KySTE Exhibit Hall & Sponsorships

Exhibitor Information and Success Kit

 

Parking Information for the KICC
For driving directions, please visit the KICC maps and parking page. There are two parking garages directly across the street from KICC.

Cowger Garage (733 spaces) is located at 4th & Market Street (next to FedEx). There are two entrances (315 W Market Street and 111 S Fourth Street).

Commonwealth Garage (636 spaces) is located on Jefferson Street (middle of block on left hand side) between 3rd & 4th Streets and connected to Hyatt Regency.

Parking Rates for the Cowger Garage and Commonwealth Garage:
$3 for 0 hours to 1 hour
$5 for 1 hour to 2 hours
$7 for 2 hours to 4 hours
$10 for 4 hours to 8 hours
$12 for 8 hours to 24 hours

GPS Directions

Cowger Garage

Commonwealth Garage

In partnering with our AGS Expo, KySTE offers our vendor partners the opportunity to ship their exhibit supplies directly to the expo team, have the items delivered, and potentially, even have their booth set-up per their instructions! 

To learn more about these opportunities, please see Page 7 of the Exhibitor Information Kit for more details.

The Kentucky International Convention Center (KICC) is located at 221 South Fourth Street, Louisville, KY 40202.

The Expo Hall will be held in Exhibit Hall B on the Upper Concourse.
 

DOCK ACCESS:
KICC offers (1) main loading dock for exhibitor shows booked in our exhibit halls and is located on the upper level.  You will access the dock via Second Street Loading Dock: (East end of KICC) Located on Second Street between Market Street and Jefferson Street on the East side.  The primary use is for decorator move-in and move-out and exhibitor load-in and out purposes. 

NOTE: Personal vehicles are permitted in the dock area only. They are prohibited from entering Hall B. 
 

UNLOADING:
Construction of show aspects, such as monitors, stands, screens or any other equipment, in the loading dock area is prohibited. 

Leaving your vehicle parked in the loading dock while you set your booth up or carry your items into Hall B is ABSOLUTELY PROHIBITED.

You may unload your equipment on the dock platform. One person(s) can stay with your equipment while the other person(s) parks the vehicle in the appropriate place. Dollies or carts will NOT be available for loan or rent from either KICC or from the general contractor.  *Please bring carts with you if you are unloading personal vehicles!  Please see the Exhibitors Success Kit link for parking availability or the KySTE website. 
 

EXPO HALL ACCESS:
Immediately upon entering the expo hall you will need to go to the registration counter to get your vendor badge printed. Everyone who plans to be part of your booth team should register prior to arrival. Badges can be printed at registration by using the QR code emailed to registrants prior to arrival or by entering their email address. Computer kiosks are located at the registration area outside the Expo Hall.

 

EXHIBIT HALL SCHEDULE 
Tuesday, March 11
AGS Exhibit Hall Set-Up (no vendor move-in)

Wednesday, March 12
8:00am-12:30pm: Exhibitor Move-In
12:30pm–5:00pm: Expo Hall OPEN

Thursday, March 13
7:00am-4:00pm: Expo Hall OPEN
7:30am-8:30am: Attendee Refreshments in Expo Hall
4:00pm-9:00pm: Exhibitor Move-Out

Friday, March 14
No Expo Hall Experience
(Attendee and Partner Sessions ONLY)

Empty crates & boxes placed in storage during the show will be returned to your booth as soon as possible after the show. We appreciate your patience.

a) Please cooperate with Show Management by not tearing down your display prior to the official closing time. This is a matter of respecting your neighboring vendors and contributing to the overall quality and look of the show.  There will also still be attendees in the hall later in the day on Thursday, as well as Friday morning.  For their safety, wait until after the close of the show to begin move-out.  All outbound carriers must check in by 6:00 pm on the day of move out, or freight will be forced out by ABF Freight.
b)  At tear-down time, you should secure all your small products and equipment items while waiting for the return of crates. Aisles should be kept clear during this time to minimize confusion and allow for efficient material handling.  Please have someone remain with your exhibit until your empty cartons are delivered and your goods re-packed, sealed and properly labeled or hand-carried out to your own vehicle.
c)    For safety reasons, please be patient at the end of the show and allow attendees at least 15 minutes to exit the hall before moving large items through the hall on carts or dollies.

KySTE Exhibitor Regulations 
CONTRACT FOR SPACE: This application for exhibit space, the formal notice of booth assignment by Exhibit Management, and these Regulations set forth in the online Exhibitors Manual constitute a contract for the right to exhibit at the Kentucky Society for Technology in Education Annual Conference (KySTE). Exhibitor also agrees to comply with the regulations of the Kentucky International Convention Center (KICC.)

EXHIBIT LIMITATIONS: Exhibits may not project beyond the space allowed and aisles must be kept clear for traffic. Exhibits shall not obstruct the view or interfere with traffic to other booths and must be constructed in compliance with Display Rules & Regulations, including End-cap Restrictions, accepted and endorsed by IAEM (copy available online in the Exhibitors Manual).

SOUND PROJECTION:KySTE reserves the right to determine at what point sound interferes with others and must be discontinued or modified. Any method to project sound beyond the confines of the exhibit booth is prohibited.

OFFICIAL DECORATOR: AGS shall be the Official Decorator, Drayage Contractor and Labor Contractor for this event and shall have the exclusive right to supply all equipment, furniture, carpeting and decorating materials, drayage and non-technical manpower, on a rental basis to Exhibitors.

BOOTH ASSIGNMENT: Exhibitor shall not reassign or sublease exhibit space with without approval of the KySTE. KySTE reserves the right to alter the location of exhibits as shown on the floor plan if it is in the best interest of the show. Companies and their representatives not assigned exhibit space are prohibited from soliciting business in any form in the exhibit hall. Violators will be promptly ejected from the exhibit hall.
KySTE, reserves the right to cancel this agreement if it discovers that Exhibitors product is not as described in this agreement or is incompatible with the purposes of KYSTE. Contract for space may also be canceled if the Exhibitors demeanor is deemed inappropriate or disruptive by Exhibit Management.

INSURANCE AND HOLD HARMLESS AGREEMENTS: General comprehensive, liability and workers compensation insurance must be obtained by Exhibitors at their own expense. Proof of insurance may be requested by KySTE. The EXHIBITOR will indemnify, defend, and hold harmless KySTE and its sponsors, the city, the Facility's owner and management, and their representatives, against all claims, actions, demands or liability of whatsoever kind and nature, including but not limited to judgments, interest, reasonable attorney’s fees, expert witness fees, and all other related costs and charges arising out of Exhibitors activities related to the exhibition or any breach of the Exhibit Regulations, claims of property or personal injury caused by or attributed in part or in whole to any action or failure to act whether by negligence or otherwise, on the part of the Exhibitor or any of its directors, officers, employees, agents, representatives or contractors, excluding liability caused by the sole negligence or willful misconduct KySTE or any of their officers or agents.

LIABILITY: Exhibitor assumes the entire responsibility and liability for all damages or losses to KySTE, the facility, persons or property that occur as a result of the negligence or any actions of Exhibitor or its officers, employees, agents, representatives, invitees and guests during trade show. Exhibitor agrees that KySTE, the city, the facility and any of their respective agents will not be held liable for any loss or damage to property belonging to the Exhibitor, and they are released from liability for any damage, loss or injury to person or property of the Exhibitor or their agents resulting from fire, storms, water, acts of god, air conditioning or heating failure, theft, disappearance, bomb threats or any other causes.

ATTORNEY FEES AND COSTS: Should any litigation arise out of this contract Exhibitor shall pay all costs and reasonable attorney’s fees incurred by KySTE, Exhibit Manager, and/or the sponsoring organization, if KySTE and/or the co-sponsoring associations are the prevailing parties.

TAXES AND LICENSES: Exhibitor shall be responsible for obtaining any license or permits required under local or state law applicable to their activity at the KYSTE Show. Exhibitor shall be responsible for obtaining tax ID numbers & paying all taxes and fees due to any government authority in connection with their activity at KYSTE.

ALCOHOLIC POLICY: KySTE vendors are not permitted to serve alcoholic beverages from their booth or any other location during the conference. A $1,000 fine will be enforced for violating this restriction, and the beverages will be removed from your booth. Exhibitors are not permitted to bring alcohol to use as a prize giveaway. Exhibitors wishing to use alcohol as prize giveaways must purchase the alcohol through Levy Food Services. Contact: director@kyste.org for more information.

FIRE, SAFETY AND HEALTH: The Exhibitor agrees to accept full responsibility for compliance with city, county, state and federal Fire, Safety and Health Ordinances regarding the installation and operation of equipment. All exhibit materials and equipment must be located within the booth and protected by safety devices where necessary to prevent accidents. The Exhibitor hereby states to KYSTE that Exhibitor has taken all steps necessary to ensure the sound engineering and structural integrity of its exhibit display.

DEFAULT BY EXHIBITOR: Exhibitor shall be in default if it fails to pay by the deadline dates the required sums under this agreement or breaches any of the provisions of this contract.                                                                            
UNOCCUPIED SPACE: Exhibit Management reserves the right to re-sell any booth space that remains unoccupied 1 hour prior to the published set-up day & hours, or if space has not been paid for in full by the deadline. Failure to make booth payment in full by the cut-off date constitutes cancellation by the Exhibitor.

EARLY TEAR-DOWN OR DISMANTLING: Early tear-down or dismantling of booths by Exhibitors is strictly prohibited. Early Tear-Down or dismantling disrupts the integrity of the show and endangers attendees still in the exhibit hall. By signing this agreement EXHIBITORS agree to remain in the exhibit hall with their booths fully in place until the official close of the trade show. Additional deposits/fees will be enforced the following year for companies who move-out prior to 4:00 pm on Thursday.

CANCELLATIONS & REFUND POLICY: In the event of cancellation by the Exhibitor, the following schedule of refunds will be followed: 90% refund of the total amount paid if written cancellation is received prior to August 31, 2024. 50% refund of the total amount paid if written cancellation is received after August 31 but before October 31, 2024.  No refunds will be made after October 31, 2024. All cancellations will incur a $50 administrative fee. (Note: In event is cancelled by KySTE or convention center due to Covid-19 restrictions, all booth and sponsor fees will be fully refunded to exhibitor.)

NON PERFORMANCE: If for any reason beyond the control of KYSTE, including but not limited to acts of God, war, strikes, labor disputes, accidents, government requisitions, governmental restrictions or regulations on travel (including travel advisory warnings), facility availability, commodities or supplies, inability to secure sufficient labor, civil disturbance, terrorism or threats of terrorism as substantiated by governmental warnings or advisory notices, curtailment of transportation, disaster, fire, earthquakes, hurricanes, extreme inclement weather, epidemic, shortages or disruption of the electrical power supply causing blackouts or rolling blackouts (in the city where the facility is located), or any other comparable conditions, KYSTE is unable to fulfill its obligations under this Agreement, the Parties may terminate this Agreement without liability, and KYSTE may retain the earned portion of the Exhibit Fee required to recompense it for expenses incurred up to the time of terminating the event. Any remaining unearned Exhibit Fee will be returned to the Exhibitor. Additionally, if any part of the Facility is damaged or if circumstances beyond KYSTEs reasonable control make it impossible or impractical for KYSTE to permit Exhibitor to occupy or continue to occupy the assigned Exhibit space location during any part of or the entire exhibition, Exhibitor will only be charged a pro rata Exhibit Fee for the period that the Exhibit space was or could have been occupied by Exhibitor. Furthermore, in no event will KYSTE, the city, the Facility, or their respective owners, directors, officers, employees, agents and representatives be liable for any consequential, indirect, special or incidental damages.

Please access the Lead Retrieval Form here