Exhibitor Registration & Information
Exhibitor Policies:
-You may use the loading dock to bring in and set up your own booth provided you are not driving a commercial vehicle.
-Power tools are permitted for booths 10x60 (600 square feet) or smaller.
-Booth sharing is allowed: Limit of 2 large companies per 10x10 booth or 3 framebuilders/artisan companies per 10x10 booth.
-All booths include pipe and drape, draped table, 2 chairs, wastebasket, and booth ID sign.
-Inflatables are not allowed and all pop up tents must be labeled fire retardant.
-Table spaces include draped table, 2 chairs and 3' drape behind. There is no side drape.
-Tents must not exceed 8' in height and are required to have a fire retardant tag.
-Booth walls/decor cannot exceed 8' in the back or 3' on the side.
-10x20 perpendicular end-caps have one centered 8’ high x 10' wide back drape. If you need a full 10x20 back drape, please choose an in-line booth.
-Cancellation policy: If you cancel more than 2 months before the show (before January 7th, 2025) a full refund will be given. More than 1 month before the show (before February 7th), 50% refund will be given. Less than 1 month (after February 7th), no refund will be given.
-Balances on 10x10 booths due by December 13th 2024. Balances on 10x20 booths due by November 15th. Balances on booths 10x30 and larger due by October 11th. Booths with outstanding balances after those dates will be released back into the system.
-Exhibitors are not permitted to break down their exhibit space until the close of the show on Sunday, March 9th at 4:00PM.
Exhibitor Kit:
AEX Convention Services is the official contractor for the 2025 Philly Bike Expo. You will receive an email invitation from AEX with the subject line "2025 Philly Bike Expo is now open for online ordering."
If you have not received this email invitation, please contact AEX Convention Services at 609-272-1600 or Orders@AEXServices.com and we will be happy to assist you.
Need to get your bike to Philly? Ship it with Bikeflights. Bikeflights built a custom Philly Bike Expo Shipping Guide to streamline your event travel. All bookings are monitored by their expert team until delivery. Bikeflights also offers easy-to-pack bike boxes, packing how-to videos and excellent customer support. Ship the best way with Bikeflights.
Electricity:
Electricity can be ordered through this online order form. It is $140 for basic electricity at the advance rate (until February 14th). The regular rate is $168 (after February 14th). The price increases for additional watts, connections.
Insurance requirements:
As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional.
This insurance must be in force during the lease dates of the event, March 7-10, 2025, naming the Philadelphia Bike Expo, LLC (51 N. 4th St. Lewisburg, PA 17837) as the certificate holder. The following must be named as additional insured: Philadelphia Bike Expo, LLC, Pennsylvania Convention Center Authority, City of Philadelphia, Philadelphia Convention & Visitors Bureau, theCommonwealth of Pennsylvania and SMG.
Organizer: Philadelphia Bike Expo, LLC
Event Dates: March 7th - 10th, 2025.
· Additional Insured: Philadelphia Bike Expo, LLC, 51 N. 4th St. Lewisburg, PA 17837.
Pennsylvania Convention Center Authority 1101 Arch Street Philadelphia, PA 19107
SMG/ASM Global 300 Conshohocken State Rd Conshohocken, PA 19428
Commonwealth of Pennsylvania Department of General Services 515 North Office Building
Harrisburg, PA 17125
City of Philadelphia 1515 Arch St. 14th Floor Philadelphia, PA 19102
Philadelphia Convention & Visitors Bureau 1601 Market Street Suite 200 Philadelphia, PA 19103
- Certificate Holder: Philadelphia Bike Expo, LLC, 51 N. 4th St, Lewisburg, PA 17837.
Please send your certificate of insurance to bina@phillybikeexpo.com by February 7th.
If you do not have insurance, or you would rather not use your own insurance, (similar to when you rent a car – so that claims would not be filed against your policy), we have set up a program with Rainprotection Insurance through which, you can purchase compliant insurance instantly online for $99 (Plus any applicable taxes).
Exhibitor Badges:
Location:
Pennsylvania Convention Center
129 N Broad St, Philadelphia, PA 19107
Philadelphia, PA 19107
*Hall E*
GPS Address for the loading dock: 1130 Vine Street Philadelphia Pennsylvania 19107
Exhibitor move-in:
Friday, March 7th - 11:00AM - 6:00PM.
Exhibitors can access the exhibit hall at 7:30AM on Saturday & Sunday morning with your exhibitor badge. You must have your exhibitor badge for entry at all times starting first thing Saturday morning. If you choose to move in on Saturday morning and did not pick up your badge on Friday, you will need to wait until our crew is set up and ready at 8:00AM on Saturday. If you do any move-in or set up on Saturday morning it has to be through the front door only. There is no rear doors or loading dock use after 6:00PM Friday or before 4:00PM Sunday.
Exhibitor move-out:
Sunday, March 9th - 4:00PM - 8:00PM.
Alert: The Philadelphia Flower Show is being held the same dates in another hall. They will start their breakdown on Sunday at 6:00PM. Most of the flower show move out activity will be inside the their exhibit hall so the loading dock activity will be minimal that evening. However, please be prepared for potential delays.
Show dates & hours:
Saturday, March 8th 10:00AM - 5:00PM
Sunday, March 9th 10:00AM - 4:00PM
Vehicle Exhibit Hall Move In/Out Access
Vehicle Exhibit Hall Access:
Friday, March 7th 11:00 AM-5:00 PM
Sunday, March 9th 4:00 PM
•Before you drive in, please fill out a credit card form in advance of the show or visit theAEX service desk in the exhibit hall.
•A credit card on file is required prior to driving into the exhibit hall.
•The first hour is complimentary
•Vehicles inside the hall for longer than one hour will be billed $125.00 per hour.
•No vehicles will be permitted to drive in the hall after 5:00pm on Friday
LOADING DOCKS
Friday 11:00 AM- 6:00 PM
Sunday at 4:00 PM-8:00 PM
Our Host Hotel:
Le Méridien Philadelphia
1421 Arch Street
Philadelphia, Pennsylvania 19102
$199/night. Includes Complimentary Wi-Fi and Grab n' Go breakfast items.
Click here to book. Booking cutoff is February 23rd.
Parking:
We recommend booking convenient and affordable parking in advance through SpotHero, the nation’s leading parking reservation app. To reserve your parking spot, visit the Philly Bike Expo SpotHero Parking Page and book a spot with rates up to 50% off drive-up.
