2019 SHOW BOOK October 11-13, 2019 Duke Energy Convention Center Cincinnati, OH - Wellness Your Way Festival
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2019 SHOW BOOK
October 11-13, 2019
Duke Energy Convention Center
Cincinnati, OH
Welcome to Cincinnati!
On behalf of everyone at Kroger and Wellness Your Way Festival, we would like to express our
appreciation for your participation.
We look forward to assisting you with the planning of your exhibit. This Show Book was
designed to assist you in the planning process and to provide all necessary details to ensure
your successful participation in the expo portion of the Festival. Even if you are a returning
Sponsor/Exhibitor, please read the Show Book carefully as we have changed some information
– including registration, show hours, and regulations – from the Denver Festival and prior year.
We have found that it is most efficient if this Show Book is given to the person directly
responsible for your participation at the Festival. Exhibitors using a display house should
forward on pertinent information.
Our team is here to help make the most of your activation, so please do not hesitate to reach
out with any questions or concerns.
We look forward to seeing you in Cincinatti!
Sincerely,
WYWF Fest Team
Last Updated: August 30, 2019
2INSIDE THE SHOW BOOK
GENERAL INFORMATION ....................................................................................................................4
EVENT OVERVIEW ..............................................................................................................................5
GENERAL INFO & RULES......................................................................................................................6
KEY CONTACTS ...................................................................................................................................7
PLANNING DEADLINES .......................................................................................................................8
EXHIBITOR RESOURCE PORTAL / REGISTRATION ..................................................................................9
NOTICE OF INTENT TO USE EAC ......................................................................................................... 10
SHIPPING / FREIGHT ......................................................................................................................... 11
VENUE ACCESS MAP & PARKING ....................................................................................................... 12
GREEN INITIATIVES........................................................................................................................... 13
ACTIVATION INFORMATION ............................................................................................................. 14
ACTIVATION/BOOTH INFO................................................................................................................ 15
IMPORTANT DATES AND FORMS CHECKLIST ...................................................................................... 16
EVENT PRODUCTION INFO ................................................................................................................ 18
EXHIBITOR SERVICES MANUAL ......................................................................................................... 21
FERN EXHIBITOR SERVICES MANUAL (TOC)........................................................................................ 22
FERN EXHIBITOR SERVICES MANUAL (ESM) ....................................................................................... 23
DECC UTILITIES AND F&B .................................................................................................................. 24
DECC UTILITIES & ADDTL SERVICES .................................................................................................... 25
F&B SAMPLING INFO ........................................................................................................................ 26
EXHIBITOR FAQS .............................................................................................................................. 27
We updated this document on August 29, 2019. If you are printing or downloading, please make sure
you check for the most up-to-date version.
Last Updated: August 30, 2019
3GENERAL
INFORMATION
Last Updated: August 30, 2019
4EVENT OVERVIEW
FESTIVAL DATES Exhibit Hall: Fri, Oct 11 – Sun, Oct 13, 2019
Concert: Sat, Oct 12 (Blink Stage)
FESTIVAL WEBSITE http://wellnessyourwayfestival.com
SHOW SITE DUKE ENERGY CONVENTION CENTER
525 Elm St, Cincinnati, OH 45202
Hall A: NUTRITION & KNOW YOURSELF ZONES
Halls B & C: FITNESS ZONE
Meeting Rooms 230-233: INSPIRATION ZONE
EXHIBITOR MOVE-IN Wed, Oct 9 1:00 PM – 6:00 PM
Thu, Oct 10 8:00 AM – 6:00 PM
Fri, Oct 11 8:00 AM – 10:00 AM*
*All exhibits must be complete by 10 AM Fri, Oct 11.
ON-SITE REGISTRATION Wed, Oct 9 12:30 PM – 5:30 PM
Thu, Oct 10 7:30 AM – 5:30 PM
Fri, Oct 11 7:30 AM – 5:30 PM
Sat, Oct 12 10:00 AM – 5:30 PM
Sun, Oct 13 10:00 AM – 2:00 PM
EXHIBIT HOURS Fri, Oct 11 11:00 AM – 8:00 PM
Sat, Oct 12 11:00 AM – 8:00 PM
Sun, Oct 13 11:00 AM – 4:00 PM
EXHIBITOR MOVE-OUT Sun, Oct 14 4:00 PM – 9:00 PM**
Mon, Oct 15 8:00 AM – 12:00 PM***
**Move-out will begin once floor is completely clear of guests.
***All exhibits/material must be clear by noon and carriers must be checked
in with Fern at event site for move-out by 8AM Mon, Oct 14.
Last Updated: August 30, 2019
5GENERAL INFO & RULES
BE SURE TO READ WYWF’S EXHIBIT TERMS & CONDITIONS / RULES & REGULATIONS
OTHER POLICIES TO READ:
FERN’s “Material Handling Terms & Conditions” can be found in Fern’s ESM
DUKE ENEGY CONVENTION CENTER SMART CITY
SPECTRA PRESTIGE
A. OFFICIAL SERVICE AND MATERIAL HANDLING CONTRACTOR Fern is the Official General
Services Contractor of the 2019 Wellness Your Way Festival. Fern will maintain an Exhibitor Service Center
located near the loading docks inside the exhibit hall. This area will be staffed with experienced and responsive
personnel to assist Exhibitors during set-up, show hours and dismantlement.
B. LABOR The Duke Energy Convention Center is an open shop venue. Choice labor for unloading, installing,
dismantling and removal is at the discretion of the vendor/exhibitor.
C. CERTIFICATE OF INSURANCE Exhibitors must show evidence of a certificate of insurance for liability
insurance, workers compensation, and auto (if applicable) to Show Management.
D. EXHIBITOR APPOINTED CONTRACTORS If an exhibitor appoints a contractor other than the official
contractor (Fern) to install and/or dismantle its exhibits, an Independent Display House Contractor form must be
submitted to Fern, a certificate of insurance must be furnished by the EAC to Show Management, and the
exhibitor must assume liability for said appointed contractor. Please reference the Deadline Checklist for these
due dates.
E. SHIPPING All exhibitors are free to use any trucking/shipping company to ship freight to and from. We also
encourage exhibitors to purchase insurance coverage for their booth, in the event your display is damaged or lost
in transit. Please note that the instructions for shipping in advance differ from those for shipping to show site.
F. RETURN FREIGHT Exhibitors may begin to pack equipment, supplies, etc. when the show closes on Sunday,
and must be completely out of the halls by 12:00 PM, Monday. Exhibitors should not begin to dismantle prior to
close of show at 4:00 PM, Sunday. Penalties will be enforced for any exhibitor found to be in conflict with this
regulation.
G. LICENSES & TAXES Exhibitors are responsible for obtaining any required business license or permits, and for
paying all applicable state and local taxes.
H. SECURITY Realizing the value and importance of your equipment and exhibit material, security guards will be
located around the perimeter of the hall from the beginning of move-in to the end of move-out, 24 hours a day. It
should be made clear, however, that although Show Management is providing this service, we are not responsible
for any loss or damage of material.
I. RULES AND REGULATIONS Exhibitors are responsible for compliance with all pertinent regulations and
codes concerning fire, safety and health, which may be applicable in the exhibit hall during the event. Exhibitors
must comply with all of the policies, rules, terms and regulations contained in this Show Book, WYWF Festival
Policies, Exhibitor Services Manual, convention center, catering, etc.
J. AMERICANS WITH DISABILITIES ACT CONFORMANCE Each exhibitor shall be responsible for
compliance with all applicable provisions of the ADA within its booth and assigned exhibit space, including, but
not limited to, wheelchair access provisions. For more information on the ADA and how to make your exhibit
accessible to persons with disabilities, please contact ADA, Civil Rights Division, Department of Justice, P.O. Box
66738, Washington, DC, 20035, Ph: 800-514-0301, www.usdoj.gov/crt/ada/adahom1.htm.
Last Updated: August 30, 2019
6KEY CONTACTS
SHOW MANAGEMENT GENERAL SERVICES CONTRACTOR
Wellness Your Way Festival Fern Exposition
3435 Ocean Park Blvd., Ste 107-628 645 Linn Street
Santa Monica, CA 90405 Cincinnati, OH 45203
Email: wywf@wellnessyourwayfestival.com T: 513-333-7060 / Fax: 513-333-7067
Email: cincinnati@fernexpo.com
http://www.fernexpo.com/
WYWF FEST TEAM
SPONSORSHIP/EXHIBITION OPERATIONS, LOGISTICS/EXHIBITION
Manager, Sponsorships: KRISTEN MAY Director, Operations: CLAYTON WOODHULL
Email: kristen.may@advantagemarketingpartners.com Email: exhibitors@wellnessyourwayfestival.com
MARKETING PROGRAMMING & TALENT/SPEAKER
Director, Marketing: CARESE BARTLETT Director, Programming: APHRAH BROKAW
Email: marketing@wellnessyourwayfestival.com Email: manager@jewelneverbroken.com
REGISTRATION / SYSTEMS
Director, Systems: CORY CORBETT
Email: info@wellnessyourwayfestival.com
OTHER OFFICIAL CONTRACTORS
AUDIO VISUAL INTERNET / WIFI
Prestige AV & Creative Services Smart City
525 Elm Street 5795 W. Badura Ave., Ste 100
Cincinnati, OH 45203 Las Vegas, NV 89118
Contact: Allison Tuck
T: 513-419-7343 Contact: Arnold Chavez
Email: atuck@prestigeav.com T: 513-419-7202
www.prestigeav.com Email: achavez@smartcity.com
CATERING LABOR
Spectra Food Service & Hospitality Fern Exposition
Duke Energy Convention Center T: 513-333-7060/Fax: 513-333-7067
Contact: Ashley Aspinwall Email: cincinnati@fernexpo.com
T: 513.419.7353
Email: Aspinwall@spectraxp.com RIGGING
www.SpectraExperiences.com Prestige AV & Creative Services
Contact: Allison Tuck
FURNISHING/CARPET/EXHIBIT T: 513-419-7343
Fern Exposition Email: atuck@prestigeav.com
T: 513-333-7060/Fax: 513-333-7067 www.prestigeav.com
Email: cincinnati@fernexpo.com
SHIPPING/MATERIAL HANDLING
FACILITY Fern Exposition
Duke Energy Convention Center Phone: 513-333-7060/Fax: 513-333-7067
525 Elm St, Cincinnati, OH 45202 Email: cincinnati@fernexpo.com
Contact: Emily Hinkle
T: 513-419-7333
Email: emily.hinkle@spectraxp.com ELECTRIC, UTILITIES & CARPET CLEANING
www.duke-energycenter.com Duke Energy Convention Center
Contact: Melissa Hephner
Phone: 513.419.7317
Email: melissa.hephner@spectraxp.com
Last Updated: August 30, 2019
7PLANNING DEADLINES
ASAP LOG INTO WYWF SPONSOR/EXHIBITOR PORTAL (EVENTIVAL)
AUG 19 FERN ADVANCE WAREHOUSE SHIPPING BEGINS
SEPT 13 MARKETING ASSETS UPLOAD DEADLINE (SHOW MANAGEMENT)
CERTIFICATE OF INSURANCE (SHOW MANAGEMENT)
NOTICE OF INTENT TO USE EAC FORM (SHOW MANAGEMENT/FERN)
INDEPENDENT DISPLAY HOUSE CONTRACTOR FORM (FERN)
SEPT 20 AUDIO VISUAL ORDER (PRESTIGE DISCOUNT DEADLINE)
SEPT 27 CATERING / SAMPLING ORDER (SPECTRA DISCOUNT DEADLINE)
POWER/ELECTRICAL ORDER (DECC DISCOUNT DEADLINE)
CARPET CLEANING ORDER (DECC DISCOUNT DEADLINE)
DEDICATED CLEANING/PORTER SERVICE ORDER (DECC DISCOUNT DEADLINE)
FINAL ACTIVATION LAYOUT (DECC)
INTERNET & WIFI ORDER (SMART CITY DISCOUNT DEADLINE)
LABOR ORDER (FERN)
MATERIAL HANDLING ORDER (FERN)
FURNITURE RENTAL ORDER (FERN DISCOUNT DEADLINE)
CARPET & FLOORING ORDER (FERN DISCOUNT DEADLINE)
FLORAL & PLANT RENTAL ORDER (FERN DISCOUNT DEADLINE)
OCT 4 FERN ADVANCE WAREHOUSE SHIPPING ENDS
OCT 9 DUKE ENERGY CONVENTION CENTER ON-SITE SHIPPING BEGINS
EXHIBITOR MOVE-IN BEGINS
Last Updated: August 30, 2019
8EXHIBITOR RESOURCE PORTAL /
REGISTRATION
WYWF ONLINE EXHIBITOR RESOURCE PORTAL INFO - “EVENTIVAL”
The person identified as the "Key Contact" in your WYWF Sponsor Contract will receive a Welcome
email from WYWF Guest Services. This email will invite you to our visitor page where an account in
our system will be created where you will be able to manage your Festival details such as Personal
Profiles, Accreditation, Exclusive Invitations, Uploading Assets/Documents, etc.
REGISTRATION INFO Everyone at WYWF is required to wear an official WYWF badge
while attending the exhibition, meeting rooms, sessions, or other sanctioned events. Please
register for the below badges in your Exhibitor Resource Portal.
• EXHIBITOR STAFF / EACs - Due to security reasons, all personnel working on the show floor
during the move-in, move-out and show hours are required to wear a badge. If you are an exhibitor,
ensure you register prior to the event so you can pick up your badge on-site. Any vendor or EAC not on
the Show Management Exclusive and Preferred Vendor List, must be registered to gain access to the
Exhibit Halls during move-in and move-out.
• SPONSORS - Be sure to register for your sponsor badges and passes accordingly.
• SPEAKER/TALENT REGISTRATION Be sure to register any speaker / talent for artist badges.
BADGE PICK UP INFO PICKING UP YOUR BADGES - Badges will not be mailed. Please be
sure to arrange for pickup.
Badge Pick-Up Times and Location: Sponsor and Exhibitor Staff badge pickup will be located on the north side
of Hall A next to the Fern Exhibitor Services Desk during Move-In hours Wednesday and Thursday and next to Box
Office in the convention center lobby during Festival hours Friday to Sunday.
Individual and Group Badge Pick-Up: Sponsor and Exhibitor Staff Badges may be picked up individually, in
smaller batches or in their entirety by any registered Sponsor/Exhibitor by presenting a valid photo ID. Once picked up,
that Sponsor/Exhibitor is responsible for distributing badges to the respective registrants.
Badge Reprints: Any necessary reprints will incur a $25 fee. Photo ID verification will be required for pick-up and
reprints. Badge corrections can be made free of charge by bringing the badge with the error to any Registration
location.
QUESTIONS? If you have not received your invitation to your Exhibitor
Resource Portal or if you have any questions regarding the portal, please
email Cory Corbett at info@wellnessyourwayfestival.com for assistance.
Last Updated: August 30, 2019
9NOTICE OF INTENT TO USE EAC
(EXHIBITOR APPOINTED CONTRACTOR)
Deadline to Return this Form:
Friday, September 13, 2019
Form is Due to: Show Management
The following info must be completed and the form returned to Show Management by the deadline date.
Please fill out this form ONLY if you plan to use labor other than that provided by the official service
contractor, Fern Exposition.
We have contracted with the following firm to install and/or dismantle our exhibit display at Wellness Your
Way Festival Cincinnati.
SERVICE COMPANY NAME:
PRINCIPLE CONTACT:
ADDRESS:
CITY, STATE, ZIP:
TELEPHONE:
EMAIL:
It is understood that the above contractor will service and maintain insurance coverage as follows:
a) Workers Compenstaion insurance in the minimum amounts required by the laws of the State of Ohio.
b) Comprehensive General Liability insurance with minimum combined single limits of $1,000,000 for bodily
injury and/or property damage in any once occurrence.
c) Auto insurance (if applicable)
Such insurance must be maintained in full force during the period when exhibitor appointed contractor is
working on the display at Wellness Your Way Festival in Cincinnati, OH.
The exhibitor appointed contractor must furnish Show Management with an original certificate of insurance
attesting to these coverages. The exhibitor appointed contractor will not be allowed to work at the show
until Show Managaement has received this form and an original certificate of insurance.
EXHIBITING COMPANY:
ADDRESS:
CITY, STATE, ZIP:
PHONE:
EMAIL:
AUTHORIZED SIGNATURE:
RETURN FORM & COI TO:
SHOW MANAGEMENT
PRINT, COMPLETE, AND UPLOAD FORM INTO WYWF PORTAL (EVENTIVAL)
Last Updated: August 30, 2019
10SHIPPING / FREIGHT
ADVANCE WAREHOUSE
NON-PERISHABLES & DISPLAYS ONLY
DO NOT SHIP ANY PERISHABLES TO THE ADVANCE WAREHOUSE!! SEE BELOW UNDER SHOW SITE.
Starts: Mon, August 19 Advance Warehouse Address:
Ends: Fri, October 4 (Exhibiting Company Name)
c/o Fern Exposition
Must arrive by 3:00 PM Fri, Oct 4 645 Linn Street
Cincinnati, OH 45203
Wellness Your Way Festival (Booth #)
The Duke Energy Convention Center does not operate a shipping and receiving department. All shipping and
receiving requests should be directed to Fern. The Convention Center does not receive shipments prior to your move-
in and will not receive shipments for your event unless you or someone from your event is personally in the building to
sign for the shipments.
SHOW SITE
Cannot arrive before 8:00 AM Wed, Oct 9** Show Site Address:
**Early shipments may be refused (Exhibiting Company Name)
c/o Fern Exposition
Duke Energy Convention Center
525 Elm Street
Cincinnati, OH 45202
Wellness Your Way Festival (Booth #)
REFRIGERATED/FREEZER STORAGE RECEIVING - DELIVERIES ACCEPTED AT SHOW SITE ONLY
(Wed, Oct 9 – Fri, Oct 11, 8:00 AM – 6:00 PM)
______________________________________________________________________________________
EVENT NOTES
• The advance warehouse will ONLY accept packaged shipments, including crates, boxes and skids. Uncrated or
unwrapped pieces should be sent DIRECTLY to the convention facility to arrive AFTER 8:00 AM, Wednesday,
October 9.
• STRAIGHT TIME RATES QUOTED are for Monday through Friday 8:00am - 4:00pm. Freight handled on
OVERTIME, before 8:00am and after 4:00pm on weekdays and on Saturday, Sunday or a Holiday, an additional
25% per cwt will be charged.
• If you have not yet been assigned a booth number, please contact Clayton Woodhull
(clayton@inclusioncompanies.com).
Last Updated: August 30, 2019
11VENUE ACCESS MAP & PARKING
Exposition floor, aisles, loading docks, service and storage areas will be
under the control of the Official Service Contractor, Fern Exposition.
Please read all terms & conditions.
http://www.duke-energycenter.com/directions
The official address for the Duke Energy Convention Center is:
525 Elm Street
Cincinnati, Ohio 45202
There is no marshalling yard. Your delivery truck should go to the Duke Energy
Convention Center Loading Docks on 6th Street (one way street). The entrance
is past Elm St on the left just before Plum Street. The driver should check in
with our freight desk on the dock to get unloaded. We will have meter bagged
on 6th street leading up to our loading dock entrance. Trucks will line the
bagged meters until there is space for them inside the loading dock.
The Duke Energy Convention Center features 17 dock spaces. 3 low bays and 14
high bays. The dock is designed for loading, unloading, deliveries and
emergencies. There is no long term personal vehicle parking in the loading
dock, but the convention center is surrounded by adjacent surface lots and
parking garages.
Use of material handling equipment such as Pallet Jacks, Forklifts etc. is
prohibited by the exhibitor.
DIRECTIONS AND PARKING
The Duke Energy Convention Center's main entrance is located at the
intersection of Fifth Street and Elm Street in downtown Cincinnati. Over 5,000
parking spaces are located immediately surrounding the Center in metered
street spaces, private flat lots and privately managed garages. The garages
offer direct entry to the convention center via Cincinnati's Skywalk System.
The offices for Spectra, the management company at the Duke Energy
Convention Center, are located on the second level at the Skywalk entrance (at
Sixth Street and Plum Street).
Last Updated: August 30, 2019
12GREEN INITIATIVES
Wellness Your Way Festival is a Zero Waste Event and we encourage our Sponsors,
Partners, and Attendees to participate in sustainability practices. We are excited to be
working with the Duke Energy Convention Center to make WYWF a Zero Waste Event
and we encourage you to reach out to us for tips and best practices on how to be
sustainable during and post event.
• Food and samples donated to local food bank
• Front of house composting to encourage attendees to contribute to
conservation
• Multi-stream recycling units
• We encourage purchasing items, such as recyclable plastic, plates and napkins
must be compostable, etc.
• Leftover foam core signage, vinyl banners, water bottles, expo bags, giveaways,
and set props can be donated to local schools to use for future projects.
Ask us for more info or tips!
Last Updated: August 30, 2019
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