels through the LCVB/Equip Exposition –

• Minimum Night Stay Hotels –

• A 2-night room and tax deposit will be charged by the hotel starting October 3, 2023.

• Reservations canceled starting September 18, 2023, will be charged $50.00 cancellation fee.

• Reservations canceled starting October 3, 2023, forfeit the 2-night deposit to the hotel.

• Non-Minimum Night Stay Hotels

• Reservations canceled starting September 18, 2023, will be charged $50.00 cancellation fee.

• Reservations canceled starting October 3, 2023, forfeit one night's room and tax to the hotel.

If you have further questions regarding hotel reservations, please contact HNA Show Management, Yoffe Exposition, Bob@yoffeexpo.com or the Louisville Tourism Housing Department, 800-743-3100 or housing@gotolouisville.com .

CAUTION: Please be vigilant if approached by any other company or service (outside of Yoffe Exposition Services, CMHA, or the Louisville Tourism team) that implies or claims to be an official housing provider of HNA or EQUIP EXPOSITION. The HNA and/or Equip Exposition logo will be included on our housing site and all general communication materials. If you do not see the logo, they are not the official housing provider.

Fire Marshal Regulations

Please read the Fire Marshal Requirements below. If you feel your exhibit does not meet these criteria and you would like to apply for approval, please mail or fax request to Chris Brawner for consideration. You may attach additional sheets if necessary. Download Fire Marshal Review Request Form.

Fire Marshall Requirements [Please Read Carefully]

The following are the State Fire Marshal’s minimum fire safety requirements and shall be applied at all shows (trade, commercial or otherwise) and shall apply whether the exhibit space is open or closed to the public. If your exhibit conflicts or had concerns with any of the below please complete this - Fire Marshal Review Request Form.

1. Accurate-to-scale floor plans for the entire show shall be submitted in triplicate to the Kentucky State Fire Marshal’s Representative (KSFM Representative) in care of the Kentucky Exposition Center not less than 60 days prior to move-in and setup of the area being reviewed. Plans shall be dimensioned as well as show size and location of booths, exits and aisles. One additional reviewed plan will be returned to the Lessee, if requested, subject to an onsite inspection by KSFM Representative.

2. The display and operation of any cooking or heat producing appliances, pyrotechnics, use or storage of flammable liquids, compressed gases or any other process deemed hazardous by the State Fire Marshal must have advance approval by the KSFM Representative before it is brought to the Kentucky Exposition Center.

3. Any motor vehicles, gasoline-powered equipment, tools, etc., on display shall have their batteries disconnected. All fuel tanks that are not equipped with locking gas caps shall have the gas caps sealed with tape. All such fuel tanks shall be less than one-fourth full. Absolutely no storage of any fuel in any building.

4. No parking of any vehicles, unless approved, is allowed in the building, or loading docks. Cars and trucks shall be removed immediately after loading or unloading.

5. Decorations and displays shall not block or impede access to fire protection equipment (smoke detectors, sprinklers, fire extinguishers, exit markings, exit doors or emergency lighting equipment).

6. All decorations shall be fire retardant. The decoration companies/exhibitors shall be prepared to provide certificates of flame spread on all decoration items. Items that are not properly fire retardant shall be removed.

7. All exhibits, signage and displays must be “Open Top” and not interfere with the facility fire detection and suppression system.

8. “Closed Top” displays including canopies, horizontal signs, displays with roofs and multilevel displays. Closed top displays must have prior written approval from the KSFM Representative. Approval requests for multilevel displays must be submitted 90 days in advance of the show and

include stamped engineer drawings of the structural components. Enclosed displays must have a working smoke detector, which is audible outside of the enclosure.

9. During occupancy hours, aisles and exit doors shall be maintained free of all obstructions and unlocked for immediate use in the event of an emergency.

10. Signs designating exits and the direction of travel to exits approved by the KSFM Representative shall be provided by the Lessee and in place prior to the show’s opening.

11. Additional fire extinguishers may be required at the discretion of the KSFM Representative.

12. All electrical devices and installations shall be in accordance with the applicable provisions of the National Electrical Code. All electrical devices must be listed by an approved listing agency (Underwriters Laboratories, Factory Mutual or Underwriters Laboratories Canada). All electrical extension cords used shall be of the heavy-duty type (at least 14-gauge wire). Lightweight cords of the lamp cord variety are prohibited: any cords and or devices that present a hazard will be subject to confiscation.

13. All Lessees, exhibitors and show personnel shall adhere to all other fire safety laws, regulations and codes that have been duly adopted.

14. Kentucky Venues shall require security where occupants are allowed to reside overnight inside of any state-owned structure on the grounds. Security personnel shall be familiar with emergency response in the event of fire or other emergency and perform regular surveillance of the areas where lodging occurs.

15. Lessee shall provide a list showing the number and location of persons boarding/dwelling overnight within the general vicinity of their exhibits.

16. It shall be the responsibility of the Lessee/show manager to see that the above regulations are followed.

17. Lessee will be responsible for making key personnel (including security) aware of and familiar with the facility’s emergency procedures, which would include (but not be limited to) fire, bomb threats, or inclement weather.

Promotion Tool Kit

Exhibiting at Hardscape North America begins before move-in. This kit is packed with tips to help you maximize your ROI by planning and publicizing your participation in the trade show today.