LEADVILLE MARATHON & HEAVY HALF PRESENTED BY LA SPORTIVA
THURSDAY, JUNE 15, 2023
• 1:00 p.m. – 4:00 p.m. Exhibitor Load-In*
FRIDAY, JUNE 16, 2023
• 9:00 a.m. – 12:00 p.m. Exhibitor Load-In*
• 11:00 a.m. All Vehicle Movement Must Cease
• 1:00 p.m. – 7:00 p.m. Expo
• 7:00 p.m. Exhibitor Load-Out
*Note that load-in times will be assigned, based on your EventHub application. Please arrive at the date/time we confirm via email in your Final Details 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.
Exhibitors have the option of advance shipping their materials to the expo. Details are as follows:
- Advance shipments must be requested and pre-paid via the EventHub application, as space is extremely limited. Please wait for confirmation and instructions before shipping any materials.
- Receiving cost of $250 per pallet or equivalent must be pre-paid via EventHub. Should additional materials arrive, Life Time reserves the right to bill for these items post event.
- Life Time will provide labeling and shipping instructions with confirmation of advance shipment.
- Shipments may be received between May 29 and June 12 only.
- Shipments may be received Monday-Friday between 9:00 a.m. – 5:00 p.m.
- Exhibitors are responsible for all shipping costs.
POST EVENT SHIPPING
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 and pre-paid via the EventHub application, 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 $250 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 June 20 – June 23 only.
- Shipments may be picked up Monday-Friday between 9:00 a.m. – 5:00 p.m.
- Exhibitors are responsible for all shipping costs.
Please read the following options carefully. Exhibitors will select their planned load-in method within the EventHub application. 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 EventHub application to receive approval for this load-in method. The vehicle must fit within the confines of the booth space and booth space must be a dedicated vehicle space due to uneven ground in some spaces. 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 11:00 a.m. on Friday. Vehicles must remain within the booth space until load-out on Friday evening. There will be no movement of vehicles within the expo footprint between 11:00 a.m. – 7:00 p.m. on Friday.
Option 3. Advance Shipment
If an exhibitor intends to advance ship their materials to Life Time (see section below), please choose this option. Ideally, 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 on the EventHub application.
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 in the EventHub application. “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 11:00 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 11:00 a.m. – 7:00 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 $30 per set of 4 weights via EventHub during registration. 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 $40 each and chairs for $20 each via EventHub during registration.
Expo spaces do not come with electricity. Exhibitors may purchase power for $150 via EventHub during the registration process. 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 EventHub during registration. 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 purchased via EventHub prior to the event to guarantee availability.
Exhibitors are permitted to sell products as part of their activation, provided that they report their intent to sell on the EventHub application 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 EventHub application, provide proof of insurance, and complete the necessary paperwork shared as a required document on EventHub 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 and sampling.
All exhibitors must wait until the close of the expo at 7:00 p.m. on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 7:00 p.m.. Exhibitors have until 10:00 p.m. on Friday to complete their load-out from the expo.
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.
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 or tents over 20×20 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 & MATERIALS
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.
During the EventHub registration process, exhibitors and sponsors will have the opportunity to select preferred booth placement. Ultimately, space will be assigned by Life Time Staff 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.
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 during EventHub registration. 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.
The Race Across the Sky Expo’s are a consumer and industry event with attendees from throughout the country. Given the amount of media that will be in attendance, please report anything exciting that will be happening at your booth! Please notify your account manager if your activation will feature any special guests, professional racers, or product launches. The Leadville marketing team will share exhibitor happenings with media in advance of the event. For questions on media credentials,