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2026 Philly Bike Expo

March 14 – 15

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Exhibitor FAQs

After Registration

a

What is the show guide deadline?

There is no printed show guide for 2025, but please fill out the news questions in the exhibitor registration. Every year, in addition to notifying the public of each exhibitor sign-up, we try to post a “feature story” about those exhibitors who complete the sign-up questionnaire. This feature story could be in the form of an interview, an in-depth press release that the exhibitor provides, or a personal experience piece. To help the news team get your story out before the Expo, please fill out the information and answer the relevant questions by 12/31/2025. You may return to this form using the link in your confirmation email. If we’ve done an interview or story on your company previously, any hints to a new angle will be appreciated!

Categories: After Registration, Exhibitors
Tag: Exhibitor Policies
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a

What is the cancellation policy?

-Cancellation policy: If you cancel more than 2 months before the show (before January 13th, 2026) a full refund will be given. More than 1 month  before the show (before February 13th), 50% refund will be given. Less than 1 month (after February 13th), no refund will be given.

-Balances on 10×10 booths due by December 12th 2025. Balances on 10×20 booths due by November 14th. Balances on booths 10×30 and larger due by October 10th. Booths with outstanding  balances after those dates will be released back into the system.

Categories: After Registration, Exhibitors
Tag: Exhibitor Policies
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a

What are the 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 13-16, 2026, 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 13th – 16th, 2026.
·        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 13th.

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).

Categories: After Registration, Exhibitors
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At the Show

a

When is exhibitor move-out?

Sunday, March 15th – 4:00PM – 8:00PM.

Categories: At the Show, Exhibitors
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a

When is exhibitor move-in?

Friday, March 13th – 11:00AM – 6:00PM

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

Categories: At the Show, Exhibitors
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a

What is included is with a table space?

Table spaces include draped table, 2 chairs and 3′ drape behind. There is no side drape.

Categories: At the Show, Before Registration, Exhibitors
Tag: Exhibitor Policies
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a

How many badges are included with my booth space?

Table spaces: 2 Badges

10×10 booth: 4 Badges

10x 20 booth: 6 Badges

10×30: 8 Badges

10×40 or 20×20: 10 Badges

Additional badges are $25. Badges can be picked up in the lobby of Hall F on Friday, March 13th during exhibitor set-up.

Categories: At the Show, Exhibitors
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a

Can I use power tools to set up my booth?

Power tools are permitted for booths 10×60 (600 square feet) or smaller.

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
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a

Can I bring in my vehicle through the loading dock to set up my booth?

Vehicle Exhibit Hall Move In/Out Access 

Vehicle Exhibit Hall Access: 

Friday, March 13th 11:00 AM-5:00 PM 

Sunday, March 15th 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

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
Permalink
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a

Are pop up tents allowed?

Yes as long as they are labeled fire retardant and do not exceed 8′ in height.

Categories: At the Show, Before Registration, Exhibitors
Tag: Exhibitor Policies
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a

Are inflatables allowed?

Inflatables are permitted in 20×20 spaces. A photo and description must be sent for approval prior to move-in.

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
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Before Registration

a

What is included is with a table space?

Table spaces include draped table, 2 chairs and 3′ drape behind. There is no side drape.

Categories: At the Show, Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

What is included is with a booth space?

All booths include pipe and drape, draped table, 2 chairs, wastebasket, and booth ID sign.

Categories: Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
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a

Is booth sharing allowed?

Yes!

Categories: Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

Are pop up tents allowed?

Yes as long as they are labeled fire retardant and do not exceed 8′ in height.

Categories: At the Show, Before Registration, Exhibitors
Tag: Exhibitor Policies
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Exhibitors

a

Who do I contact to order additional booth furnishings?

AEX Convention Services:  

609-272-1600
Orders@AEXservices.com

Category: Exhibitors
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a

Who do I contact for freight and material handling?

AEX Convention Services:  

609-272-1600
Orders@AEXservices.com

Category: Exhibitors
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a

When is exhibitor move-out?

Sunday, March 15th – 4:00PM – 8:00PM.

Categories: At the Show, Exhibitors
Permalink
Back to Top
a

When is exhibitor move-in?

Friday, March 13th – 11:00AM – 6:00PM

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

Categories: At the Show, Exhibitors
Permalink
Back to Top
a

What is the show guide deadline?

There is no printed show guide for 2025, but please fill out the news questions in the exhibitor registration. Every year, in addition to notifying the public of each exhibitor sign-up, we try to post a “feature story” about those exhibitors who complete the sign-up questionnaire. This feature story could be in the form of an interview, an in-depth press release that the exhibitor provides, or a personal experience piece. To help the news team get your story out before the Expo, please fill out the information and answer the relevant questions by 12/31/2025. You may return to this form using the link in your confirmation email. If we’ve done an interview or story on your company previously, any hints to a new angle will be appreciated!

Categories: After Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

What is the cancellation policy?

-Cancellation policy: If you cancel more than 2 months before the show (before January 13th, 2026) a full refund will be given. More than 1 month  before the show (before February 13th), 50% refund will be given. Less than 1 month (after February 13th), no refund will be given.

-Balances on 10×10 booths due by December 12th 2025. Balances on 10×20 booths due by November 14th. Balances on booths 10×30 and larger due by October 10th. Booths with outstanding  balances after those dates will be released back into the system.

Categories: After Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

What is my booth number?

You can find your booth on the expo map page. Booth numbers are listed in the table below the map.

Category: Exhibitors
Permalink
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a

What is included is with a table space?

Table spaces include draped table, 2 chairs and 3′ drape behind. There is no side drape.

Categories: At the Show, Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

What is included is with a booth space?

All booths include pipe and drape, draped table, 2 chairs, wastebasket, and booth ID sign.

Categories: Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

What are the 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 13-16, 2026, 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 13th – 16th, 2026.
·        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 13th.

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).

Categories: After Registration, Exhibitors
Permalink
Back to Top
a

Is booth sharing allowed?

Yes!

Categories: Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

How many badges are included with my booth space?

Table spaces: 2 Badges

10×10 booth: 4 Badges

10x 20 booth: 6 Badges

10×30: 8 Badges

10×40 or 20×20: 10 Badges

Additional badges are $25. Badges can be picked up in the lobby of Hall F on Friday, March 13th during exhibitor set-up.

Categories: At the Show, Exhibitors
Permalink
Back to Top
a

How do I order electricity?

Electricity can be ordered using this online order form.

Category: Exhibitors
Permalink
Back to Top
a

Can I use power tools to set up my booth?

Power tools are permitted for booths 10×60 (600 square feet) or smaller.

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

Can I bring in my vehicle through the loading dock to set up my booth?

Vehicle Exhibit Hall Move In/Out Access 

Vehicle Exhibit Hall Access: 

Friday, March 13th 11:00 AM-5:00 PM 

Sunday, March 15th 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

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

Are pop up tents allowed?

Yes as long as they are labeled fire retardant and do not exceed 8′ in height.

Categories: At the Show, Before Registration, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top
a

Are inflatables allowed?

Inflatables are permitted in 20×20 spaces. A photo and description must be sent for approval prior to move-in.

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
Permalink
Back to Top

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