WTHR Health & Fitness Expo - Exhibitor Information Kit / FAQ

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Updated: .

We're excited that you are joining us at the WTHR 2014 Health & Fitness Expo, April 26 & 27, 2014, at the Indiana State Fairgrounds, Exposition Hall.




Show Location:
Indiana State Fairgrounds, Exposition Hall
1202 East 38th Street
Indianapolis, IN 46205
Exhibitor Set-up:
Friday, April 25 8:00am – 5:00pm
Show Dates and Times:
Saturday, April 26 10:00am – 5:00pm
Sunday, April 27 10:00am – 5:00pm

Exhibitor Tear Down:
Sunday, April 27 5:00pm – 9:30pm
Adult admission is $5 at the door. Free tickets are available at www.wthr.com/tickets by entering Promotional Code: HEALTH. Children twelve and under are free.
Parking: Parking is $5 per vehicle entry. "All show" pass for unlimited access for one vehicle over Friday, Saturday and Sunday: $15 each. Purchase parking passes upon entry at the gates. Pre-order is not available.
What You Get:
Each 10'x10' booth is equipped with:
8' high drape
3' high draped side rails
1 – company booth "text" identification sign (size: 7"x44")
1 – 5 amp electric connection
6 – exhibitor/sponsor credentials
25 – special guest tickets (we will send these to you by U.S. mail)

Additional furnishings that you can pre-order:
Flooring, tables, chairs, wastebasket and other décor, order from George Fern Co. at http://servicemanuals.fernexpo.com/login.asp?id=3643

LOGIN ID:  14wthr3626

 Questions? Call 614.253.1500 or Columbus@fernexpo.com

NOTE: Flooring or carpet is required in all exhibit booths. You can bring your own or pre-order from George Fern Co.
Exposition Hall, west entrance 
Loading Dock:
West overhead door. Vehicles are prohibited in the building.
Getting materials to you booth:
Exhibitors may unload their vehicles provided they use their own full-time employees without the aid of mechanized equipment. Exhibitors are not permitted to drive their vehicles into the hall to load or unload.
Booth Numbers:
Each exhibitor will be assigned a booth number that will coincide with the floor plan.
Booth assignments are subject to change; however, you will be notified if booth reassignment is necessary.
License and Sales Tax Requirements:
Cash and carry sales are permitted on the show floor provided you have your taxpayer information readily available. 
Who to contact:
Show schedule, activities, booth numbers, rules, etc.
Megan Parker 317.616.0194 (p)
Prize/Giveaway Registration Form
fax 614.461.7551 or email to jlaughlin@dispatch.com
Signs, additional tables, chairs, furnishings, shipping, material handling, porter and rigging.
(Additional charge applies)
Fern Exposition & Event Services
1500 Old Leonard Ave.
Columbus, Ohio 43219
614.253.1500 (p)
614.253.9101 (f)
email: Columbus@fernexpo.com
web: www.fernexpo.com

Electrical, telephones, internet
(Additional charge applies)
317.780.2923 (p)
(Additional charge applies)
Markey's Rental & Staging
317.780.3945 (p)
Indiana State Fairgrounds general information
Indiana State Fairgrounds
1202 East 38th Street
Indianapolis, IN 46205
317.927.7500 (p)

Food Sampling
If you plan on passing out food samples, you must fill out the Food Sample Form and return to the Health Department.

Return completed form to:

Indiana State Department of Health
Food Protection Program, Room N855
100 N. Senate Ave.
Indianapolis, IN 46204
(p) 317.234.8569
(f) 317.233.9200


Certificate of Insurance

Need Insurance?
Contact Rain Protection for special Show rate…


Have Questions?
Megan Parker
317.616.0194 (p)


In an effort to ensure that all visitors and exhibitors have an enjoyable experience at the
WTHR 2014 Health & Fitness Expo, we are offering a special reminder of these specific
Terms of Agreement to all exhibitors. These requirements will be strictly enforced.

  • NEW - Certificate of Insurance Required for all exhibitors. Exhibitor shall maintain in effect and supply the Dispatch with certificates of insurance which name the Dispatch Printing Co. and the Indiana State Fair Commission as additional insured for comprehensive general liability insurance with combined bodily injury and property damage limits of $500,000 each occurrence and $1,000,000 aggregate, and an umbrella liability insurance policy with limits of $1,000,000.
  • If exhibit is accessible to guests, Exhibitor agrees that it is their liability and will ensure a trip hazard does not exist. A smooth transition from the show floor to the entrance/exit of the Exhibitor's booth must exist.
  • Exhibitor's display decorations may not obstruct other displays or protrude into aisles.
  • No bottled fuels (of any type) allowed indoors.
  • Derogatory remarks or false accusations of another exhibitor's product will NOT be tolerated. In addition, no confrontation between/amongst exhibitors in booth or aisle may take place. These actions may lead to immediate dismissal from Show.
  • No calling, pulling, grabbing, etc. of visitors to booths will be tolerated and may lead to immediate dismissal from Show.
  • No laser pointers, noise making devises, public address systems, and/or sound systems of any type shall be allowed without specific prior written approval of the Dispatch Shows Group.
  • No helium balloons or distribution or placement of stickers to or on persons or Center grounds will be permitted.
  • No animals on show floor, unless approved by show management prior to show opening and Exhibitor MUST provide the following items with request:
           • Pet Policy form (available upon request).
           • Faxed/mailed shot records from your veterinarian. 
           • Provide proof of insurance.
  • The maximum height of an exhibit structure for any booth space display cannot exceed 9ft high and the maximum height for signage cannot exceed 8ft.
  • All booth spaces (including bulk spaces) must abide by line-of-sight rules, meaning that no structure higher than 4' tall may be positioned in the booth space from midpoint to the aisle and beyond.
  • All tables must be skirted.
  • Full floor covering is required in all exhibits and is not provided by show.

Additional requirements from the Indiana State Fairgrounds:

  • Electrical
           • Only heavy duty extension cords are allowed (no light weight brown and/or white cords are allowed).
           • Only one (1) piece of equipment is to be plugged into an extension cord.
           • Multi-plug adapters are not allowed.
           • Listed surge protectors/power taps and over-current protection (fuse or circuit breaker) are allowed.
           • Surge protectors are not to be plugged together.
           • Surge protectors are to be plugged directly into an outlet. They are not allowed to be plugged into an extension cord.
           • Any temporary wiring shall comply with the requirements of the Indiana Electrical Code. (i.e. any wiring done for temporary lighting, equipment displays, etc.)
  • Miscellaneous
           • ALL compressed gas cylinders are to be secured at all times to prevent being tipped or knocked over.
           • Smoking is PROHIBITED in all buildings.

Forms & documents:
Terms of Agreement
Prize/Giveaway Registration form
ERMCO order form (electrical/phone/internet)
Markey's order form (audio/visual)
Pet Policy and guidelines
Food Sample Form
Health Screening Form
Certificate of Insurance Information

Thank you for following to the above requirements, we look forward to seeing you at the 2014 WTHR Health & Fitness Expo!