EXPO TOOLKIT
EXHIBITOR INFO
EXPO Show Hours
Wednesday, March 26, 2025
10:00 AM – 8:00 PM
Thursday, March 27, 2025
8:00 AM – Noon
Responsibilities
After securing your booth(s), exhibitors are responsible for the following:
- Travel and accommodations
- Shipping freight TO and FROM the event
- Booth Payment – Due March 1, 2025
- Booth Staff Name Badges
- Booth Set-Up and Take Down (Pipe, drape, covered and skirted tables, and chairs will be ready in your booth prior to set-up.)
Cancellation Policy
Any booth space(s) canceled after confirmation will cost the exhibitor one-half of the total amount until February 20, at which time the fees are non-refundable and all such space will be unconditionally released for reassignment to others. If you are experiencing any potential cancellation, please contact EXPO immediately at expo@wvexpo.com or (304) 342-3976 to discuss your options.
Booth Assignments
Exhibitors are unable to select a space upon booth purchase due to restrictions at the facility. However, exhibitors have the opportunity to request their booth be located in a particular area (Main Lobby, Grand Hall, or Coliseum). EXPO will do its best to honor your request(s). If for some reason we cannot place you in your desired location, the exhibitor will be contacted to discuss the next best option. Booth numbers and maps will be announced in February. Exhibitors will receive their booth assignment by email and by mail.
Name Badges
Exhibitor Move-In
Exhibitors must move in on Tuesday, March 25, 2025 from 8:00 AM – 8:00 PM. No Wednesday move-in will be permitted unless approved by EXPO show management. (Select heavy equipment exhibits will be notified of a mandatory Monday, March 24, move-in.)
Heavy Equipment Move-In
Select heavy equipment exhibits will be subject to a mandatory move-in on Monday, March 24, 2025. Exhibitors will be notified in a special mailing and a time slot will be assigned. Heavy equipment MUST be removed by 5:00 p.m. on Thursday, March 27. If items cannot be removed by that time, please contact EXPO to make arrangements. Please let us know if you have large equipment or unique exhibit items that may require an early move-in.
Exhibitor Check-In
All exhibitors must check in at the EXPO Show Office upon their arrival on Tuesday, March 25. The show office is in the Main Lobby behind the Registration Desk. We will assist you in finding your booth location and provide any pertinent information. Heavy equipment exhibitors moving in on Monday, March 24, will be able to pick up their move-in packet in the coliseum that day.
Unloading for Move-In
Exhibitors are encouraged to use one of the facility’s loading docks to bring in booth items. To access the dock map, click here.
See details below:
- If your booth is located in the COLISEUM, please bring items through the coliseum loading dock off Lee Street.
- If your booth is located in the GRAND HALL, please bring items through the Grand Hall loading dock off of Lee Street, or under the facility’s parking garage off Quarrier Street.
- If your booth is located in the MAIN LOBBY, you may carry items through the front door. Feel free to unload items at either the Grand Hall or Coliseum loading docks.
Parking
Parking at the Charleston Coliseum & Convention Center is free on Tuesday. The cost for parking in the facility’s garage is $5 per visit on Wednesday and Thursday. One (1) complimentary parking pass (good for both Wednesday and Thursday) per paid booth will be provided to each exhibitor. Additional passes allowing unlimited travel during the two days of the show may be purchased for $8 at the Show Manager’s office.
Move-Out
Move-out will not be permitted prior to Noon on Thursday, March 27. All displays must be completely removed from the facility by 5:00 PM. If for any reason you must remove items on Friday, March 28, please contact EXPO to make arrangements.
Shipping Booth Materials
Exhibitors wishing to ship booth items to the show can do so by using the EXPO Drayage Form. The Charleston Coliseum & Convention Center is responsible for receiving, unloading, warehousing, delivering shipments to booths, storing empty crates, and processing exhibitors’ shipments. Storage fees will be waived for any items received weighing under 100 lbs. Items weighing more than 100 lbs. are subject to a daily storage fee. To obtain the form, CLICK HERE.
IMPORTANT: At the event’s conclusion, it is the exhibitor’s responsibility to ensure materials are carefully crated and each item is properly labeled for pickup. It is the responsibility of the exhibitor to arrange pick-up from the facility. A printer will be available for anyone needing to print a label / bill of lading. See the EXPO Show Office in the Main Lobby for assistance. Please leave any outgoing items in your booth. Be sure to properly secure labels or paperwork on freight and provide a bill of lading to the EXPO Show Office upon departure.
Overnight Security
Security is provided after hours on Monday (for heavy equipment), Tuesday and Wednesday, however, exhibitors are still encouraged to place items of value out of sight or take them with you if possible during non-show hours. Exhibitors shall accept all liability (damage, loss or accident) that might ensue from any cause in connection with the transfer, installation, maintenance, display or removal of exhibits. Neither EXPO nor the Charleston Coliseum and Convention Center will accept responsibility for theft or damage. Exhibitors are encouraged to insure themselves against all losses and claims.
Additional Booth Needs
AUDIO/VISUAL NEEDS:
EXPO is pleased to recommend American Technology Rentals (ATR), Inc. as your rental source for trade show audio, video, and multimedia needs. ATR’s experienced, professional technicians can help you if you are having problems with your equipment or just need some help getting your technology wired up and ready. ATR offers many items such as computers, flat screens, effect lighting, speakers, projectors, screens, microphones, and much more. Call (304) 586-2804 or visit americantechrentals.com to enhance your booth space today!
CATERING NEEDS:
Any food or beverage items given away at your booth or offered during a seminar or meeting, must be provided by the exclusive in-house caterer to the Charleston Coliseum & Convention Center. Add a tasteful dimension to your booth, offering customized menus and services to meet your needs, including international and regional specialties plus “home-grown” West Virginia flare. To contact the catering department, please reach out to Cindy Jones at cindy.jones@sodexo.com or 304-357-7400.
OTHER BOOTH NEEDS:
The Charleston Coliseum & Convention Center is pleased to offer additional items for your booth including colored tablecloths, high-top tables and chairs, and more. To inquire about additional booth inventory items, please contact Noah Kennedy at nkennedy@charlestonconventioncomplex.com.
Exhibitor Service Center
The EXPO Exhibitor Service Center will be available to exhibitors during the event. It will be equipped with a computer and printer. Anyone needing access to these items can see the EXPO Show Office located in the Main Lobby for assistance.
Rules & Regulations
The Charleston Coliseum & Convention Center’s rules and regulations can be viewed by clicking here. The IAEE guidlines for display rules can be viewed by clicking here.
PROMOTE EXPO
Find everything you need to help promote your involvement with EXPO. To effectively promote your involvement at EXPO, see below a variety of templates that you can utilize across marketing channels.
- Incorporate event details into your email signature.
- Make an announcement to your customers/clients/subscribers.
- Feature a banner image related to the conference on your website or any other digital platforms you use.
- Use social media to further spread the word using #wvexpo; share updates, insights, and excitement about the event on platforms such as Facebook, Twitter, Instagram, and LinkedIn.
Please note that all the red text in the provided templates should be customized with your organization’s specific information to create an effective promotional campaign.
EXPO Logo
Use an official EXPO logo on your website, in email communications, or in printed materials to promote your presence at this year’s event. If you require a different format or require a customized version of the logo/artwork, contact expo@wvexpo.com. Please link all logos to wvexpo.com.
HORIZONTAL LOGO - PNG
STACKED LOGO - PNG
News Release
Help spread the word about EXPO. Invite your contacts to exhibit, sponsor, advertise, or attend. Please link all logos and references to wvexpo.com.
NEWS RELEASE
Join us for the West Virginia Construction + Design EXPO
Charleston, West Virginia – The 46th annual West Virginia Construction + Design EXPO will take place on March 26-27, 2025, at the Charleston Coliseum and Convention Center. This premier event is expected to attract nearly 4,000 attendees and feature close to 300 exhibitors, more than 80 continuing education seminars, and a host of other top-tier industry activities.
EXPO serves as the ultimate gathering for professionals connected to West Virginia’s construction, engineering, and design industries. Whether you’re directly or indirectly involved in these fields, this annual event offers unparalleled opportunities to network, expand your knowledge, and discover the latest industry advancements — all under one roof.
The show hours are 10:00 a.m. to 8:00 p.m. on Wednesday, March 26, and 8:00 a.m. to 12:00 p.m. on Thursday, March 27. Attendees can access a full schedule of seminars — many offering free continuing education credits — and other event details on the EXPO website. Registration is free for qualified attendees and can be completed either in-person at the event or online at www.wvexpo.com.
EXPO is proudly presented by the Contractors Association of West Virginia, the National Society of Professional Engineers – West Virginia Chapter, the West Virginia Chapter of the American Institute of Architects, and the West Virginia Utility Contractors Association, alongside 24 co-sponsoring organizations. Over the years, EXPO has become the key meeting place for contractors, architects, engineers, suppliers, purchasing agents, public works officials, and others connected to the commercial and industrial construction sectors.
The 2025 West Virginia Construction & Design EXPO is a professional trade show, and all attendees must be registered to participate. For more information and to register, visit www.wvexpo.com.
EXPO AD 2025 - JPG
EXPO CUSTOM AD 2025 - JPG
BEWARE OF SCAMS
PHONE CALLS:
Some exhibitors have received phone calls from persons not affiliated with the show claiming to need additional information to ensure your participation. These calls are NOT legitimate. If the call does not come from EXPO Show Manager Cassidy McDonald or Office Manager Rena Moles, it is not a legitimate call.
ATTENDEE LISTS:
Fraudulent companies are sending phishing emails to participants claiming to offer attendee lists. This is a common attack on conferences and trade shows. It is EXPO’S policy to NEVER sell, rent, or share attendee email contact information with any third party. No company is authorized to distribute or sell any email lists from our events. EXPO is not providing these lists or generating these messages.
HOTEL RESERVATIONS:
Be warned that unauthorized third-party organizations have contacted EXPO patrons to assist with hotel reservations via email and by phone. Please be advised that EXPO has NOT contracted a third party to assist attendees in booking reservations and these services are not affiliated in any way with EXPO. These organizations may claim to provide lower rates, but attendees who booked through these services have lost both their deposits and reservations. EXPO communicates directly with local hotels to facilitate group rates for our event.
WHAT TO DO:
If you receive an email offering to sell you a list of attendees or discounted hotel room rates, do NOT respond to it. By responding – even with a request to unsubscribe – you confirm that your email address is valid, which may increase the likelihood that you’ll be contacted again. If you are contacted by phone, simply hang up. You should always be on your guard against attempts by individuals to lure you into undesirable agreements, to sell you services that are not wanted or needed, or to fraudulently redirect funds from their intended recipient. If you find that you have fallen prey to these scams, immediately contact your credit card company.
When in doubt, call the EXPO office at (304) 342-3976.
Table of Contents
Learn more by accessing the EXPO Toolkit which contains important information for exhibitors including accommodations, schedule, how to obtain name badges, marketing templates, and more!
