Blue Cross Broad Street Run Health & Fitness Expo at Pennsylvania Convention Center 1101 Arch Street Philadelphia, PA 19107 Exhibit Hall A (PLEASE NOTE: NEW LOCATION FOR 2014) HOME OF THE LARGEST TEN MILE RACE IN THE UNITED STATES (40,000+) 2014 Vendor Information Guide Friday, May 2, 2014 Saturday, May 3, 2014 11 am- 7 pm 9 am- 6 pm Race day is Sunday, May 4, 2014
Expo Booths * Virtual Race Bag * Website Info Blue Cross Broad Street Run Health & Fitness Expo 2014 VENDOR INFORMATION EVENT: The 18 th 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 number, T-shirt, ChronoTrack B timing and tracking device. Last year the race sold out prior to the expo so there is no race day registration. LOCATION: Pennsylvania Convention Center 1101 Arch Street Philadelphia, PA 19107 EXPO HOURS: Friday, May 2 nd 11am-7pm Saturday, May 3 rd 9am-6pm Set-up times: Thursday, May 1st 1-5 pm & Friday, May 3 rd 8-10:30 am Breakdown: Saturday, May 3 rd 6-8 PM BOOTH AND PRICING: $1200/1 Booth $3375/ 3 Booths $2300/2 Booths $4400/ 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 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, 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). Non-profit 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 going to: http://app.virtualracebags.com/blue-cross-broad-street-run/philadelphia-2014/offer-builder/start 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 February 21 st. After that date booths are on a first-come, first-served basis. Booths cannot be reserved by phone, fax, or e-mail. 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 the Broad Street run name and/or logo. Only pre-packaged food is permitted (Power bars, gels, etc.) No open food/drink distribution is allowed (taste tests, open samples, etc.) POP-UP TENTS: There have been an increasing number of vendors who prefer to use a branded pop-up tent in their booth. In order to avoid these pop-up tents limiting or obscuring the exposure of neighboring booths (without a pop-up), we will attempt to group vendors using popups in the same area. Please indicate on the booth registration form whether you will be using a pop-up. If you do not indicate the use of a pop-up, you will not be permitted to erect the tent in a non-designated pop-up zone. ****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: http://www.phila.gov/health/pdfs/temporary_spevent.pdf
Forms must be completed and returned no later than March 28 th. Late forms will incur a $65 late fee and will not be processed until the late fee is paid. 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 Terri Kerwawich at 215-683-3683. BUSINESS LICENSE: (See Vista Convention Services Packet) SET-UP INFO: Vendors will be permitted to set-up their booth on Thursday, May 1st from 1-5 pm and Friday, May 2nd from 8-10:30AM. 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, 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 15, 2014. 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 between 6-8 PM. Failure to do so will jeopardize returning in 2015. Any vendor who fails to clear the facility by 8 pm on May 3rd will be billed for overtime costs as well as any penalty assessed by the Convention 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 Terri Kerwawich at 215 683-3683 or 267 549-4896 (during expo week) or email at BSRExpo@aol.com. The address for PA Convention Center is: 1101 Arch Street Philadelphia, PA 19107 Hotels The following hotels have room blocks available for the 2014 Blue Cross Broad Street Run. Be sure to ask for the Broad Street Run rate when booking a room. The sites listed in blue are within walking distance to the Convention Center Participating Hotels Rates (USD) Reservation Deadline Dates Marriott Philadelphia Airport One Arrivals Road Philadelphia, PA 19153 215-492-9000 Marriott Downtown Courtyard 21 N. Juniper Street Philadelphia, PA 19107 215-496-3200 Philadelphia Marriott Downtown 1201 Market Street Philadelphia, PA 19107 215-925-0000 LeMeridien Philadelphia 1421 Arch Street Philadelphia, PA 19102 1-888-627-7031 $129.00 April 11, 2014 $165.00 April 11, 2014 $149.00 April 11, 2014 $189.00 April 14, 2014 Courtyard Philadelphia South at The Navy Yard 1001 Intrepid Avenue Philadelphia, PA 19112 1-800-321-2211 King $129.00 Double 169.00 April 12, 2014
Blue Cross Broad Street Run Health & Fitness Expo 2014 Registration Form Friday, May 2 nd and Saturday, May 3 rd COMPANY CONTACT ADDRESS CITY STATE ZIP PHONE FAX WEBSITE E-MAIL 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 3 rd Will you be using a Pop-up tent? Yes No 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 2013 will have priority until February 21st. Booths may NOT be reserved by phone, fax or email. 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 uploaded through this link: http://app.virtualracebags.com/blue-cross-broad-street-run/philadelphia-2014/offer-builder/start
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. 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 If yes, for how many nights? NO SUMMARY OF COSTS: EXPO Booth(s) The COST per booth is as follows: $1200/1 booth; $2300/2 booths; $3375/ 3 booths; $4400/4 booths. For 5 or more booths, call Terri at 215 683-3683 or 267 549-4896 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 this form, along with payment, to: City of Philadelphia, Sports and Athletics Terri Kerwawich, Expo Director 851 Green Valley Drive Philadelphia, PA 19128 (Please retain a copy of this form for your records)