General Information for Exhibitors at the 2018 Wyoming Women’s Expo
Here are Three Tactics for your Booth, courtesy of Professional Development Day speaker, Ginger Johnson.
Friday, September 21 from 4:00 pm to 8:30 pm*
Saturday, September 22 from 9:00 am to 3:00 pm
*Exhibitors are expected to be in their booths during tradeshow hours but are welcome to attend the comedian’s performance on Friday at 8:30 pm. Concourse level exhibitors are welcome to stay open during the comedian performance on Friday night, but are asked to keep the noise level as low as possible so the performance is not disturbed.
ALL Exhibitors, especially Concourse Level Exhibitors, are encouraged to cover or secure their products with cloth or tarp during non-show hours.
BOOTH CANCELLATION/REFUND POLICY:
50% if cancelled before August 15, 2018. No refunds after August 15, 2018.
In the event of a cancellation, the booth reservation fee will be refunded. Booths reserved via credit card will automatically be credited within 48 hours of the cancellation (to the same card). Your credit should show up on your statement within 3-5 business days. Reservations made by cash or check will be mailed a refund.
ACCEPTANCE OF APPLICATION:
The Wyoming Women’s Expo Team reserves the right to refuse or deny applications for booth spaces that are deemed inappropriate, are not in the best interest of the show, or do not fit in with the mission of the show. We no longer accept multiple representatives of Multi-Level Marketing Businesses (such as Nerium, It Works, Avon, Scentsy, etc.). If you sell a brand that may be sold at other locations, please call the Casper Events Center at (307) 235-8441 to verify if someone is already registered to represent this product.
THEME SHOW COLOR:
This year’s theme is DENIM AND DIAMONDS. The show color is PURPLE. Exhibitors are encouraged to incorporate the show color into the design of their booth.
SET-UP AND TEAR-DOWN:
It is the sole responsibility of each exhibitor to set-up and tear down their exhibit. It is requested that courtesy and patience be exercised during these processes. There will be a limited number of carts or dollies available for use during move-in and move-out. These are available on a first-come, first-serve basis. Exhibitors are welcome to use their own carts to move product into and out of the building.
ARENA LEVEL EXHIBITORS move-in on Friday, September 21 from 8:00 am to 2:00 pm. You must have all items in the building by 2:00 pm as the entrances need to be closed off to set-up the “Girls Night Out” area. You may park in the back lot and use the backstage doors and service door to load-in. Please do not park in the fire lane or reserved parking spaces.
CONCOURSE LEVEL EXHIBITORS are required to move-in on Thursday, September 20 anytime between 8:30 am to 6:00 pm. No exceptions can be made to this move-in timeframe due to the Professional Development Day on Friday. You may park in Lot 1 or Lot 3 and enter through the Box Office doors. You will not have access to the building until 3:30 pm on Friday, September 21th.
For the safety of everyone, exhibitors will not be permitted to move-out until all attendees have cleared the building at the conclusion of the show at 3:00 pm on Saturday, September 22. A limited number of carts will be made available on the arena and concourse levels for exhibitor load-out, once the public has cleared the building. Do not park in the fire lane or reserved parking spaces during load-out.
BOOTH PROVISIONS/BOOTH FEE INCLUDES:
- Curtain backdrop measuring 8’ tall
- Side curtains on rails measuring 3’ tall
- One (1) 6’ or 8’ Table per exhibitor; not per space or if sharing space
- Two (2) Chairs per exhibitor; not per space or if sharing space
- Power (1 – 110 outlet) It is recommended that you bring a power strip and/or extension cord.
- Exhibitor Passes (number of passes vary by booth size)
Each exhibitor receives One (1) 8’ Skirted Table and Two (2) Chairs per exhibitor not per space purchased. Additional tables, chairs, and decorating items are available at an extra charge from the Casper Events Center’s Exhibitor Services Department. A list of items available for rent is included in this packet.
USE OF SPACE:
Please respect that all exhibitors are paying for spaces for the public to visit them. No exhibitor is allowed to roam through the crowds distributing coupons, samples or promotional materials. All activities must be confined within your assigned exhibit space. None of your items should extend past the pipe and drape at the edge of your booth. Should the exhibit expand beyond your assigned space, Expo Representatives and Events Center Staff reserve the right to require exhibitors to alter or amend the exhibit at any time during the weekend or relocate items to fit appropriately into the assigned space.
BOOTH NOTES/PROHIBITED ITEMS:
- Helium filled balloons are not permitted in the building.
• Pinning, stapling, taping or attaching items to the curtain backdrops is prohibited. Curtain hooks are available from the registration table at move-in. The Expo Team and Events Center Staff have the right to request or remove any items that are attached inappropriately.
• Stickers and decals are not permitted as hand-outs.
- Glass containers are not permitted as hand-outs.
- Bottled water is not permitted as a hand-out.
- Alcoholic beverages are not permitted to be given out.
- Power requests in addition to the 1 – 110 outlet provided will require an extra fee.
• It is recommended that exhibitors needing electricity bring extension cords and power strips as access to outlets is shared with neighboring exhibitors.
There is security on-site overnight on Thursday & Friday, however, the Wyoming Women’s Expo, Casper Events Center, Casper Star-Tribune Communications, Townsquare Media, Comcast Spectacor, LP, the City of Casper nor any of these entities’ employees, officers, officials, or volunteers are liable for lost or stolen items. We recommend that exhibitors use tarps, table cloths, or sheets to cover the items in their booths during non-tradeshow hours.
- Exhibitor Passes are provided to exhibitors in accordance with the amount of space purchased.
• Exhibitor Passes will be distributed at the registration table at move-in.
• It is the sole responsibility of the Exhibitor to pick-up Exhibitor Passes at move-in.
- It is the sole responsibility of the Exhibitor to keep track of Exhibitor Passes. Any Exhibitor that loses a pass must purchase additional tickets from the Box Office to gain admission. $22 Friday for All Ages; $6 Saturday; Free for Ages 12 and Under on Saturday Only; $25 Two-Day Pass. Purchase admission tickets by phone at (307) 577-3030 or online at www.WyomingWomensExpo.com.
FOOD AND BEVERAGE GIVEAWAYS AND SALES:
Food and beverage giveaways are to be limited to the sample size of 3 ounces or smaller for beverages and bite size for foods. Any exhibitor distributing food or beverage products of any kind is responsible for acquiring the appropriate permits from the Natrona County Health Department at (307) 235-9340. The sale of these items should be with the intent to be consumed off-site of the event (packaged in a way that they won’t easily be consumed during the event).
Absolutely no alcoholic beverages, samples or otherwise, can be given out at exhibitor booths. The Wyoming Women’s Expo Team has made special arrangements with licensed dealers and representatives to provide the complimentary samples for Girls Night Out.
EXHIBITOR HOSPITALITY LOUNGE:
An Exhibitor Hospitality Lounge is provided for the comfort and relaxation of our exhibitors. Coffee and water service will be provided in the lounge. Only exhibitors with the appropriate Exhibitor Passes will be permitted access to this area. This area is not open to the public, nor is it provided as a babysitting area. Food from outside sources (i.e. McDonald’s, etc.) may be taken into the Hospitality Lounge for consumption. Please attempt to confine eating to the Hospitality Lounge as patrons are not allowed to bring in outside food and beverage.
FLYERS AND SIGNS:
Exhibitors are welcome to hand out flyers and hang signs or banners within their booth space. We suggest preparing for approximately 1,500 people. Don’t forget to make signage, flyer, and banner arrangements early. Please do not stand on chairs or tables to hang your signs. Step ladders will be made available at load-in near the registration table.
GIRLS NIGHT OUT:
The “Girls Night Out” will be on Friday evening from 5:30 pm to 7:30 pm. Hors d’oeuvres for the public are prepared by the Casper Events Center’s Food and Beverage Department. Beverage samples will also be provided courtesy of BACKWARDS DISTILLING COMPANY and TETON DISTRIBUTORS. Beverage samples may be limit two (2) per guest.
COMEDIAN KAT SIMMONS:
Exhibitors are welcome to attend the performance by Comedian Kat Simmons on Friday, September 21 from 8:30 pm to 9:30 pm on the stage. Exhibitor Passes will guarantee free admission to this portion of the Expo.
PROFESSIONAL DEVELOPMENT DAY
Exhibitors are welcome to purchase admission and attend the Friday, September 21th Professional Development Day. Please make sure that you arrange for someone to set-up your booth, pick-up your Exhibitor Passes, and that someone will be available to man the booth by 4:00 pm when the tradeshow opens to the public. Professional Development Day hours are 8:30 am to 4:00 pm and this event will be held in the Summit Room at the Casper Events Center. Order by phone (800) 442-2256 or online at www.WyomingWomensExpo.com.
We want the out-of-town exhibitors and visitors to enjoy an affordable and pleasant stay in Casper. The Hampton Inn and the Candlewood Suites are our hotels sponsor for the 2018 Women’s Expo.
If you have any questions or concerns, please contact Kendra Ziler at the Casper Events Center at (307) 235-8456.
Additional exhibitor services items are available for rent. Please Exhibitor Services Sheet WWEX 2018 and return it to the Casper Events Center.