The 2013 IDEAg Farmfest Exhibitor Manual is now available. Click the link below to access the ONLY comprehensive document of all the necessary rules, regulations, promotions, services and show information for the 2013 event.
2013 IDEAg FARMFEST EXHIBITOR MANUAL
2013 IDEAg FARMFEST SHOW PROGRAM & DIGITAL ADVERTISING INFORMATION
2013 IDEAg FARMFEST SPONSORSHIP OPPORTUNITIES
Warning to our Exhibitors about “Fair-Guide” and “Expo-Guide”
INFORMATION FOR EXHIBITORS:
EXHIBIT SITE
Farmfest, 28366 County Highway 13, Junction 67 & 13, Morgan, MN 56266. See enclosed map for directions to Farmfest®.
SET UP
Exhibitors may begin setting up their exhibit on Monday, July 29, 2013. All exhibits must be set and ready for public viewing by Tuesday, August 6 at 7:30 a.m. We ask for your cooperation during set up, to move-in as early as possible and avoid the last minute rush. All exhibits must remain in place through the duration of the show. There will be NO CHARGE for forklift service this year.
EXHIBIT HOURS
Tuesday, August 6: 8:00 a.m. - 5:00 p.m.
Wednesday, August 7: 8:00 a.m. - 5:00 p.m.
Thursday, August 8: 8:00 a.m. - 4:00 p.m.
SALES RESTRICTIONS
All demonstrations, signs or sales activities at Farmfest® must be confined to the limits of an exhibitor’s lot. No food may be given away or sold without written approval of Show Management. No alcoholic beverages will be sold or allowed on the grounds during show hours.
SALES TAXES AND LICENSE FEES
All applicable taxes and license fees due from sales at Farmfest® will be the sole responsibility of the exhibitor. If you choose to play music in your exhibit area you may be subject to licensing fees by the American Society of Composers, Authors and Publishers and/or Broadcast Music Inc. All fees associated with playing music will be the sole responsibility of the exhibitor. Please fill out the enclosed MINNESOTA DEPARTMENT OF REVENUE OPERATOR CERTIFICATE OF COMPLIANCE FORM and return it to Show Management via fax at 952-894-8252. You will not be able to exhibit unless the exhibitor form is received by Friday, July 26.
EXHIBITING
See the floor plan for lot location. All products and services to be exhibited must be farm related. Exhibits that include the operations of audio-visual equipment may not operate the equipment in a manner that will disturb other exhibitors. Flashing signs will not be permitted as part of any exhibit. No “open audio” will be permitted in the exhibit area without the permission of Show Management. Any disagreements regarding this matter will be dealt with at the sole discretion of Show Management.
Show Management reserves the right to control or remove any exhibitor’s representative who performs any act or practice, which is annoying or objectionable, or, in the sole opinion of Show Management, detracts from the dignity of an individual exhibit or the entire show. Literature and other promotional items may only be distributed from the confines of the exhibition booth. Show Management specifically prohibits the distribution of any publication or periodical on the show site without its express written consent. No exhibitor shall assign, sublet, or apportion the whole or any part of the space allocated to him without prior knowledge and consent in writing from Show Management. We are promoting a show with open architecture lot structures. Site lines must be maintained. Exhibits must be designed and erected in such a manner as to avoid blocking the view of adjacent exhibits. Any configuration not pre-approved by Show Management will be subject to reconfiguration on site at the sole discretion of Show Management. Show Management withholds the right to change the configuration of any display it deems necessary or it deems is in the best interest of the show. If hired labor is used to reconfigure your display, charges for this labor will be billed to the exhibitor.
Exhibit space not claimed and occupied by 5:00 p.m. Monday, August 5 may be cancelled or reassigned without refund. If the exhibit is on hand, Show Management reserves the right to assign labor and set up any display that is not in the process of being erected by 8:00 a.m. Tuesday, August 6, the first day of the show. Charges for this labor will be billed to the exhibitor.
ENVIRONMENT
Exhibit space is subject to dust, rain, wind and other weather related conditions. Exhibitors assume the risk of inclement weather when contracting for exhibit space. Show management assumes no responsibility to protect exhibits from the prevailing weather conditions.
NON-OFFICIAL VENDORS
If you are using a vendor other than those listed in this exhibitor manual, you must provide Show Management with their Proof of Insurance before they will be allowed to provide any services at Farmfest®. If you have any questions regarding this, please contact Wayne Koenig at 952-277-4421.
BOOTH FURNISHINGS
ABC Rentals (605-331-3644) is the booth furnishing contractor for the show. Exhibitors desiring to rent booth furniture or accessories may order these from ABC Rentals at the prices specified on the order form included in the exhibitor manual. No furniture is included in the rental of lot space.
TENT RENTAL
Lincoln Tent & Awning is the official tent supplier of Farmfest®. See the order form in the exhibitor manual and price listing if you are interested in renting a tent for your display. When ordering your tent, make sure the tent and support stakes do not exceed the boundaries of your lot.
SET UP
Exhibitors may begin setting up their exhibit on Monday, July 29. All exhibits must be set and ready for public viewing by Tuesday, August 6 at 7:30 a.m. We ask for your cooperation during set up, to move-in as early as possible and avoid the last minute rush. All exhibits must remain in place through the duration of the show. There will be NO CHARGE for forklift service this year.
MOVE-OUT PROCEDURE
Move-out will begin at 4:00 p.m., Thursday, August 8. A signup sheet will be posted at the show office on Thursday morning at 7:30 a.m. for forklift service. Lifting will be done in order of sign-up.
- 4:00 p.m. to 4:30 p.m. exit only. No vehicles will be allowed to enter the show site.
- 4:30 p.m. to 5:00 p.m. - only small vehicles will be allowed to enter the site for load-out. Trailers will not be allowed until after 5:00 p.m. From east entrance gate only.
- After 5:00 p.m. - forklifting will begin. Large vehicles and trailers will be allowed to enter. All vehicles will enter the show site from the East Main Street Gate and exit from the West Main Street Gate. No parking is allowed on Main Street. On Thursday we will be staging large vehicles in the parking area East of County 13. Vehicles that arrive first for parking will be the first vehicles to enter the show site starting at 5:00 p.m.
If you require forklift service after Thursday’s move-out is completed, you must check in at the show office on the day service is required. Advanced orders for forklift service will not be allowed.
All equipment and displays must be removed by Wednesday, August 14. If any exhibit cannot be removed by that date, special arrangements must be made with Show Management prior to August 14. Storage and removal charges will be the sole responsibility of the exhibitor if equipment and displays are left at the show site after August 14.
EXHIBITOR REGISTRATION
All exhibitors and their staff must have an exhibitor badge to gain access to Farmfest®. Please see page 27 of the Exhibitor Manual for instructions on ordering badges for your staff. Advanced ordering of badges will be available beginning May 13. Badges that are ordered by June 21 will be mailed to exhibitors approximately 3 weeks prior to the event. Badges that are ordered after June 21 can be picked up at the show office. The deadline for advanced ordering is Monday, July 22. After that date, blank badges will be available on-site.
VEHICLE PASSES & PARKING INFO
Each exhibitor with an outdoor lot will receive one vehicle pass that will allow them to enter the exhibit area before 7:30 a.m. on show days to drop off exhibit materials at their lot. Vehicles must be off the exhibit area streets by 7:30 a.m. Outdoor exhibitors are allowed to park vehicles on their lots, however they will not be allowed to enter the show site after 7:30 a.m. There will be no exceptions to this rule. Exhibitors in the display tents will not be allowed to park vehicles on the show site. Exhibitor parking will be located on the east side of the site across County Road 13, in the area next to the field demonstrations. For the protection of the attendees and your fellow exhibitors, you will not be allowed to move your vehicle during show hours if you have parked on your lot. Any vehicle found on the show site parked on a street or on another exhibitor’s lot without a parking pass will be towed from the site at the owner’s expense. Vehicle passes will need to be picked up ON-SITE at the exhibitor check-in desk at Farmfest.
PROMOTIONAL MATERIALS
Promotional materials for Farmfest® are free and available to you at your request. We encourage you to invite your prospects through our Postcard and Buyer Invite campaign. To order promotional materials, contact Cailey Lantz at 847-454-2735 or via email at Cailey.Lantz@IDEAgGroup.com. Page 25-26 of the Exhibitor Manual provides details of the campaign. Please note, there is a 100 piece minimum order.
LODGING
Lodging in Redwood Falls fills quickly. We suggest you call and make your reservations early.
Jackpot Junction, Redwood Falls 507-697-8000
Redwood Valley Lodge, Redwood Falls 507-644-5700
Dakota Inn, Redwood Falls 507-644-4444
Smart Choice Inn & Suites, Redwood Falls 507-637-3456
The Morton Inn, Morton 507-697-6205
212 Motel, Olivia 320-523-1480
Sheep Shedde Inn, Olivia 320-523-5000
Microtel, Springfield 507-723-8200
Microtel, New Ulm 507-354-9800
Super 8, New Ulm 507-359-2400
Holiday Inn, New Ulm 507-359-2941
Holiday Inn, Willmar 320-235-6060
Comfort Inn, Willmar 320-231-2601
Days Inn, Willmar 320-231-1275
