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2013 THUNDER ROAD MARATHON HEALTH & WELLNESS EXPO
Expo Dates & TimesMove In
Thursday, November 14 2:00pm 8:00pm
Hours of Operation
Friday, November 15 10:00am 9:00pm
Move Out
Friday, November 15 9:00pm - 12:00pm
Booth Sizes and Prices10 x 10 Booth ...................................................... $500
10 x 10 Corner ..................................................... $625
10 x 20 Booth ...................................................... $800
10 x 20 Corner ..................................................... $950
Booth price includes one 6 draped table with 2 chairs,
company sign, waste basket, 8 draped back wall and 3
draped side walls.
Application & Payment DeadlineAttached application must be completed and returned
with a 50% non-refundable booth deposit. Remaining
balance is due no later than Friday, October 25, 2013.
Participation in the Expo is subject to booth availability
after Friday, October 25, 2013.
Expo LocationSymphony Ballroom
The Sheraton Charlotte Hotel (previously the Blake Hotel)
555 South McDowell Street
Charlotte, NC 28204
www.blakehotelnc.com
2012 Runner Numbers#1,200+ Marathon participants
2,600+ Half Marathon participants
600+ 5K participants
50% of total runners were male
50% of total runners were female
75% of runners between the ages of 25-49
42 States Represented
90% from Southeast (FL, GA, NC, SC, & VA)
#Based on registration information collected from all participants
Contact InformationThunder Road Marathon Expo
Attn: Ashleigh Lawrence
2422 Park Road
Charlotte, NC 28203
Phone: (704) 358-0717
Fax: (704) 348-2533
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2013 THUNDER ROAD MARATHON HEALTH & WELLNESS EXPOOptional FeaturesFor an additional fee, the following items are available:
Booth Carpeting I Electricity I Internet
Telephone I Audio/Visual EquipmentPrices vary. A show kit will be forwarded to you from
our exposition service company allowing you to request
the above features as well as coordinate shipment and
delivery of expo materials.
Exhibitor ParkingEach exhibitor will be allowed to unload at the Sheraton
Charlotte Hotel (previously the Blake Hotel)but is
responsible for their own parking throughout the
duration of the Expo. Parking is available at prevailingrates in the surrounding area. For further information
and a parking map, please visit our website
www.runcharlotte.com.
Hotel & Travel InformationThe Blake Hotel, host of the 2013 Health & Wellness
Expo, is also the official hotel for expo vendors. Vendors
receive a $99/night rate valid November 15-18, 2013.
Contact the Sheraton Charlotte Hotel at (704) 372-4100
and let them know you are a vendor for special rate.
InsuranceExhibitors who do not provide Event Marketing
Services, Inc. a Certificate of Insurance will not be
allowed to set up their booths. Proof of insurance
should include a certificate of insurance listing EMS as
an additional insured on the general liability policies
and must be received no later than October 25, 2013.
Trademark License AuthorizationThe Thunder Road Marathon name, trademarks, logos
and any variants require formal authorization prior to
use on articles of any kind including but not limited to
signage, staff t-shirts, shopping bags, samples, souvenir
items and brochures
Furnishings For your safety: Standing on chairs, tables, or other
rental furniture is prohibited. These items are not made
to support standing weight. Our exposition service
company or Event Marketing Services, Inc. cannot be
responsible for injuries or falls caused by the improper
use of this furniture.
SecurityOvernight security will be provided at the Sheraton
Charlotte Hotel however, all areas will be accessible to
personnel during the night, so we cannot guarantee full
security of articles left at your booth overnight. Please
take your valuables with you when you leave at night.
Below are a few suggestions to help protect your
materials:
Do not leave your exhibit unattended duringSet-Up, Expo Hours, or Move-Out.
Cover your display after set-up and each night
before you leave.
Do not leave merchandise under tables or in
displays overnight.
Take all valuables and personal belongings with
you at night.
At the close of the Expo, pack as quickly as
possible and do not leave your booth
unattended during this period.
All attendees and exhibitors must leave the exhibit area
within 30 minutes after the Expo closes each day. To
ensure maximum security, no one will be permitted in
exhibit booths after hours.
Fire and Safety RegulationsAisles must be kept clear at all times. Please be sure
that your tables and other booth furnishings remain
within the limits of your booth. Display materials are
prohibited from extending beyond the booth space. Werecommend that you place your table further back in
your booth. This invites attendees to enter your booth
and avoids the appearance of overcrowding, which
discourages additional visitors. Leafleting and other
promotional activities must take place within the
confines of your booth, not in the aisles or doorways.
Smoking is not permitted at the Sheraton Charlotte Hote
except in designated smoking areas.
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2013 THUNDER ROAD MARATHON HEALTH & WELLNESS EXPOThe Following are Prohibited:
Noisy or undignified displays, including sound
devices, smoke machines, bubble machines,
flashing lights, megaphones, loud speakers or,
sideshow tactics; Glitter and stick-on decals or adhesive items.
You will be charged for the cleaning/removal of
these items;
Scantily clad models or demonstrators. All
models and demonstrators must be properly
clothed and dressed in good taste at all time
and must confine their activities within the space
of the exhibitor by whom employed;
Outside activities during official Expo hours that
would encourage attendance away from exhibit
premises;
Live animals;
Helium balloons;
Children under 14 will be prohibited during the
set-up and dismantling of the Expo;
Expo management must be informed of all
raffles, donations, celebrity appearances or
other promotional activities;
Cameras arent allowed in the hall except for the
purpose of photographing your own booth;
Never enter any other firms display uninvitedand never when it is unattended;
Debris and/or boxes in the booths;
Handwritten signs;
Taping or pinning materials to the wall of the
Symphony Ballroom;
Draping materials over booths.
We look forward to seeing
you at the 2013 Thunder
Road Marathon Health &
Wellness Expo this
November!3
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2013 HEALTH & WELLNESS EXPO
Please return completed Application with a deposit of 50% booth price in check or money order to:
Thunder Road Marathon Health & Wellness Expo I Attn: Ashleigh Lawrence
2422 Park Road I Charlotte, NC 28203 I Fax: 704-348-2533 I [email protected]
APPLICANT INFORMATION
Company Name
Last Name First Name
E-mail Address Phone
Street Address Suite #
City State ZIP
Event Day Contact Name Event Day Phone
Booth Selection: 10 x 10 Booth $500 10 x 10 Corner $625 10 x 20 Booth $800 10 x 20 Corner $950
Products or Services being displayed:
Do you plan to sell items? YES NO Do you plan to sample food/ beverage? YES NO
If you plan to sell, please describe items:
If you plan to sample, please describe items:
Name as it should appear on ID sign:
Make checks payable toCharlottes Thunder Road Marathon
GUIDELINES AND SIGNATURE
By signing this Application you are agreeing to the below Terms and Conditions with Event Marketing Services (EMS) for the 2013 Thund
Road Marathon Health & Wellness Expo:
1. A non-refundable deposit of 50% of total booth price is due with application to secure booth. Remaining balance is due no later than October 25, 2013. No refunds will
issued afterOctober 25, 2013.
2. Exhibitor agrees that no refunds will be made to an exhibitor who fails to occupy space.
3. EMS reserves the right of booth placement. Every attempt will be made to honor your request. EMS also reserves the right to change booth placement at any time.
4. Exhibitor shall pay all costs pertaining to moving in and moving out.
5. Exhibitor will arrive and complete booth setup during the following hours: Thursday, November 14, 2:00 pm - 8:00 pm
6. Exhibitor will keep booth open and staffed during the following Expo hours: Friday, November 15, 9:00 am - 9:00 pm
7. Booth setup shall not extend beyond assigned space.
8. Subletting of booth either partially or in full is not permissible. Signs, banners, displays, sampling, giveaways or promotional materials or activities of any kind of an en
other than the Exhibitor are absolutely not permissible.
9. Expo Management reserves the right to reject any exhibit.
10. Exhibitor is allowed to sell products and services, however all products and services must be approved by EMS
11. All raffles and giveaways must be pre-approved by EMS and must be in accordance with local and state laws.
12. Absolutely NO food and beverage sales will be allowed in the Symphony Ballroom without advanced permission from EMS. Sampling is allowed with approval by EMS.
13. Exhibitor shall provide EMS with proof of insurance for workers compensation, comprehensive general public liability and property damage, independent contracto
personal injury and contractual liability. Prior to occupancy, Exhibitor shall provide proof of insurance and a certificate of insurance listing EMS as an additional insured
the general liability policies no later than October 25, 2013.
14. Exhibitor agrees not to deface property and agrees to acceptability for any damage to property of others or the Sheraton Charlotte Hotel (formerly the Blake Hotel). A
damage shall be remedied at Exhibitors expense and to the satisfaction of the property owner.
15. In the event of war, fire, terrorist attack, public catastrophe, strike, act of God, civil unrest or other uncontrollable cause, the Expo or any part thereof is prevented from bei
held, or cancelled, EMS shall, in its sole discretion, determine a refund, if any, to be paid to Exhibitors.
16. Exhibitor agrees to EMSs and Charlottes Thunder Road Marathons promotional, non-commercial use of its images and the images of its workers, agents and staff
photographs, video, film or other media depictions of the Expo.17. EMS as owner and operator of Charlottes Thunder Road Marathon reserves the right to the use of Charlottes Thunder Road Marathon name, trademarks, logos a
copyrighted materials. No use of the name Charlottes Thunder Road Marathon, EMS and/or any of their logos, trademarks or copyrights for any commercial purpose or a
merchandise for sale or giveaway is authorized without the express written permission from EMS
18. Exhibitor assumes all responsibility for loss, theft or destruction of goods, or personal injuries to itself, its employees, agents, representatives or visitors. Exhibitors wishing
insure their display materials including merchandise, must do so at their own expense.
19. Exhibitor will observe all the policies and directive f rom event management parties regarding noise levels, fire regulations and activities of personnel under your control.
Signature Date
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mailto:[email protected]:[email protected]:[email protected]