Welcome, Exhibitors, to The Utility Expo 2025!

Indoor Exhibitors

A parking pass is not required during installation or dismantling periods. Vehicles are not permitted in the Exhibit Hall for loading and unloading equipment. All equipment and freight will be loaded and unloaded at the loading dock area.

If you're hand-carrying items and do not need dock access, you may park in the designated parking lot and bring your materials into the exhibit hall through the standard entrances.

Outdoor Exhibitors

On a case-by-case basis, exhibitors will be permitted to park within their booth space or KEC designated parking spaces during the installation and dismantling periods. Efforts will be made to get exhibitors as close to their booth as possible to load during installation and dismantling. All exhibitors must check in at the marshalling yard before being dispatched to the show floor.

All direct deliveries, including mobile equipment, for both indoor and outdoor exhibitors, will be directed to the Marshalling Yard, located in Lot W, where it will be released for booth delivery or dock access after clearance from the appropriate lot manager.

Upon checking in at the Marshalling Yard, drivers will be directed to the correct dock for unloading.

Address
Kentucky Exposition Center – Gate 1
Lot W
937 Phillips Lane
Louisville, KY 40209

Operating Hours
Opens September 24
7 AM – 4 PM
Closes October 13

Access to the marshalling yard is included in the Exhibitor Package Plan.

Outdoor Exhibitors: A single trailer, adjustable height, loading dock will be available daily during move-in, on a first come, first served basis in each outdoor area: Lot E and Lot K.

Indoor Exhibitors: Deliveries coming through the Marshalling Yard will be directed to the next available loading dock on a first come, first served basis to unload for indoor booths.

There is no charge to utilize the docks if assistance is not required. Should assistance be required, arrangements can be made with KEC in advance and onsite.

If you're arriving in a Privately Owned Vehicle (POV) and require dock access to unload your exhibit materials, you must first check in at the Marshalling Yard. Upon checking in at the Marshalling Yard, drivers will be directed to the appropriate unloading area.

If you're hand-carrying items and do not need dock access, you may park in the designated parking lot and bring your materials into the exhibit hall through the standard entrances.

POVs include automobiles, pickup trucks, minivans, full size vans & support vehicles. This does not include flatbed trucks, box vans, or trailers.

For safety and security reasons, Installation and Dismantling (I&D) buttons must be worn by all individuals during installation and dismantling periods.

Please check in at the Show Management Office or with Floor Managers to get I&D buttons for you and your staff supporting the set-up and breakdown of your booths.

All aisles must be 100% clean of product, ladders, gang boxes or any other items that may impede the final aisle clean up by 5 PM on Monday, October 6, 2025.

Any crates or materials not labeled or left unattended by 5 PM on October 6 may be placed in storage at the discretion of Show Management.

General Cleaning

Show Management will arrange for general cleaning in the common areas of the exhibit hall and outdoor lots. Exhibitors must keep their own exhibits clean and in good condition.

Exhibitors with excessive debris in the common areas (landscaping materials, popcorn, peanuts, etc.) will be responsible for the charges resulting from special clean up. 

Pressure washing is not allowed in booths. Companies that are hired to provide detailing and pressure washing will be staged in the marshalling yard and Lot F. Below are 3 preferred vendors providing pressure washing and equipment detailing services for The Utility Expo 2025.

Lot E and Indoor Providers

Spirit Miller
Contact: Sue Stanton
 Email: Spiritmillerne@aol.com
 Phone: 607-727-4151

Spiff Services, Inc. 
Contact: Bethany Swain
 Email: bethany@spiffservices.com

Lot K Provider

Clean & Simple LLC
 Contact: Larry Finchum
 Email: lefinchum12@gmail.com
 502-523-8234

Trailers may be stored on site during the show on a case-by-case basis in Lot W (Marshalling Yard) or in Lot F.

If you need storage access, please connect with your floor manager or speak with the Marshalling Yard team on-site to coordinate storage arrangements.

Fuel

If you need fuel for your equipment, and haven’t placed an order in advance, you can order on-site through Fern at the Exhibitor Service Desk.

Fuel for Generators

If you ordered a generator from Fern in advance and need additional fuel, please use the contact information that was provided with the generator that was dropped off at your booth.

During show days, a service vehicle pass is required for exhibitors to drive to and access their outdoor booths for servicing. Only outdoor exhibitors with booths 2,000 sq ft or larger may use a service vehicle. Service vehicles can only access their booths before or after show hours on show days.

Service vehicle passes need to be requested in advance and can be picked up onsite at the Show Management Office.

1. Outdoor exhibitors with booths 2,000 sq ft or larger are allowed ONE service vehicle in their exhibit area.
2. All servicing of exhibits must be done prior to the opening of the show. No vehicles will be permitted to enter/leave the exhibit grounds during show hours. The service vehicle must be parked within the perimeter of the assigned exhibit area.
3. All service vehicles will be required to have a visible service vehicle pass complete with contact phone number.

If your booth qualifies, fill out this form to reserve your service vehicle pass.

Only a select list of food & beverage options will be available for purchase during move-in.

There will be no target dismantling schedule. Exhibitors can begin to dismantle at 2:01 pm on Thursday, October 9.

Dismantling Hours

Thursday, October 9 | 2:01 PM – 9 PM
Friday, October 10 | 7 AM – 7 PM
Saturday, October 11 | 7 AM – 7 PM

Empty crate returns may take 8 to 12 hours.

IMPORTANT: Any exhibitor who begins to dismantle or pack any part of their exhibit before the close of the Exposition will lose their priority number in the next Exposition and be charged a flat fee of $1,000. 

Early teardown disrupts the show and devalues the experience for attendees still actively doing business on the floor. Please respect the full show hours. 

The Utility Expo Show Management and Customer Success teams will be available to contact during the following hours. 

Hours 
October 1 – 5 | 8 AM – 4PM 
October 6 | 7 AM – 5 PM 
October 7 – 10 | 8 AM – 4PM 

Call 
U.S. & Canada: +1 866-236-0442 
International: +1 414-272-0943 
China: +86.10.8530.6916 

Text (service begins on October 1) 
414-377-5992 

Email 
exhibitors@aem.org 

In-Person 
Visit the Show Management Office 

The Show Management Office serves as an on-site contact point for the Show Management team and the Customer Success team.

Location
East Hall, Meeting Room 3 (near North Lobby Registration)

Hours
Thursday, October 2 to Thursday, October 9 
8 AM – 5 PM

Reasons for Visiting

• Pick up & reserve service vehicle passes
• Pick up Installation & Dismantling Buttons
• Reporting lost and found items
• Access to the Mother’s Room
• Other general event inquiries

Visit the Exhibitor Service Desk to speak directly with official show vendors.

Location
East Hall, Meeting Room E4 (right behind the Show Management Office)

Hours
Wednesday, October 1 to Friday, October 10 
8:30 AM – 5 PM

Reasons for Visiting

• Visit with Official Show Vendors to order on-site services:
  • Cleaning
  • Shipping
  • Lead Retrieval
  • A/V and Internet
  • Water
  • Generators and/or Fuel
  • Booth furnishings, signs, etc.
  • Catering
• Move-in or move-out related questions (Bill of Lading)

Floor Managers are assigned to each lot and exhibit hall. Our experienced team of floor managers will be your first line of contact for any issues or questions you have while on the floor.  

Need to reach a floor manager? Contact our Customer Success team and we’ll help you get in touch.  

Call Customer Success 
U.S. & Canada: +1 866-236-0442 
International: +1 414-272-0943 
China: +86.10.8530.6916 

Text Customer Success (service begins on October 1) 
414-377-5992 

Event Security

At the KEC, the Department of Public Safety and Security monitors interior and exterior public spaces, including exhibit halls, parking lots and arenas. In addition, they maintain strong relationships with the Louisville Metro Police Department and the Louisville Metro Emergency Management Services. To prepare for the safety of all visitors, the KEC has established minimum first aid and security requirements for each event based on the spaces used and the number of attendees.

Booth Security

Additionally, exhibitors who have hired security will have their exhibit space monitored. If you’re an exhibitor who needs added security, contact Special Operations Associates, Inc at + 702-386-8065 or email soa@soasecurity.com.

Safety

The Utility Expo is committed to establishing a welcoming and safe community of participants in conferences, tradeshows, live and virtual events. To achieve this, we ask that all participants follow these community guidelines:

• Interact with respect and consideration
• Create a safe environment for all
• Avoid demeaning, discriminatory, or harassing behavior, materials, and speech - both spoken and written
• Follow the rules and policies of the meeting, event, venue, hotel, or other contracted facilities

If you see something suspicious, please report it to your Floor Manager.

In the event of an emergency, please call 502-637-5360 (also listed on the back of your badge)

First aid is available, starting on September 29. The first aid room is located near the South Wing Lobby B and Broadbent Arena.

In the event of an emergency, please call 502-637-5360 (also listed on the back of your badge)

A Mother’s Room will be available for the privacy and convenience of working mothers at The Utility Expo. The room opens on Saturday, October 4, and is locked for privacy, visit the Show Management office to pick up the key.

Mother’s Room Location
B100

Only a select list of food & beverage options will be available for purchase during move-in.

Exhibitor badges give you access to the show during show hours, both on and off the floor. You can pick these up at a registration desk.

Registration Desk Locations and Hours

If you have an appointment to pick up your exhibitor badges, those are available for pick-up at either the North Lobby or Lot E (Tent) registration locations on Saturday, October 4 or Sunday, October 5.

Group badge pick-up is only available to exhibitors who have purchased 10 or more badges. Once you have 10 people registered in your group, you can schedule your appointment online in the registration portal. Walk-ups will be accommodated on a first come, first served basis with appointments taking priority.

Group Badge Pick-Up Hours 
Saturday, October 4 | 8 AM – 5 PM | North Lobby or Lot E (Tent)
Sunday, October 5 | 8 AM – 5 PM | North Lobby or Lot E (Tent)

Registration Desk Locations and Hours

During show days, all parking will be on the south side of the Kentucky Expo Center, enter through Gate 1 and 2.  

Parking is free for all exhibitors and attendees. On show days, trams will provide rides from the parking lots south of the KEC building up to the main entrance at North Lobby (see the transportation schedule below).

On-Site Trams & Golf Carts

During show days, transportation around the KEC will be available through free trams and golf carts.

Trams run daily starting at 7:30 AM, stopping every 5 minutes.

• Tram Hours of Operation
  • Tuesday, October 7 | 7:30 AM - 5 PM
  • Wednesday, October 8 | 7:30 AM - 5 PM
  • Thursday, October 9 | 7:30 AM - 2:30 PM

Golf carts run daily starting at 8:30 AM, stopping every 5 minutes.

• Golf Cart Hours Of Operation
  • Tuesday, October 7 | 8:30 AM - 5 PM
  • Wednesday, October 8 | 8:30 AM - 5 PM
  • Thursday, October 9 | 8:30 AM - 2:30 PM

Transportation Map

Hotel Shuttles

Available only on show dates, The Utility Expo provides complimentary shuttle service between official hotels and the Kentucky Exposition Center. Upon arrival at your hotel, familiarize yourself with the shuttle bus pickup and drop off location; please note that guests at some hotels will walk to nearby shuttle stops. Allow 20-30 minutes travel time to the Kentucky Exposition Center for varying traffic conditions, additional stops and/or inclement weather.

• Hotel Shuttle Hours of Operation
  • Tuesday, October 7 | 7 AM – 10 AM and 3:30 PM – 6 PM
  • Wednesday, October 8 | 7 AM – 10 AM and 3:30 PM – 6 PM
  • Thursday, October 9 | 7 AM – 10 AM and 1 PM – 4 PM

Hotel Shuttle Stops & Schedule

Check the mobile app for an interactive map of all concession options throughout the show.

Get the information you need at your fingertips with the mobile app! Download it from the App Store or Google Play store.

In the App

• Interactive maps, including concessions and transportation.
• Education and event schedule information.
• Show alerts for the latest updates.

Included

The cost of exhibit space includes the following Exhibitor Package Plan.

• Draping: Standard/inline booths will be furnished at no charge with an 8-foot-high drape background and 3-foot-high side drape partitions.
• Exhibitor Marketing Kit: Customizable email campaigns, show logo/web banners, new product/technologies webpage, and media relations support
• Exhibitor Webinars: Designed to help improve ROI, highlight key show services and deadlines. Visit the Exhibitor Resource Center to access webinar recordings.
• Dedicated Customer Success Team
• Basic searchable listing in the Online Directory
• Perimeter security of exhibit areas

Not Included

The cost of exhibit space does not include the following, which must be purchased through the Exhibitor Service Manual:

• Material handling
• General cleaning of exhibit space
• Furnishings or carpet
• Lead retrieval
• Electrical or other utilities
• Catering
• Internet services

If you plan to have battery electric powered equipment in your exhibit space, and have not provided Show Management the required information, please send your equipment information (battery size and output) to Show Management Operations at operations@theutilityexpo.com

The Kentucky Exposition Center has determined the requirements for displaying and/or operating battery electric powered equipment in the exhibit halls and outdoor lots. The requirements are different for each area and are listed below:

Indoor Exhibits 

• Fire extinguishers and/or fire blankets are required in the exhibit space.
• Equipment needs to be easily accessible in the case it would need to be removed from the show floor.
• BEV units require approval if they will be operating indoors. Approval will be based on battery size and output.

Outdoor Exhibits 

• Fire extinguishers and/or fire blankets are required in the exhibit space.
• Equipment needs to be easily accessible in the case it would need to be removed from the show floor.
• BEV units are authorized to be operated but should be monitored frequently to avoid overheating.

Fire watches will be provided by Show Management.

Under no circumstances will children under 18 years of age be permitted onsite during the installation and dismantling periods.

During Exposition hours, children under 18 years of age will be allowed in the Exposition only under the supervision of an adult who is registered to attend the Exposition.

• Children under 18 will not be required to wear a badge but will be badged free of charge for identification purposes.
• Children must wear this badge at all times while on the show floor.
• Child badges cannot be scanned by lead retrieval devices to protect the personal information of that child.

Alcoholic beverages are strictly prohibited in all exhibit areas during installation and dismantling, as well as during official show hours, except for Tuesday, October 7 and Wednesday, October 8 between 4 – 5 pm, and Thursday, October 9 from 1 – 2 pm for the purposes of a social networking opportunity or happy hour.

After show hours, exhibitors can serve alcoholic beverages, however, the operation or starting up of machinery is NOT ALLOWED during any functions at any time when alcohol is being served.