Blue Cross Broad Street Run Health & Fitness Expo at Pennsylvania Convention Center 1101 Arch Street Philadelphia, PA Exhibit Hall G
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1 Blue Cross Broad Street Run Health & Fitness Expo at Pennsylvania Convention Center 1101 Arch Street Exhibit Hall G HOME OF THE LARGEST TEN MILE RACE IN THE UNITED STATES (40,000+) 2017 Vendor Information Guide Friday, May 5, am- 7 pm Saturday, May 6, am- 6 pm Race Day - Sunday, May 7, 2017
2 Expo Booths * Virtual Race Bag * Website Info Blue Cross Broad Street Run Health & Fitness Expo 2017 VENDOR INFORMATION EVENT: The 21 st Annual Blue Cross Broad Street Run Health & Fitness Expo Approximately 40,000 registered runners, family, friends, staff and general public will be in attendance. The expo is free and open to the public. The Expo is the main pick-up point for race bib and race T-shirt. There is no race day registration. LOCATION: Pennsylvania Convention Center, Hall G 1101 Arch Street - Use Broad Street Entrance in 2017 EXPO HOURS: Friday, May 5 th 11am-7pm Saturday, May 6 th 9am-6pm Set-up times: Thursday, May 4th 1-5 pm & Friday, May 5 th 8-10:00 am Breakdown: Saturday, May 6 th 6-8 PM BOOTH AND PRICING: $1400/1 Booth $3750/ 3 Booths $2700/2 Booths $4500/ 4 Booths For more than 4 booths- please call for pricing Extra tables are available at a cost of $15 each for the 2 days. You must indicate your needs for extra tables on the booth registration form. Includes: 10 x 10 draped booth, one 6 covered table, two chairs, carpeting and security throughout the event (beginning Thursday evening). Returning vendors will have a priority registration deadline, after which booths will be reserved on a first come basis. Payment MUST accompany booth registration form in order to reserve a space
3 VIRTUAL RACE BAGS: In an effort to be environmentally friendly, the BSR has partnered with Virtual Race Bags to provide an on-line goody bag for all runners. Companies may place an item into the goody bag (advertisement, coupon, and flyer). The goody bag will be sent to all registered runners the week prior to the race. Runners may print out coupons that you submit to drive them to your booth. After the expo, we will provide you with numbers relating to how many people visited your ad in the race bag as well as how many people downloaded your coupon/form. Cost to be included is $500. Expo vendors will receive a 25% discount ($375). Nonprofit agencies may submit an item at 50% off ($250). To increase exposure and traffic to your company/organization, it s advantageous to provide an offer within your VRB item (discount, free item with purchase, etc.). This provides a bigger incentive to draw people to your booth/store. Your item can be uploaded to the Virtual Race Bag by contacting the Expo Director at expodirector@broadstreetrun.com. You will be given a content builder link and a placement code. ELECTRICITY, TELEPHONE and LABOR SERVICE: Due to the new location, arrangements for electricity, telephone and labor service MUST be made in advance by contacting Vista Convention Services. The cost for these services is in addition to the booth registration fee. (See Vista Convention Services Packet) PAYMENT: Full payment in advance is required to reserve a booth. Review the expo diagram and select 3 booth choices in order of preference. Returning vendors have priority until March 2, After that date booths are on a first-come, first-served basis. Booths cannot be reserved by phone, fax, or . ADDITIONAL: One company per total booth area. No subletting of booth space is permitted unless approved by the Expo Director. No vendor is allowed to produce and/or sell merchandise with any reference to Blue Cross Broad Street run name and/or logo. ****MUST READ --- HEALTH DEPARTMENT CODE VENDING FORMS**** Only pre-packaged food is permitted (power bars, gels, etc.). No open food/drink distribution (taste tests, open samples, etc.) is permitted. The Philadelphia Health Department requires a temporary food license permit for anyone selling pre-packaged food items. The fee for this license is $48 and must be included in your booth registration payment. You may download the permit form from the Philadelphia Health Department website at: Forms must be completed and returned no later than March 26 th. Late forms will incur a $65 late fee and will not be processed until the late fee is paid.
4 Failure to submit this permit request could result in your booth being CLOSED DOWN should the Health Department inspect your area and you do not have the required permit. Any questions regarding this permit, please contact David Ganley at BUSINESS LICENSE: (See Vista Convention Services Packet) SET-UP INFO: Vendors will be permitted to set-up their booth on Thursday, May 4 th from 1-5 pm and Friday, May 6 th from 8-10:00AM. PLEASE REVIEW VISTA CONVENTION SERVICES PACKET TO DETERMINE LABOR REQUIREMENTS! You may arrange your booth space to suit your needs within the boundaries of the space rented. (Please review Vista Convention Services packet to review tools you are permitted to use). Vendors are expected to staff their booths during all Expo hours. Vendors who breakdown early or leave their booths unattended may jeopardize future participation. PLEASE NOTE: Vendors may NOT stand in the aisle to hand out materials. Vendors may hand out information from within the 10x10 boundary of their booth. LIGHTING: The PA Convention Center has sufficient lighting for the event. SIGNAGE: Vendors must provide own signage. Banners/signs, not exceeding 25 pounds, may be hung on the 10 back wall of the booth. Signs must be hung from pipe, not drape. No vendor signage or sale items will be permitted outside the vendor booth area. Nothing may be taped or tacked to any wall at the Convention Center. INSURANCE: All vendors must provide proof of insurance, naming the City of Philadelphia, Blue Cross Broad Street Run, Philly Races, Inc. and PA Convention Center as additional insured parties. Failure to provide this certificate may result in the vendor not being permitted to participate in the Expo. PROOF OF INSURANCE CAN BE SENT WITH REGISTRATION, BUT MUST BE RECEIVED NO LATER THAN APRIL 1, 2017 The Blue Cross Broad Street Run, City of Philadelphia and PA Convention Center will NOT be held responsible for loss or damage of any kind. Vendors should consult their insurance carriers to insure that all merchandise and goods are covered from the time they leave their premises until they return. BREAKDOWN: Show breakdown will take place Saturday, May 6 th between 6-8 PM. Failure to do so will jeopardize returning in Any vendor who fails to clear the facility by 8 pm on May 6 th will be billed for overtime costs as well as any penalty assessed by the Convention
5 Center. Any request for exemption to this time frame must be approved, in advance, by the EXPO Director. MISCELLANEOUS: The EXPO management reserves the right to refuse a vendor for exhibit and to remove an exhibit or exhibit material that is deemed objectionable. The EXPO Director will be on premises throughout the EXPO set-up, hours of operation and breakdown to handle any questions you may have. Contact Information For Expo information or questions, call Expo Director, David Ganley at (215) or (484) (during expo week) or send an to: expodirector@broadstreetrun.com The address for PA Convention Center is: 1101 Arch Street, Hall G We are on the Broad Street of the Convention Center in 2017
6 Hotels The following hotels have room blocks available for the 2017 Blue Cross Broad Street Run. Be sure to ask for the Broad Street Run rate when booking a room. Please visit the Where to Stay Page on our website for updated hotel information. Participating Hotels Rates (USD) Reservation Deadline Dates Courtyard Philadelphia South at The Navy Yard 1001 Intrepid Avenue Philadelphia, PA Philadelphia Airport Marriott One Arrivals Road, Terminal B Philadelphia, PA (215) Holiday Inn Express Midtown 1305 Walnut Street (888) Hilton Garden Inn Philadelphia 1100 Arch Street Hampton Inn 1301 Race Street (215) Courtyard Marriott Downtown 21 North Juniper Street $ April 7, 2017 $ April 7, 2017 $ April 8, 2017 $ April 27, 2017 $ April 4, 2017 $ April 6, 2017 Marriott Downtown Philadelphia 1201 Market Street $ Single/Double $ Triple $ Quad April 6, 2017
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8 Blue Cross Broad Street Run Health & Fitness Expo 2017 Registration Form Friday, May 5 th & Saturday, May 6 th COMPANY CONTACT ADDRESS CITY STATE ZIP PHONE WEBSITE TYPE OF BUSINESS Please check the appropriate box for the area you are registering. Complete the designated sections. Expo Booth: # Of booths: _ 1 st choice 2 nd 3rd T-Shirt Size (2 per vendor) Extra Tables (how many - $15 per table)? PLEASE NOTE: Every attempt will be made to grant one of your booth requests. However, the Expo Director reserves the right to adjust booth assignments as needed. If changes are necessary, the Expo Director will work with the vendor in good faith. FULL PAYMENT IS REQUIRED TO RESERVE A BOOTH. Vendors from 2016 will have priority until March 2 nd. Booths may NOT be reserved by phone, fax or . Virtual Race Bag The cost to be included in the race bag is $500. Expo vendors will receive a 25% discount ($375). Non-profit agencies may submit an item at 50% off ($250). Virtual Race Bag items can be submitted after contacting the Expo Director at expodirector@broadstreetrun.com, where you will be given a content builder link and a placement code. All virtual race bag materials are subject to approval by the Blue Cross Broad Street Run Organizing Committee. Any material deemed objectionable or items that may conflict with exclusive sponsor agreements will be rejected.
9 Accommodations Question (This is strictly for future planning purposes) Will you be staying at a hotel during your time in town for the Expo? YES many nights? If yes, for how SUMMARY OF COSTS: EXPO Booth(s) The COST per booth is as follows: $1400/1 booth; $2700/2 booths; $3750/ 3 booths; $4500/4 booths. For 5 or more booths, call Dave at for a quote. # of Extra Tables ($15 each) Health Department Permit Fee (Food Vending) ($48) (If you are required to complete the Health Department License form, your registration form, permit request and must be submitted no later than March 29 th.) Virtual Race Bag Cost for Packet Stuffer is $500; cost for Expo Vendor is $375; cost for non-profit agencies is $250 must show profit of non-profit status. TOTAL AMOUNT ENCLOSED Signature of Vendor (By returning this form, vendor agrees to abide by all rules and penalties regarding the EXPO) Make checks payable to: Mail payment to: Philly Races, Inc. Blue Cross Broad Street Run Expo 1515 Arch Street, 10th Floor Philadelphia, PA (Please retain a copy of this form for your records)
Blue Cross Broad Street Run Health & Fitness Expo at Pennsylvania Convention Center 1101 Arch Street Philadelphia, PA Exhibit Hall A
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