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2024 Philly Bike Expo

March 16 & 17

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Exhibitor FAQs

After Registration

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What is the show guide deadline?

There is no printed show guide for 2024, 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 12/31/2023. 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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What is the cancellation policy?

Cancellation policy: If you cancel more than 2 months before the show (before January 15th, 2024) a full refund will be given. More than 1 month  before the show (before February 15th), 50% refund will be given. Less than 1 month (after February 15th), no refund will be given. If the Philly Bike Expo is cancelled due to City/State restrictions and/or CDC guidelines, registration will be rolled over to 2025.

Categories: After Registration, Exhibitors
Tag: Exhibitor Policies
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What are the insurance requirements?

Commercial General Liability Insurance Requirements

  • $1,000,000.00 per occurrence and $2,000,000.00 annual aggregate

Organizer:  Philadelphia Bike Expo, LLC
Event Dates: March 15th – 18th, 2024.
·        Additional Insured: Philadelphia Bike Expo, LLC, Pennsylvania Convention Center, Commonwealth of Pennsylvania, Philadelphia Convention & Visitors Bureau, City of Philadelphia & SMG

  • 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 16th.

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At the Show

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When is exhibitor move-out?

Sunday, March 17th – 4:00PM – 8:00PM.

Categories: At the Show, Exhibitors
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When is exhibitor move-in?

Friday, March 15th – 11:00AM – 6:00PM

You will be able to drive into the hall to unload if you provide Vista Convention Services with a credit card on file. The first hour is free. If you leave your car parked in the hall for longer than an hour you will be billed at $125/hour. Please email Vista at: heather@vistacs.com with your credit card number in advance of the show or see the Vista service desk in the exhibit hall before you load in. The last car will be permitted to drive in at 5:00pm.

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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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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 E on Friday, March 15th during exhibitor set-up.

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

You may use the loading dock to bring in and set up your own booth provided you are not driving a commercial vehicle. You will be able to drive into the hall to unload if you provide Vista Convention Services with a credit card on file. The first hour is free. If you leave your car parked in the hall for longer than an hour you will be billed at $125/hour. Please email Vista at: heather@vistacs.com with your credit card number in advance of the show or see the Vista service desk in the exhibit hall before you load in. The last car will be permitted to drive in at 5:00pm.

Categories: At the Show, Exhibitors
Tag: Exhibitor Policies
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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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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
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Is booth sharing allowed?

Yes!

Categories: Before Registration, Exhibitors
Tag: Exhibitor Policies
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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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Exhibitors

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Who do I contact to order additional booth furnishings?

Vista Convention Services:  

609-485-2421

Heather@vistacs.com

Category: Exhibitors
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Who do I contact for freight and material handling?

Vista Convention Services:  

609-485-2421

Heather@vistacs.com

Category: Exhibitors
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a

When is exhibitor move-out?

Sunday, March 17th – 4:00PM – 8:00PM.

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

When is exhibitor move-in?

Friday, March 15th – 11:00AM – 6:00PM

You will be able to drive into the hall to unload if you provide Vista Convention Services with a credit card on file. The first hour is free. If you leave your car parked in the hall for longer than an hour you will be billed at $125/hour. Please email Vista at: heather@vistacs.com with your credit card number in advance of the show or see the Vista service desk in the exhibit hall before you load in. The last car will be permitted to drive in at 5:00pm.

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

What is the show guide deadline?

There is no printed show guide for 2024, 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 12/31/2023. 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 15th, 2024) a full refund will be given. More than 1 month  before the show (before February 15th), 50% refund will be given. Less than 1 month (after February 15th), no refund will be given. If the Philly Bike Expo is cancelled due to City/State restrictions and/or CDC guidelines, registration will be rolled over to 2025.

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

Commercial General Liability Insurance Requirements

  • $1,000,000.00 per occurrence and $2,000,000.00 annual aggregate

Organizer:  Philadelphia Bike Expo, LLC
Event Dates: March 15th – 18th, 2024.
·        Additional Insured: Philadelphia Bike Expo, LLC, Pennsylvania Convention Center, Commonwealth of Pennsylvania, Philadelphia Convention & Visitors Bureau, City of Philadelphia & SMG

  • 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 16th.

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 E on Friday, March 15th during exhibitor set-up.

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

How do I order electricity?

Electricity can be ordered by using the order form on pages 51 of the Exhibitor Services Kit or through the online order form. Basic electricity is $120 if ordered before October 15th. After that date the cost is $165.

Category: Exhibitors
Permalink
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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
Permalink
Back to Top
a

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

You may use the loading dock to bring in and set up your own booth provided you are not driving a commercial vehicle. You will be able to drive into the hall to unload if you provide Vista Convention Services with a credit card on file. The first hour is free. If you leave your car parked in the hall for longer than an hour you will be billed at $125/hour. Please email Vista at: heather@vistacs.com with your credit card number in advance of the show or see the Vista service desk in the exhibit hall before you load in. The last car will be permitted to drive in at 5:00pm.

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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