Wednesday, October 3, 2018 - 9am - 5pm
Set up is Tuesday, October 2, 2018 - 9am - 6pm
Located just minutes from Interstate 79, in Morgantown, West Virginia, Hazel and J.W. Ruby Community Center is the perfect venue for the West Virginia Energy Expo. In addition to more than one acre of indoor exhibit space, the location offers plenty of outside space for equipment and vehicles. The paved parking lot located directly in front of the Expo Center provides easy access and ample space for parking and outdoor vendor space. In addition, the facility provides free high speed wireless internet to ensure you remain connected.
Exhibitor set up will be 9am - 6pm on Tuesday, October 2, 2018. We ask that all exhibitors with larger equipment or booths to please show up early in order to accommodate all exhibitors. Exhibitors may ship supplies/booths/etc. directly to Hazel and J.W. Ruby Community Center for delivery between 9/28/18 and 10/2/18:
Hazel and J.W. Ruby Community Center
Attn: WV Energy Expo — "Exhibitor Company Name"
111 Mylan Park Drive
Morgantown, WV 26508
For our indoor booth exhibitors, each 10' X 10' booth space will be equipped with an 8' high back drapery/36" high side divider drapery (drapery is royal blue in color), an 8 foot table, black paper tablecloth (not floor length) and two chairs. Additional tables/chairs will be available at no cost — just alert the Expo team of your requirements at check-in, and we will deliver them to your booth. All indoor booths will have access to electricity.
For event rentals/etc — we recommend Morgantown Power Equipment. Their phone number is (304) 296-6155.
No set-up will be permitted on the day of the Expo (10/4), and refunds will not be given for exhibitors that fail to show-up.
Upon arrival, all exhibitors will need to check-in with our Expo team by coming to the main entrance of Mylan Park and going to the check-in table. Exhibitors will then receive their check-in packet, which will include:
Since the Expo is open to the public and free to attend, your company may bring as many representatives as you need, we just ask that each representative register at the door upon arrival.
Outdoor booth exhibitors may bring a tent as long as it fits in your allotted space, and tables and chairs will be available upon request at check-in. You may NOT drill/stake your tent into the asphalt — weights will need to be used if you wish to secure your outdoor tent. Any damage to the asphalt will be the responsibility of the exhibitor.
There will be several handcarts and a forklift (max weight 4600 lbs) available on-site for use during set-up and tear-down (no charge for usage).
The Vendor Reception will take place on-site immediately following set-up.
There will be on-site security patrolling overnight.
Light breakfast items and coffee service will be available for exhibitors from 7am until 9am.
The Expo will open doors to the public at 9am and close at 5pm — there is no cost to attend, we just ask that all attendees register online via our website before the Expo, or at the door on the day of the Expo.
Lunch items will be available for purchase during the Expo.
Exhibitor booth tear-down will take place from 5pm to 7pm. We ask that all exhibitors please be courteous and not tear down early. Penalties may apply to exhibitors that begin teardown prior to 5pm. Additional time for teardown will also be available from 8-10am. Friday, Oct. 5. All equipment must be removed from Hazel and J.W. Ruby Community Center by 10am on Friday, Oct. 5.
Expo organizers/Hazel and J.W. Ruby Community Center staff will not be responsible for re-shipment of any shipped materials — exhibitors will need to arrange for re-shipment or pick-up of any supplies directly with the courier.
For more venue information, please call (304) 777-2648.
All exhibitors are invited and encouraged to attend the vendor reception that will be held on-site at Hazel and J.W. Ruby Community Center on Tuesday evening. The vendor reception is a great networking opportunity that will give exhibitors an opportunity to meet other business owners, key decision makers and government officials.
This event is not open to the public and is limited to exhibitors and invitees. The reception will take place inside the Exhibit Hall next to the center stage, and and will include a full dinner buffet catered by local favorite - The Wonder Bar Steakhouse. Also served will be wine and various draft beers – including a local WV brew and a seasonal cider. Non-alcoholic beverages will also be available. Acoustic entertainment will be provided by Tim Reeves.
We hope you can join us!
Special group rate of $104.00 - $114.00 per night + taxes. Please mention “WV Energy Expo” when booking reservation to receive discounted rate. Free parking, newly renovated, complimentary shuttle service anywhere in Greater Morgantown, complimentary hot breakfast buffet, free wi-fi, Please book by September 19th to receive discounted rate.
Special guest room rate: $89.00 + applicable taxes. Mention "WV Energy Expo" to receive this special rate. Standard room type will be King sized bed or a 2 Queen Room. Complimentary Bright-side Breakfast, Free High Speed Wireless Internet, Fitness Center, Indoor Heated Pool.
Special group rate of $109.00/night + tax for our standard 1 king bed or $119/night + tax for 2 queen beds. Please mention Group Code "WVE” when booking reservation to receive discounted rate. Please book by September 27th to receive discounted rate.
Special group rate of $114.00 - $134.00 per night + taxes. Please mention “WV Energy Expo” when booking reservation to receive discounted rate. Opened 2016, free parking, complimentary shuttle service anywhere in Greater Morgantown, 2 complimentary beverage coupons, free wi-fi, Please book by September 21st to receive discounted rate.
Special group rate of $109.00/night + tax for our standard 1 king bed or 2 queen beds. Please mention “WV Energy Expo” when booking reservation to receive discounted rate. Free parking, complimentary shuttle, mini fridges and microwaves in every room and Atria’s onsite restaurant. Please book by September 21st to receive discounted rate.
Special guest room rate: $89 + applicable taxes. Mention "WV Energy Expo" or code "WVEE" to receive this special rate. Standard room type will be a two room suite with 2 Queen-sized beds or one King-size bed. Complimentary continental breakfast, room service from Kegler's or Stefano's, free wireless internet, free parking, free shuttle services M-F 7-7. Lobby Lounge happy hour from 6-8 with $1 off all drinks.
Special guest room rate: $79.00 + applicable taxes for our standard room with 2 double beds. Mention “WV Energy Expo” to receive this special offer. Hotel offers the following: free wireless internet, free parking, hot breakfast buffet available in Fusions restaurant beginning at 6:30am on weekdays. Call us today for details on the Special Golf Package available for Expo guests!
Special guest room rate: $129.00 + applicable taxes and includes one self-parking. Mention “WV Energy Expo” to receive this special offer. Hotel offers the following: great room, lobby bar, pizza oven, Bourbon Prime Restaurant, Starbucks, M-Club, fitness center, spa and indoor pool. Hotel has complimentary WiFi in guestrooms.
Special group rate of $74.99/night + tax for our standard 1 king bed or 2 queen beds. Please mention "EXPO" when booking reservation to receive discounted rate. Free parking, full breakfast, 24-hour saltwater indoor pool, 24-hour exercise facility.