2022 Life Time Big Sugar Gravel
presented by Mazda
SPONSOR FORM RESPONSES DUE: OCTOBER 5, 2022
Schedule of Events
Thursday, October 20
12:00 PM – 6:00 PM | Exhibitor Load-in*
Friday, October 21
7:00 AM – 9:00 AM | Exhibitor/Sponsor Load-in*
10:00 AM – 7:00 PM | Expo
7:00 PM – 10:00 PM | Exhibitor/Sponsor Load-out
Saturday, October 22
7:30 AM | 100 Mile Start
8:30 AM – 10:00AM | Sponsor Load-In**
7:30 AM – 1:00 PM | Farmer’s Market
8:30 AM | 50 Mile Start
10:00 AM – 6:30 PM | Finish Fest
10:30 AM | First Finisher
6:30 PM – 11:00 PM | Sponsor Load Out
*Note that load-in will be assigned based on responses to the form below. Please arrive at the date/time we confirm via email for a smooth load-in process for all exhibitors.
**If Sponsor is only activating at the finish fest OR sponsor is needed to change locations after the expo
Please read the following options carefully. Sponsors will select their planned load-in method within the sponsor form below. Note that all exhibitors must check in with expo staff at the Exhibitor/Sponsor Check-in tent upon arrival.
Option 1. Vehicle Unload in Unloading Zone
Sponsor will park their vehicles in a dedicated unloading zone and hand-carry or cart their materials to their designated booth space. Expo management recommends this load-in method for the majority of exhibitors, especially those that are able to easily transport materials by hand or via handcarts. A limited number of handcarts will be available for exhibitor use. Sponsors will need to temporarily exchange their Drivers License/ID for use of any available handcarts. Available handcarts will be located at the Exhibitor/Sponsor Check-in tent.
OPTION 2. Vehicle on Display in Booth
Sponsors must note that they will have a vehicle on display as part of their activation and must be approved to have a vehicle in their booth before being confirmed for this load-in method. The vehicle must fit within the confines of the booth space. During load-in, Sponsors will first obtain a “Vehicle in Booth” pass from the Exhibitor/Sponsor Check-in tent. These will only be produced for those companies that designate a vehicle in the form below. Any vehicle that is to be parked within a booth must be in place by 8:30 AM on Friday. Vehicles on display may be moved after 7 PM on Friday or when instructed it is safe to do so by Life Time staff.
Option 3. Vehicle Unload at Booth
Sponsors will first obtain a “Vehicle Unload” pass from the Exhibitor Check-in tent. Sponsors will drive directly to their booth space and unload their materials. Sponsors will have 30 minutes to unload their vehicle within the expo. All vehicles must be moved from the expo footprint by 8:30 AM on Friday. Expo management recommends this load-in method for exhibitors that have a vehicle (car or pickup truck) of many and/or heavy materials to unload.
Please note: Advance shipping is extremely limited in Bentonville for this event. If you need assistance, please reach out to us to work through potential options for shipping.
Expo management will assign booths to exhibitors and sponsors based on contract requirements and the products being displayed. All exhibitors will receive confirmation of booth assignment prior to the event. Exhibitors are not to activate outside of their assigned booth space.
Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors. Exhibitors are not to activate outside of their assigned booth space. No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval. Expo management strictly prohibits subletting of booth space. This means that the only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time. Exhibitors must remain open at all times during expo hours.
Exhibitors are in charge of providing their own tents, tables, chairs, tent weights and all items needed for a successful activation.
Exhibitors may display a vehicle in their booth provided that the vehicle and all aspects of the company activation fit within the contracted booth space. Vehicles must be in place by 8:30 AM on Friday and may not be moved until 7 PM on Friday. Exhibitors will not be permitted to park any vehicle within the expo layout if it does not fit within the contracted booth space. All requests for vehicles on display must be included within the form below. “Vehicle in Booth” parking passes will only be generated for vehicles designated in the form below.
Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors.
NO CANNABIS, CANNABINOID (CBD), OR RELATED ITEMS MAY BE PRESENT AT THE EXPO WITHOUT PRIOR APPROVAL FROM LIFE TIME. Expo management and Life Time staff reserve the right to restrict and remove anything that has not been pre-approved.
Exhibitors are permitted to sample and sell food or beverage products at their discretion. Exhibitors must report their intent to sample/sell within the form below and comply with food safety handling methods.
Sampling or selling alcohol is not permitted at the expo.
Security will be provided overnight on Thursday, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours and valuables are not left overnight.
Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in the form below. Exhibitors must wear credentials at all times.
The safety of our athletes, exhibitors, and staff is the top priority during the weekend’s events. As such, the exhibitor’s primary contact number shall be programmed to receive text message notifications from expo management. Expo management will only use this one-way communication in the event of an incident that warrants widespread notification. The recipient will NOT receive any automatic push notifications.
All exhibitors must wait until the close of the expo at 7 PM on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 7 PM (or when Life Time staff indicates it is safe to do so). Exhibitors have until 10 PM on Friday to complete their load-out from the expo.
Sponsor Exhibitor Information Form
Please submit your Sponsor Information Form
by Wednesday, October 5, 2022.
You will receive an on-screen confirmation when the form is successfully submitted.
Reach out to Dan Mott at firstname.lastname@example.org with any questions.