Trade Show Vendor Resources

INSURANCE

All exhibitors licensed by the NWSS must have commercial general liability insurance coverage on their activities/operations at the NWSS.  The trade show office must receive an acceptable Certificate of Insurance by November 1, 2024 or a $125.00 insurance fee will be charged to the exhibitor and payable prior to move-in.  If your renewal date falls after the November 1 deadline, you must have your insurance carrier provide NWSS with a current policy declaration and a statement that the renewal certificate will be sent to the NWSS by January 1, 2025. If this does not take place you will be charged a $125.00 policy fee and an additional $35.00 late processing fee to be included on our blanket policy.

Coverage Requirements

Minimum of one million dollars combined single limits per occurrence insuring against claims for bodily injury, property damage and product liability.

Insurance coverage must be valid January 6– 28, 2025.  The insurance carrier must provide the trade show department with thirty days’ written notice on policy cancellation or changes in policy terms.

A sample copy of an acceptable certificate of insurance is provided in the Trade Show Exhibitor Rules and Regulations Manual, it is recommended that you submit this to your insurance company for accuracy.

Insurance Certificate Requirements

All insurance companies must be approved to do business in the State of Colorado and acceptable to WSSA. WSSA its Directors, Officers, employees, agents and the City and County of Denver, must be added as additional named insured on the policies with a 30-day written notice for any changes in coverage or cancellation of the policies. Certificates must be in the office of WSSA 30 days prior to the effective date of this agreement or forfeit all rights under this agreement. The exhibitor understands that as an independent exhibitor, he or she or his or her employees, are not covered by WSSA General Liability Insurance and/or Worker’s Compensation Insurance. Exhibitor agrees to obtain and maintain, in effect, for the duration of the Contract the following insurance coverages.

Liability Insurance

As a condition of the Contract the exhibitor will provide insurance certificates for Commercial General Liability Insurance, including products liability and completed operations, personal and advertising injury and contractual liability with a minimum limit of $1,000,000.00 per occurrence. When applicable, the exhibitor will provide certificates of insurance for Professional liability, error and omission coverage, copyright liability and pyrotechnic liability, with a minimum liability limit acceptable to WSSA. Providers of professional service including Veterinarians, Medical Assistance Providers and Other Professional services must provide Professional Liability coverage for their services. The description field must say: The Western Stock Show Association, its directors, officers and employees and the City and County of Denver are additional insured with respect to exhibitor operations/activities on The Western Stock Show Association grounds.

Auto Liability

Commercial Automobile liability insurance, covering all owned autos or any vehicle to be used on WSSA premises, including Non-Owned and Hired Auto, must have coverage with a minimum liability limit of $1,000,000.00 per any one occurrence.

Workers Compensation Insurance

The exhibitor will provide a certificate of insurance for Colorado Workers’ Compensation Insurance covering all employees of the exhibitor and/or Sub contractors. Any waivers of coverage endorsement, on the Workers’ Compensation policy, must be attached to the certificate of insurance. Policy shall include employer liability. Any exception to his requirement must comply with Colorado Workers’ Compensation Laws. A waiver form required by WSSA insurance must also be signed.

Please mail insurance certificates to:

National Western Stock Show

Attn: Trade Show Department

4655 Humboldt Street

Denver, CO 80216

Fax to: (303) 292-1708 Attn: Bridget Oakes

Email to: [email protected]

K & K Insurance will provide premises liability coverage for licensees at the National Western Complex under a master policy.  Coverage for concessionaires and exhibitors includes public liability with a $1,000,000 combined single limit. Liquor liability is specifically excluded.  General liability coverage conforms to the requirements of the Contract with National Western. This does not provide coverage for exhibitor’s property or products. Exhibitors must obtain their own coverage for damage or loss to their property or products.

General liability coverage will be provided January 6– 28, 2025.

The following are not acceptable for endorsement on this policy: ear piercing, knives, tattoo parlors, haunted houses, stroller & wheelchair rentals, moonwalks, arcades, cookhouses and displays containing live animals. Your insurance coverage will only be effective during your presence on NWSS premises and during the specified dates. Please issue coverage in accordance with this program.

Exhibitors will absolve NWSS from any act or omission in facilitating such insurance through its insurance agent.  All exhibitors participating in the NWSS will be in compliance with the Colorado Statute in regard to motor vehicle public liability on every motor vehicle unit used by the exhibitor on the Grounds of NWSS. NWSS does not undertake to act as risk manager, insurance agent or broker in any way, but only offers this provision for a fee as a service to the exhibitor. Per Colorado State requirements, exhibitors are required to provide a certificate of insurance for Colorado Workers’ Compensation Insurance covering all employees of the exhibitor.

 

 

 

 

 

 

 

Show Service Order Forms Entire Packet

Badge Order Form

Early Move-in Request Form

Electrical Order Form

Group Insurance Order Form

WIFI Order Form

Prize Drawing Form

2025 Trade Show Vendor Video V2.mp4

Expo Hall/Hall of Education 2025

Expo 3-Third Floor 2025

Stadium Hall/Stadium Hall Connecting Link 2025

Stadium Arena 2025

Events Center 2025

Coliseum 2025

Deadline Dates

April 15                    Online invitation requesting your exhibit space due

August 1                  Signed contract and 25% of total sales order due

August 1                  Product Line Listing Form due

October 1               Final payment of all exhibit fees

October 8              Space will be cancelled if all exhibit fees are not paid in full

November 1          Show service orders due and paid in full

December 2          Colorado State tax identification number due to NWSS

MOVE-IN DATES

Early Move-in

Early move-in will be granted on a limited basis for exhibitors that have extensive set-up requirements. An Early Move-in Request form (found on page 34 of Rules and Regulations) must be completed and returned to the trade show department by November 1, 2024. You will be notified of approval/denial via email by December 1, 2024. Please return the form to [email protected]. Please keep in mind that there is no security during early move-in and your display and product is left at the facility at your own risk.

January 6            Move-in begins in the Expo Hall, Hall of Education, Stadium Hall, Stadium Arena, SYEC

January 8           Move-in begins in the Coliseum and Expo 3 (Third Floor)

January 9           Move-in begins in the Events Center

MOVE-IN HOURS BY LOCATION

Expo Hall, Hall of Education, Stadium Hall, SHCL, Stadium Arena

Monday	January 6, 2025	8:00am - 4:00pm
Tuesday	January 7, 2025	8:00am - 4:00pm
Wednesday	January 8, 2025	8:00am - 4:00pm
Thursday	January 9, 2025	8:00am - 8:00pm
Friday	January 10, 2025	8:00am - 8:00pm

Expo Hall 3 (Third Floor)

* Notice starting time*

Wednesday	January 8, 2025	*12:00pm - 4:00pm
Thursday	January 9, 2025	8:00am - 8:00pm
Friday	January 10, 2025	8:00am - 8:00pm

 Events Center **See important note below**

Thursday	January 9, 2025	8:00am - 8:00pm
Friday	January 10, 2025	8:00am - 8:00pm

**Important Events Center Notice**

Friday January 10th, we will host a scholarship fundraising luncheon that utilizes the Event Center during exhibitor set-up times. From 11am – 1pm there will be no entry/exit through the roll door or the lobby and it is imperative that your set-up is done quietly without distracting the participants and horses in the arena. Power tools and loud noises are strictly prohibited. Please plan your move-in/set-up schedule accordingly.

Coliseum

Wednesday	January 8, 2025	8:00am - 4:00pm
Thursday	January 9, 2025	8:00am - 4:00pm
Friday	January 10, 2025	8:00am - 7:00pm

SYEC

Monday	January 6, 2025	8:00am - 4:00pm
Tuesday	January 7, 2025	8:00am - 4:00pm
Wednesday	January 8, 2025	8:00am - 4:00pm

MOVE-OUT

January 26          Exhibitors may begin dismantling their exhibits after 6:00pm and when the building is clear of patrons. Move-out hours: 6pm – 11pm.

January 27          Move-out hours: 8am – 4pm

January 28         Move-out hours: 8am – noon

SHIPPING/RECEIVING

Pre-Show

Contact our official decorating company (Freeman Decorating) regarding their shipping, receiving and handling services. Freeman Decorating can be reached at (303) 320-5100.

The NWSS requires notice of any shipments and approximate date of delivery. NWSS will accept limited shipments beginning January 6. Pre-approval for deliveries is required or the shipment will be refused. We are only capable of storing a limited number of packages therefore it is highly recommended to work through our official decorating company for receiving and storage needs.  Shipments received prior to January 6, 2025 will be refused. We do not have a “dock” area.

The NWSS is not responsible for lost, stolen or damaged articles that are received by, signed by, stored or left at NWSS. All deliveries must be addressed to the exhibitor, exactly as follows. Failure to follow these addressing guidelines may result in refusal or misdirection of deliveries.

 Company / Booth Name (as it appears on Contract)

Booth Number(s)

C/O National Western Stock Show

4655 Humboldt Street

Denver, CO 80216

During Show

All deliveries are to access the grounds through Gate #7 and proceed to the Hall of Education Door #1. Delivery vehicles will not be allowed in the building beginning January 6, 2025.

Post Show

Exhibitors are responsible for outgoing shipments.  The NWSS is not responsible for lost, stolen or damaged articles that are left to be shipped from the NWSS

2025 Rules & Regulations

Freeman Decorating

Colorado Sales Tax Information

City of Denver Taxes

City of Denver Tax Application

City of Denver Tax Rate Change Letter

2025 Trade Show Exhibitor Show Service Forms

2025 Trade Show Exhibitor Insurance Requirements

2025 Trade Show Vendor Video V2.mp4

In appreciation of outstanding trade show booth displays, one trade show exhibitor is chosen for each of the following:

Grand Champion for Best Trade Show Booth Presentation (First Place)

Prize: $1,000 credit toward 2026 trade show booth space and First Place Ribbon/Plaque

Reserve Champion for Best Trade Show Booth Presentation (Second Place)

Prize: $750 credit toward 2026 trade show booth space and Second Place Ribbon/Plaque

Honorable Mention for Best Trade Show Booth Presentation (Third Place)

Prize: $500 credit toward 2026 trade show booth space and Third Place Ribbon/Plaque

Exhibitors will be judged based on the following criteria.

Adherence to Booth Rules and Regulations

• • Adheres to design rules, as outlined in the Exhibitor Rules and Regulations Manual, to include height, signage, lighting, electrical cords, access to electrical boxes, fire alarms, etc.
  • Show management or fire department approvals obtained when needed (i.e., fire permits, smoke detectors, canopies, roofed areas, and building structures).
  • Constructed with show-approved materials.
  • Structural integrity.
  • The show-provided white identification sign is visible.
  • The display is within the dimensions of the booth.
  • Cords, storage totes, extra merchandise, boxes, etc., are out of sight.

Western/Agricultural Theme

• • The booth display incorporates a Western/Agricultural theme (some examples: western storefront, chuck wagon, barrels, wooden fences, barns, use of materials such as Barn wood, metal, old doors, vintage or antique items, chalk paint, rustic or southwestern items, etc.)
  • Creative signage (some examples: wood burned signs, large wooden letter signs, metal signs, handcrafted mix media signs, etc.)
  • Flooring (padded, carpeted).
  • Costumes (incorporates the theme of the booth or Western theme in general).  Backdrops.

Design 

• • Uniqueness.
  • Theme carried throughout.
  • Use of props.
  • Creative use of fabrics, lighting, flooring, draping, colors, display items, and building materials.
  • Tables are draped, skirted, and covered.
  • Pipe and drape is covered/out of site or not used.
  • Creative use of booth obstructions (pillars, poles).

Cleanliness

• • No trash, food, or personal items in sight.
  • Product is neat and organized. Clothing is folded and clothing racks are organized.
  • The product and booth are dusted and there is no visible dirt.
  • Storage boxes, totes, extra products, or wrapping are out of sight.
  • Glass cases are cleaned.
  • The floor is vacuumed/swept. Trashcans are emptied.

Presentation 

• • Quality of merchandise and adherence to approved merchandise to be sold.
  • The product does not overwhelm the booth space.
  • Professional price tags and signage (no handwritten signs or tags-especially “sale” signs).
  • The product is fully stocked.
  • Mannequins are fully dressed.
  • If tables are used, levels are created and not just stacks of items (i.e., use of risers/props to create multiple levels).
  • Interaction in the booth (an artist is painting, a jeweler is crafting jewelry, a sculptor is sculpting, shaping of hats, tooling leather, etc.)

Salesmanship

• • Disposition of employees (not on their phones).
  • No visible eating or drinking in the booth.
  • The staff is wearing appropriate attire and neatly groomed.
  • The booth is properly staffed for its size.
  • Not overly aggressive. No yelling out or standing in the aisle.

General Rules

1. There is no cash value.
2. Dollar amount will be deducted from your total exhibit space fees for the following show only.
3. If your total exhibit fees do not equal the amount of the credit, you will only receive the amount of the exhibit fees.
4. Exhibitors must participate in the following show to receive the credit.
5. If you cancel your booth space for any reason, you will forfeit the credit.
6. Exhibitors may win multiple years in a row, but there must be significant differences/changes to your display.
7. NWSS has the final say on all winners and contest rules.

If you have any questions, please email [email protected].

2025 Trade Show Exhibitor Benefits

$5 each Coors beer at the Cowboy Bar and Herd Sire Bar for all trade show exhibitors wearing their badges.

$3 off all National Western Stock Show ticketed events to include all rodeo and horse shows. Show your exhibitor badge at the box office to receive the discount.

$50 (normally $175) 2025 club pass for access to the National Western Club. Each meal is $27 per guest. Limit 6 guests per day with your pass. To purchase your pass, show your exhibitor badge to the receptionist located on the third floor of the Hall of Education in the administrative offices.