Expo Information

Venue & Contacts

Venue
Willis Tower, Lobby and Lower Levels
Franklin Entrance
232 S Franklin Street
Chicago, IL 60606
> View Map
Exhibitor Contact:
Emily Nelson
(610) 241-0587

Sponsor Contact:
Karissa Plath
(612) 619-2755
kplath@LT.LIFE

Schedule of Events

Thursday, September 22, 2022
• 12:00 p.m. – 5:00 p.m. Exhibitor Load-In via Loading Dock (Thursday Only)
• 12:00 p.m. – 8:00 p.m. Exhibitor Load-in via Advance Shipment
• 6:00 p.m. – 8:00 p.m. Exhibitor Load-in via Hand Carrying Materials

Friday, September 23, 2022
• 6:00 a.m. – 8:00 a.m. & 9:30am – 10:30am Exhibitor Load-In via Hand Carrying Materials
• 6:00 a.m. – 10:30 a.m. Exhibitor Load-in via Advance Shipment
• 12:30 p.m. – 7:00 p.m. Expo

Saturday, September 24, 2022
• 7:30 a.m. – 9:30 a.m. Exhibitor Set-Up
• 9:30 a.m. – 5:00 p.m. Expo
• 5:00 p.m. – 10:00 p.m. Exhibitor Load-Out

Exhibitor Information

The Healthy Way Of Life Expo Produced by Life Time will take place within Willis Tower’s Lobby Level and Lower Level. Entrance to the Expo will be via the Franklin Entrance. The Lobby Level will contain Packet Pick-Up and select activations. The Lower Level, reached by escalator or elevator, will hold exhibitors, as well as Athlete Shirts & Athlete Goodie Bags.

Please review each section below prior to filling out the form at the bottom of the page. This is a unique venue, with specific requirements. Please reach out to Emily or Karissa with any questions.

We’re looking forward to hosting you at this great event!

Please read the following options carefully. Exhibitors will select their planned load-in method within the exhibitor form below.

Please Note: The clearance height for the loading dock at Willis Tower is 11′ 3″. This is lower than the standard, so please plan accordingly. NO semi-trucks are allowed at Willis Tower. This applies to advance shipments as well as exhibitors who choose to utilize the loading dock. 

Option 1: Advance Shipment to Willis Tower (Recommended and Preferred Method)

Exhibitor materials can be shipped prior to the Expo directly to Willis Tower. An additional shipping label and document are required to be filled out prior to shipping any items to the venue. Please note your desire to ship in the form below. Event management will confirm and provide shipping details.

All shipments must arrive / be received at Willis Tower starting Wednesday, September 14 through Wednesday, September 21 during normal business hours (9am-5pm).

Option 2: Hand Carry Materials
Exhibitors may hand carry loose packages or bins of materials through the ground level, Franklin entrance of Willis Tower. During the specific and limited times outlined below, Willis Tower will provide remote security screening services to these exhibitors to occur at a designated location in Franklin Lobby. Willis Tower will not provide or allow dollies to transport hand-carried bins. Suitcases or other transportation units with rubber or plastic wheels (to ensure the marble floors are not scratched) provided by the exhibitors will be permitted. Load-in dates and times available to exhibitors wishing to hand-carry their booth materials are:

    • Thursday, September 22: 6:00pm – 8:00pm
    • Friday, September 23: 6:00am – 8:00am and 9:30am-10:30am

Option 3: Loading dock (THURSDAY ONLY)

If an exhibitor chooses to load into the expo via the loading dock, they shall input their desired load-in time on Thursday, September 22 between 12pm and 5pm within the form below. All exhibitors will receive confirmation of their actual load-in time from event management, as loading dock times need to be scheduled. Please be aware that wait times may vary. All items unloaded at the docks will go through a security procedure via Willis Tower management. Please plan accordingly.

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.

Booth Furnishings
All booths are 10×10. Each 10×10 booth will be furnished with (1) 6′ table, (2) chairs, (1) wastebasket, an ID sign, 8′ black back draping and 3′ black side draping. If other decorator furniture or services are required for your activation, please contact event management. Please note: The ceilings in the Expo are 8’ high. Please plan your booth activations accordingly.

Activation Guidelines
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.

Restrictions

Tents, audio systems, balloons, floating, hanging or propelled devices and drones are prohibited branding elements and will not be allowed within the Expo.

Tents
Pop-up tents are not allowed at this venue.

Subletting of Space

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. The expo is non-exclusive.

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 may sample or sell certain products at the expo. Please reach out to event management to receive approval. No coffee samples or sales are permitted.

POWER: Power is accessible within the Expo in certain booth locations. Please note in the form below if you will need access to power. Note: exhibitors must bring their own extension cords and any necessary items to power their booth needs.

INTERNET: Willis Tower has free WiFi that will be accessible during the Expo.

ICE: If your activation needs ice, please contact Emily at enelson2@LT.LIFE to coordinate.

Exhibitors selling products or services are required to abide by the State of Illinois requirements. The sales tax rate for the Chicago venue is 10.25%. You are required to report and pay the sales tax to the Illinois Department of Revenue within ten (10) days of the close of the expo. There are three different reporting methods depending on your business’s tax location.

  • If you are a Chicago-based business or have a Chicago location, please report and pay the sales tax using your normal reporting methods (form ST-1 or equivalent). You DO NOT have to submit the Special Event Tax Collection Report and Payment Coupon.
  • If you are an Illinois-based business, but do not have a City of Chicago location, you must submit form ST-2, Multiple Site. You DO NOT have to submit the Special Event Tax Collection Report and Payment Coupon.
  • If you are an out of state business, please use the Department of Revenue Special Event Tax Collection Report and Coupon to report and pay the sales taxes collected.

Please DO NOT send the sales tax report forms or payment to Life Time. Please mail the forms and payment to the Illinois Department of Revenue at address listed on the specific tax report forms.

If you have any questions regarding the sales tax, please contact the Illinois Department of Revenue Special Event Coordinator at: (847) 294-4475 or email at Rev.specialevents@illinois.gov.

Security will be provided by Willis Tower overnight on Thursday and Friday nights, 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
Credentials will be issued to exhibitors at the time of check-in, based on the information provided in the form below. All exhibitors must wear credentials at all times.

Emergency Notification
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.

Fire, Safety & Health Regulations
Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.

Security Screenings
When exhibitors arrive at Willis Tower to load-into the Expo via loading dock or hand carrying through Franklin Lobby, there will be remote security screening services set-up.

Please refer to https://www.lifetime.life/media.html for Life Time’s Insurance requirements. Exhibitors must adhere to these requirements and provide documentation if requested by Life Time.

Please read the following options carefully. Exhibitors will select their planned load-out method within the exhibitor form below.

Option 1: Transport to the Finish Festival

If an exhibitor has a reserved space at the event day Finish Festival, event staff can potentially transport their items from the Expo to Finish Festival via a Chicago Half Marathon truck. The truck will depart Willis Tower at approximately 8 PM on Saturday evening. If approved for transport, sponsors must stay with their materials at Willis Tower until they are loaded into the truck. The truck will be unloaded on Sunday morning around 4 AM. The Chicago Half Marathon is not responsible for lost, damaged or stolen materials. There will be security on-site within the finish area throughout Saturday night. Exhibitors must indicate below how much material they would like transported on the truck to ensure that there is enough space. Expo management will reach out to exhibitors with approval.

Option 2: Hand Carry

Exhibitors may load-out by hand-carrying bins of materials through the ground level, Franklin entrance of Willis Tower. Willis Tower will not provide or allow industrial dollies to transport hand-carried bins. Suitcases or other transportation units with rubber or plastic wheels (to ensure the marble floors are not scratched) provided by the exhibitors will be permitted.

Option 3: Loading dock

Exhibitors who need to utilize the loading dock for load out can begin breaking down their booth at 5 PM. The loading dock is available until 8 PM.

Option 4: Outbound Shipping

Exhibitors are able to ship out their booth materials post-event via the event decorator. Additional shipping charges will apply for outbound shipping.  Please note in the form below if you plan to utilize outbound shipping after the Expo. Event management will email to confirm details.

Expo Exhibitor Information Form

DUE SEPTEMBER 1, 2022

Questions? Please contact Emily at enelson2@LT.LIFE.

Chicago Half: Expo Exhibitor Information Form
Please provide Exhibitor (Brand) Name exactly as it should appear to the public.
First
Last
Primary Contact: First Name, if different
Primary Contact: Last Name, if different
How many exhibitor credentials will you need for booth staff? Remember, credentials are required for all exhibitors. No extra credentials will be available.
Please describe, in detail, your exhibit and what products will be displayed/sampled/sold. All displays, promotions, products, services, and any food & beverage sampling must be pre-approved by expo management.

NO CANNABIS, CANNABINOID (CBD), OR RELATED ITEMS MAY BE AT THE EXPO WITHOUT PRIOR APPROVAL FROM LIFE TIME.

Expo management and Life Time staff reserve the right to shut down anything that has not been pre-approved.
Food & Beverage Sampling
Will you be sampling any food or beverage at your booth?
Please describe, in detail, the food or beverage you plan to sample, including portion sizes.
Food & Beverage Sales
Do you intend to sell any food or beverage at your booth?
Please describe, in detail, the food or beverage you plan to sell, including portion sizes.
1 table per 10x10 is included in each booth set-up. Black tablecloths are provided. Please note the number of ADDITIONAL tables that are needed. If no additional are needed, write 0.
2 chairs per 10x10 are included in each booth set-up. Please note the number of ADDITIONAL chairs that are needed. If no additional are needed, write 0.
On-Site Storage
Will you need to store materials on-site during the expo?
Note that on-site storage is not guaranteed until approved by event management. Please describe the back-stock or other materials that you'd like stored during the expo, including detail of items and quantities.
Electricity
Will you require power for your booth?
Please describe what you will need to power.
Ice
Will you require ice at your booth space?
How much ice will you need for both days of the expo, Friday and Saturday?
Please refer to the Load-In section above for assistance in deciding between the options.
I understand the clearance height for the loading docks at Willis Tower is only 11' 3", and I will plan shipments, deliveries, etc. accordingly.
Additional Load-In Method
Will you require any additional load-in beyond your primary method selected above?
Please describe the vehicle you plan to unload via the loading dock, along with the materials you plan to unload. Loading dock appointments and dock assignments will be confirmed prior to the expo.
Desired Load-In Date
We will do our best to accommodate the time requested; however, there may be a wait time due to limited load-in access points. Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please arrive at the date/time we confirm via email to allow for a smooth load-in process for all exhibitors.
Please refer to the Load-In section above for assistance in deciding between the options.
Note that this option is not guaranteed until approved by event management. Please describe the materials that you'd like transported to the Finish Festival, including detail of items and quantities.
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