Expo Information

Wednesday, October 3, 2018 - 9am - 5pm
Set up is Tuesday, October 2, 2018 - 9am - 6pm

Indoor booth - $600
10' x 10' space
Two Vendor Reception tickets
Outdoor booth - $600
20' x 20' space
Two Vendor Reception tickets

The Venue

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 Check-In/Set-Up Day — Tuesday, October 2, 9am - 6pm

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 (10/3), 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:

  • (2) Exhibitor badges with lanyards per booth space. We will print the names of your booth staff on-site upon check-in.
  • A printed site map with exhibitor booth layouts.
  • Exhibitor reception tickets, (2) tickets are included per booth space, unless you have purchased extra tickets in advance or are a sponsor. Please contact the Expo team if you would like to purchase extra tickets available for $40 each.

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.

Event Day — Wednesday, October 3, 9am - 5pm

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.

Tear down Information

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 tear-down prior to 5pm. Additional time for tear-down will also be available from 8-10am on Thursday, Oct. 4. All equipment must be removed from Hazel and J.W. Ruby Community Center by 10am on Thursday, Oct. 4.

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.

Vendor Reception

Tuesday, October 2rd, 6pm - 9pm

The reception will take place inside the Exhibit Hall, and will include a full dinner buffet. Also served will be wine and various draft beers. Non-alcoholic beverages will also be available.

Where to Stay

Preferred hotel rates are still being finalized. Please check back soon to this section for updates.