Schedule of Events
Thursday, September 21, 2023
• 2:00 p.m. – 6:00 p.m. Exhibitor Load-In
Friday, September 22, 2023
• 9:00 a.m. – 12:00 p.m. Exhibitor Load-In
• 1:00 p.m. – 7:00 p.m. Expo
Saturday, September 23, 2023
• 8:00 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
The Chicago Half Marathon Pre-Party will take place at the Vertiport Chicago.
Please review each section below prior to completing your EventHub registration. Please reach out to Megan or Karissa with any questions.
We’re looking forward to hosting you at this great event!
Drive In/Hand Carry Materials
Exhibitors may drive onto the tarmac and hand carry the materials to their designated booth space. Load-in dates and times available to exhibitors are below:
- Thursday, September 21: 2:00pm – 6:00pm
- Friday, September 22: 9:00am – 12:00pm
If you need to coordinate an on-site delivery of your booth materials to Vertiport, please reach out to Megan or Karissa to evaluate your request.
Expo management will assign booths to exhibitors and sponsors based on their booth preferences submitted within EventHub, venue operations limitations, 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.
All booths are organized by 10’×10′ spaces. Exhibitors must bring everything with them to activate within their booth space. The Event does provide items for rent within EventHub’s Add-On offerings.
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.
Audio systems, balloons, floating, hanging or propelled devices and drones are prohibited branding elements and will not be allowed within the Expo.
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.
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.
ICE: Exhibitors may purchase ice as an Add-On when completing the EventHub registration.
CHAIRS: Available for rent. Exhibitors may rent chairs as an Add-On when completing the EventHub registration.
6′ TABLES: Available for rent. Exhibitors may rent 6’ tables as an Add-On when completing the EventHub registration.
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.firstname.lastname@example.org.
Credentials will be issued to exhibitors at the time of check-in, based on the information provided in the EventHub registration. 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.
Option 1: Drive Out/Hand Carry
Exhibitors may load-out by driving in and/or hand-carrying bins of materials through the Vertiport 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 the Vertiport to Finish Festival via a Chicago Half Marathon truck. The truck will depart Vertiport at approximately 8 PM on Saturday evening. If approved for transport, sponsors must stay with their materials at Vertiport 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 3: Coordinate Pickup from Vertiport
Sponsors have the option to coordinate a pickup directly from Vertiport after the Pre-Party ends on Saturday or Sunday. Please notify Megan or Karissa if you choose this option.