Exhibitor FAQ

General
Do I need insurance?

Yes, all exhibitors are required to have General Liability coverage in effect for all move-in, show, and move-out days. For details on coverage limits, additional insureds, etc., see this document.

Where is the show located?

The Mid-America Trucking Show will take place at the:

Kentucky Exposition Center
937 Phillips Lane
Louisville, KY 40209

Directions

How does my company become an exhibitor?

To apply to become an exhibitor, please complete the application. If you need assistance completing the application or have general questions, please contact us at 502.899.3892 or exhibit@truckingshow.com.

Who is the general contractor?

Genesis Exposition Services
Phone: 502.266.5101
Email: orders@genexpo.com

What is the Payment Schedule? When is the final payment due?

For companies submitting their applications before January 1, a 50% deposit is required with application and the balance is due by January 1.

For companies submitting their applications on or after January 1, the entire balance is due with application.

What are the exhibit hours?

March 28-30, 2019

March 28, Thursday VIP - 10AM to 1PM
March 28, Thursday - 1PM to 6PM
March 29, Friday - 9AM to 4PM
March 30, Saturday - 9AM to 4PM
Is security provided?

In addition to KEC's on-site security, show management provides perimeter security around the facility during all show hours. During the evening, after show hours, the facility is locked down, with roaming guards patrolling the show floor. Exhibitors have the option to hire additional security, specifically for their own booth location.

Where can I find a list of official contractors?

The Official Show Contractors are listed here.

Booth Design
What utilities are available for my booth?

Within the facility, the following utilities are available...electrical, internet, telephone, water, drainage and compressed air (North & South Wing Only). Additional ordering and pricing information is found on your Event Manager Dashboard.

What are the height restrictions on our booth? What are the line-of-sight/exhibitor setback rules?

Due to the use of multiple wings and the numerous booth types available at MATS, varying display regulations will apply, depending on booth size and location. Please see the Exhibit Display Regulations.

Can we hang a sign or banner?

Linear exhibits (in-line or corner) are not permitted hanging signs above their exhibits, with the exception of perimeter exhibits. Peninsulas, split islands and island exhibits are permitted hanging signs. For additional details on ceiling height limitations and regulations, please visit the Exhibit Dispay Regulations.

Do we need to submit our booth design for review?

Exhibitors with exhibits 400 square feet or larger and all multi-level exhibits must submit scaled engineering drawings of their exhibit space for Show Management approval. Plans should be submitted to Show Management for approval a minimum of 60 days prior to the first day of the show or within two (2) weeks of Show Management’s acceptance of the Exhibitor’s Application, whichever is earlier.

Where can I order a booth display and booth furnishings?

Genesis Exposition Services, MATS' Official General Contractor, has numerous display rental and booth furnishing options available.
Genesis Exposition Services
Phone: 502.266.5101
Email: orders@genexpo.com
Additional ordering and pricing information can be found in the Exhibitor Services section of the Event Manager.

Where is my booth located?
If your booth begins with a:
1 North Wing - 10000s
2 East Hall - 20000s
3 South Wing - 30000s
4 Lobby Areas - 40000s
6 West Wing - 60000s
7 Pavilion - 70000s
9 Outdoor/ Ride N Drive - 90000s
Floor Plan
What is included with our exhibit space?

Each linear booth (inline & corner) includes an 8’ back drape, 3’ side drapes and an 11” x 17” ID sign with your company name and booth number. In addition, Recruitment Center booths include carpet, 6’ black skirted table, 2 folding chairs, and a wastebasket, per 10x10 booth. Bulk spaces do not include drapery, carpet, furnishings, etc. Additional booth furnishings are available for rent through Genesis Exposition Services.

Freight and Shipping
How should I label my exhibit materials?

Proper labeling identifies your shipments and ensures safe and timely movement. Labels should be placed on both the long and short sides of each crate or box. Labels are provided in the Event Manager under Shipping & Freight Handling . At the Kentucky Expo Center, the address for the advanced warehouse and direct to show site are the same. Labels should contain the following information:

Mid-America Trucking Show [Booth Number]
Exhibitor Name [Phone Number]

C/O KY EXPOSITION CENTER
937 PHILLIPS LANE
LOUISVILLE, KY 40209

Shipping labels should be placed on each piece of your shipment. The shipping information must match the bill of lading information exactly, and your labels must be legible and complete. If you have questions please contact KEC at 502.367.5227.

Who is the Official Carrier for MATS?

UPS Freight
(800) 988-9889
upsfreighttradeshow@ups.com
Starting at noon, on the Friday of the show, UPS Freight will have two on-site service desks to assist exhibitors with their outbound shipments. Service desks are located at Exhibitor Services Area in the East and West Halls.

What is Material Handling/Drayage? Who is the Official Drayage Contractor at MATS?

Material handling includes the unloading of your exhibit materials (freight) from your designated carrier, storage for up to 2 weeks prior to your move-in, delivery to your booth, the handling of empty containers to and from storage, and the removal of material from your booth for reloading onto your designated carrier after the show has ended. Material handling does not include the cost to transport your exhibit material to and from the show. If you have questions please contact the Official Drayage Contractor:
KEC Freight
502.367.5227.

When can I ship my products / materials to MATS?

Exhibitor shipments can arrive up to 14 days prior to the first day of the show and even during the show. For any show-critical items, we suggest ensuring that those materials arrive prior to your move-in day to ensure a seamless install.

What happens to my empty containers during the show?

Labeled empty containers will be picked up from the booth periodically during move-in and stored in a non-accessible storage area during the show. “Empty” labels are available at the KEC Freight Desk in the East and West Halls. All empty containers should be affixed with "Empty" labels once they are ready to be stored. At the close of the show, the labeled empty containers will be returned to the booth. A Move-Out Schedule will be provided in the Event Manager .

Can I unload my own freight at the Kentucky Expo Center?

At MATS, Exhibitors are permitted to unload any items that can be hand carried in themselves. All freight and exhibit materials must be moved in and out through overhead doors with the following exceptions:
The lobby pedestrian doors may be used for hand-carrying booth items and for transporting items on wheels. Any items with wheels, including luggage and 2 wheel dollies, must have a total weight of less than 50 pounds and no more than 28” in width.
Motorized vehicles may NOT be parked outside any building, in the horse barn areas, in any fire lane, or any sidewalk, at any loading dock or any other area unless this area is a designated as a parking space. All unauthorized vehicles will be towed at owner’s expense.

Booth Installation and Dismantling
My booth will include a vehicle or large equipment, how can I move it in?

Those Exhibitors that will have a vehicle or large equipment (trailer, truck body, etc.), should pay close attention to the vehicle move-in window for their booth (Available in the Move-In Schedule). Your vehicle/equipment must be cleaned and ready to move-in by the start of your move-in window. Please check in with the Move-In Coordinator (Exhibitor Services Desk) once your vehicle is ready to move-in. For those with trailers, it is highly recommended that you contract with the Trailer Delivery Service. They have yard tractors that can maneuver down the aisles and make tight turns, whereas most trucks/drivers cannot. Please inform your salesperson if you will have a vehicle or any large equipment in your booth, so that we can add your equipment to the master schedule.

Can I set-up my own booth?

Yes, Exhibitors are permitted to perform work in their own booth, with the exception of any work that requires the use of motorized lifting or material handling equipment.

Am I allowed to use other contractors outside of those listed in the Exhibitor Service Kit?

Yes, Exhibitors may request to use non-official contractors (Exhibitor Appointed Contractors), by completing the EAC Form in the Event Manager by the deadline. Be sure to address the insurance requirements for any EACs.

How do I decide what type of labor we need to order?

If you are unclear about which labor you need to order, Genesis will help you define your labor requirements. Please contact Genesis at 502.266.5101 or orders@genexpo.com.

When can we begin dismantling our booth?

Research proves that sales are made the last hour of a show. MATS dismantle time begins promptly at 4PM on Saturday. Do not begin dismantling your display or packing your product until the show officially ends. When you are packed and ready to go, complete your outbound bill of landing and turn it in at the Freight Service Desk in the East or West Halls. KEC Material Handling will pick up your freight from your booth and load it onto your designated carrier.

When will we receive our booth personnel badges?

Booth personnel badges can be picked up in the North Lobby Exhibitor Registration Area, on-site during the show, according to the following schedule:
Tuesday 12PM-5PM
Wednesday 9AM-5PM
Thursday 8AM-5PM
Friday 9AM-5PM

When can I set-up my booth?

Please see the Move-In Schedule in the Event Manager to reference your move-in window and timing for carpet, lights, vehicles, etc.

Registration
What are VIP badges? How can I order them for my important customers?

A VIP badge will entitle your important customers to attend the VIP Session of MATS, Thursday 10AM-1PM. In order to register your customers as VIPs, you will need to register each VIP here. VIPs badges registered prior to the deadline will receive their badges in the mail. VIPs registered after the deadline will receive a confirmation email that must be brought on-site and exchanged for a VIP badge at any of the registration desks on-site.

How do I register my company’s booth personnel?

Once you've logged into the Event Manager, you will have access to booth personnel registration and information on deadlines, on-site registration, etc.

How many booth personnel badges do I receive with my booth?

Each exhibiting company is allotted (6) six complimentary booth personnel badges for every 100 square feet of exhibit space purchased. Additional badges beyond this allotment will need to be approved in writing by Show Management. Please contact your salesperson if you require additional badges beyond your allotment.

Will I receive any guest passes/complimentary tickets for my customers? How do I order them?

Yes, we provide access to complimentary tickets to all exhibiting companies. To request complimentary tickets, please login to the Event Manager and submit the Comp Ticket Request Form. We will then mail comp tickets directly to you for subsequent distribution to your customers. The comp tickets must be filled out by the attendee and then exchanged for an attendee badge at any registration desk on-site.

I am traveling from outside the United States. Where can I request a visa letter?

We encourage all visitors from foreign countries to contact the U.S. Embassy or Consulate near your location to determine how to apply and to estimate the time required for visa issuance. While we have no influence over the visa issuance process, we do provide an Official Invitation Letter by completing the form here, International Invitation.

How can I rent a badge scanner/lead retrieval?

We have a lead retrieval system in place for scanning attendee badges. Rental information is available in the Event Manager .

Exhibitor Events
Do we need approval to host a social event? Will MATS help promote our event?

We do not require you to seek approval for any events taking place within your booth during normal show hours, but we do ask that you provide us a schedule for any in-booth events so that we can address any attendee questions and help promote the event via social media and other MATS features. Please submit your event Request here, https://www.truckingshow.com/event-request

Can we host an educational seminar or press event on-site during MATS?

Yes, MATS offers exhibitors the opportunity to host an educational seminar or a press event, on-site during show hours. For more information, please visit, https://www.truckingshow.com/host-an-event

Is meeting space available for rent on-site during MATS?

Yes, we have meeting space available for rent to exhibiting companies. Please visit the following link for more information, https://www.truckingshow.com/host-an-event

Travel / Hotel / Parking
How much is parking? How do I order exhibitor parking passes?

Parking is $10/day. We provide a limited number of parking passes to Exhibitors, based on booth size. Parking passes do not need to be ordered in advance, your allotted parking passes are available at the North Lobby Exhibitor Registration Area, according to the following schedule:
Tuesday 12PM-5PM
Wednesday 9AM-5PM
Thursday 8AM-5PM
Friday 9AM-5PM

My vehicle was towed, where do I need to go?

The Kentucky Exposition Center is in charge of the enforcement of all parking regulations and the towing of any unauthorized vehicles; MATS Show Management does not have any control over parking enforcement/towing.
If your vehicle was towed, please visit the Kentucky Exposition Center Security Office (entrance on the south side of the building, between Freedom Hall and the North Wing Lobby or call (502) 367-5360.

How do I book rooms within the MATS Room Blocks?

For MATS Exhibitors Only, we have negotiated discount room rates with the hotels closest to the Kentucky Expo Center. To access the MATS Exhibitor Hotel List, please log-in to the Event Manager. In order to make reservations you must contact these hotels directly and identify yourself as a Mid-America Trucking Show Exhibitor. Reservations will go quickly, so please book as early as possible.

Where should I park my vehicle? Where should I park my empty trailer during the show?

Please visit the Exhibitor Parking Map for information on where to park passenger vehicles and empty trailers during the show.

Do all official hotels offer shuttle bus service to/from the Kentucky Expo Center?

Several hotels are within walking distance to the Expo Center and several hotels offer shuttle service to/from the Expo Center. Please contact the hotels directly to inquire about available transportation options.

Dining/Entertainment/Nightlife

As anyone who comes here soon discovers, Louisville is one of the most uniquely authentic destinations on the planet. We're an entirely different type of Southern. From boundary pushing twists on Southern cuisine that have made us one of the “10 Best New Food Cities” in America to our one and only Urban Bourbon Experience™, featuring the world’s only, city-wide trail filled with award-winning micro-distilleries, exhibits and craft cocktail destinations. Then discover one-of-a-kind attractions like the legendary Churchill Downs, Louisville Slugger Museum & Factory, and the Muhammad Ali Center. And that’s just your first day here.

Things to Do while you're in Louisville https://www.gotolouisville.com/things-to-do/

Places to Eat and Drink https://www.gotolouisville.com/restaurants/

What are my taxi/ridesharing options?

Uber, Lyft, and several taxi services provide service to/from the Kentucky Expo Center.

What will the weather be like in Louisville during MATS?

The weather in Louisville is typically in the 50-60s, although we have seen 80s and we have seen snow.

What airport is closest to the show?

Louisville International Airport (SDF), less than 2 miles from the Kentucky Expo Center

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