exhibitor manual - sea otter classic...brand at the sea otter classic in 2020. we look forward to...

APRIL 16-19 2020 MONTEREYCALIFORNIA USA

EXHIBITOR MANUAL

2

Exhibitor Manual 2020

WELCOME TO THE SEA OTTER CLASSICEach April more than 74000 cycling enthusiasts descend upon the historic Laguna Seca Recre-ation Area in scenic Monterey California to attend the worldrsquos largest most successful con-sumer bicycle event ndash the Sea Otter Classic

As a participating Sea Otter exhibitor we are delighted to provide you with the following Exhibitor Services Manual which includes everything you need to know about showcasing your brand at the Sea Otter Classic in 2020

We look forward to seeing you at the 2020 Sea Otter Classic

Sarah Timleck Madison GigerExpo Sales amp Marketing Director Sponsorship amp Expo Coordinatorsarahseaotterclassiccom madisonseaotterclassiccom(250) 516-7150 (831) 402-7771

3


TABLE OF CONTENTSEXHIBITOR SERVICES Moving In and Out 4Shipping and Receiving 6Exhibitor Parking and Festival Passes 7Sea Otter Club Hospitality Passes 7Storage Options 7Activation Signage amp Tenting Needs 8Canopy Rentals 8Tables and Chairs 8SandbagsWeather 8Utility Connections 9Alcohol Policy 9Catering amp Tradeshow Services 10Internet Services 10Lodging 10

EXHIBITOR REQUIREMENTSInsurance Requirements 11Selling Your Product 11Selling or Sampling Food amp Beverages 11Exhibit Display Requirements 12Appropriate Attire amp Activities 12

MARKETING OPPORTUNITIESSea Otter Festival Guide Advertising 13Promotions 13Meeting Space 14

PRIVACY POLICIES 15

RIDE ZONES 16

EVENT DAY CHECKLIST 17

4


EXHIBITOR SERVICES EXPO LOCATION Laguna Seca Recreation Area 1021 Monterey Salinas Highway Salinas CA 93908

EXPO HOURS Thursday April 16 900 am ndash 500 pm Friday April 17 900 am ndash 600 pm Saturday April 18 900 am ndash 600 pm Sunday April 19 900 am ndash 400 pm

Note Vehicles will not be permitted into the Expo area during Expo hours Vehicles will only be allowed in the Expo during the load inload out hours

Load-In HoursThursday April 16 630 am - 845 amFriday April 17 630 am - 845 amSaturday April 18 630 am - 845 amSunday April 19 630 am - 845 am

Load-Out Hours

Thursday April 16 500 pm - 800 pmFriday April 17 600 pm - 800 pmSaturday April 18 600 pm - 800 pmSunday April 19 400 pm - 800 pm

MOVING IN AND OUT

MOVE-IN Note For 2020 there will be NO EXHIBITOR MOVE IN scheduled for Thursday morning Should you need to make specific Move-In arrangements due to an inability to meet the schedule below contact Madison Giger via email or call (831) 402-7771

Steps and times have changed read this section for instructions on check in and set up and share this information with the individual(s) responsible for setting up your booth at Sea Otter

Exhibitor Move-In Days Monday April 13 1000 am ndash 500 pm Tuesday April 14 800 am ndash 500 pm Wednesday April 15 700 am ndash 600 pm

Teams Parking Behind the Newman Building may move in Wednesday April 15 700 am - 600 pm

5


What to do when you arrive1 Follow the signs to Exhibitor Check-In This is located in the Newman Building next to the Gran Fondo Services

area in the paddock To view this area on the map click here 2 When you arrive at Exhibitor Check-In park your vehicle where indicated and proceed into the building to

receive Exhibitor Parking Passes and Festival Passes (wristbands) This is a great time to ask questions and confirm your booth location Note Festival Passes are used during the event and must be shownworn to enter the Expo

3 Once you have checked in follow the signs back around to Show Services located in the lake bed and from there you will be directed to your booth space If you are unsure about your exact location ask one of the designated Expo workers

4 When you arrive at your booth unload your supplies and move your vehicle to temporary Move-In parking located at the Turn 5 parking lot (Blue 3 park signage) NOTE Turn 5 will only be used for Exhibitor Parking during Move-In this year Exhibitor Parking during the event will now be located in the paddock See below for additional details on Exhibitor Parking

Early Move-Inbull Exhibitors can make arrangements for earlier Move-In by contacting Madison Giger via email or call (831) 402-

7771bull All exhibitors with booth space larger than a 20 x 30 or who plan to place a trailer in their booth space are

strongly encouraged to set up on either Monday April 13 or Tuesday April 14

Important information for exhibitorsbull Overnight security will be roving on-site from 600 pm on Tuesday April 14 2019 until 700 am Monday April

20 2019 Sea Otter Classic is not responsible for any lost or stolen items and does not recommend leaving any merchandise in an unattended booth If you want to have your own security assigned to your booth you can arrange for it To source a supplier check our 2020 Approved Vendor List

bull During the event vehicle loadunload hours and other vehicle restrictions will be enforced including a 20-foot fire lane requirement throughout the venue

bull Loading or unloading of vehicles inside the Expo must be outside of Expo hours Thursday-Sunday

Exhibitor Parkingbull NEW FOR 2020 Turn Five parking will no longer be used for Exhibitor Parking it will be utilized as consumer

reserved parking Exhibitors will now be directed to park in the raceway paddock and those spaces will be filled on a first come first serve basis When the paddock is full exhibitors will be directed to park on Wolf Hill If you park in Wolf Hill parking be aware that there are golf cart shuttles available to shuttle exhibitors from Exhibitor Parking to the Expo

bull Remember parking at Laguna Seca is at a premium we strongly encourage exhibitors to ride share and carpool when possible If you typically use your vehicle to store product during the show contact Madison Giger via email regarding utilizing our convenient on-site storage containers

bull Reminder If you need to drop off product at your booth during show hours you are welcome to drive your vehicle down to Show Services where our operations team will be happy to deliver your product to your booth For assistance with after-hours booth deliveries contact Madison Giger via email or call (831) 402-7771

NOTE You may NOT leave vehicles unattended at Exhibitor Services Remain with your vehicle at all times

bull Those exhibitors needing to park Vehicles or Trailers overnight will be directed to Long Term VehicleTrailer Parking for the event Overnight parking of trailers and trucks will not be allowed in Exhibitor Parking If you have any questions whatsoever regarding Move-In parking long term parking or booth set up email Madison Giger or call (831) 402-7771

6


MOVE-OUT Exhibitors may tear down during the following times Sunday April 19 400 pm ndash 800 pm Monday April 20 800 am ndash 500 pm

SHIPPING amp RECEIVING VERY IMPORTANT Be advised there is no area or staff to receive and store shipments of any kind at Laguna Seca Recreation Area before the event begins Sea Otter Classic works with a local company TriCord Tradeshow Services to handle your shipping needs

INBOUND SHIPPING Advance ship to warehouseAll inbound freight will be shipped to TriCord who will store your freight and deliver it to your booth For all inbound shipments please complete the proper labels on the forms which can be found in the links below clearly label each shipment with ldquoSea Otter Classicrdquo and list the category of items enclosed

Download Advance Ship to Warehouse forms here

Direct to Show and Material HandlingThe Sea Otter Classic at Laguna Seca will not accept direct shipments to the venue All inbound shipments must be handled by TriCord Prior to shipping you must complete and return the material handling form

Download Direct to Show and Material Handling forms here

TRICORD ON-SITE MOVE-IN OFFICE HOURS FOR EXHIBITORS AND SPONSORSMonday April 13 1000 pm ndash 500 pm By appointment onlyTuesday April 14 800 am ndash 500 pm By appointment onlyWednesday April 15 700 am ndash 600 pmThursday April 16 630 am ndash 1000 amSunday April 19 400 pm ndash 800 pm (Representatives will be available at 12 noon to collect paperwork)

OUTBOUND SHIPPINGStarting at noon on Sunday April 19 TriCord Tradeshow Services will be on hand to help sponsors and exhibitors with outbound freight If you did not use TriCordrsquos inbound material handling services but plan on using their out-bound material handling services you will need to complete the necessary forms and return them to the TriCord trailer by 1200 pm on Sunday April 15 2020 Late orders are subject to a 25 late fee

Download Outbound Shipping forms here

For all shipping questions you may contact TriCord Management at (831) 883-8600 or visit wwwtricordnet

7


EXHIBITOR PARKING AND FESTIVAL PASSES FOR EXHIBITORS NEW FOR 2020 Exhibitors will now receive Festival Passes and Exhibitor Parking passes according to the matrix below Any exhibitor purchasing booth space in excess of 20 x 80 will be provided with their Festival Passes and Exhibitor Parking passes as part of their contract Additional Festival Passes can be purchased for a discounted rate through Map Dynamics

Expo Space Purchased Festival Pass Parking Pass

10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6

Exhibitor Parking and Festival Passes and will be issued when you check in unless other arrangements have been made The event does not give out Exhibitor Credentials The color-specific wristband acts as the credential for the event Provide names of any anticipated late arrivals to Sarah Timleck

If you have questions regarding our 2020 policy feel free to reach out to Sarah Timleck via email or call (250) 516-7150 SEA OTTER CLUB HOSPITALITY PASSES Treat your team or valued clients to a One-Day or Four-Day Sea Otter Club Pass for this yearrsquos Sea Otter Classic Each Club Pass includes bull A relaxing luxurious environment to conduct bike industry business set comfortably apart from

the bustling Expobull Complimentary continental breakfast including gourmet coffee fresh fruit hot rolls and morebull Complimentary expanded buffet lunch featuring a different menu every daybull Complimentary beer and wine served with lunch and throughout the daybull Cost per Pass - $195One-Day or $675Four-Day

You can view and purchase your Sea Otter Club passes as part of the registration process To register click here or if you have already registered simply log back into your Sea Otter Exhibitor Account and place your order Having problems accessing your account Contact Sarah Timleck via email or call (250) 516-7150

STORAGE OPTIONSSea Otter is pleased to offer exhibitors on-site storage containers which can be rented for the four-day event Due to size restraints containers will be located as close to your booth as possible but we cannot guarantee the containers will be located next to your booth You may view and order a storage container as part of the exhibitor registration process To register click here or if you have already registered simply log back into your Sea Otter Exhibitor Account and place your order Having problems accessing your account Contact Madison Giger via email or call (831) 402-7771

8


ACTIVATION SIGNAGE AND TENTING NEEDSOMNI PROMOTIONALOmni Promotional a Sea Otter Classic sponsor is the approved vendor for all banners as well as other signage and related materials Please check out Omnirsquos pricing and product availability on their website Omni will deliver all pre-ordered items directly to the event on your behalf For details and to place an order please contact Dave Skiffich daveomnipromocom (303) 443-8595 wwwomnipromocom E-Z UPE-Z UP a Sea Otter Classic sponsor is our approved vendor for canopies fencing and flags Check out E-Z UPrsquos website for more information E-Z UP will deliver all pre-ordered items directly to the event on your behalf For details and to place and order please contact Kyler Battleson kylerbattlesonezupcom 800-45-SHADE xt 3141 wwwezupcom

CANOPY RENTALSSea Otter has tentcanopy rentals for exhibitors and teams looking for tenting options Canopies are outdoor type only with 3 sides and a top You may view and order canopies per 10rsquo x 10rsquo space as part of the exhibitor registration process If you have already registered simply log back into your Sea Otter Exhibitor Account and place your order or to source another supplier check our 2020 Approved Vendor List

All structures in excess of 400 sf including any tents or canopies require engineering plans demonstrating the structure has been designed and built to meet California architectural safety standards See the ldquoExhibit Display Requirementsrdquo on page 11 for more information TABLES AND CHAIRSExhibitors may rent tables and chairs for their booths as part of the registration process or through their registration account Exhibitors must provide their own table covers

The following tables and chairs are available for rent when you register for the event8 Ft Table (8 Ft long by 30 inches wide by 30 inches high) (limit 10 per order)6 Ft Table (6 Ft long by 30 inches wide by 30 inches high) (limit 10 per order)4 Ft Round Table (limit 10 per order)Folding Chairs (limit 20 per order)

You may view and order table and chair rentals as part of the exhibitor registration process To register click here or if you have already registered simply log back into your Sea Otter Exhibitor Account and place your order Having problems accessing your account Contact Madison Giger via email or call (831) 402-7771

SANDBAGSWEATHERThis is an outdoor event on the coast of California which brings coastal winds The Expo can be extremely windy so it is important to be prepared with weights for your product and tent Come prepared for nature to run its course with tie downs bungee cords and we ask that you drop your tent at night

Concrete blocks or water barrels work great to hold tents in place or feel free to order sandbags prior to the event Sandbags can be ordered for $15 per sandbag as part of the exhibitor registration process To register click here or if you have already registered simply log back into your Sea Otter Exhibitor Account and place your order Sandbags will be delivered to your booth prior to the start of the event There are a limited number available on-site order ahead to ensure availability To source another supplier check our 2020 Approved Vendor List

We want to have a safe event and exhibitors play a large role in making that happen If you have any questions regarding how to be best prepared contact Madison Giger via email or call (831) 402-7771

9


UTILITY CONNECTIONS ELECTRICITY Sea Otter exhibit spaces do not come with electricity You may purchase power (15 amp) for $29500 as part of the exhibitor registration process Standard 15-amp receptacles are suitable for typical household appliances lamps and other accessories A 20-amp receptacle is for heavy-duty appliances and power tools such as air compressors Note the following bull Exhibitors are responsible for bringing their own extension cords We recommend bringing NO LESS than

100 ft of extension cordbull If you are purchasing multiple adjacent booths only one connection needs to be purchased

not one for each booth bull All exhibitors who purchase power will receive a colored band from Sea Otter staff for their extension cord

Exhibitors who have purchased power must use the colored band on their extension cord Any cords found plugged into power without bands will be removed

You may view and purchase electricity as part of the registration process To register click here or if you have already registered simply log back into your Sea Otter Exhibitor Account and place your order Having problems accessing your account Contact Madison Giger via email or call (831) 402-7771

WATER Non-potable water stations are available throughout the Expo ndash view the Expo map to see non-potable water locations View the Expo map here The truck wash is located down ldquoBrdquo road next to the gun range a short distance from the Expo area Look for directional signs Use the truck wash to clean your vehicle and do not inconvenience your neighbor by washing in your Expo spot

ALCOHOL POLICY The California Department of Alcoholic Beverage Control (ABC) strictly enforces the laws regarding alcohol con-sumption at special events such as the Sea Otter Classic In accordance with our Monterey County Special Event Use Permit and insurance policy only beer and wine are permitted at the Sea Otter Classic and the following rules must be observedbull Beer and wine only No other alcoholic beverages are permittedbull Beer and wine may only be served tomdashor possessed consumed or purchased bymdashindividuals age twenty-one

and up A valid ID is requiredbull Beer and wine may only be sold by pre-approved vendorsbull Personal use of beer and wine in single-serving containers is permitted if purchased from pre-approved vendors bull Distribution of beer and wine at promotional events or private partiesorganized gatherings is only allowed if

purchased through the Sea Otter Classic beverage services outlined belowbull Beer kegs are not allowed unless provided by the Sea Otter Classic beverage services

For your convenience we have developed two programs to facilitate ease of compliance with these Alcohol Policy rulesbull Beer and Wine Tickets As a sponsor or exhibitor drink tickets can be purchased in advance for your group

to use throughout the four-day event The tickets can be redeemed for beer or wine at Sea Otter-approved pouring stations The tickets will be sold in packets of fifty and may be purchased from Zeph Despard Sea Otter Food amp Beverage Coordinator via email or call (831) 229-3238

bull Promotional Events and Private Parties Beer and wine tickets are required for promotional events and private partiesorganized gatherings If you intend to host an event at Sea Otter that includes alcoholic beverages contact our Food amp Beverage Coordinator Zeph Despard prior to March 8 2020 Requests for alcoholic bever-age support after that date may not be approved For additional information and to book your event with beer andor wine service contact Zeph Despard via email or call (831) 229-3238

For questions relating to the Sea Otter Classic alcohol policy contact Madison Giger via email or call (831) 402-7771

10


CATERING amp TRADESHOW SERVICESThe Sea Otter Classic has an approved list of vendors that would be delighted to assist you with your catering and Expo service needs After arranging for any of the approved vendors to help you at Laguna Seca during the event advise Zeph Despard via email or call (831) 229-3238 so that arrangements can be made to allow the vendors into the exhibit area Click here for our Approved List of Sea Otter Catering and Expo Vendors Only Vendors on the approved vendor list will be allowed in the Expo

INTERNET SERVICES Wi-Fi service for the general public is not available at Laguna Seca If your display set-up requires internet service we recommend you plan accordingly If you have any questions regarding your Wi-Fi needs or to register for Wi-Fi services contact Madison Giger via email or call (831) 402-7771

LODGINGCamping Reservations for Campgrounds E-L opened at 9 AM PST on November 4 2019 under Camping Adven-ture ndash lsquoReserve Your Campsitersquo on the Sea Otter Classic website

Hotels We are offer Early Bird VIP Rates to Exhibitors and Sponsors In order to take advantage of the VIP rates book your stay here before November 4 2019

For general lodging questions that are not answered on our website contact Jamie McCray via email at jamieseaotterclassiccom

11


EXHIBITOR REQUIREMENTS EXHIBITOR INSURANCE REQUIREMENTS Without limiting Exhibitorrsquos duty to indemnify Exhibitor shall maintain in effect throughout the term of the Agree-ment a policy or policies of insurance issued by companies which hold a current policy holderrsquos alphabetic and finan-cial size category rating of not less than A- VII according to the current Bestrsquos Key Rating Guide or a company of equal financial stability that is approved by Sea Otter The policy shall have the following minimum limits of liability bull Commercial general liability insurance including but not limited to premises and operations including coverage

for Bodily Injury and Property Damage Personal Injury Contractual Liability Broad Form Property Damage Independent Contractors Products and Completed Operations with a combined single limit for Bodily Injury and Property Damage of not less than $1000000 per occurrence and $2000000 in the aggregate

bull Certificate of Liability Insurance Exhibitor must provide proof of general liability coverage with the minimum limits of liability as noted above naming both the Sea Otter Classic Inc and the Sea Otter Classic Foundation Inc as additional insured Other additional insureds may be required by Sea Otter Certificates of liability insurance must be provided to Sea Otter before the Exhibitor will be allowed to set-up for the Event at the Facility

YOU MAY BE REQUIRED TO PROVIDE ADDITIONAL COVERAGE AND YOU WILL BE CONTACTED BY A SEA OTTER CLASSIC STAFF MEMBER TO LET YOU KNOW IF ADDITIONAL COVERAGE IS REQUIRED

VERY IMPORTANT List both the Sea Otter Classic Inc and the Sea Otter Classic Foundation Inc as additional insured The office address for both is Sea Otter Classic 215 W Franklin Street Suite 214 Monterey CA 93940

Exhibitors who do not have the insurance coverage required can obtain coverage through an affordable group policy prepared for Sea Otter Exhibitors To apply for coverage click here and complete the form If you have questions contact Madison Giger via email or call (831) 402-7771

SELLING YOUR PRODUCT Any Exhibitor offering for sale any item that is subject to sales tax must obtain a sellerrsquos permit from the California Department of Tax and Fee Administration Information on applying for a temporary sellerrsquos permit is available here You must also complete form BOE410 found here

Once you have obtained the permit you must send a copy of the permit and BOE form 410 to infoseaotterclassiccom Have your permit readily available in your booth during the event For information on CDTFArsquos tax programs see CDTFArsquos website at httpswwwcdtfacagov or call 1-800-400-7115

SELLING OR SAMPLING FOOD amp BEVERAGES SellingExhibitors who are interested in selling any food or beverage item must first contact Zeph Despard Sea Otter Food amp Beverage Coordinator by email or call (831) 229-3238

Sampling Exhibitors and teams planning to sample food or beverage products at their booths are required to obtain a permit from the Monterey County Health Department by March 15 2020 The link to the permit can be found here For questions on sampling call the Monterey County Health Department Aguajito Office at (831) 647-7654

Note any liquids sampled at the event must not be handed out in the original full-size containers The bottlescans must be opened and poured into no larger than six-ounce cups before distribution

12


EXHIBIT DISPLAY REQUIREMENTS The Sea Otter Classic is the premier venue where brands can actively engage and educate 72000+ bicycle en-thusiasts hungry for the latest cycling products and services and we encourage our exhibitors to be as creative as possible with your displays

With that in mind Monterey County does require the permitting review and inspection of all temporary structures such as stages construction displays at grade or above viewing areas constructed above grade and other displays that might be considered a safety hazard All structures in excess of 400 sf including any tents or canopies require engineering plans demonstrating the structure has been designed and built to meet California architectural safety standards

The following document accessed here will give you the requirements to follow from the county of Monterey with your submittal

Exhibitors wishing to use canopies in excess of 400 sf may also choose to work with one of several local companies who have rental canopies available which may meet the Countyrsquos safety requirements You should ensure the tent company has the correct permits for tents larger than 400 sf The Sea Otter Classic can assist you with this process If you are considering a temporary canopy or structure in excess of 400 sf email infoseaotterclassiccom or call (800) 994-2147

All required plans will need to be mailed to the following address by February 1 2020 Sea Otter Classic Inc215 West Franklin St Suite 214Monterey CA 93940Attn Construction Permit

Very Important the deadline to be included in the Sea Otter Classic master permit for temporary structures is February 1 2020 Exhibitors purchasing space after this date will need to email infoseaotterclassiccom or call (800) 994-2147 Exhibitors that submit plans after February 1 2020 will also be assessed an additional fee from the County of Monterey

APPROPRIATE ATTIRE AND ACTIVITIESPlease be advised that Sea Otter is a family friendly event All booth workers must be clad in appropriate attire and all booth activities must be appropriate for all ages Attendants dressed in bikinis bathing suits scanty attire or any outfit deemed inappropriate will be asked to change Any exhibitor hosting or engaging in any activity deemed unsuitable for a family audience will be asked to cease that activity immediately or will risk being asked to leave the expo Any exhibitor playing music or utilizing any amplification device must be sensitive to their neighbors and if there are noise complaints the exhibitor will be asked to shut down that device

13


MARKETING OPPORTUNITIES

SEA OTTER FESTIVAL GUIDE ADVERTISING We are excited to once again partner with Bicycle Retailer amp Industry News to produce the official guide to the Sea Otter Classic With distribution of 20000 print copies and 30000 digital copies the Sea Otter Festival Guide is the best way to announce your presence at this yearrsquos annual season-opener Learn more here

PROMOTIONS Get more buzz at Sea Otter The Sea Otter Classic is delighted to provide our Expo participants with the following programs designed to help you promote your brand and generate excitement among our 72000+ attendees Make sure you take advantage of our promotional opportunities

Promote Your Business By Participating In Our Hosting ProgramLooking to make more of an impact at Sea Otter We have several hosting opportunities to increase your brand image across our event Become a host of our media lanyards or showcase your brand at the bike valet No matter what your business is we have an opportunity for you For more information contact Madison Giger via email or call (831) 402-7771

Promote Your New Product LaunchPlanning to roll out ground breaking product at Sea Otter this year Let us help you promote your launch Be sure to check YES on the ldquoLaunching New Productrdquo question box during the registration process This information will pull through to the Sea Otter Classic consumer facing map and helps us promote your product launch to 72000+ consumers and 450+ media To register click here or if you have already registered and need to check the product launch box simply log back into your Sea Otter Exhibitor Account Having problems accessing your account Contact Madison Giger via email or call (831) 402-7771

Promote Your ProductsPlanning to offer demo bikes or product demonstrations at Sea Otter We can get the word out to thousands of consumers hungry to get their hands on all the latest models Make sure you check YES on the ldquoPlanning to offer Demosrdquo question box during the registration process This information will pull through to the Sea Otter Classic consumer facing map and helps us promote your opportunity to 72000+ consumers and 450+ media To register click here or if you have already registered and need to check the box simply log back into your Sea Otter Exhibitor Account Having problems accessing your account Contact Madison Giger via email or call (831) 402-7771

Get Your Press Release To Our Media ListPlanning an event product launch or something super exciting that will attract the attention of journalists attending Sea Otter We can help you get the word out For questions contact Sarah Timleck or call (250) 516-7150 To see a list of our past media attendees click here

Sea Otter Event Schedule Listing When 72000+ cycling enthusiasts descend on the Sea Otter Classic they will be looking to attend all the exciting activities hosted by our exhibitors such as athlete signings live demonstrations giveaways and more As a special no-charge benefit for our exhibitors you can have your event listed in the Sea Otter Classic online schedule and in the printed Sea Otter Classic Festival Guide You can submit your event here in the Event Schedule Listing section For questions contact Madison Giger via email or call (831) 402-7771

14


Exhibitor Plus - Enhanced Listing The Sea Otter Classic wants to help our customers get even more exposure with this powerful free upgrade Simply complete your Exhibitor Plus profile as part of your exhibitor registration to share product news videos social networking info and more as part of your exhibitor profile To register click here or if you have already registered simply log back into your Sea Otter Exhibitor Account Having problems accessing your account Contact Madison Giger via email or call (831) 402-7771

Photo amp Video Production The Sea Otter Classic has partnered with DigiZuk to offer video and photo production for exhibitors See our website for more information

MEETING SPACELaguna Seca provides many opportunities for indoor meeting space We look forward to finding a space that will work for your industry meeting Contact Madison Giger or call (831) 402-7771 to learn more about our different rental opportunities

15


PRIVACY POLICIES DATA POLICY Sea Otter Classic does not distribute exhibitor or attendee contact information to unauthorized parties and does not approve of them using the Sea Otter Classic name

Scam amp Fraud AlertIf you receive a telephone call email or other correspondence from an unknown source claiming to represent the Sea Otter Classic this is likely a scam The scammers may try to sell you databases lodging reservations event entries and so forth If you have any doubt please contact us at infoseaotterclassiccom and we will direct you to a trusted source

IMAGE POLICY As a condition of participation in Sea Otter Classic an attendee unconditionally and irrevocably consents authorizes and grants Sea Otter Classic Inc (ldquoSOCrdquo) the event organizers of each event and their respective affiliates sponsors promoters advertisers broadcasters webcasters contractors agents representatives licensees and assigns (together the ldquoReleaseesrdquo) all the necessary authority right and license and permission to use photographs audio or video recordings or other forms of recordings that capture a personrsquos image likeness voice or performance (or all of these) (collectively hereinafter referred to as ldquoImagesrdquo) in which they may be included in whole or in part in any manner or media including print broadcast internet media direct marketing channels downloadable content and applications and all other technologies now known or hereafter developed The Images may be used or exploited for any commercial or non-commercial purpose whatsoever and may be altered modified changed combined or incor-porated into other works Any rights in the Images (including privacy personality and publicity rights are relinquished In no event shall an attendee be entitled to injunctive or other equitable relief in connection with the use of the Images No fees or other compensation whatsoever will be provided for or in connection with the use of the Images

DRONE POLICYNEW DRONE REGULATIONS ARE IN EFFECT FOR 2020 Only legally-operated drones will be allowed at the Sea Otter Classic To legally operate a drone ALL of the following steps must be completed

bull Obtain a valid license to operate the drone ndash Pilotrsquos Certificatebull Register drone with the FAA and obtain proof of registrationbull Obtain a certificate of insurance including language required by the Sea Otter Classic and the County of Monte-

rey Click here to see Drone Insurance Requirementsbull Because of proximity to Monterey airport the Sea Otter Classic is within restricted air space Request and obtain

the waiver of FAA Title 14 CFR part 10741 from the FAA (include copy of plan of action submitted to the FAA along with a copy of the waiver OR receive FAA authorization to fly through the LAANC system and submit a copy of your authorization

bull Receive approval for media credentials for the event Credential registration will open in Jan 2020Submit all of the above to Holly Colson no later than March 15 2020 Only drones that have received official Sea Otter Classic approval will be allowed to fly THERE WILL BE NO ON-SITE APPROVALS OF DRONES no exceptions

16


RIDE ZONES SEA OTTER RIDE ZONES

Head over to the Ride Zone is the place for attendees to test out one of the many bikes available throughout the Expo in one of our four designated riding areas See our website for more information

See the Ride Zone Map for appropriate ride areas There are four unique riding areas

MTB ZoneKids ZoneeMTB ZoneRaceway Zone

IMPORTANT ALL RIDERS MUST ENTER VIA THE RIDE ZONE ENTRANCE

Electric bicycles are not allowed in the Kidsrsquo Ride Zone

Basic Rules amp RegulationsANSI-approved helmets are mandatoryEach participant must sign a waiver and wear a waiver wristbandAll bikes must be removed from each Ride Zone by closing time

2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST

o SHIPPING AND RECEIVING Page 6 All shipping is through Tricord Do not ship directly to Laguna Seca

o CERTIFICATE OF LIABILITY INSURANCE 0 List the Sea Otter Classic Inc and the Sea Otter Classic Foundation Inc as additional insured

o PERMITS Pages 10 - 11 Check to see if you need an RMA permit sampling permit or sellers permit

o EXHIBITOR PARKING AND FESTIVAL PASSES Page 7 Make sure you have enough Festival Passes for you and your staff Check out our 2020 policy

o ELECTRICAL Page 8 Donrsquot forget an extension cord

o WIFI Page 9 Be sure or order your WI-FI before arriving

o PROMOTIONS Pages 12-13 Check out our promotional opportunities to see how you can have an impact on the customer prior to arrival

o LODGING Page 9 Check out our camping options or use our registration link to find the best hotel for your needs

GOT QUESTIONS

Sarah TimleckExpo Sales amp Marketing Directorsarahseaotterclassiccom(250) 516-7150

Madison GigerSponsorship amp Expo Coordinatormadisonseaotterclassiccom(831) 402-7771

2


WELCOME TO THE SEA OTTER CLASSICEach April more than 74000 cycling enthusiasts descend upon the historic Laguna Seca Recre-ation Area in scenic Monterey California to attend the worldrsquos largest most successful con-sumer bicycle event ndash the Sea Otter Classic

As a participating Sea Otter exhibitor we are delighted to provide you with the following Exhibitor Services Manual which includes everything you need to know about showcasing your brand at the Sea Otter Classic in 2020

We look forward to seeing you at the 2020 Sea Otter Classic

Sarah Timleck Madison GigerExpo Sales amp Marketing Director Sponsorship amp Expo Coordinatorsarahseaotterclassiccom madisonseaotterclassiccom(250) 516-7150 (831) 402-7771

3





PRIVACY POLICIES 15

RIDE ZONES 16


4






Load-Out Hours


MOVING IN AND OUT





5




















6












7




10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6






8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST


o CERTIFICATE OF LIABILITY INSURANCE Page 10 List the Sea Otter Classic Inc and the Sea Otter Classic Foundation Inc as additional insured







GOT QUESTIONS



3





PRIVACY POLICIES 15

RIDE ZONES 16


4






Load-Out Hours


MOVING IN AND OUT





5




















6












7




10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6






8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



4






Load-Out Hours


MOVING IN AND OUT





5




















6












7




10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6






8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



5




















6












7




10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6






8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



6












7




10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6






8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST

o SHIPPING AND RECEIVING All shipping is through Tricord Do not ship directly to Laguna Seca








GOT QUESTIONS



7




10 x 10 (100 sf) 2 1

10 x 20 (200 sf) 4 1

10 x 30 (300 sf) 6 2

20 x 20 (400 sf) 8 2

20 x 30 (600 sf) 10 3

20 x 40 (800 sf) 12 3

20 x 50 (1000 sf) 14 4

20 x 60 (1200 sf) 16 4

20 x 70 (1400 sf) 18 6

20 x 80 (1600 sf) 20 6






8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST




o EXHIBITOR PARKING AND FESTIVAL PASSES Make sure you have enough Festival Passes for you and your staff Check out our 2020 policy





GOT QUESTIONS



8










9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST





o ELECTRICAL Donrsquot forget an extension cord




GOT QUESTIONS



9















10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST






o WIFI Be sure or order your WI-FI before arriving



GOT QUESTIONS



10







11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST


o CERTIFICATE OF LIABILITY INSURANCE List the Sea Otter Classic Inc and the Sea Otter Classic Foundation Inc as additional insured







GOT QUESTIONS



11













12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



12









13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



13










14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



14





15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



15










16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



16









2020 RIDE ZONE MAP

MTB ZONE

RIDE ZONE ENTRANCE

RIDE ZONE EXIT

KIDS ZONE

EXPO

TO E-MTB RIDE ZONE

TO RACEWAYRIDE ZONE

17


EVENT DAY CHECKLIST









GOT QUESTIONS



17


EVENT DAY CHECKLIST









GOT QUESTIONS



exhibitor manual - sea otter classic...brand at the sea otter classic in 2020. we look forward to...

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