Below and attached to the links on the left side of this page or under the specific city is all of the information that you need to know as an exhibitor. If you'd prefer to download all of this information as a PDF file please click here

 EXHIBITOR LETTER 2009

Dear Exhibitor,

It is a pleasure to welcome you as a participant in BEWI Productions, Inc.’s 2009 Ski & Snowboard Expos. Whether you are exhibiting in MINNEAPOLIS, DENVER, or BOSTON, this correspondence is designed to facilitate your needs as an exhibitor and to help ensure that your participation is a success.

Following are the details on each Ski & Snowboard Expo location (a website is listed for each city to get specific driving directions if needed), public hours, contractor services (decorating, electrical, shipping, etc.), public relations contact, set-up and tear-down times, and the Official Expo Hotel in each city. Please review this information and be sure to give a copy to anyone in your organization involved with the Expos. Also, please note the Exhibitor Checklist, which summarizes the various dates and deadlines of which you should be aware.

Please note the set-up and tear-down hours for each Ski & Snowboard Expo which must be observed by all exhibitors. Not only is this crucial to the success of the Expos, but to each and every exhibitor’s participation. It is more costly when you are late (labor overtime charges), but more important, a shabby presentation during opening hours hurts the rest of the Expo and jeopardizes its, and your, success. Conversely, it is strictly against BEWI policy to breakdown and vacate your booth before the expo closing time, which is 6pm Sunday in all cities. Doing so also hurts the expo with a poor presentation, and shows great disrespect to the consumers who have paid to come to the expo and visit your booth. Please note that any exhibitor who moves out early will forfeit any preferred locations on the floorplan for future expos.

To facilitate an orderly set-up and to ensure the Ski & Snowboard Expos are ready to open on time, the freight entrances will be closed ONE HOUR before each Expo’s scheduled opening time. PLEASE NOTE: Exhibitors are responsible for timely arrival, and no refunds will be made for unoccupied booths due to late arrivals or inability to get material into the Hall. If you have any special requirements, please call Brenda Doll at (215) 641-1303 or Christine Donovan at (781) 890-3234 x102 or email exhibitorinfo@bewisports.com.

Exhibit Space: All standard booths are 10’ wide and 8’ deep and come with an 8’ draped back wall and 3’ draped side rails unless noted differently on the floorplan. You are responsible for any other display needs you may have. If you require carpet, a 6’ draped table, and chairs, we recommend purchasing an Accessory Package, available only in advance through BEWI. The cost is $225 per booth, and represents substantial savings over the cost of renting each item separately from the Expo’s Decorator. If you have already ordered an accessory package from BEWI, these items will be waiting for you in your booth. Accessory Packages must be ordered through BEWI in advance, no orders will be accepted on site. If you did not order the package when you submitted your contract, you need to submit your order in writing at least two weeks prior to the expo--a faxed or emailed memo indicating you’d like to order the accessory package is sufficient. A revised invoice will then be sent.

To order electrical, phone or internet click on the city you are exhibiting in and then the right side menu button for "Decorator and Additional Services".

You will be receiving information on how to access the exhibitor information kits from the Expo Contractor for each city in which you have registered to exhibit. These kits contain information on the various contractor services available to Expo Exhibitors, including furniture and carpeting (other than the Accessory Packages), electricity, audio visual rental, shipping instructions, etc. We strongly advise ordering your exhibit requirements in advance to SAVE MONEY and avoid the last minute rush - please note the decorators’ early order deadlines. Details for accessing the on-line kits are also listed on the corresponding pages in this communication. Keep in mind that the user names and passwords are case-sensitive. Should you wish to receive a hard copy of an exhibitor kit please send an email to exhibitorinfo@bewisports.com with the address to which you would like it sent, as well as which kit(s) you need. You can also call 781-890-3234 to make this request.

Exhibitor Badges: Badges are your exhibitor pass and are valid for the duration of the entire Expo. They are non-transferable and must be worn at all times while in the Expo Hall. Badges will be distributed at Will Call or Exhibitor Check-In at the Expo Office. If you need additional Exhibitor Badges they may be purchased from BEWI for $10.00 per badge only during Exhibitor Check-In. Each exhibitor is entitled to FOUR (4) BADGES per 8’x10’ booth (double booths are entitled to eight (8) badges, etc.).

***PLEASE FILL IN AND RETURN THE Badge Request Form, SEND AN EMAIL to badges@bewisports.com WITH YOUR COMPANY NAME AND THE NAMES OF THE PEOPLE WHO WILL BE REPRESENTING YOUR ORGANIZATION AT THE EXPO(S) OR COMPLETE THE ONLINE FORM NO LATER THAN FRIDAY, OCTOBER 23rd . By sending in your badge request to BEWI in advance (fax: 781-890-0534 or email: badges@bewisports.com), it will allow us to have your badges pre-made and save you time by alleviating long lines during Exhibitor Check-In. If we do not have names of your staff in advance, they will not be given badges and will have to pay admission to the Expo.

Day Passes/Complimentary Guest Tickets: Our policy concerning complimentary single day passes is very simple: Any one exhibitor badge (out of your allotment) may be exchanged for three complimentary guest tickets or day passes (for an employee only working one day) during Exhibitor Check-In only. Additional day passes / guest tickets may be purchased either in advance or at Will Call for $5.00 each. Please have names for everyone requiring day passes/guest tickets with you in writing at Exhibitor Check-in. All tickets will be waiting for your guests at "Will Call" (see below). No one will be admitted into the Expo unless you have given us their name in advance. Please note that complimentary and guest tickets are not eligible for door prizes or lift ticket drawings.

Will Call: There is a special exhibitor registration area at the entrance of each Expo. "Will Call" is provided as a free service to all exhibitors to assist in distributing exhibitor badges/guest tickets. Anyone who has been to a public show knows what a hassle it can be trying to leave badges/tickets for someone, or even worse, trying to pick up tickets you "know" were left for you. Such problems can be alleviated if everyone follows these rules:
1) Whoever picks up your company’s badges should see that all are distributed promptly to your staff,
(2) If you are not 100% sure you will see someone before they arrive at the expo DO NOT pick up their badge for them, let them get the badge when they arrive themselves, and
(3) If you tell someone you’re leaving badges and/or tickets at the door—DO IT!!!

Payment: Just a reminder: If you have not paid your booth fee, or have not made an arrangement for payment by the time you arrive at the Expo, you will not be allowed to occupy your booth. Please send any outstanding payment in now. Call if you have any questions or problems.

Ski & Snowboard Expo Hotels: BEWI Productions has selected an Official Expo Hotel(s) in each city. The hotels have set aside a number of rooms for the use of Ski & Snowboard Expo exhibitors at special rates. The hotels and rates are listed on the Information pages for each city. Rooms will be released on a first come basis, so if you plan to take advantage of the special rates, we recommend calling the hotels immediately to book your rooms, mentioning you are an exhibitor with the Ski & Snowboard Expo. Rates and availability are not guaranteed after the cut-off dates and the blocks have occasionally sold out before the cutoff date.

Vehicles and other Oversized Exhibit Items: Should your exhibit include any vehicle or other oversized item (i.e. gondola, grooming machine) that may require special consideration getting it into the hall and to your booth space, you must contact BEWI at least 2 weeks prior to the move-in date so that we know you are bringing a vehicle, and so that we can be sure to confirm with you the details. The item will likely need to be moved into the hall a day earlier than the published exhibitor move-in date. There are also regulations mandated by the facilities (not BEWI), which vary from city to city, and are usually set by the city Fire Marshall--and which are non-negotiatable--including such things as the amount of gas in a vehicle’s gas tank (the standard is 1/8 tank or less). If such an item is brought to the exhibit hall without prior approval and does not meet the regulations, it will be turned away and not allowed to be brought into the hall later.

Banners: You must make advanced arrangements (with BEWI or the decorator) to have a banner or other items hung from the ceiling of the exhibit hall and the items to be hung need to be at the hall one day prior to the published move-in date, unless different arrangements have been confirmed in advance. Once all booths are set up it is much more difficult and time consuming (i.e. expensive!) to hang items from the ceiling.

Union Labor: Please be aware that some of our expos take place in buildings where the requirement to hire union labor is enforced. You may be required to hire union labor to set up your booth or move items to your booth. Please refer to the information from the decorator in each city, which should outline the specific requirements for that city.

Material Handling: If you have any materials that need to be shipped to the expo you may ship them to the decorator ahead of time or to the care of the decorator at the exhibit hall for arrival on the move-in date, but be prepared to pay drayage charges to the decorator. Details for shipping will be available in the kit you will receive from the decorator. Shipping deadlines are listed on the Exhibitor Checklist. Another option you may want to consider is to have items shipped to your hotel and hand carry them into the exhibit hall. While this may not be feasible depending on what is being shipped, it is the only way to guarantee that you will not be charged a material handling fee by the decorator.

Parking: Parking situations vary from city to city, but there is no free parking available for exhibitors anywhere. There are lots connected to the exhibit hall or nearby city lots, as well as street parking in some locations. Parking passes may be sold by the facility or their parking agents (not BEWI) for exhibitors to allow unlimited in/out access throughout the weekend in some cities. These passes are typically sold only during move-in, so be prepared to have someone purchase a pass at that time for any of your booth staff who will need one. Please be aware that cash is generally preferred or required for the purchase of parking passes, and that these passes are not sold by BEWI, but by the facility.

Press/Publicity: BEWI will launch an intensive advertising and public relations campaign in each city to create public awareness of and increase attendance at our Ski & Snowboard Expos. If you have any special "news" that can be used to help promote the Expo(s) and your involvement, please get in touch with the public relations contact listed on the information page. Advertising opportunities are also available to exhibitors in the special Ski & Snowboard sections in our presenting newspaper sponsors–The Denver Post, The Star Tribune and The Boston Globe.

PLEASE NOTE: Pursuant to the terms of your Contract for Exhibit Space you have agreed not to sublet or apportion space within your exhibit area at the Expo to anyone, or to promote the interests of any other company or organization other than your own. This includes, but is not limited to, automobiles and credit card companies.

That should cover everything. If you have any questions or there is something particular you need, please don’t hesitate to give us a call at (781) 890-3234 or send an email: exhibitorinfo@bewisports.com. Thanks for your support of BEWI’s Ski & Snowboard Expos.