2020 Exhibitor Details

Booth Specifics

Your Space Includes:

  • 1 Full Conference Registration

  • 1 Name Badge Only Registration (no meals)

  • 8 Feet Deep x 8 Feet wide space

  • Pipe and Drape

  • 1 - 6 foot black draped table

  • 2 Folding Chairs

Additional Items:

  • Electric: Additional Cost | Lexpo will send exhibitor an email, register and bill directly.

  • Additional Full Registrants: $250.00 prior to January 1, 2020

Booth Placement Criteria

Exhibitor Final Booth Placement Criteria*

 

Exhibitors in good standing  from the 2019 Kentucky Transportation Conference will be offered “first right of refusal” and can place a deposit on a booth to secure same booth location from previous year.  To participate as an exhibitor for the Kentucky Transportation Conference this, along with the following criteria,  will determine final booth placement.

 

Criteria in addition to above:

1. Exhibitor’s sponsorship level for the upcoming 2020 Kentucky Transportation Conference.

2. Platinum and Gold Sponsors have first right of refusal in that order through October 1, 2019.

3. The date and time the registration is received into the KBT Office (electronically or mail).

4. The date full payment is received.

5. Current Member in good standing in KBT.

6. Availability of Exhibit Booth Space.

 

Notice of Final Booth Space:

1. Exhibitors and sponsors who participated in the 2019 Kentucky Transportation Conference will be notified of their final booth space on or before October 15, 2019.

2. All other exhibitors will be notified of their final booth space on or after December 15, 2019.

3. KBT reserves the right to reassign exhibit booth space as necessary. KBT reserves the right to refuse exhibit booth space to any potential exhibitor.

 

Payment:

1. Prior exhibitors - full payment is due on or before August 15, 2019 to guarantee your prior booth location. If payment is received later, we cannot guarantee your requested space.

2. Your booth location is not guaranteed until full payment is received and may be subject to re-rental. 

3. Payment made after December 1, 2019 are considered late and will incur a fee. Your choice of exhibit space may also be subject to re-rental.

 

Refunds:

1. Prior to October 15, 2019, Refunds will be considered on a case by case basis and be subject to a loss in your deposit and an additional $100.00 fee.

2. No refunds will be granted after October 15, 2019.

 

Installation and Dismantling of Exhibits:  

 

KBT respectfully requests that all Exhibitors adhere to the installation (move-in) and dismantling (tear-down) based on the final schedule forthcoming.  If any exhibitor is found to be in violation they will be subject to loss of show seniority for future exhibit space selection. If you have any questions regarding this please contact KBT.

 

Theft/Product Damage:  

 

KBT does not assume responsibility for the loss of and/or damage by fire, theft or any other cause to the Exhibitor’s property during the duration that the Exhibitor’s space is set up.

 

These guidelines are intended to provide exhibitors with some event basics and are not to be considered exhaustive. If you have any questions and concerns please contact KBT directly.

Exhibitor Schedule

Move-In and Set Up:

  • Wednesday, January 15, 2020.

  • Noon-4:30 pm (Conference registration and reception formally begin at 5:00 pm).

  • You may check-in at registration desk before, after or during your set-up. 

Move Out and Tear Down:

 

Friday, January 17, 2020 | Noon (You are welcome to keep your booth up through the conclusion of Friday's event) 

Click here for the Unload and Load Map

You may move in and move out off of High Street or the Hyatt Regency Hotel

Exhibit Hall Hours

While our exhibit hall is open throughout our event we have scheduled breaks with exhibitors as detailed below. Please note this information is subject to change.

 

Scheduled Breaks with Exhibitors:

 

1) Wednesday 5:00 pm - 6:30 pm Welcome Reception 

2) Continental Breakfast(s)

3) Thursday Dessert and Coffee Break Directly Following Opening Lunch

4) Thursday 5:00 pm - 6:30 pm Networking  | Small Plate Reception

5) Scheduled Exhibitor Breaks Throughout Event

    Breaks will be scheduled before and after breakouts and general sessions.  

For our 2019 Exhibitors who wish to exhibit in 2020 - if you have put your $150.00 non refundable deposit for 2020 you will be guaranteed your 2019 space.  

 

Your total amount for your sponsorship/exhibitor package is due on or before August 15, 2019 to guarantee your booth space.

If you wish to move to another space - you will be given an opportunity after August 15, 2019. 

 

Notice of Final Exhibit Booth Location:

Previous Years Exhibitors & Sponsors: Final booth location will be assigned on or before 10.15.19.

All Others:   Final booth location will be assigned  on or before 12.15.19.

Shipping Information

LEXPO Exposition Services

This information was also communicated via email from Lexpo 

c/o KBT | Kentucky Transportation Conference

430 W. Vine Street

Manchester Street Dock Door #8

Lexington, Kentucky  40507

Fees may apply. 

Door Prizes

Door Prizes:

  • Exhibitors are welcome to give away door prizes.

  • The drawing for the exhibitor door prizes will be during various times during our event. You will have the option to participate in this or you may deliver your door prize on your own to winner.

  • KBT will collect the name of your winner during the event.

  • More details to follow.

Helpful Tips

You will receive a registration list prior to the conference.

 

We invite you to use this information at your discretion to enhance our attendees experience during our event. 

 

This email contact list is only provided to our Exhibitors, Platinum and Gold Sponsors.

For those new to our conference our exhibitors are a part of the entire conference experience.

 

Our exhibit hall is in the middle of it all.

 

We encourage you to engage with your fellow exhibitors and get out of your seat to meet and greet all around you.  

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Events are organized many months in advance of the event itself and as the date of the event approaches, we may need to make substitutions, alterations or cancellations including but not exhaustive of the following: speakers and/or topics, change in venue details,. change in sponsor, exhibit benefits. This is due to speakers being unable to attend for personal or business reasons venue rules and regulations etc.. While we will make every effort to find a direct replacement, sometimes this is not possible within the time-frame we are given. We reserve the right to alter or modify any and/or all details of our event.. Any substitutions or alterations will be regularly updated on the individual event sites. Refund Policy here.

KBT  | 8000 Lyndon Centre Way, #101, Louisville, KY 40222 | 502.491.5600  | www.kbtnet.org  | Ryan@kbtnet.org |