Moving In & Out

Please note: in 2019 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,
please contact Sarah Timleck via email.

Even if you have participated in the expo in previous years, steps and times have changed, so
please read this section for instructions on check in and set up. Please share this information with
the individual(s) responsible for setting up your booth at Sea Otter.

MOVE IN – Exhibitors

Exhibitors and Teams are welcome to check in and set up during the following times:

EXHIBITORS MOVE IN DAYS

Monday, April 810:00 a.m. – 5:00 p.m.
Tuesday, April 98:00 a.m. – 5:00 p.m.
Wednesday, April 107:00 a.m. – 6:00 p.m.

Teams Parking Behind the Newman Building may move in Wednesday, April 10 between 7:00 am and 6:00 pm.

Move Out – Exhibitors

Exhibitors and Teams may tear down during the following times:

Sunday, April 144:00 p.m. – 8:00 p.m.
Monday, April 158:00 a.m. – 5:00 p.m.

Important information regarding Move In & Out:

  • Exhibitors and Team Support can make arrangements for earlier move in by contacting Skip Latham via email or by phone at 831-751-6806.
  • Security will be on-site from 6:00 p.m. on Tuesday, April 9, 2019 – 7:00 a.m. Monday, April 15, 2019. Sea Otter Classic is not responsible for any lost or stolen items and does not recommend leaving any merchandise in an unattended booth.
  • During the event, vehicle load/unload hours and other vehicle restrictions will be enforced, including a 20-foot fire lane requirement throughout the venue.
  • Loading or unloading of vehicles inside the Expo must be outside of Expo hours Thursday-Sunday.
  • To accommodate exhibitors who need to bring booth goods in after the Expo has closed to traffic, Sea Otter Classic personnel can help by transporting inventory to the booths using golf carts. There will be a designated drop-off area for this purpose. For assistance with after-hours booth deliveries please contact Skip at 831-751-6806.

What to do when you arrive:

  • Follow the signs to Exhibitor Check In – now located next to the Gran Fondo Services area in the paddock. To view this area on the map, click here.
  • When you arrive at Exhibitor Check In park your vehicle and proceed into the tent to receive your parking passes and wristbands. This is a great time to ask questions and confirm your booth location.  Please note: wristbands are used during the event and must be shown/worn to enter the marketplace.
  • Once you have checked in please follow the signs to Exhibitor Services located in the Lakebed and from there you will be directed to your booth space. If you are unsure about your exact location, please ask one of our designated expo workers.
  • When you arrive at your booth, please unload your supplies and move your vehicle to the Turn 5 parking lot (BLUE 3 Park signage).

Important notes regarding move in times:

  • Exhibitors can make arrangements for earlier move in by contacting Sarah via email or by phone at 250-516-7150.
  • All exhibitors with booth space larger than a 20 x 20 or who plan to place a trailer in their booth space are strongly encouraged to set up on either Monday, April 8, or Tuesday, April 9.

Important information for exhibitors:

  • Security will be on-site from 6:00 p.m. on Tuesday, April 9, 2019 until 7:00 a.m. Monday, April 15, 2019. Sea Otter Classic is not responsible for any lost or stolen items and does not recommend leaving any merchandise in an unattended booth.
  • During the event, vehicle load/unload hours and other vehicle restrictions will be enforced, including a 20-foot fire lane requirement throughout the venue.
  • Loading or unloading of vehicles inside the Expo must be outside of Expo hours Thursday-Sunday.

Important information regarding exhibitor parking:

  • Parking at Laguna Seca is at a premium, and we strongly encourage exhibitors to ride share and carpool where possible. There are a limited number of sponsor and exhibitor parking spaces in the Exhibitor/ Sponsor parking on Turn Five, and those spaces will be filled on a first come, first served basis. If you typically use your vehicle to store product during the show, please contact Sarah regarding utilizing our convenient onsite storage containers.
  • Reminder: If you need to drop off product at your booth during show hours, you are welcome to take your vehicle down to the Exhibitor Services container where our operations team will be happy to deliver your product to your booth. For assistance with after-hours booth deliveries please contact Skip at 831-751-6806.
  • If you need to park in Wolf Hill parking, please be aware that there are golf cart shuttles available to shuttle exhibitors from parking to the expo.
  • Those exhibitors needing to park Trailers or Vehicles overnight will be directed to Long Term Vehicle/Trailer Parking for the event. Overnight parking of trailers and trucks will not be allowed in the Turn 5 parking lot.

If you have any questions whatsoever regarding move in, parking, long term parking or booth set up, please email Sarah or call 250-516-7150.

Shipping & Receiving

VERY IMPORTANT: Please 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

All 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 link below, clearly label each shipment with “Sea Otter Classic” and list the category of items enclosed.

You can find the TriCord shipping forms and information for shipping your product here.

Direct Kit forms can be found here.

 

TriCord On-Site Office Hours for Exhibitors and Sponsors:

Monday, April 8By appointment only
Tuesday, April 98:00am – 5:00pm
Wednesday, April 108:00 a.m. – 12:00 p.m.
Sunday, April 1412:00 p.m. – 8:00 p.m.

Outbound Shipping

Starting at noon on Sunday, April 14, TriCord Tradeshow Services will be on hand to help sponsors and exhibitors with outbound freight. If you did not use TriCord’s inbound material handling services but plan on using their outbound material handling services, you will need to complete the necessary forms and return them to the TriCord trailer by 12:00 p.m. on Sunday, April 14, 2019. Late orders are subject to a 25% late fee.

You can find the TriCord shipping forms and information for shipping your product here. Outbound shipping forms can be found here.

For all shipping questions you may contact TriCord Management at 831-883-8600 or visit www.tricord.net

Parking & Festival Passes

In 2019, exhibitors are entitled to ONE parking pass and four event wristbands per 10×10 space purchased.

Important updated information:

  • Parking at Laguna Seca is at a premium, and we strongly encourage exhibitors to ride share and carpool where possible. There are a limited number of sponsor and exhibitor parking spaces in the Exhibitor/Sponsor parking on Turn Five, and those spaces will be filled on a first come, first served basis. If you typically use your vehicle to store product during the show, please contact Sarah regarding utilizing our convenient onsite storage containers.
  • Reminder: If you need to drop off product at your booth during show hours, you are welcome to take your vehicle down to the Exhibitor Services container where our operations team will be happy to deliver your product to your booth.
  • If you need to park in Wolf Hill parking, please be aware there are golf cart shuttles available to shuttle exhibitors from parking to the expo.

Parking passes and event wristbands 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. Please provide names of any anticipated late arrivals to Sarah.

Storage and Rentals

Storage Options

Sea Otter is pleased to offer exhibitors onsite storage containers which are 12 feet long by 8 feet wide and can be rented for $350 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 Sarah Timleck or call 250-516-7150.

Canopy Rentals

Sea Otter has tent/canopy rentals for exhibitors and teams looking for tenting options. Canopies are outdoor type only, with 3 sides and a top, and can be rented for $650.00 per 10’ x 10’ space. You may view and order tent rentals as part of the exhibitor registration process. To register, click here. Already registered? Contact Sarah Timleck or call 250-516-7150.

Tables and Chairs

Exhibitors may rent tables and chairs for their booths as part of the registration process. Exhibitors will need to provide their own table covers.

The following tables and chairs are available for rent when you register for the event:

  • 8 Ft Table (8 Ft long by 30 inches wide by 30 inches high) $40/per (limit 10 per order)
  • 6 Ft Table (6 Ft long by 30 inches wide by 30 inches high) $35/per (limit 10 per order)
  • 4 Ft Round Table $35/per (limit 10 per order)
  • Folding Chairs $25/per (limit 20 per order)

You may view and order table and chair rentals as part of the exhibitor registration process. To register, click here. Already registered? Contact Sarah Timleck or call 250-516-7150.

Utility Connections


Electricity

Sea Otter exhibit spaces do not come with electricity. You may purchase power (15 amp) as part of the exhibitor registration process. Please note:

  • Exhibitors are responsible for bringing their own extension cords. We recommend bringing NO LESS than 100 ft of extension cord.
  • If you are purchasing multiple adjacent booths, only one connection needs to be purchased, not one for each booth.

  • There are some booths for sale that will NOT have power. Please make sure you order electricity to an area that will be serviced. Booths without electricity are clearly marked on the Sea Otter map.

  • 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. Already registered? Contact Sarah Timleck or call 250-516-7150.

Water

Non-potable water stations are available throughout the Expo – please view the expo map to see nonpotable water locations. View the expo map here. The truck wash is located down “B” road next to the gun range, a short distance from the Expo area. Look for directional signs. Please use the truck wash to clean your vehicle and do not inconvenience your neighbor by washing in your Expo spot.

Sea Otter Club Hospitality Passes

Treat your team or valued clients to a One-Day or Four-Day Sea Otter Club Pass for this year’s Sea Otter Classic.

Each Club Pass includes:

  • A relaxing, luxurious environment to conduct bike industry business, set comfortably apart from the bustling Expo.
  • Complimentary continental breakfast including gourmet coffee, fresh fruit, hot rolls, and more.
  • Complimentary expanded buffet lunch featuring a different menu every day.
  • Complimentary beer and wine served with lunch and throughout the day.
  • Cost per Pass – $175/One-Day or $650/Four-Day.

You can view and purchase your Sea Otter Club passes as part of the registration process. To register, click here. Already registered? You can purchase your passes online – just click here. Still need help? Contact Sarah Timleck or call 250-516-7150.

Alcohol Policy

The California Department of Alcoholic Beverage Control (ABC) strictly enforces the laws regarding alcohol consumption 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 observed:

  • Beer and wine only. No other alcoholic beverages are permitted.
  • Beer and wine may only be served to—or possessed, consumed, or purchased by—individuals age twenty-one and up. A valid ID is required.
  • Beer and wine may only be sold by pre-approved vendors.
  • Personal use of beer and wine in single-serving containers is permitted if purchased from pre-approved vendors.
  • Distribution of beer and wine at promotional events or private parties/organized gatherings is only allowed if purchased through the Sea Otter Classic beverage services outlined below.
  • 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 rules:

  • 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 & Beverage Coordinator, via email or at 831-229-3238.
  • Promotional Events and Private Parties: Beer and wine tickets are required for promotional events and private parties/organized gatherings. For details and rules contact Zeph Despard or call 831-229-3238.

For all alcohol related questions and pricing contact Zeph Despard, Sea Otter Food & Beverage Coordinator, by email or at 831-229-3238.

Catering & Tradeshow Services

The 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, please advise Skip Latham via email at Skip Latham or call 831-751-6806 so that arrangements can be made to allow the vendors into the exhibit area.

 

Approved List of Sea Otter Catering and Expo Vendors:  



 



Internet Services

Wi-Fi service for the general public is not available at Laguna Seca, so if your display set-up requires internet service we recommend you plan accordingly. Wi-Fi services will be provided by Livewire Information Systems.

To view pricing and to order Wi-Fi from Livewire, please access the Livewire order form by clicking here.

Please note: All Network Order Forms are due 3 weeks prior to the date when connection is needed and qualify for Advanced Pricing. Orders received after the 3-week mark will be subject to Base Pricing. See form in the link above for pricing details. A 25% late fee will be added to all orders received any later than 1 week prior to connection date.

For questions, or to return completed forms please contact: Livewire Information Systems: IT Building Phone
(831) 643-9473 Email ap@livewireis.com Fax (831) 641-9473.

If you are planning to demo bikes at Sea Otter, please read our new Demo Handbook. Even if you have demoed bikes at Sea Otter before, there are new rules and regulations regarding demos, and this handbook has been assembled to ensure you are informed and your demos run smoothly.

Click here for the Demo Handbook 

April 11-14, 2019Monterey, California, USA