EXHIBITOR INFORMATION
Leadville Trail 100 MTB presented by Kenetik

Megan McCormick
Exhibitor Contact
770.503.4039
mmccormick3@lt.life

Quinn Cooper 
Sponsor Contact 
970.409.9037
QCooper@LT.Life 

Grisell Rodriguez 
Expo Manager – Operations
787.685.8762 
grodriguez2@lt.life 

Exhibitors may have the option of advance shipping their materials to the expo. Details are as follows:

ADVANCE SHIPPING:

• All shipment requests may not be accommodated.
• Advance shipments must be requested during the EventHub registration, as space is extremely limited. Please wait for confirmation and instructions before shipping any materials.
• Receiving cost of $250 per pallet or equivalent must be pre-paid via EventHub. Should additional materials arrive, Life Time reserves the right to bill for these items post event. 
• Life Time will provide labeling and shipping instructions with confirmation of advance shipment.
• Shipments may be received between Monday, July 29 – Friday, August 2, 9:00 a.m. – 5:00 p.m. MST only. Shipments delivered outside of this window may not be accepted.
• Exhibitors are responsible for all shipping costs.

POST EVENT SHIPMENTS

Exhibitors may have the option of scheduling a pick-up for their materials after the expo. Details are as follows:

• Post-event shipping must be requested and pre-paid via the EventHub application, as space is extremely limited. Please wait for confirmation and instructions before coordinating the pick-up of any materials. 
• If materials were advance shipped to the expo, there is no additional cost for post-event shipping. 
• If materials were not advance shipped to the expo, there is a $250 per pallet or equivalent cost for post-event shipments. 
• It is the responsibility of the exhibitor to package materials, affix proper labels, schedule a pick-up of materials and review with the Life Time team prior to leaving the Expo load-out. 
• Shipments may be picked-up between Monday, August 19 – Friday, August 23, 9:00 a.m. – 5:00 p.m. MST only. Pick-up requests outside of this window may not be accommodated.
• Exhibitors are responsible for all shipping costs.
• All shipments may not be accommodated.

Please read the following options carefully. Exhibitors will select their planned load-in method within the exhibitor form below. Note that all exhibitors must check in with expo staff at the Exhibitor Check-in tent upon arrival for their scheduled load-in.

Option 1. Vehicle Unload in Unloading Zone

Exhibitors will park their vehicles in a dedicated unloading zone and hand-carry their materials to their designated booth space.

Expo management recommends this load-in method for the majority of exhibitors, especially those that are able to easily transport materials by hand.

Option 2. Vehicle on Display in Booth

Any vehicles on display as part of a booth activation must be pre-approved. Exhibitors must provide information on the activation vehicle in the exhibitor form below to receive approval for this load-in method.

The vehicle must fit within the confines of the booth space, and booth space must be a dedicated vehicle space, as indicated on EventHub.

There will be no movement of vehicles within the expo footprint between 11:00 a.m. on Thursday and 5:00 p.m. on Friday. Any vehicle that is to be parked within an exhibitor booth must be in place by 11:00 a.m. on Thursday. Please, be prepared for your vehicle to remain in place until load-out on Friday evening.

Option 3. Vehicle Unload at Booth

Wednesday load-in ONLY. Exhibitors will first obtain a “Vehicle Unload” pass from the Exhibitor Check-in tent. Exhibitors will drive directly to their booth space and unload their materials. Exhibitors will have 30 minutes to unload their vehicle within the expo footprint. All vehicles must be moved from the expo footprint by 8 p.m. on Wednesday. Expo management recommends this load-in method for exhibitors that have a vehicle (car or pickup truck) of many and/or heavy materials to unload. Gravel in certain areas of the venue may prohibit this option for certain vehicles.

Option 4. Advance Shipment Only

If an exhibitor intends to advance ship their materials, please choose this option. Ideally, these exhibitors will arrive during set-up with no additional materials to unload.

All advance shipments will be delivered as close as possible to booth spaces in accordance with the load-in day/time confirmed by Life Time via email. Exhibitors may be required to move advance shipments by hand from the expo perimeter to their booth.

Requests must be confirmed by Life Time prior to shipment. All shipment requests may not be accommodated as space is limited.

Tents & Weights

As this is an outdoor event, pop-up tents are permitted in this expo; however, they must be properly weighted to avoid injury. Leadville is a notoriously windy town. The expo floor is gravel, so it is not possible to stake. Water access may be limited. Exhibitors may rent weights for $30 per set of 4 weights during the EventHub registration process. Expo management reserves the right to request that any tents without proper weights be dismantled. Exhibitors are not required to have a tent for their booth activation.

Tables & Chairs

Tables and chairs are not provided in the expo booth cost. Expo management encourages exhibitors to bring their own tables and chairs. If this is not an option, rentals are available. Exhibitors may rent 6′ tables for $40 each and chairs for $20 each during the EventHub registration process. 

Power

Expo spaces do not come with electricity. Exhibitors may purchase power for $150 during the EventHub registration process. Exhibitors are responsible for bringing their own extension cords and power strips. We recommend bringing NO LESS than 100 feet of extension cord. All exhibitors who purchase power will receive a colored band at Exhibitor Check-in for their extension cord. Exhibitors who have purchased power must use the colored band on their extension cord. Any cords found plugged into power without bands will be removed.

Ice

Exhibitors may purchase ice for $10 per 16-20 lb bag during the EventHub registration process. Please indicate total quantity of bags needed for the duration of the expo in the notes of your application. Ice will be delivered to your booth daily. Exhibitors are encouraged to bring their own ice. On-site requests may not be accommodated.

On-Site Storage

Exhibitors may store excess materials on-site for $100 per pallet or equivalent. The designated storage area will be dedicated to exhibitor materials only. On-site storage fees will be waived for any exhibitor that is advance or post-event shipping materials.

All booth rentals must purchased via EventHub prior to the event to guarantee availability.

Exhibitors are permitted to sell products as part of their activation, provided that they report their intent to sell within the form below and complete any necessary paperwork provided by Life Time prior to the event. There are no fees required to sell products at the expo, but exhibitors that fail to follow any additional instructions will not be permitted to sell at the expo.

State & Lake County Sales Taxes: All federal, state, and local laws governing retail sales tax must be followed. Exhibitors will understand and comply with the rules and regulations of the sales tax. It is the responsibility of the exhibitor to take appropriate action and satisfy State and Lake County tax requirements.

Exhibitors are permitted to sample and sell food or beverage products if the below requirements are met prior to the deadline of July 2, 2024. Exhibitors that fail to follow instructions will not be permitted to sample or sell food or beverage at the expo. 

REQUIREMENTS

• Report intent to sample and/or sell while completing your booth registration in EventHub.
  • You can complete your registration by following this link: Race Across the Sky Expo – 2024 Leadville Trail 100 MTB 
• Complete and submit the Lake County Temporary Event Vendor Application.
  • Vendors attending any 2024 Leadville event must complete and submit the vendor application to include proof of licensure at least 30 days in advance of the event date.
• Please review the following links for step-by-step instructions on completing this process:
  1. Step-by-Step Instructions Sheet  
  2. Sample Temporary Event Vendor Application 
• Additional fees, ranging from $115-$255 may apply to food or beverage sales.
• Review, sign and submit the Zero Waste Vendor Guidelines Form 
  • As a commitment to sustainability, we are requiring all vendors to abide by our Zero Waste Guidelines for 2024
  • All sampled products must be served via biodegradable, compostable disposable serving ware.Recommended website for product orders:
    1. Eco Products: https://www.ecoproducts.com/
    2. Green Paper Products: https://greenpaperproducts.com/
  • All compostable products must be BPI Certified Compostable. Embedded within the Zero Waste Vendor Guidelines Form you will find a list of acceptable products and approved suppliers.

ALL REQUIREMENTS MUST BE MET BY THE DEADLINE OF JULY 3, 2024

All exhibitors must wait until the close of the expo at 5:00 p.m. on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 5:00 p.m..

Exhibitors have until 8:00 p.m. on Friday to complete their load-out from the expo. Only sponsors that are also activating at the Finish Festival will be permitted to remain set-up in the venue overnight on Friday.

If you are using post-event shipping, please ensure that your shipment is palleted, wrapped and labeled prior to your departure on Friday. Please be prepared to provide and review your BOL with the Life Time team prior to Expo close on Friday.

Shuttles will be available on Thursday, Friday and Saturday for all exhibitors to use throughout expo days and also on race day. Public parking is available throughout Leadville, but please prioritize taking the shuttles to reduce the impact on the town of Leadville. Please pay attention to limited time parking areas and be cognizant of residential and marked “No Parking” spaces. Exhibitors park at their own risk, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please remove valuables from vehicles before parking.

Additional shuttle information will be shared here soon.

During the EventHub registration process, exhibitors will have the opportunity to provide booth preference.

Expo management will do their best to accommodate, however, ultimately booth selection will be based on contract requirements, sponsorship level, power needs, and the products being displayed.

All exhibitors will receive confirmation of booth assignment in their final details email two weeks prior to the event.

Exhibitors are not to activate outside of their assigned booth space. Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors.

No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval.

Expo management strictly prohibits subletting of booth space. This means that the only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time.

Exhibitors must remain open at all times during expo hours. The expo is non-exclusive event.

Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors.

Please refer to https://www.lifetime.life/media.html for Life Time’s Insurance requirements. Exhibitors must adhere to these requirements and provide documentation if requested by Life Time.

Security will be provided overnight on Wednesday, Thursday and Friday nights, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours and valuables are not left overnight.

Credentials

Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in the form below. Exhibitors must wear credentials at all times.

Emergency Notification

The safety of our athletes, exhibitors, and staff is the top priority during the weekend’s events. As such, the exhibitor’s primary contact number may be programmed to receive text message notifications via GroupMe from expo management. Expo management will only use this one-way communication in the event of an incident that warrants widespread notification. The recipient will NOT receive any automatic push notifications.

Fire, Safety & Health Regulations

Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.

The Race Across the Sky Expo’s are a consumer and industry event with attendees from throughout the country. Given the amount of media that will be in attendance, please report anything exciting that will be happening at your booth!

Please notify your account manager if your activation will feature any special guests, professional racers, or product launches. The Leadville marketing team will share exhibitor happenings with media in advance of the event.