Exhibitor Frequently Asked Questions
GENERAL EXHIBITOR QUESTIONS
September 16, 2025 - 8:00 AM – 6:00 PM
(Live Demo opens at 10:00 AM and closes at 5:00 PM)
September 17, 2025 - 8:00 AM – 3:00 PM (Live Demo opens at 8:00 AM and closes at 3:00 PM)
OUTDOOR Exhibitor Move-In
September 13 - 10:00 AM – 5:00 PM
September 15 - 8:00 AM – 6:00 PM
Outdoor exhibitors will be assigned move-in and move-out dates and times. Assignments will be forthcoming and will be reconfirmed approximately 30 days in advance.
INDOOR Exhibitor Move-In
September 15 - 10:00 AM – 6:00 PM
OUTDOOR Exhibitor Move-Out
September 17 - 3:00 PM – 8:00 PM
September 18 - 8:00 AM – 8:00 PM
Outdoor exhibitors will be assigned move-in and move-out dates and times. Assignments will be forthcoming and will be reconfirmed approximately 30 days in advance.
INDOOR Exhibitor Move-Out
September 17 - 3:00 PM – 8:00 PM
September 18 - 8:00 AM – 12:00 PM
Each 10x10 Indoor Booth Space Includes:
(2) full conference registrations
(1) 6-foot table, draped table
(1) 8-foot-high back drape,
(2) 3-foot-high side drape (if applicable)
(2) Side chairs
(1) Wastebasket
(1) Exhibitor ID sign
Exhibitors can check in at registration starting September 15th from 10:00 AM – 5:00 PM at the registration counter in the in the North Wing Foyer of the Kentucky Exposition Center. Outdoor exhibitors will check in with our event staff in the designated lot at their assigned move-in time.
Instructions on how to register your booth staff will be emailed to you directly along with access to the exhibitor portal.
You can purchase extra exhibitor badges through the exhibitor portal. Once your allotted complimentary registrations have been used, the system will prompt you for payment for any additional registrations. Additional exhibitor badges can be purchased at a discounted rate of $365 per person.
Yes, the full Scrap Expo passes allotted with your exhibit package provide access to all general conference sessions of the event and networking meetings. We encourage exhibitors and sponsors to explore all of the programming that Scrap Expo has to offer.
Yes, we have contracted a discounted room rate at 2 nearby hotels in Louisville, Kentucky. For more information on the discounted group room blocks please click here.
A Certificate of Insurance, or COI, is a document used to provide information on specific insurance coverage. It includes important information from your insurance company, such as limits of coverage, policy number, certificate holder name, certificate holder address, effective dates, and additionally insured.
All Exhibitors are required to furnish a COI, at their own expense, of at least $1 million of comprehensive general liability insurance by July 30, 2025. More information about the COI can be found here.
Yes, lead retrieval can be ordered through your exhibitor portal leading up to the show and on-site at the event. Additionally, all exhibiting companies will recieve a full attendee list with contact details approximately 3 business days after the event.
The event app is not currently available. Watch your email closer to the event to be notified when the app is available for download!
We have created a promotional toolkit for exhibitors to use to promote their presence at Scrap Expo. Here you will find ads that can be edited with your logo, recommended copy and other materials that you are free to use to help promote your company’s booth at Scrap Expo. Click here to access to the toolkit.
An access link to the exhibitor portal has been sent to your email. If you did not receive this email, please contact Kim Tabor at ktabor@gie.net and she will resend your log in credentials to you.
All company logos/descriptions on the exhibitor page have been provided to show management separately and have to be manually added to the website. If your logo is not appearing on the site, we have either not received it or it has just been sent to us and has not been added yet. While we aim to get all exhibitor logos added to the website as quickly as possible, logos can take up to 3 business days to be added to the conference website after they have been submitted to show management.
You can upload your company logo and description through the exhibitor portal or by emailing it to Kim Tabor at ktabor@gie.net.
Information on our suitcasing and outboarding policies can be found here.
Cancellation or reduction of exhibit space is required in writing or sent via email to conference@gie.net and the following cancellation fees apply.
Cancellations received prior to July 3, 2025, will receive a full refund minus a $100 administrative fee. Cancellations received between July 4, 2025 and August 8, 2025 will receive a 50% refund on the total amount of exhibit space and sponsorship funds paid. Cancellations received after August 8, 2025, are non-refundable.
We’d love to hear about it! Please contact us at conference@gie.net.
EXHIBITOR SERVICES QUESTIONS
Fern Expo is the official show decorator for Scrap Expo. Fern Expo can be contacted at 800-774-1251 or 513-297-2371 or exhibitorservices@fernexpo.com
The Exhibitor Services Manual (ESM) will be available July 1, 2025.
Drayage is the handling of shipments and collateral materials upon their arrival at the exhibit hall. This includes:
- Labor and equipment to marshal the vehicles.
- Labor and equipment to unload and deliver the materials to the booth and check the shipment against the Bill of Lading.
- Labor and equipment to pick up the empty shipping containers and load them onto trucks for storage during the show.
- Trucks and drivers to haul the empty containers to an off-site storage facility if necessary.
- Rental of the off-site facility if necessary.
- Trucks and drivers to return the empty containers from the off-site storage facility to the exhibit hall at the end of the show.
- Labor and equipment to unload the empty containers from the trucks and redeliver them to the proper booths.
- Labor and equipment to pick up the re-packed materials, check them against the shipping papers, and re-load them into trucks for outbound shipment.
- Labor and equipment to marshal the vehicles during the outbound movement.
Furniture, utilities and services can all be ordered through the Exhibitor Services Manual (ESM).
No, electricity requests must be ordered through the Exhibitor Services Manual.
No the expo hall is not carpeted. If you are interested in adding padding or ordering carpet, you can do so through the Exhibitors Services Manual (ESM).
Wi-Fi is not provided by show management and must be ordered separately by the exhibitor through the wireless service provider. Information on how to order Wi-Fi for your booth can be found in the exhibitor services manual.
The deadline for advanced shipments will be available soon.
Your shipped materials will be delivered to your booth space at the start of your designated exhibitor set-up hours.
Exhibitor Services will come collect your boxes at the end of exhibitor move-in on September 16th. They will then redistribute your boxes back to you starting at 3:00 PM on September 17th.
Information on how to ship your materials back after the show has ended can be found in the Exhibitor Services Manual (ESM).