Vendor Information – Adventure Fest 2017

Thanks for supporting Bicycle Times Adventure Fest!

We are looking forward to sharing a fun-filled weekend of adventure! Here’s all the info you’ll need to have a fun and successful Adventure Fest.

Event Location:

Address: 398 Stokesville Rd, Mount Solon, VA  22843

Exhibitor Arrival Registration:

  • Please check in at the registration tent when you arrive at Adventure Fest to pick up individual passes for your crew.
  • Adventure Fest individual passes are allotted based on your booth size:
    • 10×10 = two passes
    • 10×20 = three passes
    • 20×20 = three passes
    • 20×40 = four passes
  • If you need additional registrations, please contact your sales rep.

Arrival:

  • Wednesday, October 11: optimal setup for large demo trailers. Arrival by appointment, schedule with Trina via trina@bicycletimesmag.com.
  • Thursday, October 12: 10:00 a.m. – 10:00 p.m. We strongly encourage you to arrive on Thursday. No arrivals after 10:00 p.m.
  • Friday, October 13: Arrival by appointment only. All exhibitors must be set up by Noon.

Accommodations:

  • Exhibitors will have the opportunity to camp near their booth.
  • Exhibitor camping is primitive with onsite potable water & showers.
  • There are onsite RV camping & official campsite with electric hookup you can book if needed. (Which will be live on March 1st)
  • Onsite trails that link property together, ride wherever you need to go!
  • It is recommend that you bring your own water for drinking and cooking. There will be some access to potable at the venue, but come prepared.
  • Electrical connections will not be provided for camping.
  • Expo will be held in grassy field on this beautiful 500 acre property.

Exhibit Area Public Hours:

  • TBD

Departure:

  • Sunday, October 15: Expo closes at 3pm. Exhibitors may depart no earlier than 3 p.m.
  • Monday, October 16: Vendor tents and vehicles must be removed from the venue by the end of the day on Monday.

Demo Loop & Scheduled Rides:

  • No wristband, no ride! – All attendees must have a wristband to ride demo bikes. There is a designated Demo Loop on the event map, which will take roughly 45-60 minutes depending on skill level.

Food:

  • There will be food trucks open during exhibitor hours.

The NO’s!

  • No fireworks
  • No firearms
  • No Dogs. Contact Trina if you have a traveling demo dog buddy.
  • No paper lanterns
  • No illegal drugs
  • No open fires
  • Drones must register with event and carry drone operator insurance.
  • All generators must turned off by 10 pm

Alcohol 101

  • No kegs or bottles permitted at venue. Cans only!
  • No vendors are permitted to pour or otherwise serve alcohol. If you are interested in sponsoring a happy hour please contact trina@bicycletimes.com

Insurance

Please send proof of insurance with the following to be listed as additional insured for our event:

Rotating Mass Media 3483 Saxonburg Blvd. Pittsburgh, PA 15238

Stokesville Lodge, LLC 398 Stokesville Rd, Mt Solon, VA 2284

Contact us:

Trina Haynes

Advertising Sales Manager

412-767-9910 X702 (this number will ring through to cell phone)

trina@bicycletimesmag.com