Booths-with-Horses Instructions

Please take the time to read ALL of the information.
We sincerely feel you need to know ALL of it.

Health Paperwork
ALL horses must arrive with a negative Coggins within 12 months
as well as a 30 day health certificate. Please understand that to protect us all, NO horse will
be allowed in without this paperwork and NO REFUNDS will be given.
NO EXCEPTIONS !

Move In Information
There are NINE doors that go into the Moncrief Building.
This makes it very easy for everyone to have close and easy access to their booths
for move in IF we all follow a plan.
Move in is Friday, September 12 beginning NOT BEFORE 10 AM.
Even if you see activity in the building BEFORE 10 AM...that is management getting set up
for your arrival. PLEASE do not come in before 10 AM. We appreciate that.
If you live within 50 miles of the facility, please try to arrive between 10 AM and Noon.
If you live further than 50 miles, you might arrive between 11AM and 1 PM as your drive is further.
These arrival times are not set in stone but merely a suggestion to remove any "bottleneck"
and allow everyone to drive their vehicles almost right to their booths for ease of offloading.
As soon as you arrive, go to Northwest corner of the "stall area" in the Moncrief Building
and CHECK IN. You will clearly see a manned check in table.
Bring your health papers in with you and you will be shown where your space is.
Then please drive in, unload everything from your vehicle
AND THEN MOVE OUT OF THE AISLE WAYS so others can get in behind you.

Parking
There is plenty of free parking at this facility.
After you offload your horses and items, please IMMEDIATELY move your vehicle and trailer
to the West of the facility. We will show you when you check in.
There is overnight parking for RV's and living quarters trailers through the facility
with no reservations, but sign up when you get there.
RV parking us behind the Swine Barn in the Northeast corner.
Enter building and look for RV OFFICE.
Charge is $20 and includes electric and water. There is a dump station you have to drive to.
THIS RV/TRAILER PARKING IS NOT THROUGH THE EXPO,
this is through Will Rogers Memorial Center.
Questions at 817-392-7469 during business hours.

Your Booths & Electric & Tables
Unless you paid for a bigger space ( you know who you are ) your booth is
10 feet deep and 20 feet wide. It is two "temporary stalls" without the fronts on them
and without the divider between the two. Click HERE to see some photos from past events.
YOU MAY NOT POKE HOLES OR USE TAPE OR WIRE ON THOSE SIDE WALLS !!
Please hang items on the side walls by using something to hang over the stall tops.

Each booth and stall has electric from behind in a concrete wall so bring a extension cords.

IF you rented a covered table then it is a standard banquet table of 8 feet
and a table cover that is likely off white and four chairs ( per table ).

Scheduled Horse Performance Walk Through !
If your group is part of the demos in the Watt Arena or the South Arena,
IT IS IMPERATIVE that you attend one of the two walkthroughs on Friday
so everyone is on the same page as far as timing, staging locations, microphones, music,
and everything else you need to know to have a professional coordinated presentation.
There will be one walkthrough at 1:00 PM and another at 4:00 PM.
Please come to the "check in table" at one ( or both ) of these times so you will
know how your demonstration will be handled.
This is the time for questions.
Please remember that coordinating this many groups can be challenging
if everyone isn't on the same page. So please don't miss one of these walkthroughs.
THANK YOU.

URGENT need not to exceed your demo times
Please note that the Expo demos are very exciting....and very tightly scheduled
with one right after another.
You MUST keep an eye on your demo time
AND ARRIVE ON TIME AND NOT EXCEED YOUR ALLOTTED TIME !
There will likely be another group right on your heels waiting to get into each of the
Watt and South Arenas. We CANNOT have one group run long or you can see
what the domino effect could be during the day.
PLEASE BE COURTEOUS and WATCH YOUR TIMING !
Remember, the group waiting to come in has control of your microphone ! :)
Thank You for your courtesy in this issue.

Warm Up Times
We have paid extra so you can have access to the Watt Arena on Friday morning and
early afternoon to get your horses comfortable in the new environment.
But, please read about the best way to make this work.
The arena is available beginning at 10 AM. But in past times it seems everyone moved in,
set up their booth, went to lunch, had a nap, THEN everyone went to the arena all at once
around 4 PM. Which caused a big cluster !
Let's do it this way instead:
Check In......Unload your horses & booth info......move your vehicle.
Then GO WARM UP in the Watt Arena !
THEN take your time setting up your booth.
Further, the arena will be dragged about 3 PM-ish and the round pen, obstacles, etc
will be moved in for Saturday morning.
You can still use the arena after that time, but you will have to work around the
dragging and obstacle setup...and the obstacles.
So, it is easiest if you just use the Watt Arena early in the day.
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The "South Arena" will be available during the day also ON FRIDAY.
But please note that the South Arena is small and will have
3 foot high "bicycle rack sectioning" and chairs set up in it.
So please don't take any unruly horses in there unless you are very sure.
The South Arena will be used Saturday and Sunday for the more up close and personal
demonstrations and speakers so NO WARM UP TIMES during the event Saturday or Sunday.
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Both Arenas will be open to practice each evening after the event is over
and EARLY Saturday and Sunday morning before the doors open to the public.
Opening times will be announced soon.

Arena Layouts
Watt Arena ( Large Arena South Arena Smaller Arena

Shavings
Shavings are sold by the facility. The price of the shavings includes having them delivered
to your area as well as the cleanup of your stalls at the end of the event and ALSO removal
and emptying of the bins during the event.
NO OUTSIDE SHAVINGS ALLOWED BY THE FACILITY !
The cost of shavings is ( approx. till confirmed )
$6.50 for small bag small loose flakes approx. 3.5 cu becomes 7.
$12.00 large flake large compressed Suncoast 12 cu.ft. www.suncoastbedding.com

The shavings office will be open Friday from 10 AM - 5 PM.
The office will also be open Saturday and Sunday morning 7:30-8:30 AM before the public doors open.

Hay
There is no feed or hay for sale at the facility.
However, Tractor Supply has responded by offering to bring coastal square bales to the Expo
for $9.00 each. This is ONLY if you pre-order by no later than Wednesday, August 20.
E-Mail HERE if you want the form sent to you to use a credit card to have them bring you hay.

Security
Bring a lock for your tack/storage area
As a courtesy, each year we hire security to keep your horses and items watched over
during Friday and Saturday nights.

HOWEVER, THE EXPO IS NOT RESPONSIBLE FOR LOSS OR DAMAGE
TO YOUR ITEMS OR HORSES !

In order to assist the guard, you must hang a small sign on your
stalls with your contact info stating where you can be reached during the Expo evenings
on the outside chance you are needed.
Each person who is authorized to have "after hours" access to the horses
will receive a wristband to wear for the weekend.
These wristbands will be issued on Friday at check in.
NO ONE.....NO ONE without a wristband will be allowed in the facility or near the horses
after hours. NO EXCEPTIONS.
So please make sure that anyone who needs a wristband, has one.
After hours the security guard will be at the "people door" in the Southwest corner of the
Moncrief Building. Please ask during check in if you aren't sure where we are mentioning.
The guard will not know each person so without wristbands you will not be able to get in.
THIS BUILDING WILL BE ON LOCK DOWN after hours for your protection.

"In Case of Emergency" Signs
In order to assist the night security guard, please hang a small sign on the front of each stall
with an evening contact phone number ( or two ) so in case your horse has any
issue, he will know who to call.
If you need assistance with a nice professional sign, e-mail HERE
and we'll send you a .jpg to print.
When you make your sign, you can take it to Staples and have it laminated for $1.
Then punch a small hole in the corner through the laminate
and then tie it to the stall with a small piece of twine.

Building Entry for Participants
As mentioned above under "SECURITY", there will be a guard at the "people door" in the
Southwest corner of the Moncrief Building. This is where you enter as a participant.
Make sure you are wearing your wristbands or you will NOT BE ALLOWED IN
that door and will only be able to get in through the "paying" front door
during regular Expo public hours.
These security measures are for your horses and your personal protection.
The guard will not know each person so without wristbands you will not be able to get in.

Equine Vet on Call
For the third year we are pleased to announce that the three veterinarians of
Burleson Equine Hospital will be on call to assist in any of your emergency needs.
817-295-2231
This number will also be posted in the restrooms at the event for your convenience.
If your emergency is during regular Expo hours, check the Burleson Equine Hospital booth
at the Expo. It is possible one of the vets will be right there to help you.
( Please understand that there will be a normal veterinary charge. )

Your Music and Microphones
Some of you will bring music for your demos. Bring a CD...and maybe a backup just in case.
There will be multiple headsets and hand held microphones available.
The facility will have an area with the microphones and a music player set up
at the entrance to the Watt arena.
You will put in your own music and pick up your microphones from this area.
This is one very good reason not to miss one of the walkthroughs
listed above so you can see how these work.
And maybe you can practice on Friday to make sure you have it right.
RETURN THE MICROPHONES WHEN YOU ARE DONE
or others will hunt you down :) !

Climate Control
Here's what the web says about typical temps during our event.

Normal High: 89°F

Normal Low: 64°F

Sat.
Sept.13

Normal High: 88°F

Normal Low: 64°F

Sun.
Sept. 14

The Watt Arena itself is air conditioned and always VERY COLD. The booths and horses
are in the stall area and there is air blowing through there, but it is not climate controlled.
There are open doors and air blowing through....but it could get warm by end of day.
So I might suggest if you have fans for yourself and your horses consider bringing them.
Just in case.

Horse Grooming
Remembering that this is NOT a horse show but rather an entertaining and informative
equine trade show, you need to allow for the fact that "the public" will be walking through the aisles.
Some of these people do not have good horse skills and we need to adapt to those needs.
One of the best ways to do that is to groom your horse IN THEIR STALLS during
normal Expo hours, not in the aisles.
Before the public arrives it is fine in the aisles, but please NOT during Expo public hours.
This will help prevent someone ( or their child ) from getting kicked inadvertently.
This was in your signed agreement but this is just a reminder.
AS A SAFETY PRECAUTION, NO HORSE MAY BE LEFT UNATTENDED
IN THE AISLES FOR ANY REASON !

Lighting
Although the booth/horse area is well lighted, it is lit by large overhead florescent lights.
It never seems to be very "bright" in the booths.
If you bring lighting it will likely make your booth "jump" and more interesting and approachable.
Each booth has electric plugs behind it through the bars.

Photographer
The Expo is such a great time to get those photos showing off your horses
in performance at an event.
We have hired a photographer who will be down in the arena
during the demos and clinics on Saturday.
That photographer is Terrie Hatcher www.terriehatcher.photoreflect.com
Although she will be in the arena on Saturday, it will be helpful for you to
get to know her on Friday so you might make sure she gets the photos you might want
in the way you might want them. She will provide you with CD's with many photos if you want.
Or individual photos either on CD or printed.
Terrie's email is HERE to make sure she knows your wants.

Expo Schedule
The exact schedule of demos and performances and speakers will be posted on the website
approx. two weeks before the event. It is not finalized at this time.

Stall Signs & Sign Up Clip Boards
Just a suggestion, as people walk around and try too look into stalls, they don't know what they are looking at. If you can, make a graphic showing things like your horses' names, breed,
stallion or mare, age, maybe your ranch name, maybe what the horse can do.
This makes their visit to the Expo more informative and interesting.
If you need help with this, please e-mail HERE
We can provide you a template or some suggestions.
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When you make your sign, you can take it to Staples and have it laminated for $1.
Then punch a couple of small holes in the corners through the laminate
and then tie it to the stall with a small piece of twine.
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Another good idea is to have a clipboard in your booths with a "sign up sheet" in it.
It might says something like " Please contact me after the Expo about ________"
And then have a place for their name, e-mail and phone.
Then you can follow up with them rather than waiting for them to one day find you again.

Something not mentioned here ?
Please e-mail at HERE

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