Pre-Party Information
Venue & Contacts
Sponsor Contact:
Karissa Pechauer
(612) 619-2755
kpechauer@LT.LIFE
Expo Operations:
Grisell Rodriguez
(786) 929 7702
Grodriguez2@LT.LIFE
Schedule of Events
Thursday, September 24, 2026
• 8:00 a.m – 4:00 p.m. Exhibitor Load-In
Friday, September 25, 2026
• 8:00 a.m. – 12:00 p.m. Exhibitor Load-In
• 1:00 p.m. – 7:00 p.m. Expo
Saturday, September 26, 2026
• 8:30 a.m. – 9:30 a.m. Exhibitor Set-Up
• 10:00 a.m. – 5:00 p.m. Expo
• 5:00 p.m. – 8:00 p.m. Exhibitor Load-Out
Exhibitor Information
The Chicago Half Marathon Pre-Party will take place at Navy Pier.
Please review each section below prior to completing your registration. Registration will be sent to sponsors and exhibitors via email. Booth registration should be completed by the deadline of August 28, 2026.
Please reach out to Karissa, or Megan with any questions. We’re looking forward to hosting you at this great event!
Please reach out directly to Megan or Karissa with any questions regarding load-in. Exhibitors will select their preferred load-in time within the registration application outlined below.
Drive In/Hand Carry Materials
Exhibitors may drive onto the main entrance of Expo and drop-off materials cars must be moved immediately or they will be towed.
Load-in dates and times available to exhibitors are below:
-
- Thursday, September 24: 12:00pm – 4:00pm
- Friday, September 25: 8:00am – 12:00pm
If you need to coordinate an on-site delivery of your booth materials to Navy Pier, please reach out to Megan or Karissa to evaluate your request.
If you would like to schedule advance shipment this will be done through Valley you can contact your Event Manager for further information, or contact Valley directly through twalter@valleyexpodisplays.com
Advance Shipments
4950 American Road
Rockford, Illinois 61109
First day Advance Freight Accepted: 08/21/2026
Last day for Advance Shipments: 09/21/2026
Direct Shipments
2025 Chicago Half Marathon
Life Time Fitness
Booth Number __________
c/o VALLEY
600 E Grand Ave
Chicago, IL 60611
- Direct Freight Receiving Date and Time: 9/24/2026 12:00pm – 5:00pm
- 2nd Direct Freight Receiving Date and Time: 9/25/2026 8am – 12:00pm
Shipments received outside the date range or without required event details may incur surcharges.
Expo management will assign booths to exhibitors and sponsors based on their contract details, venue operations limitations, contract requirements and the products being displayed and offered. 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 organized by 10’×10′ spaces. Exhibitors must bring everything with them to activate within their booth space.
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
Audio systems, balloons, floating, hanging or propelled devices and drones are prohibited branding elements and will not be allowed within the Expo. Mobile Sampling is not allowed unless previously approved by Event Managment. All vehicle activations must be pre-approved by Event Management.
Tents
Pop-up tents are 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.
Hired Labor
If you need assistance in setting up your booth space, feel free to reach out directly to your Life Time contact, and they will connect you with our decorator contact.
SAMPLING FORM AND ICE ORDER DEADLINE: SEPTEMBER 15TH
Exhibitors may sample certain products at the expo. Please indicate your intent to do so via EventHub within your registration to receive approval.
- Alcohol Only*** Sampling Fee: $300 per day, per location
- Insurance: Liability insurance required
Serving Size Limits:
- Non-alcoholic beverages: 4 oz
- Food items: 2 oz
- Beer: 4 oz
- Wine: 2 oz
- Liquor: 0.5 oz
Alcohol Service Guidelines:
- Must be served in plastic, disposable cups
- Cans and bottles are not permitted
Vendors MUST submit proof of having $5,000,000.00 liability insurance naming Levy Restaurants, OVG and Navy Pier Inc.,
as additional insured, and are responsible for State and Local laws pertaining to the distribution of alcohol. See example COI.
If sampling or requesting ice orders you are required to fill out and submit the following application. Please find the sampling form via the following link, please find ice order form via the following link. Please submit application/form to:
Rachel R. Hurley
Director of Catering Sales/Levy Restaurants
rhurley@levyrestaurants.com
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.
Please note in your EventHub registration.
Any vehicle or equipment, which has a fuel tank and is part of a display, must have a locking gas cap and contain no more than 1/8 tank of fuel. A vehicle battery must be disconnected once it is positioned, and it cannot be driven during show hours. Gas caps must be locked and/or taped. Refueling may be done outside of the Complex only.
POWER DEADLINE: SEPTEMBER 4TH
POWER: Please confirm with your Life Time Account Manager your power needs prior to August 31, 2026. Power is accessible within the Expo in certain booth locations, it is to be purchased directly through our AV vendor. Order Utility Services at ordering.edlen.com. See further information via the following link. Exhibitors must bring their own extension cords and any necessary items to power their booth needs.
WIFI: Available for purchase via Valleys online portal
BOOTH INCLUSIONS: Each 10×10 space will include the below:
- (1) 6ft. skirted table
- (2) Chairs
- (1) small waste basket
- Draping/sidewalls
ADD-ON DEADLINE: FRIDAY, SEPTEMBER 04
If you would like to order additional add-ons orders will be made through Valley you can contact your Event Manager for further information, or contact Valley directly through twalter@valleyexpodisplays.com
Exhibitors selling products or services are required to abide by the State of Illinois requirements. All exhibitors making sales in Illinois are required to report and pay all tax due based on their total receipts
within ten (10) days of the close of the exhibit. The current tax rate for the location of the special event is printed on the coupon to assist you in calculating your tax due. If you have questions, call (847)294-4475
- 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 CLICK HERE FOR 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 overnight on Thursday and Friday, 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 registration form below. All exhibitors must wear credentials at all times.
Fire, Safety & Health Regulations
Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.
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 via the registration form below.
Option 1: Drive Out/Hand Carry
Exhibitors may load-out by hand-carrying bins of materials starting at 5:00 p.m. until 8:00 p.m. Saturday night.
Option 2: 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 Navy Pier to Finish Festival via a Chicago Half Marathon truck. The truck will depart Navy Pier at approximately 8 PM on Saturday evening. If approved for transport, sponsors must stay with their materials at the Expo 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 in the form 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 3: Coordinate Pickup from Navy Pier
Sponsors have the option to coordinate a pickup directly from Navy Pier after the Expo ends on Saturday. Please notify Megan or Karissa if you choose this option.
Please use the link below to book your lodging for exclusive discounts through our lodging partner, Hotel Planner.
Hotel Booking Link: Hotel Reservations & Cheap Discounts at 250K+ Hotels (hotelplanner.com)