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Exhibitor Information


REGISTER ONLINE  |  PROSPECTUS  |  FLOORPLAN  |  RULES & REGULATIONS  |  APPLICATION FORMS

Show Location
Gaylord Opryland Resort & Convention Center — Ryman Hall C
Nashville, Tenn.


Exhibit Schedule
Show Hours
Monday, December 3 "Opening Night" 5:00 p.m. - 8:00 p.m.
Tuesday, December 4 10:00 a.m. - 5:00 p.m.
Wednesday, December 5 10:00 a.m. - 4:00 p.m.

Exhibit Move-In
Sunday, December 2 8:00 a.m. - 5:00 p.m.
Monday, December 3 8:00 a.m. - 3:00 p.m.*

* All exhibits must be fully operational by 3:00 p.m. on Monday, December 3. Time is needed to clean the hall, vacuum aisle carpet and remove empty storage containers before the show opens. Show Management may force labor on any exhibits not set-up by 3:00 p.m. or deem the exhibitor to have cancelled its reservation for exhibit space.

Exhibit Move-Out
Wednesday, December 5 4:00 p.m.** - 10:00 p.m.
Thursday, December 6 8:00 a.m. - 12:00 p.m.

** Exhibitors are to remain on the exhibit floor until the official close of the Baseball Trade Show™. Any exhibitors dismantling their booths prior to the scheduled time may be penalized by losing priority points used for assigning booth space or may be denied a chance to exhibit at future shows.

BOOTH SPACE AS LOW AS $10.00 PER SQUARE FOOT
FIRST YEAR EXHIBITOR RATE ONLY $1,250

Show Colors
Show Drapes: Black, White and Red
(Please Note: Back drape will consist of black, white and red; side rail drape color is black)

Aisle Carpet: The entire exhibit hall is not carpeted and will have black & white tuxedo carpet for the Aisles Only. Some form of flooring/carpet is REQUIRED in every booth and is the responsibility of each exhibitor. Exhibitors can rent carpet from Freeman, the show contractor/decorator, or can make arrangements to bring their own flooring cover.

Exhibitor Benefits
Audience
Access to the largest gathering of baseball executives in the country.

Attendee Mailing List
Exhibitors will receive a pre and post show attendee mailing list (Excel spreadsheet) that includes the mailing address and contact information for attendees. Only sponsors of the event receive email addresses.

Listing in Buyer's Guide
Exhibiting companies' contact information will be listed in the exhibitor Buyer's Guide directory that is distributed to attendees at the show. Exhibitors whose applications (including payment and insurance) are received and accepted by October 19, 2012, will be listed in the Buyer's Guide exhibitor directory. The listing includes your organization name, address, phone number, website/email, booth number and primary category listing. There will be an addendum listing those exhibitors whose applications are received after October 19, 2012. Advertising opportunities are also available in the Buyer's Guide, starting at only $500.

Listing on Minor League Baseball Website
Each exhibiting company will be listed on the Baseball Trade Show webpage at www.BaseballTradeShow.com. This page is also linked through the official website of Minor League Baseball™ at MiLB.com.

PBEO Job Fair
Exhibiting companies will have the opportunity to post jobs and interview job seekers on site, all for free.

Additional Exposure Opportunities
Submit your new product or service for the New Product Showcase board where some of the newest and most innovative products and services in the baseball industry are highlighted. There is a $150 fee per product or service submitted to the New Product Showcase. Increase your priority points and exposure by advertising in the Buyer's Guide directory. Exposure in the Buyer's Guide is in print and online.

Submit your new product or service for the New Product Showcase board where some of the newest and most innovative products and services in the baseball industry are highlighted. There is a $150 fee per product or service submitted to the New Product Showcase. Increase your priority points and exposure by advertising in the Buyer's Guide directory. Exposure in the Buyer's Guide is in print and online.

Stand out above your competition with a sponsorship at the Baseball Trade Show, Baseball Winter Meetings™ or Professional Baseball Employment Opportunities (PBEO®) Job Fair. The Baseball Trade Show and Baseball Winter Meetings create a unique opportunity for a company looking to be involved in the largest gathering of baseball executives in the country. With four sponsorship levels to choose from, Grand Slam, Home Run, Triple Play and Double Play, this event offers a wide range of inventory that provides the chance for sponsors to be seen and heard by baseball's decision makers. Email TradeShow@MiLB.com to receive the complete event sponsorship package.

Exhibitor eNewsletters
Exhibitors receive the Baseball Trade Show eNews that provides the latest information about the show and the Baseball Winter Meetings, as well as information to enhance your experience.

Exhibitor Referral Program
Refer a company to Minor League Baseball™ for the Baseball Trade Show and receive a $100 credit on your exhibit booth registration for the Baseball Trade Show after the referred company registers to exhibit. Email TradeShow@MiLB.com for more information.

Buyer's Guide
Exhibitors whose applications (including payment and insurance) are received and accepted by October 19, 2012, will be listed in the printed Buyer's Guide exhibitor directory, as well as the online version. The listing includes your organization name, address and phone number, website/email, booth number and primary category listing. There will be an addendum listing those exhibitors whose applications are received after October 19, 2012. Advertising opportunities are also available in the Buyer's Guide and can be purchased online or on the registration form.

REGISTER TODAY

Booth Information
Bulk spaces start as low as $10.00 per square foot. The Early Bird Rate for booth spaces up to 400 square feet is $18.00 per square foot (includes 10' x 10' spaces up to 10' x 40' / 20' x 20' spaces), if purchased by August 31. Prices increase by $3.00 per square foot after August 31. Bulk pricing is available for spaces larger than 400 square feet and are as low as $10.00 per square foot for a 20' x 80' batting cage space.

Booth fees for first year companies within the First Year Pavilion are $1,250. See below for more information on the First Year Pavilion exhibit space. Prices vary for a space larger than 400 square feet (greater than a 10' x 40' / 20' x 20') and are as low as $10.00 per square foot (rate is for a 20' x 80' batting cage space). An additional $300 is required for a corner booth.

Standard Inline Booth space includes (10' x 10' or greater - not available for island 20' x 20' or greater booths):

  • 8' high black, white and red back drape
  • 3' high red side rail drape on each side
  • Standard exhibitor ID sign including company name and booth number (hangs off back drape)

PLEASE NOTE: The entire exhibit hall is NOT carpeted and some form of floor covering is required at your booth. Standard Booth spaces DO NOT INCLUDE any carpet or furnishings. Furnishings and other services are available at an additional cost from Freeman, the Show Decorator and other approved show vendors. All ordering information will be included in the Exhibitor Service Kit at least 60 days prior to the show.

First Year Pavilion exhibit space includes:

  • 5' deep x 8' wide (does not accommodate a standard 10' wide display)
  • Includes Standard Inline Booth space benefits (listed above)
  • 6' skirted table (standard skirting)
  • Standard carpet (color provided by Organizer)
  • Standard chair
  • Wastebasket (emptied daily)

Exhibitor must be exhibiting at the 2012 Baseball Trade Show for the first time to qualify to purchase a First Year Pavilion exhibit booth space. Only one space can be purchased within this section per exhibitor. Assignment of space is at the Organizer's discretion in the First Year Pavilion section on the trade show floor (see floorplan).

Payment
Payment with proof of insurance must be received with each application for processing. If both are not received, your booth is subject to cancellation or a higher booth fee may apply. If registering online, applications will not be finalized until proof of insurance is received.

Space Assignments
Organizer reserves the right to assign all space in its sole and absolute discretion without regard to requests and reserves the right to reassign booths when necessary. Due to the large number of participating companies, Organizer cannot guarantee that a company will not be located near a competitor. Confirmation of booth assignments will be sent following assignment of space.

Booth location is assigned according to a priority point system. Exhibitors earn priority points based on factors such as booth size, date of application, sponsorship and advertising commitments and participation in the Minor League Baseball™ Promotional Seminar and past Baseball Trade Shows. In the event two exhibitors have equal priority points, the exhibitor who has exhibited the longest and/or whose application was received the earliest will be assigned space first.

Booth assignments will begin the first week of September for all registered exhibitors who have submitted an exhibit space application, full payment and proof of insurance before September 1. Booth assignments will not be made until full payment and a Certificate of Insurance is received or purchased. Assignments will be released to exhibiting companies by the end of September.

The National Licensee Section on the show floor is reserved for Minor League Baseball and Major League Baseball National Licensees. Minor League Baseball licensing program guidelines require that all merchandise featuring club or league trademarks purchased for resale is purchased from officially licensed vendors. The licensee section on the trade show floor assists club personnel in identifying licensed vendors. Only those companies with an executed national license agreement will be located in the licensee section. If you are interested in becoming a Minor League Baseball Licensee, please call Major League Baseball Properties at 212-931-7441.

Priority Point Accumulation
150 Points - Grand Slam Sponsorship Level
125 Points - Home Run Sponsorship Level
100 Points - Triple Play Sponsorship Level
75 Points - Double Play Sponsorship Level
40 Points - Advertise in the Buyer's Guide (custom listings do not qualify)
20 Points - Exhibit at the 2012 Minor League Baseball™ Promotional Seminar
10 Points - Applications received by 7/16/12
10 Points - MiLB or MLB National Licensees (for each; location in Licensee area)
5 Points - Application received by 8/15/12, but after July 16, 2012
3 Points - For each year of exhibiting
1/4 Point - Each square foot of exhibit space

Name Badge Registration
An exhibitor name badge will gain the bearer access to the Baseball Trade Show and is to be worn at all times on the trade show floor. Each exhibiting company will receive three (3) complimentary name badges for company personnel use per 100 sq. ft. (10' x 10') of booth space reserved (First Year Pavilion booths receive three (3) complimentary badges). Any additional name badges for company personnel will be $50 per badge. Organizer reserves the right to issue name badges at its sole discretion. Name badges can be reserved during the online registration process or by completing and submitting a name badge request form that will be included in the Exhibitor Service Kit distributed to all registered exhibitors.

Insurance Requirements
Exhibitors must provide proof of insurance along with their booth space application. If your company does not currently have general liability insurance coverage, you can purchase the necessary coverage by providing an additional $200 on the booth space application or through the online registration process. This will provide you with liability insurance coverage for the entire Baseball Trade Show, December 2-6, 2012 (includes show hours, exhibitor move-in and move-out). The following additional insured information must be listed on the certificate: The National Association of Professional Baseball Leagues, Inc., Professional Baseball Promotion Corp., Gaylord Opryland Resort and Convention Center and their officers, directors, shareholders, members, agents and employees are named as additional insureds.

Each insurance policy required by these rules shall contain the following provisions:

  • The insurance policy shall begin at 12:01 a.m. on December 2, 2012, and shall not be cancelled before 11:59 p.m. on December 6, 2012, or until after thirty (30) days prior written notice has been given to General Counsel, Minor League Baseball, P.O. Box A, St. Petersburg, FL 33731.
  • The Commercial General Liability policy described above shall include the following additional insured endorsement language: National Association of Professional Baseball Leagues, Inc., Professional Baseball Promotion Corp., Gaylord Opryland Resort and Convention Center and their officers, directors, shareholders, members, agents and employees are named as additional insureds.
  • Worker's Compensation Insurance as required by law.

Exhibitors who do not currently have Commercial General Liability insurance can purchase coverage through Minor League Baseball for a fee of $200. Please fill out Part 4 of the Booth Space Application and include $200 with your payment.

Exhibitors must provide the Baseball Trade Show with a Certificate of Insurance evidencing such coverage with the Baseball Trade Show exhibit booth application or purchase insurance coverage through the booth space application. Booth applications will not be processed until such insurance is received. Failure to provide evidence of insurance coverage will result in exhibitor losing the ability to exhibit and forfeiture of any deposit as decided by the Baseball Trade Show in its sole discretion. If your current insurance policy expires before the show dates, please send current policy with this application and submit a new policy when it renews.

Installation & Dismantling
Individual exhibitors who wish to install and dismantle their own booth may do so with company personnel. You must comply with local and state fire, safety and insurance regulations and rules set by Freeman, the official show contractor, Organizer and the Gaylord Opryland Resort and Convention Center. Exhibitors may also handle their own freight if material can be hand-carried to and from the booth via accepted freight entrances. Hand-carried is defined as small cartons, packages or portable laptop computers that weigh less than 30 lbs. Official Contractor/Show Decorator's labor claims jurisdiction under all other circumstances. All exhibitor booth freight and materials must be handled through the loading docks at the Ryman Hall C at the Gaylord Opryland Resort and Convention Center. No freight or materials are allowed through the front entrance to the hall.

Exhibitor Service Kit
The online Exhibitor Service Kit will be made available to all registered exhibitors and will include service information and order forms from Organizer and the Show Decorator, as well as other service vendors. These service forms should be used to order labor, carpet, furniture, electricity, telephone service, internet, lead retrieval, booth cleaning, etc. The Service Kit also includes shipping information and drayage rates. Exhibitors are strongly encouraged to order all furnishings and labor in advance at a discounted rate to avoid higher on-site prices and to minimize delays during exhibit setup. If you are a registered exhibitor, please email TradeShow@MiLB.com to receive the Exhibitor Service Kit.

Important Dates
August 15: Applications received by this date will earn fifteen (15) additional priority points toward a preferred booth location.
August 31: Applications received by this date receive the Early Bird Rate for booth space. After August 31, 2012, the booth space rate will increase $3.00 per square foot.
Booth space assignments begin the first week of September and will be released by the end of September.
October 12: Deadline to reserve advertising space in the Buyer's Guide. Form is due along with payment in full by this date. Buyer's Guide Advertising artwork is due. Artwork must be sized and camera-ready. Digital artwork must be accompanied by a hard copy.
October 19: Housing reservation deadline. Reservations for housing are available online. Housing forms will also be included in the Exhibitor Service Kit. Information for the Buyer's Guide listing is due. Applications received after this date will NOT be included in the Buyer's Guide. An addendum will be provided to attendees onsite listing exhibitors who reserve booth space after October 19. Deadline for Name Badge Forms (available through online registration or the Exhibitor Service Kit forms).
November 1: Deadline to submit entry for the New Product Showcase. Entries can be emailed to TradeShow@MiLB.com
November 15: Last date to cancel booth space to receive any refund. Cancellations after this date will result in no refund. See Cancellation Policy in the Rules and Regulations.

Please follow the links in the above Baseball Trade Show header or email TradeShow@MiLB.com for more information.


Baseball Winter Meetings Baseball Trade Show Baseball Winter Meetings PBEO Job Fair