Info for the 2015 Exhibitors

If you have any questions that don’t get answered below, please contact the Casper Events Center at (307) 235-8441 or send an email.


2015′s Theme is: The Roarin’ 20′s!

Exhibitors will receive exact, confirmed booth location via email prior to the event. Please review the following information in order to make sure you’re familiar with all of the rules for the show.

GENERAL INFORMATION
Tradeshow Hours:
Friday, October 2 from 4:00 pm to 8:30 pm*
Saturday, October 3 from 9:00 am to 3:00 pm
The Farmers Market will be open on Saturday from 9:00 am to 3:00 pm.
View a full schedule of events here.

*Exhibitors are expected to be in their booths during tradeshow hours but are welcome to attend the comedian’s performance at 8:30 pm. Concourse level exhibitors are welcome to stay open during the comedian performance on Friday night, but are asked to keep the noise level as low as possible so the comedian’s performance is not disturbed.
ALL Exhibitors, especially Concourse Level Exhibitors, are encouraged to cover or secure their products with cloth or tarp during non-show hours.

Booth Cancellation/Refund Policy:
100% if cancelled before August 21; 50% if cancelled before September 11, No refunds after September 11.
In the event of a show cancellation, the booth reservation fee will be refunded. Booths reserved via credit card will automatically be credited within 48 hours of the cancellation (to the same card). Your credit should show up on your statement within 3-5 business days. Reservations made by cash or check will be mailed a refund.

Location of Booth:
The location of your exhibit booth will be assigned at the discretion of the Wyoming Women’s Expo Team. Specific space locations can be requested and the Team will do it’s best to accommodate these requests; however, there are no guarantees that exhibitors will get the exact space requested.

Show Theme and Colors:
The 2015 theme is “Roaring 20’s” with the colors Gold, Silver, White and Black. Exhibitors are encouraged to incorporate the colors and/or theme into the design of their booth.

Set-Up and Tear-Down:
It is the sole responsibility of each exhibitor to set-up and tear down their exhibit. It is requested that courtesy and patience be exercised during these processes. There will be a limited number of carts or dollies available for use during move-in and move-out. These are available on a first-come, first-serve basis. Exhibitors are welcome to use their own carts to move product into and out of the building. Carts won’t be made available for move-out until the building has been cleared of all attendees.

Move-In:
Arena Level Exhibitors will not be permitted to move-in any earlier than 8:00 am or any later than 2:00 pm on Friday, October 2.
Concourse Level Exhibitors will be required to move-in on Thursday, October 1st between 8:30 am to 6:00 pm. No exceptions can be made to this move-in timeframe.

Move-Out:
For the safety of everyone, exhibitors will not be permitted to move-out until ALL attendees have cleared the building at the conclusion of the show at 3:00 pm on Saturday, October 3.

Booth Provisions/Booth Fee Includes:
• Curtain backdrop measuring 8’ tall
• Side curtains on rails measuring 3’ tall
• One (1) 8’ Table per exhibitor; not per space or if sharing space
• Two (2) Chairs per exhibitor; not per space or if sharing space
• Power (1 – 110 outlet where available) It is recommended that you bring a power strip and/or extension cord.
• Exhibitor Passes (number of passes vary by booth size)
Each exhibitor receives One (1) 8’ Table and Two (2) Chairs per exhibitor not per space purchased. Additional tables, chairs, and decorating items are available at an extra charge from the Casper Events Center’s Exhibitor Services Department. Please contact the Casper Events Center at (307) 235-8441 to purchase additional items.

Security:
There is security on-site overnight on Thursday, October 1 and Friday, October 2, however, the Wyoming Women’s Expo, Casper Events Center, Casper Star-Tribune Communications, Townsquare Media, the City of Casper nor any of these entities’ employees, officers, officials, or volunteer are liable for lost or stolen items. We recommend that exhibitors use tarps, table cloths, or sheets to cover the items in their booths during non-tradeshow hours.

Acceptance of Application:
The Wyoming Women’s Expo Team reserves the right to refuse or deny applications for booth spaces that are deemed inappropriate, are not in the best interest of the show, or do not fit in with the mission of the show. We will no longer accept multiple representatives of Multi-Level Marketing Businesses (such as Nerium, It Works, Avon, Scentsy, etc.). If you sell a brand that may be sold at other locations, please call the Casper Events Center at (307) 235-8441 to verify if someone is already registered to represent this product.

Show Cancellation:
In the event of a cancellation, the booth reservation fee will be refunded. Booths reserved via credit card will automatically be credited within 48 hours of the cancellation (to the same card). Your credit should show up on your statement within 3-5 business days. Reservations made by cash or check will be mailed a refund.

Use of Space:
Please respect that all exhibitors are paying for spaces for the public to visit them. No exhibitor is allowed to roam through the crowds distributing coupons, samples or promotional materials. All activities, including demonstrations, must be confined within your assigned exhibit space. None of your items should extend past the pipe and drape at each edge of your booth. Should the exhibit expand beyond your assigned space, Expo Representatives reserve the right to require exhibitors to alter or amend the exhibit at any time during the weekend.

Booth Notes:
No Helium Balloons• Helium filled balloons are not permitted in the building.
• Pinning, stapling, taping or attaching items to the curtain backdrops is prohibited. Curtain hooks are available from the registration table at move-in. The Expo Team and Events Center Staff have the right to request or remove any items that are attached inappropriately.
• Pressure-adhesive stickers or decals are not permitted as hand-outs.
• Power requests in addition to the 1 – 110 outlet provided will require an extra fee.
• It is recommended that exhibitors needing electricity bring extension cords and power strips as access to outlets is shared with neighboring exhibitors.

Exhibitor Passes:
• Exhibitor Passes are provided to exhibitors in accordance with the amount of space purchased.
• Exhibitor Passes will be distributed at the registration table at move-in.
• It is the sole responsibility of the Exhibitor to pick-up Exhibitor Passes prior to 2:00 pm on Friday, October 2.
• It is the sole responsibility of the Exhibitor to keep track of Exhibitor Passes. Any Exhibitor that loses a pass must purchase additional tickets from the Box Office to gain admission. $20 Friday for All Ages; $5 Saturday; Free for Ages 12 and Under on Saturday Only; $22 Two-Day Pass. Purchase admission tickets here.

Food and Beverage Giveaways and Sales:
Food and beverage giveaways are to be limited to the sample size of 3 ounces or smaller for beverages and bite size for foods. Any exhibitor distributing food or beverage products of any kind is responsible for acquiring the appropriate permits from the Natrona County Health Department at (307) 235-9340. The sale of these items should be with the intent to be consumed off-site of the event (packaged in a way that they won’t easily be consumed during the event).

No_AlcoholAbsolutely no alcoholic beverages, samples or otherwise, can be given out at exhibitor booths. The Wyoming Women’s Expo Team has made special arrangements with licensed dealers and representatives to provide the complimentary samples for Girls Night Out.

Exhibitor Hospitality Lounge:
WyFoodForThoughtBannerAn Exhibitor Hospitality Lounge is provided for the comfort and relaxation of our exhibitors. Refreshments will be provided in the lounge. Food and drink items provided will be determined and controlled by the Hospitality Room Sponsor, the Wyoming Food For Thought Project. Only exhibitors with the appropriate Exhibitor Badges will be permitted access to this area. This area is not open to the public, nor is it provided as a babysitting area. Food from outside sources (i.e. McDonald’s, etc.) may be taken into the Hospitality Lounge for consumption. Please attempt to confine eating to the Hospitality Lounge as patrons are not allowed to bring in outside food and beverage.

Flyers and Signs:
MtnStatesLithoExhibitors are welcome to hand out flyers and hang signs or banners within their booth space. We suggest preparing for approximately 2,000 people. Don’t forget to make signage, flyer, and banner arrangements early. Mountain States Lithographing,/strong> is the official print sponsor for the 2015 Wyoming Women’s Expo. Exhibitors are encouraged to call MSL at (307) 234-9325 for your printing needs.
Please do not stand on chairs or tables to hang your signs. Step ladders will be made available at load-in near the registration table.

Girls’ Night Out:
The Girls’ Night Out will be on Friday evening from 5:30 pm to 8:30 pm. Hors d’oeuvres for the public are prepared by the City of Casper’s Food and Beverage Division.
beverage_sponsorsBeverage samples will also be provided courtesy of Stoli, Pepsi, and Teton Distributors.

Comedian Karen Rontowski:
KarenRontowskiExhibitors are welcome to attend the performance by Comedian Karen Rontowski on Friday, October 2 from 8:30 pm to 9:30 pm on the Stage. Exhibitor Passes will guarantee free admission to this portion of the Expo.

Farmers Market:
The Farmers Market will be open on Saturday from 9:00 am to 3:00 pm. Feel like you’d be a better fit in the Farmers Market? Contact Anna or Kendra at (307) 235-8441 to reserve your spot. Space is limited in the Farmers Market area. Please note that preference will be given to produce vendors.

Professional Development Day
Exhibitors are welcome to purchase admission and attend the Friday, October 2nd Professional Development Day. Please make sure that your booth is set-up prior to the start of the luncheon and that someone will be available by 4:00 pm when the tradeshow opens to the public. Luncheon hours are 11:00 am to 3:30 pm and this event will be held in the Summit Room at the Casper Events Center. Click on the Schedule – Professional Development Day and Luncheon tab at the top of this page for more information.

For Hotel Accommodations please visit: http://www.wyomingwomensexpo.com/index.php/exhibitors/hotel-accommodations/


If you have any questions that weren’t answered above, please contact the Casper Events Center at (307) 235-8441 or send an email.

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