Exhibitor Kit

2025 Buffalo Home Show Exhibitor Kit

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Table of Contents

General Information

SHOW VENUE

Buffalo Convention Center
Convention Center Plaza Buffalo, NY 14202
Tel: 716-855-5555 (local); 800-995-7570 (out of area) Fax: 716-855-3158

Show Dates & Hours -- note new end time Fri & Sat

SHOW MANAGEMENT

Buffalo Home Show c/o Marketplace Events
2000 Auburn Dr. Ste 200
Beachwood, OH 44122
Tel: 716-861-7411

Lisa Gardon, Show Manager
lisag@mpeshows.com
Tel: 716-861-7411

The Buffalo Home Show Staff will maintain an office in Room 105 at the Convention Center for the duration of the show.

MEDIA and PUBLIC RELATIONS

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Mandatory where applicable - please read!

Vendor License - City of Buffalo

All exhibitors selling products or contracting for future work at the show must obtain a temporary business license from the City of Buffalo. The cost is $35 (merchandise) or $40 (food) per company (regardless of the number of booths). If applicable to your company, you are required to apply for a temporary vendor license at the Department of Permits & Inspection three weeks prior to show (acceptable forms of payment include cash, check or money order).  License Application: CLICK HERE

Any questions please contact:

DEPARTMENT OF PERMITS & INSPECTION SERVICE
Office of Licenses 301 City Hall 
Buffalo, New York 14202 
716-851-4078 or Email: cgraham@buffalony.gov

Giveaways/Contests/Promotions

Giveaways, contests, and like promotions conducted by exhibitors in conjunction with their display must adhere to all applicable laws and must be of a clear-cut nature, free of any obligation on the part of the winner. The awards and the terms of same must be clearly stated on the entry form.

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Utilities

Electricity, Internet, Phone Lines and Water are provided by the Buffalo Convention Center.

Advanced Order Deadline: February 25, 2025

2025 Electricity Order Form - CLICK HERE

2025 Water Order Form - CLICK HERE

For WiFi, please call the Buffalo Convention Center at (716) 855-5555

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Show Decorator

Carpet, Furniture, Signs, Forklifts, Shipping/Material Handling and Labor

Hale Expo Services, LLC
828 East Ferry Street
Buffalo, NY 14211
Tel: 716-896-6170
email: csr@haleexpo.com
www.haleexpo.com

Hale Expo Services is the show decorator, providing carpet, furniture, signs, forklifts and labor assistance, as well as shipping and material handling services. Should you wish to order any of these services, please see the links below:

• Hale Expo Exhibitor Manual (full document) CLICK HERE
• Order Summary form CLICK HERE
• Bulk Carpet order form CLICK HERE
• Standard Carpet/Special Draping order form CLICK HERE
• Discounted Furniture Package order form CLICK HERE
• Tables and Table Risers order form CLICK HERE
• Chairs & Accessories order form CLICK HERE
• Standard ID Sign order form CLICK HERE
• Special Sign order form CLICK HERE
• Banner Order form CLICK HERE
• Sign Hanging services order form CLICK HERE
• Booth Vacuuming services order form CLICK HERE
• Labor & Forklift services order form CLICK HERE
  

Advanced order notifications and deadlines apply.  Please review their order forms for details.

Material Handling and Labor

Manual labor required for material handling and/or equipment set-up & dismantle is the responsibility of the individual exhibitor. Show Management will provide a limited amount of forklift equipment, small dollies, and limited manual labor to assist in the handling of exhibitor’s goods from a loading dock or door to the exhibitors’ display, as well as for storing empty crates in the storage area. Exhibitors requiring extraordinary material handling equipment such as a crane or scissor-lift can be accommodated at their own expense, provided early notification of their requirements are given to Show Management.

See Shipping & Deliveries section for complete information, labels and order forms for all shipping and material handling services

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Move-In / Move-Out Information

*Please note, all accounts must be paid in full before you move in

2025 map and schedule

CLICK HERE to open a PDF that can enlarged, downloaded or printed

General Move in Days and Hours *

*Exhibitors will be contacted with more information on their zoned move in. Please comply with the move in plan, as it will streamline the move-in for all exhibitors. If you have questions or concerns, please reach out to a member of the show team in advance.

Move-in tips for all exhibitors:

• Material handling equipment will be available from 8:00am - 4:00pm during move-in Tuesday through Thursday.
• Move-in is to be completed by 6:00pm on Thursday, March 6, 2025. Finishing touches to your display can be done on Friday, March 7th between 8:00am and 9:30am. The show will open promptly at 10:00am on Friday, March 7th.

Move-out Days and Hours

No dismantling or removal of exhibits or exhibit material will be permitted before 6:00pm on Sunday, March 16th. Exhibitors who begin dismantling display early may not be invited to participate in future shows.

All exhibits and exhibit material must be removed from the Buffalo Convention Center by Noon on Monday, March 17, 2025.

Exhibitors are strongly urged to remove all cartons and portable items from the building immediately after the close of the show. While show management will take reasonable measures to safeguard such items, immediate removal will minimize the possibility of loss from pilferage. Pleas note the special instructions under heading "insurance". Show management will help expedite the removal of exhibitor goods from the exhibit area. Exhibitors are urged, in their own interest, to assign responsible representatives who will handle shipping arrangements and documentation. Marketplace Events, Hale Northeastern, and the Buffalo Convention Center are not responsible for lost of stolen items or materials.

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Exhibitor Badges

Marketplace Events will provide exhibitors with badges and holders. Each exhibitor is entitled to up to SIX (6) badges per 200 square ft. of exhibit space. The maximum number of badges that can be distributed to any one company is twenty (20).

Badges are available at the Show Office during move in.

Badges are for booth staff only, and are not permitted to be used as guest passes for friends or family, and will be confiscated by management if used for these purposes.

Badges that are not able to be picked up during move in will be made available at the Exhibitor Registration Desk at the Exhibitor Entrance, which will be open each show day one hour prior to show open.

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Complimentary Tickets

Each company is entitled to twenty (20) free digital e-tickets tickets per 10x10 booth (maximum number is 50).  These will be emailed 30 days prior to the show.

E-tickets are for special clients, prospects, family, and friends. Please note: handing out these tickets at the show entrance is strictly prohibited, any exhibitor do so will be billed as responsible for the value of these tickets distributed.

If you have questions about or are having trouble accessing your e-tickets, please contact Show Coordinator Autumn Pennington at autumnp@mpeshows.com or 612-225-2334.

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Booth Guidelines

• Each booth space will be provided an 8’ black drape along the back, with two side drapes that extend from the back of the booth to the front at a height of 32”.
  • Drape Colors
    • Upper Level: Black Drape with Dark Blue aisle carpeting (Exhibitors on the Upper Level must provide floor covering for their exhibit booth)
    • Lower Level: Black Drape: Note: Lower Level halls are already fully carpeted.
• Exhibitors are allowed to build their booth to the maximum height of 8 feet – this includes back walls and side walls. Exhibitors on the peninsulas in booths 20x20 or larger may get approval to build above the 8-foot restriction.
• All exposed areas of your exhibit space must have finished surfaces including back and sides.  All exhibit booth walls are to be completely finished. No wires, frames, wood, etc. should be exposed for the public or for your neighbors to see. Extra charges may incur if Show Management needs to drape part of your display.

Siderail/Drape Details

Exhibitors are permitted to build sidewalls to a maximum height of 8 feet. This includes backwalls and sidewalls. In theory, an exhibitor can build their display to the height of 8 feet on all four sides. If your display exceeds 8 feet (whether it is the backwall or the sides) you must call Marketplace Events for approval in writing.

 All exposed areas of the exhibit must have finished surfaces including back and sides. Graphics, logos or print facing into another booth is strictly prohibited. Any unfinished portion of a booth requiring a finished surface will be draped at the expense of the exhibitor. Show Management will determine if such drape is needed and shall have final say regarding this regulation.

Show Management reserves the right to refuse entry or to have removed at the exhibitor’s expense any display which is not in accordance with these rules and regulations. If any doubt exists, the exhibitor must provide details and have such exhibits approved by Show Management. Show Management shall have final say with regards to height and siderail regulations.

Flooring

Flooring is not included in the cost of your booth space. It is mandatory that all booths are carpeted or have some type of professional-looking floor covering. All edges must be secured and 100% of your booth area must be covered. 

• All flooring should be neat and clean. Carpeting, AstroTurf, hardwood, vinyl, foam squares etc. may be used.
• All edges of carpet must be secured using double sided tape on the underside of the carpet. The tape authorized by the Buffalo Convention Center is Echo Brand or Shur Brand tape. Duct tape is expressly not permitted. Approved tape can be purchased at the Hale Northeastern Service Desk.
• Exhibitors must return the floor to its original condition - exhibitors will be charged for damage or tape residue that requires extra clean-up.
• Visqueen must be placed on the floor before laying any bricks, patios, mulch, etc. Do not drill holes, nail, glue, or affix flooring to the Convention Center flooring. Any damage to the Convention Center flooring will be repaired at the exhibitor's expense.

Special Note: Exhibitors on the lower level are not required to carpet their displays. All lower level rooms are carpeted. Please take special precautions regarding damage control of the Convention Center carpeting. Exhibitors will be liable for any damage caused to the Convention Center carpet and/or floor.

Tables & Skirting

All tables must be professionally skirted. Skirting must be provided for all exposed areas of the table. Skirting must go from the edge of the table to the floor. All skirting must be pressed and neat. Tablecloths (plastic or fabric), pieces of fabric, and bedsheets are not permitted.

Signage

All exhibitors are encouraged to have a professional sign identifying their company for consumers. All signs must be professionally prepared, handwritten signs will not be permitted.

Suspended signage is permitted and must be finished on all sides, inside and out, and must not extend beyond the rented booth dimensions. Unfinished signs will not be permitted and will be removed. Suspended signs are permitted only over island and perimeter booths. Suspended signage is not permitted over in-line booths.

Signage Allowances:

• In-line booth (any booth 10' deep placed side to side with another booth) - allowance 8'
• Perimeter booth (any booth located on the perimeter of the show floor) - allowance 10'
• Peninsula booth (any booth with open aisles on three sides) - allowance 12'
• Island booth (any booth with open aisles on all four sides) - allowance 14'

Audio/Sound/Music

Use of audio equipment, microphones and musical instruments is permitted, however, sound levels must be kept at a volume that Show Management deems reasonable.

Violators will receive one warning. If there is a problem with volume, Show Management reserves the right to prohibit the exhibitor from using sound equipment for the remainder of the show.

Copyrighted Materials - CLICK HERE for requirements and restrictions regarding use of music, photographs and other materials that may be under copyright.

Storage

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Advanced/Direct Shipments and Show Site Deliveries

All Shipments must be pre-paid.  Receiver is not authorized to accept any other type of shipment. Call Hale Expo Services at 716-896-6170 with questions. 

Below is general information regarding shipments - to use these services, you must review and use the Hale Expo Services Exhibitor Manual and forms linked below. 

• Hale Exhibitor Manual (full document) CLICK HERE
• Shipping Labels CLICK HERE
  
• Material Handling Order Form CLICK HERE
  
• Move Out & Shipping Tips and Information - including using UPS/FedEx - CLICK HERE
  

1. Advanced Shipments:
For shipments arriving between Friday, February 14 - Monday, March 3, 2025, ship to the advance warehouse.
Please use the shipping label provided by the Hale Expo Services (linked above).  If you are unable to print the label, be sure to label your boxes as noted below:

Hale Expo Services, LLC
c/o 2025 Buffalo Home Show
828 East Ferry Street
Buffalo, NY 14211

Exhibiting Company Name & Booth # ____________________________________________
Contact Name & Phone # _____________________________________________________

2. Direct Shipments:
Direct shipments to the show will be accepted on or after Tuesday, March 4, 2025. Please use the shipping label provided by the Hale Expo Services (linked above).  If you are unable to print the label, be sure to label your boxes as noted below:

Buffalo Convention Center
c/o Hale Expo Services, LLC./Buffalo Home Show
153 Franklin Street
Pearl Street Loading Dock
Buffalo, NY 14202

Exhibiting Company Name & Booth # ____________________________________________
Contact Name & Phone # _____________________________________________________

Show Day Deliveries

Packages and/or deliveries of any kind must go to the loading dock entrance on Pearl Street and be approved by Show Management prior to being delivered to the exhibitor's booth.

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Fire, Safety and Security 

All rules will be strictly enforced

• Usage of flammable liquids is permitted only with the approval of Show Management and the local authorities having jurisdiction.
• Stationary fuel tanks (ex: motor homes, ATV's, automobiles) must have no more than 1/8 tank of gas.
• Batteries on display must disconnected
• The gas cap must be a locking cap or have the ability to be secured (locked or duct taped closed).
• Safety switches for the ignition are required. It this is not feasible, at least one battery pole must be disconnected.
• A set of keys must be left with Show Management for the duration of the show (Room 105).

Fireplace Exhibits

• Pellet-burning fireplaces will not be permitted to burn during the show
• Propane is NOT permitted inside the building at any time

Electrical Devices

All electrical extension cords, flood lights, wiring and hook-ups must meet UL and National Electrical code requirements and be in compliance with all New York State and local ordinances. The BNCC has the legal right to shut down the event if appropriate procedures are not being followed and/or proper equipment is not being used. Electrical cords used must be of the three-wired type, and all equipment used must be UL approved.

Draining of Water from Exhibit

Exhibitors draining water must use a 3/4 inch GARDEN HOSE (no larger). Swimming pool hoses/pumps are not permitted.

Show Security

Uniformed security guards will be on duty 24 hours during all move-in and move-out hours. Please contact Show Management if loss or damage is experienced. A locked storage area is available for exhibitor use. Exhibitors will be given access to the room when accompanied by Show Management, and for a period of one-hour preceding and one half-hour following show closing each day.

Additionally, please be certain that a responsible representative remains with your display at the close of the show on March 16, 2025. This individual should remain with your goods until they are removed from the building. If this is not possible, bring all your valuables to the locked storage area, which will be available at no charge to all exhibitors.

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Food and Beverage Rules and Regulations

The Buffalo Convention Center holds exclusive rights to all food and beverage items sold or distributed in the facility. Exhibitors wishing to distribute food/beverage items are required to pay a concession fee to the Convention Center. For more information, please contact Christie Walker, at 716-855-5567 or Christie@buffaloconvention.com.

Exhibitors wishing to sample food/beverage must adhere to Erie County Health Department codes. In addition, a food service permit must be purchased from the Eric County Department of Health. For more information on the health permits and codes please contact them at 716-858-7690.  Allow at least three weeks to process your permit.

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Insurance

The insurance clause is #5 on the Terms and Conditions page of all booth space contracts. For easy reference, exhibitors are required to have:

• Comprehensive General Liability and All Risk Property Insurance
• Coverage must be from the start of move-in to the end of move-out
• Coverage of at least $1,000,000 for each separate occurrence
• Name Marketplace Events LLC and the venue as additional insured
• Provide a copy of the certificate of insurance to MPE upon request

Our shows have all been set up so exhibitors can apply using this link, at Risk-Strategies, Inc. (formerly was Buttine Insurance)

• Exhibitors will have to pick the show from a drop-down list that includes shows other than just those run by MPE.
• Marketplace Events is not selling this insurance and does not profit from it in any way. This is simply a resource for those exhibitors who don't already have the required insurance coverage per their contracts. They do not have to purchase this.

If you have more questions about this insurance you can contact:
Kendra Reilly Monahan 
212.867.3642 
kmonahan@risk-strategies.com

More  Details:

Show Management is insured against public liability and property damage claims arising out of the conduct of the show. This insurance does not cover the exhibitor's property, which is on display at the exhibitor's risk.

Every reasonable precaution will be taken to protect the exhibitors' property, although Show Management assumes no responsibility for any losses due to fire, theft, robbery, damage, accident or other causes.

Additionally, Show Management assumes no responsibility or liability for injury to an officer, employee or agent of the exhibitor, or to any other person, occurring by reasons connected with the exhibitor's participation in the show. It is recommended that exhibitors insure against such hazards. This can be arranged through your own insurance broker.

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Parking and Directions

Discounted Exhibitor Parking available - CLICK HERE for a downloadable map!

Additional parking options:

We have teamed up with SpotHero, a parking reservation service that will allow exhibitors to book discounted parking in advance on their app or website:  Click HERE to go to the SpotHero reserved parking site.

Nearby parking ramps:

• Augspurger Ramp: north of Huron on Franklin Street, 1 1/2 blocks north of the Convention Center.
• Fernbach Ramp: 1/2 block south of the Convention Center  on the corner of Pearl and Niagara Streets.
• Main Place Mall Ramp: On Pearl Street, south of Court Street.
• Mohawk Ramp: Corner of Mohawk and Washington Streets.

Metered Street Parking. There is an app from the City of Buffalo that allows you to pay for parking at a meter from your phone. Download Buffalo Roam to sign up for an account.

Directions to the Buffalo Convention Center

From the South: Exit I-190 North at Church Street, turn left on Franklin Street.

From the North: (including Canada) Exit I-190 South at Niagara Street, left on West Huron, turn right on Pearl Street.  Loading Dock on right.

From the East: Kensington Expressway (Route 33) Exit Oak Street, turn right onto North Division to Church Street, right on Franklin Street.

Airport Shuttle Option:

Buffalo Airport Shuttle
Contact Link

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Sales Tax

Certificate of Authority/New York State Sales Tax Regulations

All exhibitors, whether in or out of state, selling and/or displaying goods for sale or future sale at their booth(s) are required to secure and display a Certificate of Authority from the State of New York. Exhibitors are reminded that they are responsible for collecting sales tax for the State of New York. Non-registered exhibitors must submit an application for the Certificate of Authority. Please refer to the website below to secure your application (Request Form: DTF 17). Please fill out and return your application immediately. (Use a street address on your application, not a P.O. Box). Your application will be processed, and your Certificate will be mailed to you. There is no fee for the Certificate of Authority.

Visit https://www.tax.ny.gov/bus/st/register.htm to review the application a Certificate of Authority, to register

https://www.tax.ny.gov/forms/  - select Sales Tax and review the information on the subsequent pages

TAX QUESTIONNAIRE

TAX INSTRUCTIONS

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SCAM ALERT FOR EXHIBITORS

As per our privacy policy, Marketplace Events is a permission-based email sender. We do not share, rent, or sell any email lists. 

There have been a number of spam emails offering our attendee lists. These are scams and the senders are unauthorized to use the Marketplace Events’ name. These scammers are attempting to receive monies from exhibiting companies without providing anything in return. These emails are not approved by Marketplace Events, and Marketplace Events would never ask for bank information or other sensitive information over email.  

CLICK HERE for more information.

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ENHANCE YOUR COMPANY’S ONLINE EXHIBITOR LISTING

Your basic listing will be uploaded to the website when you book your booth. Within 24 hours you will receive an automated email to enhance your listing. This link can be used multiple times and you can make updates and changes to your listing until ONE day after the show commences. If you have any questions regarding the online exhibitor listing or do not receive the link,  please email our digital support rep JenK@mpeshows.com.

Need help with your listing? Read the FAQs.

Learn more about the benefits of creating your enhanced listing.
GO FROM BASIC TO ENHANCED!

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SOCIAL MEDIA
#LETSGETSOCIAL

Share your show pics or your home reno projects with us.

IG Hashtag: #BuffaloHomeShow

In efforts to protect potential joint customers from fraudulent events and scammers, we request that you do not create your own Facebook Event. This helps us manage ticket sales for the event, and ensures that our team are available to support both exhibitors and potential attendees with any questions, comments, or concerns that they have. Please feel free to reach out to your show manager or show marketing manager with your companies’ Facebook page and we can add you as a co-host to the official event.

Social Media Marketing Kit page 

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CONTACT YOUR SHOW TEAM!

Lisa Gardon, Show Manager
716-861-7411
LisaG@mpeshows.com

Kelsey Jackson, Operations Manager
816-601-2701
KelseyJ@mpeshows.com

Melissa Antonelli, Exhibit Sales Consultant
513-580-7818
MelissaA@mpeshows.com

Autumn Pennington, Show Coordinator
612-225-2334
AutumnP@mpeshows.com

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