Exhibitor Information

2018 Inside & Outside Exhibitors

Thank you for your interest in becoming a show exhibitor at the 9th Annual Eau Claire Big Rig Truck Show on August 17, 18, 19, 2018, held at the Northern Wisconsin State Fairgrounds in Chippewa Falls, Wisconsin!

This year the show will again feature a Monster Truck Show in the grandstands on Friday and Saturday evenings, free big rig truck show admission, music, food vendors, beer garden, and kids activities. Last year we were excited to see 18,000 spectators, 125+ big rigs, 2 sold out monster truck shows and great press coverage.

To make this a successful show for the exhibitors and everyone involved, we attend many trade shows and truck shows across the country. We also utilize a comprehensive media plan targeting the local area, as well as reaching the trucking industry nationwide. This includes printed ads in newspapers, community periodicals, trade magazines; ads on multiple radio stations, along with contests and ticket giveaways; television commercials; thousands of distributed promo pieces including posters, brochures, flyers and post cards; participation in parades, festivals and community activities throughout the year; social media campaigns and more.

Below is some information to help you select an exhibit location that best suits your company’s needs. We have inside and outside spaces in many sizes. Schematics of exhibit spaces will be kept updated on our website each Monday to indicate which are still available.

A confirmation email will be sent upon receipt of your paid in full contract and Certificate of Liability Insurance. Every attempt will be made to place you according to your request. Returning exhibitors are granted the right of first refusal. To secure a returning exhibit space please fill out the Reservation Request mailed out in September and return via mail or email by December 1st, 2017.  After January 1st, 2018 all unreserved exhibit spaces will be made available to new exhibitors on a first-come, first-serve basis. 50% deposits for your confirmed exhibit space will be due by March 1st, 2018 with balance due by June 1st. 

Show management reserves the right to eliminate unsold parcels, shift sold parcels, or add unsold area to sold parcels, to insure a cohesive flow of exhibit areas.

If you don’t see what you need, have questions, or wish to discuss your placement, please give us a call at 715-832-6666 Monday – Friday 10:00 am to 5:00 pm. We would be happy to help you find a perfect fit.

We hope you can join us! Linda & Terry Biddle – Show Owners   

Linda Biddle – Exhibitor Coordinator                           Terry Biddle – Sponsor Coordinator

(715) 271-2121Cell (715) 832-6666 Office                     (715) 828-6571 Cell (715) 832-6666 Office

Linda@ECTruckShow.com                                              Terry@ECTruckShow.com

In addition to the show trucks, we will be photographing exhibitors’ “company” trucks and semi tractor trailers this year.  Please call Terry (715-828-6571), Linda (715-271-2121), or our main line (715-832-6666) to make sure we have your company information and the number of trucks to be photographed prior to parking.

Exhibitor Registration Information

Download 2018 Inside Exhibitor Registration Form & Contract (Exhibit Hall A)

Download 2018 Outside Exhibitor Registration Form & Contract

2018 Inside Exhibitors (Exhibit Hall A):

Exhibit Hall A Diagram – click here

On the ‘Inside Exhibitor Registration Form’ indicate your 1st,  2nd and 3rd choice for location. Booth prices are marked for Exhibit Hall A. An additional exhibit hall may be added once this is sold out. 110V Electricity, one 6 ft table (not covered or skirted) and 2 chairs will be included for each inside booth unless otherwise stated. Tables may be ordered covered (black plastic) and skirted for an additional cost of $20 per table. Additional tables are $20 each. Additional chairs are $5 each. The booths will be separated by pipe and drape. Exhibit Hall A has entry doors of 10’ x 11’ allowing placement of a vehicle/trailer within the booth. (The vehicle/trailer must be pre-approved before the contract is accepted. They must be set on Thursday, August 16th before 3:00 pm.) Vehicles and trailers, display canopies, flags, banners, open doors and all display material must fit within the purchased space.

2018 Outside Exhibitors (Zones 1 – 7):

CLICK THE BELOW LINK FOR A DETAILED SCHEMATIC OF EACH OUTSIDE EXHIBITOR ZONE:

ZONE 1 – Canopied Area Attached to Exhibit Hall A

ZONE 2 – 2A – Near the Permanent Restrooms, Between Exhibit Hall A and the Leinie’s Pavilion

ZONE 3 – In Front of Exhibit Hall C

ZONE 4 – Next to the RCU Building

ZONE 5 – Grassy Area Between the RCU Building & the Northwestern Bank Grand Stands

ZONE 6 – In Front of the Northwestern Bank Grand Stands SOLD OUT

ZONE 7 – Along the Main Entrance Lane

On the ‘Outside Exhibitor Registration Form’ indicate your 1st,  2nd and 3rd choice for location. The outside exhibit spaces will be priced by the parcel according to size and location. Most parcels will have access to electricity, but it is not included in parcel price. The exhibitor is to supply their own extension cords and power ends. If electricity is available, see below pricing:

This fee is for all 3 days of the show:

20AMP or less (110v)                    $35.00

30AMP (110v)                                $50.00

50AMP (110v)                              $65.00

100AMP (110v or 220v)               $100.00

Additional 100AMP (110v or 220v) $85.00

Tent rentals are available for rent through show management. Rented sizes available are 10×10 – $125.00, 12×12 – $175.00 and 10×20 – $225.00. Tents will be erected & staked in your booth prior to the opening of the show. The placement of all personal outside tents, not rented through show management must be pre-approved by show managers before tents can be erected. No staking into the ground until approved by show management. If tents are supplied by a professional rental company, they must first have approval for placement by show management before tents are staked and erected.

 

Website schematics override any printed material as change may be necessary prior to the show. 

EXHIBITOR CHECKLIST:

    1. Has your Certificate of Liability Insurance been included?

           (It can be emailed to Linda@ectruckshow.com or mail to 2425 Seymour Rd. Eau Claire, WI 54703.)

    1. Is the Inside or Outside Exhibitor Registration Form filled out and enclosed?
    2. Is last page of Contract and Exhibitor Guidelines filled out and enclosed?
    3. Is payment enclosed? Check payment is required. Please make payable to Eau Claire Big Rig Truck Show, LLC.
    4. Call Linda Biddle if you have any questions (715) 271-2121 cell or (715) 832-6666 office.

2018 EAU CLAIRE BIG RIG TRUCK SHOW, LLC. (ECBRTS) EXHIBITOR GUIDELINES

  1. PURCHASE AND USE OF SPACE

Eau Claire Big Rig Truck Show, LLC. (ECBRTS) reserves the right to decline or prohibit any exhibit, exhibitor, or proposed exhibit, which in the opinion of ECBRTS management, is not suitable to and in keeping with the character of the exhibition. Offensive or derogatory slogans, language, artwork, etc. will not be permitted. Re-assignment of exhibit space by the exhibitor will not be permitted. ECBRTS reserves the right to assign booth space. All vehicles, equipment, and belongings must be kept within the confines of the assigned exhibit space. Exhibitors will be asked to remove any item residing outside of the assigned exhibit area or may be charged for space used in excess of that outlined in said exhibitor’s contract. Soliciting outside of contracted exhibit space is not permitted unless given express permission by Terry Biddle or Linda Biddle, show owners.

 

  1. PAYMENT FOR EXHIBIT SPACE

Payment in full is required prior to set up. Any exhibitor who has not paid in full or has not provided a signed contract and certificate of insurance liability (see Section 12) will not be permitted to setup. No refunds will be made after July 15th unless agreed upon by Terry Biddle or Linda Biddle, show owners.

 

  1. SELECTION OF EXHIBIT SPACE

Outside exhibit areas will be sold as parcels and priced accordingly. Inside exhibitors will choose from booth spaces in Exhibit Hall A. Once Exhibit Hall A is sold out, an additional inside exhibit hall may be added. Returning exhibitors will be granted the first right of refusal of exhibit space for the following year. After that, exhibitors will select space on a first-come basis. Schematics will be available on our website (ECTruckShow.com). Website schematics override any printed material as changes may be necessary prior to the show. (See schematics and legends for specific pricing on each exhibit location.)

 

  1. CERTIFICATE OF INSURANCE:

Eau Claire Big Rig Truck Show, LLC. will require a one million dollar Certificate of Liability Insurance naming ECBRTS, LLC., its employees, agents, and representatives as additional insured’s on the Special Events Policy.  This certificate is readily available at no charge from your insurance carrier. This document is required to be submitted for every show. Certificates of Liability Insurance are not valid for multiple years.  Please note: Your Certificate of Liability Insurance must be submitted with the Exhibitor Registration Form and signed Contract. It is each exhibitor’s responsibility to remit the necessary documents. Without the Certificate of Liability Insurance the exhibitor will not be allowed to set up and exhibit fees are forfeit.

 

  1. INSTALLATION AND REMOVAL OF EXHIBITS

Set up for all exhibitors begins on Thursday, from 10:00 am to 6:00 pm. Exhibit set up will continue from 10:00 am to 3:00 pm on Friday.  Any inside exhibit vehicle or trailer must be placed inside the exhibit hall on Thursday before 3:00 pm. All exhibits are to be in place by 3:00 pm on Friday.  Dismantling of exhibits will take place from 2:00 pm to 5:00 pm on Sunday. Exhibitors agree that booths will not be dismantled and that articles on display will not be removed before show close at 2:00 pm on Sunday.  Exhibitors leaving the exhibit area early may not be allowed to attend future shows.

 

  1. EXHIBIT DATES AND HOURS (Complete show schedule available at ECTruckShow.com)

     (A) Friday, August 17, 2018, 3:00 pm – 7:00 pm.

     (B) Saturday, August 18, 2018, 10:00 am – 7:00 pm.

     (C) Sunday, August 19, 2018, 10:00 am – 2:00 pm

 

  1. SECURITY

Overnight security will be provided on the grounds Friday and Saturday from 11:00 pm until 10:00 am the following morning. Additional grounds security will be present throughout the show.

 

  1. EXHIBIT HALL OPEN AND CLOSURE PROCEDURES: 

Show staff will usher attendees out of inside exhibit halls at 7:00 pm on Friday and Saturday. Please conclude all business in the hall as quickly as possible so that the building can be secured.

If a brief re-entrance into an exhibit hall is necessary after closure, a staff member will be able to escort you.

On Saturday and Sunday morning, re-enter the exhibit halls anytime after 9:00 am. Show staff will open all access doors to the public at 10:00 am each morning.  Do not attempt to open public access doors to ensure that every booth is secure until all exhibitors have had time to arrive.

If you need to enter an exhibit hall earlier than 9:00 am, please make arrangements with Linda Biddle for a staff escort. (715-271-2121 – Linda’s Cell)

 

  1. EQUIPMENT & INTERNET ACCESS

One 6 foot table and 2 folding chairs will be provided with each inside exhibit booth unless otherwise stated. Drapes and skirting may be added for $20.00 per table. Additional tables ($20 ea) and chairs ($5 ea) may also be added. A minimum amount of additional tables and chairs are available to rent the day of the show so please plan ahead accordingly. Exhibitors are responsible for supplying additional table coverings, extension cords, and extra tables and chairs.

All inside booths will receive electricity during show hours.

Electricity is available on many outdoors parcels. Please check the schematic for locations of electrical boxes and fees.  Electricity is additional for outside exhibitors and is not included in the parcel price.

Wi-Fi will be offered on an advanced ordered, first-come-first-served, limited bases. The cost its $25.00 per device (Recommended to be ordered at the time your contract is submitted.) August 1st is the latest date to purchase Wi-Fi access if it is still available. The purchase of an IP address is for one device only. The use of routers, switches/hubs, DHCP, wireless LANS or other applications that allow the sharing of an IP address between multiple devices is PROHIBITED unless approved in writing by show management. Individuals in violation of this policy will be subject to pay $25 for each unauthorized connection and/or may be subject to disconnection of their service.

 

  1. AMPLIFICATION

The use of microphones, recordings, movies, slides, or other audio-visual equipment is permissible; however, the sound volume of any such device must not exceed that of normal conversation voice level or be objectionable to neighboring exhibitors.

 

  1. LIABILITY, INSURANCE, AND SECURITY

ECBRTS, LLC. will not be responsible for any loss, damage, injury, or theft of property that may occur to the exhibitor or to the exhibitor’s employees in any cause whatsoever; prior, during, or subsequent to the period covered by the exhibit agreement. The exhibitor, in signing this agreement, expressly releases Eau Claire Big Rig Truck Show, LLC. and the Northern Wisconsin State Fairgrounds from, and agrees to indemnify same against any and all claims for loss, damage, or injury. Each exhibitor must make provisions for the safekeeping of exhibit materials during and after the close of the show. Exhibitors must protect their equipment and goods so that no injury or damage will result to the public or the exhibit area and will be liable for any such damage.

 

  1. INJURY, LOSS AND DAMAGE

Exhibitors must protect equipment and exhibits so that no injury shall result to the public, visitors, guests, employees, or any person or property. Exhibitors agree to protect and keep harmless Eau Claire Big Rig Truck Show, LLC. and Northern Wisconsin State Fairgrounds against claims for damages, suits, cost expenses, and attorney fees by any and all persons which may result on account of injury, loss, or damage sustained upon space occupied by the Exhibitor.