General Information for Exhibitors

Dates/Show Hours


Exhibition: Saturday, March 11 – Monday, March 13
Education: Saturday, March 11 – Monday, March 13

Saturday, March 11 — Indoor Exhibits: 10:00am* – 5:00pm; Outdoor Exhibits: 10:00am* – 7:00pm+
Sunday, March 12 — 10:00am* – 5:00pm
Monday, March 13 — 10:00am* – 3:00pm

*Indoor exhibitors will have access show floor at 7:30am on Saturday, March 11, and at 8:00am on Sunday, March 12 and Monday, March 13. Outdoor Exhibitors have access to the Outdoor Burn Area at 7:30am, March 11-13.
+ Outdoor Exhibits will remain open on Saturday, March 11 until 7:00pm for the HPBExpo Tailgate Event.

Location


Venue: Kentucky Exposition Center
937 Phillips Ln
Louisville, Kentucky 40209 USA
Phone: (502) 367-5000

• Indoor Exhibits: South Wing B and C Exhibit Halls
• Outdoor Exhibits: Adjacent Parking Lot – Lot A

Material Handling Notice


All advanced shipments received at the Freeman warehouse, as well as all shipments received onsite or driven to the convention center and/or Outdoor Burn Area, will incur a material handling fee by the official general contractor, Freeman.

Exhibit materials that can be hand-carried in one trip from the parking lot by the exhibitor will not incur material handling fees. Dollies, hand trucks, or other means of wheeled transport are not permitted for hand-carry.

Cars, Mini-Vans, Small Pick-Up Trucks, Full-Size Vans, and Large Pick-Up trucks requiring use of the dock area will be unloaded by Freeman for the per-vehicle-load fee. Vehicles larger than a large pick-up truck, including those with trailers will be unloaded at the main dock at the published per hundred weight rates.

Booth Set-Up


Advanced shipments to the Freeman warehouse will be delivered to the convention center or outdoor burn area prior to the first published set-up time and will be available any time during regular set-up hours. Shipments delivered directly to the convention center must follow the Target Schedule outlined in the online Exhibitor Service Manual.

Set-up hours are 8:00am – 5:00pm, daily. Exhibitors who wish to remain in the hall after scheduled times may do so for a limited time, but will not be readmitted once they leave. PLEASE PLAN ACCORDINGLY.
All booths must be set up and ready for inspection by 5:00pm on Friday, March 10, 2023. Items left in the aisles after 5:00pm on this day are subject to removal by Freeman in order to lay aisle carpeting. NO setup hours on Saturday, March 11, 2023.

Booth Set-up – Outdoor Exhibits


• Due to convention center availability, early move-in will NOT be available for 2023.
• Targeted move-in for direct shipments begins Wednesday, March 8, 2023*.
• Booth installation for warehouse shipments will be permitted beginning Wednesday, March 8, 2023.
• If you will have a trailer or vehicle as your exhibit display, please contact Show Management to arrange for first available move-in.
*Check Target Floor Plan online for your target date/time if shipping directly to the convention center. If you miss your Target, you may be forced to select an alternate exhibit space and incur off-target charges.

Booth Set-up – Indoor Exhibits


• Linear booths will be set with an 8’ high back drape, 3’ high side dividers, and a 7”x44” one-line identification sign. Booths over 300 sq. ft. are not automatically set with signage, however, signs are available upon request. Side dividers are not automatically set on the ends of corner booths. The first night of vacuuming is also included.
• The exhibit area is NOT carpeted by show management. Exhibitors are required to provide carpeting or other floor covering. Aisles will be carpeted in black/grey “Tuxedo” carpet.
• Due to convention center availability, early move-in will NOT be available for 2023.
• Targeted move-in for direct shipments begins Wednesday, March 8, 2023*.
• Booth installation for warehouse shipments will be permitted beginning Wednesday, March 8, 2023.
*Check Target Floor Plan online for your target date/time if shipping directly to the convention center. If you miss your Target, you may incur off-target charges.

Booth Tear-Down


Booth dismantling begins Monday, March 13, 2023 at 3:00pm; crates in Freeman storage will be delivered as soon as possible, and no later than 10:00pm. It is not advisable to leave your booth unpacked and unmanned during this time period.

The show floor is accessible for tear-down:

Monday, March 13 — 3:00pm – 9:00pm
Tuesday, March 14 — 8:00am – 5:00pm
Wednesday, March 15 — 8:00am – 5:00pm*

*carriers must check in by 3:00pm

Booth Tear-Down – Indoor AND Outdoor Exhibits

• NO tear-down or pack-ups allowed prior to 3:00pm on Monday, March 13. Penalties apply for early tear-down.

• Move-outs do not fall over the weekend for 2023, therefore, there is no need to worry about overtime charges for material handling by Freeman, during normal business hours (overtime will be charged for services after 4:30pm).

• Exhibitors who wish to remain in the hall after the designated time on Monday or Tuesday may do so for a limited time, but will not be readmitted.

• As a reminder, do not take anything from the exhibit floor that does not belong to you. Such activity will most likely be recorded and will be considered as theft. Appropriate actions will be taken.

• All exhibits must be dismantled and moved out by the deadlines listed above. Any exhibits remaining will be packed and/or moved by Freeman and will incur a charge for such.

Safeguarding Exhibits


• Entrances to the Exhibition floor will be placed under guards’ surveillance starting no later than 8:00am, Wednesday, March 8 for indoor and outdoor exhibits. Service will continue until halls have cleared, but no later than 5:00pm on Wednesday, March 15, 2023.

• Exhibitors assume full responsibility for any loss of or damage to their property, including booth contents. Although HPBA show management will provide security at the entrances to the exhibit floor, such security is not designed to protect the contents of the exhibit booths. Exhibitors are advised to pack up all small “walkable” items at the end of the show, rather than leaving a complete booth until the next day of tear down. Individual guard service is not provided by HPBA. Order forms for individual booth security service is available in the online Exhibitor Service Manual.

• All equipment and materials removed from the Exhibition floor will require an Equipment Removal Pass. These passes are available from the Main Entrance security guards, as well as the HPBA member services booth, the badge registration desk, and the HPBA Staff Office at the convention center. The door guards will collect these passes for allowance of product removal from the hall.

• Any company using an outside contractor for exhibit set-up and tear down must have such personnel registered in advance by completing an Exhibitor Appointed Contractor form from the Exhibitor Service Manual. Special set-up and tear-down passes will be issued onsite for these individuals.

Badge Pick-Up


All Exhibitor personnel need to register for badges to enter the exhibit hall. See your badge confirmation email for badge pickup instructions. See https://www.hpbexpo.com/exhibit/exhibitor-badge-registration for registration information.

Policies


All exhibitors are required to read through the published Tradeshow Rules & Regulations, which are a part of the accepted exhibit space contract. In addition, exhibitors and attendees are required to follow these special policies:

• Alcoholic Beverages Allowed During Show – only after 12:00 noon; must be served by caterer; must submit approval request form to HPBA show management
• Do not provide allotted badges to persons who are not employees or family
• No picture taking without express approval
• No entering other booths unless welcomed; deceptive and/or unethical conduct strictly prohibited
• No children under 12 on the show floor
• No conflicting meetings during Expo
• Sales or solicitations by individuals and/or firms not renting booth space in the show are prohibited
Exhibitors may report violations to any security staff or HPBA show management staff member.

Beware of Scams


WARNING – Third-party firms may attempt to contact you about attendee lists for sale, show directory or show guide listings, hotel availability, booth design or set up, and various show services – if their order form is not in the online HPBExpo Exhibitor Service Manual, they are most likely not affiliated with HPBA.

Note: Our official group for housing is onPeak; and our official general contractor is Freeman. Firms offering attendee lists are most likely a scam, or offering a list that is NOT the HPBExpo attendee list. Don’t fall victim to sending money to these firms.

Booth Payments


Send Checks Via Regular Mail to:
Hearth, Patio & Barbecue Association
PO Box 412397
Boston, MA 02241-2397

Download, complete, and return our credit card authorization form or contact us for electronic payment instructions (wire transfer/ACH).

Who to Contact


Questions regarding Exhibiting, Booth Payments, Rules & Regulations, etc.: contact HPBA show management.