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 yo ur 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 do cks 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.