Egyptian Event Exhibit Space Application & Contract

EXHIBITOR PROMOTIONS & PRESENTATIONS

Farms and horses promoted as part of any commercial exhibit booth at the Egyptian Event must be owned by a current Pyramid Society member, and horses promoted must meet The Society’s definition of Straight Egyptian Arabian or Egyptian bred/sired. Exhibitors who wish to include speakers or presentations as part of their promotions during the Egyptian Event are required to submit the speaker’s name, a brief bio, topic of discussion and any materials for distribution to The Pyramid Society prior to promotion of speaker, materials or topic.

BOOTH LOCATIONS

When reviewing the enclosed TENTATIVE floor plan, please note that all booths are located in the indoor show arena. The enclosed booth layout is subject to change. Booths located on the outside walls are not guaranteed corners, but may be provided as space allows. Booths will be assigned on a first come - first served basis, with previous exhibitors receiving first refusal for their usual site if reserved with a 50% deposit by April 17, 2017. A limited number of outdoor exhibit spaces are also available upon request. As always, The Pyramid Society will make every effort to provide your desired location. Final booth numbers will be assigned in late May.

EXHIBITION HOURS

We ask that all booths remain open and staffed throughout the week while classes & activities are in session in the covered arena. 

EXHIBITOR PASSES

There will be a one-time gate fee of $15.00 upon arrival at the Kentucky Horse Park, to receive a gate pass valid through the duration of the Event. Each exhibitor will then receive a parking pass and (2) name badges in their welcome packet.

PARKING

Commercial Exhibitor parking will be located in close proximity to the covered arena for the convenience of our exhibitors. An official Egyptian Event parking pass must be displayed in your vehicle at all times.

BOOTH COSTS AND PAYMENT

Payment in full must be received prior to the assignment of your booth number. The costs are as follows:

10 x 10 :: $500.00

10 x 20 :: $925.00

A minimum deposit of 50% must be submitted with your contract, with the balance due by May 1, 2017.

INSURANCE

Exhibitor shall be required to obtain and keep at Exhibitor’s sole cost and accept in full force and effect throughout the term of the Egyptian Event, the following insurance policies: A. Worker’s Compensation Insurance. Worker’s Compensation and Employer’s Liability Insurance as required by applicable State Law for all of the Exhibitor’s employees in any way involved with the exhibit. B. General Liability Insurance. Exhibitor shall maintain a Broad Form policy of Comprehensive General Liability Insurance insuring owner and operator of the Kentucky Horse Park, its owner the State of Kentucky, and Exhibitor against liability arising out of the use, occupancy or maintenance of the assigned space. The insurance will be for not less than $1,000,000 per occurrence with $2,000,000 aggregate limit for bodily injury and property damage. The contract must include a hold harmless agreement naming The Pyramid Society, The Pyramid Foundation and The Kentucky Horse Park as additional insured. Exhibitors must submit acceptable Certificates of Insurance to The Pyramid Society office with their commercial exhibit contract.

PROMOTIONAL SCRIPT & LOGO

Help us to help you promote your business by providing a promotional script of no more than 50 typed words describing your products or services, and a digital logo. This script will be used as a public advertisement during the Event, and the logo will be used to promote your business on the arena multi-media screen. Please send your promotional script & logo to our office via e-mail to info@PyramidSociety.org by May 1, 2017 for inclusion. (The Pyramid Society reserves the right to gather information as needed for publication from the web and other sources if not provided by the exhibitor by the due date.)

BOOTH ACCESSORIES

Each booth will consist of black and gold booth drapes and a booth identification sign.

ADDITIONAL FURNITURE AND SERVICES

All exhibitors will receive a package of information from LEXPO, our exhibitions management company, prior to the show. This will include information regarding electricity, carpeting, tables and other supplemental furnishings and services. Contact Melissa Conley at LEXPO at Ph: (859) 233-4567 ext. 3781 or mconley@lexingtoncenter.com.

ELECTRICITY

Exhibitors requiring any electrical connections to their booth MUST order electrical service through LEXPO, the exposition management company. Information regarding electricity will be included in your LEXPO exhibitor packet.

SET-UP

The booth area will be open for exhibitors to set up Tuesday, June 6th from 9:00 a.m. to 5:00 p.m.  Exhibitor packets and additional information can be obtained at the LEXPO Exhibition Services desk inside the covered arena during set-up. Payment in full must be confirmed prior to booth set-up.

SECURITY

Tentative Security Schedule: Security will begin on Tuesday, June 6th at 6:00 p.m. and will be provided each day from the close of the evening classes until 8:00 a.m. No security will be provided after 9:00 a.m. on Sunday, June 11th.

FREIGHT SERVICE

Freight Service will be provided by LEXPO, our Exhibitions Management company and complete information regarding freight and other special services will be forthcoming in your exhibitor’s kit. NOTE: Due to space limitations, The Pyramid Society office cannot accept freight from exhibitors.

KY STATE SALES TAX

The Kentucky State Revenue Cabinet requires remission of 6% sales tax on all sales. For more information, call (502) 564-5170 or visit: www.revenue.ky.gov/business/salesanduse.htm.

ADDITIONAL LEXINGTON INFORMATION

For additional information about the Lexington area, contact the VisitLex at: www.visitlex.com or via phone at: (800) 845-3959.

APPLICATION & CONTRACT

Fill out the webform below to submit your application online or print and mail forms Comex Packet (pdf)

 

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