AUG. 5 – 6 • HUTCHINSON

Schedule

Tuesday, Aug. 4
1:00 – 4:00 p.m. – Exhibitor Move-in & Registration (Fairgrounds)

Wednesday, Aug. 5
7:30 – 8:30 a.m. – Attendee Registration (Encampment Building)
7:30 – 10:00 a.m. – Exhibitor Move-in & Registration (Fairgrounds)
8:30 a.m. – Program Begins (Encampment Building)
11:30 a.m. – Lunch (Encampment Building)
5:00 p.m. – Ride and Drive Demo (Parking Lots A/B)
5:30 – 8:00 p.m. – Dinner and Social (Fairground)

Thursday, Aug. 6
7:30 a.m. – Exhibits/tradeshow opens (Encampment Building)
8:30 a.m. – Education sessions begin (Fairgrounds)
12:30 p.m. – Lunch, awards & closing (Encampment Building)
1:30 p.m. – Exhibits/tradeshow close (Encampment Building)
1:30 – 6:00 p.m. – Exhibit tear down/move-out (Fairgrounds)

 

**All exhibitors are welcome to attend training sessions
** Exhibit viewing time will be provided during breaks, meals and specifically on Wednesday evening, and during Thursday’s rotational training.

Contact

Samantha Tenpenny, Director of Member Services
samantha@kansasag.org
(785) 234-0463

Accommodations

The following hotels have room blocks reserved for Kansas Applicator Institute exhibitors. For reservations, contact the hotel at the number listed below and mention the KARA room block.

Days Inn
1420 N Lorraine, (620) 665-3700

Fairfield Inn and Suites
1111 North Lorraine, (320) 259-8787

Hampton Inn
1401 1/2 East 11th, (620) 685-9800

Holiday Inn Express
911 Porter, (620) 259-8656

Set Up & Tear Down

Exhibits Moving In
Equipment and exhibits may move in Tuesday, Aug. 4 between from 1:00 to 4:00 p.m., or Wednesday, Aug. 5, from 7:30 to 10:30 a.m. ALL exhibits (inside + outside) must be in place by 10:00 a.m., Wednesday.

Exhibits Moving Out
Exhibits may begin moving out at 1:30 p.m., Thursday and must be removed by 6:00 p.m., that evening.

Exhibit Booths
Exhibit booths will be 10×10 with 8′ back draping and 3′ side walls, provided by Henry Helgerson Company.

Ride and Drive Exhibitors
Ride and Drive exhibitors will be featured in the parking lot to the north of the Encampment Building. If you need to park large equipment prior to Tuesday, Aug. 6, please contact Samantha Tenpenny (785-234-0463) to make arrangements. Hoses will be available to Ride and Drive exhibitors in the RV Park section of the State Fairgrounds for cleaning purposes.

Dillon Hall Building Exhibitors

Tuesday & Wednesday Set-Up:
Exhibitors may move in on Tuesday from 1 P.M.-4 P.M., or Wednesday morning from 7:30-10:00. All exhibits must be placed by Wednesday at 10 A.M..

Thursday Load-out:
Exhibits may begin moving out at 1:30 P.M. on Thursday (or after lunch/awards presentation is finished), and must be torn down and loaded out by 6:00 that evening.

Wednesday:
On Wednesday, August 5th, attendees will spend their morning at the Encampment Building for conference style training. Your team is welcome to attend those sessions, or wait and join attendees for lunch/breaks in Dillon Hall. Below is Wednesday’s attendee schedule:
8:30 a.m.  – Welcome
10:20 a.m.  – Break and exhibit viewing
11:30 a.m.  – Lunch and exhibit viewing
2:10 p.m.  – Break and exhibit viewing
5:00 p.m.  – Ride and Drive Exhibitors’ Demonstration
5:30 p.m.  – Dinner and Social at Encampment Building
9:00 p.m.  – Exhibit viewing closes

Thursday:
On Thursday, August 6th, attendees will be divided into three groups with one group at the exhibits at all times. If you would like to do a drawing or prize, you are more than welcome! This isn’t something that you have to do, but if you would like to participate we will draw for winners during the final remarks and awards presentation right after lunch.

Ride & Drive Exhibitors

Tuesday & Wednesday Set-Up:
Equipment will be placed in State Fair parking lot A and B, on the North side of State Fair Road. As we have done in the past, placement is a first-come/first-serve opportunity. All exhibits must be placed by Wednesday at 10:00 A.M..

Thursday Load-out:
Equipment may begin moving out at 1:30 P.M. Thursday (or after lunch/awards presentation is finished). While we request that all equipment be removed from the fairgrounds by 6 P.M. Thursday, if for some reason you need to bring your equipment in earlier, or leave it later, please let me know so I can request that favor with the Kansas State Fairgrounds.

Wednesday Attendee Schedule:
On Wednesday, August 5th, attendees will spend their morning at the Encampment Building for conference style training. Your team is welcome to attend those sessions or wait and join attendees during lunch and breaks in Dillon Hall. You may wait and set-up Wednesday morning, but plan to have your exhibit in place and ready to go at 10:00 A.M.. Here is the attendee schedule for Wednesday:
8:30 – Welcome
10:20 – Break and exhibit viewing
11:30 – Lunch and exhibit viewing
2:10 – Break and exhibit viewing
5:00 – Ride & Drive Exhibitors’ Demo
5:30 – Dinner and social at encampment building
9:00 – Exhibit viewing closes

At 5 P.M. on Wednesday, attendees will gather at your equipment displays and move from one end to the other to hear your “Ride and Drive” demonstration. Each company will have scheduled time to share their latest and greatest with program attendees. A portable speaker will be provided and we ask that you utilize this speaker so all attendees can hear. Your presentations will be followed with dinner and a social at the Dillon Hall. Please come prepared!

Thursday Attendee Schedule:
On Thursday, August 6th, attendees will be divided into three groups with one group at the Ride and Drive rotation at all times. If you would like to do a drawing or prize, you are more than welcome. This isn’t something that you have to do, but if you wish to participate we will draw during the final remarks and awards presentation right after lunch.

Weather:
Below is the State Fair Ground Weather Statement. Please let me know if you have questions, but our standard policy is that we will use our best judgment the day of the program.
“If it is too wet for you to run the equipment we can use the midway area, which is paved. We don’t have any policy regarding using the parking lots when wet….we can all just make a joint judgment call when you get here.”

Exhibitor Fees & Layout

Booths are furnished with an 8-foot draped table, two chairs and a sign with the exhibitor’s name. Exhibitors receive two free registrations for every $450 of booth space purchased (additional exhibitor registrations are $65).  Please use the Exhibitor Contract to pre-register, and provide the Association with an insurance certificate that names KARA as an additional insured agent and ensures exhibitors have general liability coverage. Still have questions? Contact Samantha Tenpenny (785-234-0463 or samantha@kansasag.org).

Booth Size

Ride and Drive Only
Ride and Drive with 10×10 Booth
10×10 Booth Only
20×20 Booth Only

Cost for Member**

$450.00
$500.00
$450.00
$750.00

Cost for Non-Member

$700.00
$800.00
$700.00
$1,000.00

Rules and Regulations

Subletting of Space

No exhibitor may assign, sublet or apportion the whole or any part thereof of space allotted nor exhibit therein any goods other than those manufactured or handled by the exhibitor in the regular course of his business, nor permit any representative of any other firm to solicit business, take orders or sublet in his space.

Venue Restrictions

No open flames are allowed. Persons found smoking in the building will be asked to leave.  All equipment must have silicone and paint work completed before entering the state fairgrounds. All batteries need to be disconnected on any large equipment or vehicles displayed on trade show floor.  No more than 5 gallons of gas is allowed in vehicles or large equipment once displayed.

Insurance

Exhibitors are required to provide Kansas Agribusiness Retailers Association with an insurance certificate that names KARA as an additional insured agent and ensures exhibitors have general liability coverage.

Liability

While the show management locks the buildings during non-show hours, it is expressly understood and agreed between exhibitors and the Kansas Agribusiness Retailers Association, their officers, directors and employees, that the aforementioned Association will not be responsible for any loss of, or damage to, goods or property of exhibitors or exhibitors’ employees, and each exhibitor upon signing this space contract, expressly releases the parties of the Association from and agrees to indemnify them against all claims.  Exhibitors are advised to remove any valuables from their booth when leaving their exhibit space for an extended period of time or overnight.

Any damage to the building or property of the State Fairgrounds, due to the carelessness of the exhibitor or the exhibitor’s employees shall be paid by the exhibitor.

KAI reserves the right to reject any application for exhibition.

Double end booths may not back drape or assemble free standing exhibits that block the view from exhibit booths directly behind them.  If complaints are made, exhibitors will be required to remove the restrictive displays.

All booths are 10’x10′, or 20’x20′ with the option of grouping booths in order to increase space, and contents must not be of such nature or arrangement as to obstruct the view or interfere with exhibits of others.  Should there be any question as to obstruction or interference of any exhibit with other exhibits in close proximity.  The final judgment will be made by the KAI.

Agreement

By Becoming an Exhibitor You Agree to…

We hereby agree to the Rules and Regulations of the Kansas Applicator Institute (KAI) as set forth in the Exhibitor Brochure, of which this contract is a part, and the Rules and Regulations above, and request the following exhibit space be reserved for our own use. KAI reserves the right to make reasonable shifts as to location of exhibitor’s space. It is expressly understood and agreed between exhibitors and the Kansas Agribusiness Retailers Association and the Kansas Ag Research and Technology Association, their officers, directors and employees, that the aforementioned Associations will not be responsible for any loss of, or damage to, goods or property of exhibitors or exhibitors’ employees, and each exhibitor upon signing this space contract, expressly releases the parties of the two Associations from and agrees to indemnify them against all claims.

Exhibitor Map

Become an Exhibitor

X
X