SPONSOR INFORMATION & REGISTRATION – STAGES CYCLING LEADVILLE TRAIL 100 MTB
FINISH FESTIVAL EXHIBITOR INFORMATION
Please review all important details below and submit your Sponsor Form by Friday, July 22, 2022.
THURSDAY, AUGUST 19, 2021
• 2:00 p.m. – 8:00 p.m. Exhibitor Load-In*
FRIDAY, AUGUST 20, 2021
• 6:00 a.m. – 10:00 a.m. Exhibitor Load-In*
• 10:00 a.m. All Vehicle Movement Must Cease
• 11:00 a.m. – 5:00 p.m. Expo
• 5:00 p.m. – 8:00 p.m. Exhibitor Load-Out
SUNDAY, AUGUST 22, 2021
• 6:00 a.m. – 7:30 a.m. Race Day Finish Line Festival Set-Up for Pre-Approved Sponsors & Vendors Only
• 7:30 a.m. – 10:15 a.m. Race Day Finish Line Festival
*Note that load-in will be assigned, based on responses to the form below. Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
For a full schedule of events with race start times, cut-off times and more, click HERE.
Please read the following options carefully. Exhibitors will select their planned load-in method within the exhibitor form below. Note that all exhibitors must check in with expo staff at the Exhibitor Check-in tent upon arrival for their scheduled load-in.
Option 1. Vehicle Unload in Unloading Zone
Exhibitors will park their vehicles in a dedicated unloading zone and hand-carry their materials to their designated booth space. Expo management recommends this load-in method for the majority of exhibitors, especially those that are able to easily transport materials by hand.
Option 2. Vehicle on Display in Booth
Any vehicles on display as part of a booth activation must be pre-approved. Exhibitors must provide information on the activation vehicle in the exhibitor form below to receive approval for this load-in method. The vehicle must fit within the confines of the booth space. During load-in, exhibitors will first obtain a “Vehicle in Booth” pass from the Exhibitor Check-in tent. These will only be produced for those companies that designate a vehicle in the form below. Any vehicle that is to be parked within an exhibitor booth must be in place by 10:00 a.m. on Friday. It will remain within the booth location until load-out on Friday evening. There will be no movement of vehicles within the expo footprint between 10:00 a.m. – 5:00 p.m. on Friday.
Option 3. Vehicle Unload at Booth
Exhibitors will first obtain a “Vehicle Unload” pass from the Exhibitor Check-in tent. Exhibitors will drive directly to their booth space and unload their materials. Exhibitors will have 30 minutes to unload their vehicle within the expo footprint. All vehicles must be moved from the expo footprint by 10:00 a.m. on Friday. Expo management recommends this load-in method for exhibitors that have a vehicle (car or pickup truck) of many and/or heavy materials to unload.
Option 4. Advance Shipment Only
If an exhibitor intends to advance ship their materials to Life Time (see section below), and will not require any other method of load-in, please choose this option. These exhibitors will arrive during set-up with no additional materials to unload. All advance shipments will be delivered as close as possible to booth spaces in accordance with the load-in day/time confirmed by Life Time via email. Exhibitors may be required to move advance shipments by hand from the expo perimeter to their booth. If an exhibitor will need to unload a vehicle or park a vehicle in their booth, in addition to the advance shipment, please choose the appropriate secondary option when answering the “Load-In Method” question below.
Exhibitors have the option of advance shipping their materials to the expo. Details are as follows:
- Advance shipments must be requested in the form below, as space is extremely limited. Please wait for confirmation and instructions before shipping any materials.
- Receiving cost of $200 per pallet or equivalent. Life Time will invoice exhibitors after the event.
- Life Time will provide labeling and shipping instructions with confirmation of advance shipment.
- Shipments may be received between August 2 and August 6 only.
- Shipments may be received Monday-Friday between 9:00 a.m. – 5:00 p.m.
- Exhibitors are responsible for all shipping costs.
Free public parking is available throughout Leadville. Please pay attention to limited time parking areas and be cognizant of residential and marked “No Parking” spaces. Exhibitors park at their own risk, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please remove valuables from vehicles before parking.
Expo management will assign booths to exhibitors and sponsors based on contract requirements, power needs, and the products being displayed. All exhibitors will receive confirmation of booth assignment prior to the event. Exhibitors are not to activate outside of their assigned booth space.
Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors. Exhibitors are not to activate outside of their assigned booth space. No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval. Expo management strictly prohibits subletting of booth space. This means that the only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time. Exhibitors must remain open at all times during expo hours. The expo is non-exclusive.
Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors.
NO CANNABIS, CANNABINOID (CBD), OR RELATED ITEMS MAY BE PRESENT AT THE EXPO WITHOUT PRIOR APPROVAL FROM LIFE TIME. Expo management and Life Time staff reserve the right to restrict and remove anything that has not been pre-approved.
Exhibitors may display a vehicle in their booth provided that the vehicle and all aspects of the company activation fit within the contracted booth space. Exhibitors will not be permitted to park any vehicle within the expo layout if it does not fit within the contracted booth space. All requests for vehicles on display must be included within the form below. “Vehicle in Booth” parking passes will only be generated for vehicles designated in the form below. Any vehicle that is to be parked within an exhibitor booth must be in place by 10:00 a.m. on Friday. It will remain within the booth location until load-out on Friday evening. There will be no movement of vehicles within the expo layout between 10:00 a.m. – 5:00 p.m. on Friday.
Tents & Weights
As this is an outdoor event, pop-up tents are permitted in this expo; however, they must be properly weighted to avoid injury. Leadville is a notoriously windy town. As the expo floor is gravel, it is not possible to stake. Water access may be limited. Exhibitors may rent weights for $20 per set of 4 weights via the online form below. Expo management reserves the right to request that any tents without proper weights be dismantled. Exhibitors are not required to have a tent for their booth activation.
Tables & Chairs
Tables and chairs are not provided in the expo booth cost. Expo management encourages exhibitors to bring their own tables and chairs. If this is not an option, rentals are available. Exhibitors may rent 6′ tables for $30 each and chairs for $20 each via the online form below.
Expo spaces do not come with electricity. Exhibitors may purchase power for $150 via the online form below. Life Time will invoice exhibitors after the event. Exhibitors are responsible for bringing their own extension cords and power strips. We recommend bringing NO LESS than 100 feet of extension cord. All exhibitors who purchase power will receive a colored band at Exhibitor Check-in for their extension cord. Exhibitors who have purchased power must use the colored band on their extension cord. Any cords found plugged into power without bands will be removed.
Exhibitors may purchase ice for $10 per 16 lb bag via the online form below. Please indicate total quantity of bags needed for the duration of the expo. Life Time will invoice exhibitors after the event. Ice will be delivered to your booth daily. Exhibitors are welcome to bring their own ice as well.
Exhibitors may store excess materials on-site for $100 per pallet or equivalent. The designated storage area will be dedicated to exhibitor materials only. On-site storage fees will be waived for any exhibitor that is advance or post-event shipping materials.
All booth rentals must be designated within the form below to guarantee availability. Please note that requests for orders in the form below are binding. By requesting a rental, exhibitors understand that Life Time will process invoices for all rentals after the event.
Exhibitors are permitted to sell products as part of their activation, provided that they report their intent to sell within the form below and complete any necessary paperwork provided by Life Time prior to the event. There are no fees required to sell products at the expo, but exhibitors that fail to follow any additional instructions will not be permitted to sell at the expo.
State & Lake County Sales Taxes: All federal, state, and local laws governing retail sales tax must be followed. Exhibitors will understand and comply with the rules and regulations of the sales tax. It is the responsibility of the exhibitor to take appropriate action and satisfy State and Lake County tax requirements.
Exhibitors are permitted to sample and sell food or beverage products, provided that they report their intent to sample/sell within the form below, provide proof of insurance, and complete the necessary paperwork that will be shared with approved exhibitors. Exhibitors that fail to follow instructions will not be permitted to sample or sell food or beverage at the expo. Additional fees, ranging from $115-$255 may apply to food or beverage sales.
Please refer to https://www.lifetime.life/media.html for Life Time’s Insurance requirements. Exhibitors must adhere to these requirements and provide documentation if requested by Life Time.
Security will be provided overnight on Thursday night, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours and valuables are not left overnight.
Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in the form below. Exhibitors must wear credentials at all times.
The safety of our athletes, exhibitors, and staff is the top priority during the weekend’s events. As such, the exhibitor’s primary contact number may be programmed to receive text message notifications via GroupMe from expo management. Expo management will only use this one-way communication in the event of an incident that warrants widespread notification. The recipient will NOT receive any automatic push notifications.
Fire, Safety & Health Regulations
Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.
Exhibitors have the option of scheduling a pick-up for their materials after the expo. Details are as follows:
- Post-event shipping must be requested in the form below, as space is extremely limited. Please wait for confirmation and instructions before coordinating the pick-up of any materials.
- If materials were advance shipped to the expo, there is no additional cost for post-event shipping.
- If materials were not advance shipped to the expo, there is a $200 per pallet or equivalent cost for post-event shipments.
- It is the responsibility of the exhibitor to package materials, affix proper labels, and schedule a pick-up for materials.
- Shipments may be picked up between August 23 – August 27 only.
- Shipments may be picked up Monday-Friday between 9:00 a.m. – 5:00 p.m.
- Exhibitors are responsible for all shipping costs.
All exhibitors must wait until the close of the expo at 5:00 p.m. on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 5:00 p.m.. Exhibitors have until 8:00 p.m. on Friday to complete their load-out from the expo.
Please submit your Sponsor Form by Friday, July 22, 2022.
You will receive an on-screen confirmation when the form is successfully submitted.
Logistical questions? Please contact Mimi Ault at mault@LT.LIFE.