Exhibitor Trailer Parking – Important Update

Delivering Booth Materials To The Convention Center VIA Privately Owned Vehicle (POV)Open

If you are planning to self-deliver booth materials via POV, check in with security in the convention center service yard (West Dock) and they will place your vehicle in a queue to unload. When it is your turn, please unload and leave promptly as the amount of space is not as expansive as it has been in the past.

Directions to the Kansas City Convention Center Service Yard (West Dock):
The convention center’s address is 301 West 13th Street, Kansas City, MO 64105. See this link for directions on how to get to the West Dock Service Yard.

Rental vehicles, step vans, box trucks, trailers and any commercial carriers are not considered POVs. Please note, any exhibitors with vehicles that are not POVs will be directed to the South Dock for normal unloading. Any vehicle that comes to the South Dock will be unloaded by Hargrove personnel and material handling charges will apply.

Trailer Parking During The Exchange – UPDATED LOCATION!Open

The Liberty Lot is no longer available for exhibitor trailing parking.  Instead, Hargrove will be directing exhibitors with trailers to the convention center’s North Dock and Hall A for overnight trailer/oversize vehicle parking during Exchange.

During expo hall move-in hours, exhibitors with trailers must check-in at the West Dock Service Yard to be directed to a parking spot for their trailer.

Directions to the Kansas City Convention Center Service Yard (West Dock):
The convention center’s address is 301 West 13th Street, Kansas City, MO 64105. See this link for directions on how to get to the West Dock Service Yard.

If you arrive in Kansas City after expo hall move-in hours and need to park your trailer overnight, please go to the Kansas City Convention Center and call building security at 816-513-5111 to open the gate, and you may park your trailer on the North Dock.  If you do this, please leave some type of identifying information in/on the vehicle so we know who to contact if it needs to be repositioned.

Please note that parking a trailer is free of charge and is available on a first-come first-serve basis, and neither GEAPS nor Hargrove are responsible for theft or damage.

The biggest and best show in the grain industry!

Make plans now to attend 2023 GEAPS Exchange at the Kansas City Convention Center on February 25-28.

Become an Exhibitor

Exchange 2023 On-Site Schedule for Exhibitors

Thursday, February 23, 2023Set-Up: Large Equipment By Appointment OnlyOpen

All large equipment booths must schedule an appointment to move-in. Large equipment is defined as anything that requires ground unloading off of a flatbed or lowboy, or anything that warrants additional room to unload. To make an appointment, or see if you qualify to move-in on Wednesday or Thursday, contact Hargrove by email or at (301) 306-4627.

Friday, February 24, 2023Set-Up: Large Equipment By Appointment OnlyOpen

All large equipment booths must schedule an appointment to move-in. Large equipment is defined as anything that requires ground unloading off of a flatbed or lowboy, or anything that warrants additional room to unload. To make an appointment, or see if you qualify to move-in on Wednesday or Thursday, contact Hargrove by email or at (301) 306-4627.

Saturday, February 25, 2023Set-Up: All ExhibitorsOpen

Set-Up: 7 a.m. – 5 p.m. Aisle carpet will be laid Saturday at 5 p.m., please clear the aisles.

Sunday, February 26, 2023Set-Up: All Exhibitors (Must by Show Ready by 9:45 a.m.)Open

Set-Up: 6:30 a.m. – 9:45 a.m. Exhibits must be show-ready by 9:45 a.m.

Hall Open to Exhibitors: 6:30 a.m. – 6 p.m.

Show Open: 11:15 a.m. – 6 p.m.

Lunch: Noon – 1pm

Welcome Reception: 4:30 p.m. – 6 p.m.

Monday, February 27, 2023Expo Hall Open to Exhibitors 7:00 a.m. – 5:00 p.m.Open

Hall Open to Exhibitors: 7 a.m. – 5 p.m.

Show Open: 10:00 a.m. – 3 p.m.

Lunch: Noon – 1pm

Monday, February 27, 2023Expo Hall Open to Exhibitors 7:00 a.m. – 5:00 p.m.Open

Hall Open to Exhibitors: 7 a.m. – 5 p.m.

Show Open: 10:00 a.m. – 3 p.m.

Lunch: Noon – 1pm

 

Tuesday, February 28, 2023Expo Hall Open to Exhibitors 7:00 a.m. – 7:00 p.m.Open

Hall Open to Exhibitors: 7 a.m. – 7 p.m.

Show Open: 10:00 a.m. – 1:45 p.m.

Lunch: 11:30 am – 12:30 pm

Tear-Down: 1:45 p.m. – 7 p.m. Tear-down is not allowed prior to 1:45 p.m. on Tuesday.

 

 

Wednesday, March 1, 2023Tear-Down: 8:00 a.m. – noonOpen

Tear-Down: 8 a.m. – Noon

Learn Alongside Attendees

Take a break from the Expo Hall by attending a GEAPS Exchange education session.
Exhibitor registration includes access to all education giving you the ability to
learn alongside your customers.

Learn More

2023 Exhibiting Information

Exhibitor KitOpen

Exhibitor Kit: View Details

Hargrove Contact information:

Hargrove Exhibitor Services
Phone: +1 301.306.4627

exhibitorservices@hargroveinc.com

Booth PaymentsOpen

Down Payment (50%) is due by October 25, 2022 or upon reservation of booth space. 

Final payments for booths at Exchange 2023 are due on December 1, 2022. If you have not done so already make sure to submit payment to retain your space. 

Click here to view your Exhibitor Console

Cancellation PolicyOpen

Cancellation Policy: Cancellation Deadline is December 1, 2022. Refunds for exhibit space will not be given after this date unless special circumstance occur. In the event that the show is physically sold out (no room for expansion) and there is an established waiting list, refunds will be given on a 1:1 basis less 10% of the rental fee paid. 

Contract RulesOpen

Download  a copy of the contract rules for GEAPS Exchange 2023. 

 

Register Booth WorkersOpen

If you are working at a booth for your company, you must register individually. 

Each exhibiting company receives two complimentary exhibitor registrations per each 100 square feet of booth space reserved. Additional exhibitor registrations must be purchased at a special reduced rate. 

Exhibitors cannot register with Expo discount coupons or Expo-only passes. 

Register booth staff here

InsuranceOpen

Proof of General Liability Insurance Requirement

All exhibiting companies are required to provide proof of general liability insurance. Companies who do not provide us with this proof will not be allowed to enter the exhibit hall. If you have not done so already, please email your proof of general liability insurance to conferences@geaps.com. 

Please note these special requirements for the certificate: 

  • One, the certificate must cover “Commercial General Liability” insurance. 
  • Two, the certificate must cover the dates of February 23-March 1, 2023. 
  • Three, the limit for each occurrence must be set at a minimum of $1,000,000. 
  • Finally, both GEAPS and Kansas City need to be included on the certificate as additional insureds. The language would look like this, “Grain Elevator and Processing Society (GEAPS) and the City of Kansas City, Missouri are additional insureds with respect to the insured’s exhibit at the 2023 GEAPS Exchange.”

Facility InformationOpen

Kansas City Convention Center
301 West 13th Street, Kansas City, MO 64105

Exhibit Halls: Halls C,D,E
Ceiling Height:  Varies from 33’ – 42’
Floor limits: 300 lbs per sq ft

End-CapsOpen

End-Caps

The aisles run vertically on this floor plan, so if you reserve a 20 ft. wide exhibit space that is positioned perpendicularly to the vertical aisles, end-cap design rules will apply . 

Design Rules 

Large Equipment Move-In

All large equipment booths must schedule an appointment to move-in. Large equipment is defined as anything that requires ground unloading off of a flatbed or lowboy, or anything that warrants additional room to unload. To make an appointment, or see if you qualify to move-in on Wednesday or Thursday, contact Hargrove by email or at (301) 306-4627.

No Suitcasing Policy

If an attendee who is not officially representing any company showcasing in the Exchange exposition [a company registered as a trade-show exhibitor] is observed to be soliciting business from an attendee who is also not registered as a trade-show exhibitor, in the exposition hall or any other public space or facility under GEAPS’ Exchange show management, or in violation of any provision of this policy, that person will be asked to leave the facility or space immediately. Penalties may also be applied. Observed violations should be reported to GEAPS’ Exposition Services Manager.

GEAPS recognizes that “suitcasing” may also take the form of commercial activity conducted from a hotel guest room; a restaurant, club, or other public place of assembly over which GEAPS has no management control. This policy applies to only GEAPS’ events at venues including sites, facilities or portions of facilities under GEAPS show management to include any event, facility or space reserved by or for GEAPS. Read the full policy.

Exhibitor Info

If you have a question not answered here please reach out and we would be happy to assist.

Phone: (763) 999-4300

Email: conferences@geaps.com

Key Deadlines for Exhibiting At Exchange 2023Open

  • August 26 – GDI (Guaranteed Dedicated Island) contracts due to brittany@geaps.com
  • October 25 – Booth Down Payments (50%) due
  • October/November – (specific date to be announced later) Registration and Housing Opens
  • December 1 – Final Booth payments due
  • December 1 – Updated Certificate of Insurance due: with the following language:
  • December 1- Cancellation deadline for full refunds

Some of the features labeled on the floor plan include: Open

  • The main entrance attendees will use to enter the expo hall (via escalator).  There is also an auxiliary entrance attendees may use to enter the expo hall from Level 3 as some education sessions may be on this floor. You will see these printed in red towards the bottom of the floor plan.   
  • An escalator on the left side of the floor plan, which will only be moving in a downward direction to bring people back to Level 2 where registration will be located.   
  • The GEAPS booth and Grain Entrapment Rescue Demo areas, which will also feature refreshments and potentially a chapter cornhole tournament.   
  • Two lunch areas, which will contain our daily lunch offerings as well as seating.    
  • Four regular lounges, simply labeled “Lounge,” which will house refreshment breaks (dependent on sponsorship) and tables/seating as space allows.   
  • Four innovation stations (FKA Pods), which are areas offering hands-on learning opportunities scheduled at various times during the expo. New last year, instead of the space being completely curtained-off, they will be open areas with only one curtain panel behind the presenter.  The theme for the innovation stations will coincide with the two themes for education at Exchange: Maintenance and Employee Development.   
  • Expansion Hall – If we sell-out of booth space, we will add booths to this part of the expo hall.  If not, it will be completely closed-off.   
  • The loading docks, which are listed at the top and left side of the floor plan. 

Expo Hall SpecsOpen

  • These symbols represent columns:

  • The ceiling height varies from 33’-42’.
  • The floor load limit is 300 lbs. per sq. ft.

End CapsOpen

The aisles run vertically on this floor plan, so if you reserve a 20 ft. wide exhibit space that is positioned perpendicularly to the vertical aisles, end-cap design rules will apply (see link to design rules below).   

Other Pertinent Pieces of InformationOpen