MTN WestEXHIBITOR FAQs

AUGUST 22-24, 2025
THE RANCH // LOVELAND, CO, USA
FRI 8-5 | SAT 8-5 | SUN 9-3

Important Deadlines TO NOTE

PLEASE NOTE: THESE DATES WILL BE STRICTLY ADHERED TO.
THERE WILL BE NO EXCEPTIONS.

BEFORE THE SHOW: MARKETING

Registered exhibitors are welcome to host a demo about your product or technology within your booth. It’s a great way to show off what you know and why customers should purchase your product. Product demos are held at your booth and are advertised in the Overland News’ printed schedule available at the show or by using our online app.

Apply to give product demos – CLICK HERE 

*Subject to approval*

Deadline: July 4, 2025

We will have one 2025 issue of the Overland Sourcebook Guide. Please use the guide below to access ad specifications for your Overland Sourcebook ad. This document includes sizes, specs, and deadlines.

2025 OVERLAND SOURCEBOOK SPECS

If you would like the opportunity for free marketing exposure, you can send us print-quality (300 dpi) logo- and text-free images and we’ll consider them in the editorial sections of the Overland Sourcebook, our popular guide to all things overland. By submitting images, you are granting Overland Expo / Emerald X LLC non-exclusive rights to use the image/s in print and digital format for the purposes of promoting Overland Expo, and you acknowledge that you own the rights to the images submitted.

Deadline: February 28, 2025

ATTENDEE SWAG BAG MATERIALSQuantity of 1000

Deadline: August 15, 2025

 

This is the perfect opportunity for attendee exposure to your brand by placing something memorable in their hands. The ideal giveaway would be a small item or “trinket” with your logo/branding. We encourage this type of premium small swag item with logo/branding, and strongly discourage paper flyers/postcards for the attendee bag. If a paper item is chosen, we do ask that you use it to promote a discount at the event itself or an invite to pick up the giveaway item at your booth.   Flyers must be produced on high quality paper or thick card stock.  

 

Important Notes:

  • No liquid, anything perishable, or large items like frisbees, etc. 
  • Must be an enrolled exhibitor or sponsor for the current show. 
  • All items being shipped for Attendee Swag Bags, must arrive by August 15, 2025.   

 

Please ship all swag bag items to:  

Extra Space Storage  
UNIT 1412   
Attn: Overland Expo / Insert Exhibitor Name & “SWAG BAG”
4888 Ronald Reagan Blvd.   
Loveland, CO 80534

Overland Expo is hosting a charity raffle to benefit the Overland Expo Foundation. All prizes will be raffled and awarded to attendees at the Overland Expo event.

Overland Expo Foundation Raffle

  • Saturday – 7 pm @ the Oasis Bar & Food Court 
  • Fill Out This Form To Donate A Giveaway Item!

 

We also host a raffle at the Moto Party + Dinner benefiting a moto charity (TBA).

Moto Party + Dinner Raffle

  • Friday  –  7 pm @ the Oasis Bar & Food Court 
  • Fill Out This Form To Donate A Giveaway Item!

 

We will begin promoting the prizes and companies who donated via overlandexpo.com, social media, and our e-news in August! To be included in the advance promotion, let us know what you’d like to contribute.

Would you like your company included in our Digital Media Kit to get in front of attending media? Please fill out the form below:

MEDIA KIT SUBMISSION

This may promote your company’s activities at Overland Expo® or your newest products.

Deadline: July 25, 2025

ORDER PATCHES 

Once again, we’ll have custom bags for our special camping attendees. There will be Overland Expo® patches on the front. We encourage you to have your own patches made (with the hook part) and give them away at your booth. This drives people around the exhibitor area to collect as many as they can! This is a great way to get your logo out to the community and to be a very interactive and important part of this event. Keep the patches no bigger than 2″ ideally (2.5″ max) please! We had good luck with Patches4Less.com. Bring these to the show to give out on your own for more interaction with your brand (we don’t recommend making these your attendee bag items). 

TRADEMARK, INTELLECTUAL PROPERTY & UNAUTHORIZED USE: 

Emerald X LLC maintains a strict policy on intellectual property rights and will take action on any intellectual property infringement. The term “Intellectual property” or “IP” is used to describe various types of intangible property, patents, registered trademarks & service marks, and registered copyrights. Use of any Emerald X LLC intellectual property or creating, selling, or promotion of any likeness of Emerald X LLC’s intellectual property will carry severe consequences, which may include rejecting an exhibitor’s application to participate at Emerald X LLC sponsored shows, closing an exhibitor’s booth, banning an exhibitor from future Emerald X LLC-sponsored shows. It is the sole responsibility of the exhibitor to ensure they are not in violation of this contract term. Examples of violations would include merchandise, apparel, patches, products and services provided, sold or promoted at any Emerald X LLC that carry the trademark of Overland Expo®  resemble the likeness or references to these events including but not limited to event location coordinates, Expo East, Expo West, Expo Mtn West, Expo PNW, resemble the likeness of Overland Expo’s signature compass or any Emerald X LLC event logo; or resemble the services or format of Overland Expo®  

Tell your fans and followers to come see you at the show! 

  • Email Us for a link to our digital media room with social media assets and promotional copy.  
  • Tag @overlandexpo and #overlandexpomtnwest on Instagram, Facebook, and LinkedIn. 
  • Add the Official Overland Expo Mountain West 2025 Facebook event to your FB page.  Once in the event, click the 3 dots next to the “share” button, and click “add to page.” 

BEFORE THE SHOW: BOOTH PLANNING

SHIPPING – BOTH MATERIALS/SUPPLIES/PRODUCT

EXHIBITORS MUST COMPLETE INBOUND SHIPPING FORM HERE!

Exhibitors are entirely responsible for all their inbound/outbound freight including but not limited to: 

  • Preparing items for shipment, sourcing pallets, wrapping, attaching a BOL. 
  • Arrangement of all inbound/outbound shipping services with a shipping provider (including the Monday post event). 
  • ALL Exhibitor Shipments MUST BE picked up post-event by Monday, August 26th.  All packages left to be picked up after that are subject to a $500 per day fee. 

We would request that no items (other than Attendee Swag Bag Items) be shipped to the event prior to the Monday of Event week. Should there be no other options besides shipping to the events prior to the event week, storage and handling fees  will be assessed and listed below. 

SHIPPING ADDRESSES: 

Deliveries must arrive within the date ranges outlined below. 

EVENT WEEK (Shipment delivery of Monday 8/19 to Friday of Event)  – $300 HANDLING FEE 

The Ranch 

Attn: Overland Expo & Insert Exhibitor Name and BOOTH # HERE 

5280 Arena Cir. 

Loveland, CO 80538 

PRIOR TO EVENT WEEK (July 19– Aug 16): 

  • ONLY USE IF YOU ARE UNABLE TO ARRANGE DELIVERY WEEK OF EVENT. 
  • Up to 30 Days Prior to Event Week – No shipments will be accepted beyond 30 days out. 
  • DO NOT SHIP PALLETS OR CRATES TO STORAGE FACILITY. They can only be shipped to the venue starting on Monday August 19, week of event only. 
  • Once the exhibitor has alerted staff of their arrival in the show office, all packages will be delivered to the exhibitor’s booth space on Thursday of the event weekend between the hours of 9am to 5pm. 
  • Add both “Overland Expo” and Exhibitor’s Name in the shipment address “Attn To” line to ensure an accurate delivery. 
  • If items are shipped to The Ranch prior to August 19, they will be rejected  
  • Please see fee schedule below. 

Extra Space Storage  

UNIT 1412

Attn: Overland Expo / Insert Exhibitor Name and BOOTH # HERE 

4888 Ronald Reagan Blvd. 

Johnstown, CO 80534 

PRE-EVENT SHIPPING AND HANDLING FEES

DO NOT SHIP PALLETS OR CRATES TO STORAGE FACILITY. They can only be shipped to the venue starting on Monday August 19, week of event only.  

  • Loose Packages 0-50lbs – $25 per package handling fee 
  • Loose Packages 0-100lbs – $50 per package handling fee 
  • Loose Packages 100lbs + – $100 per package handling fee 

CAMPER TRAILER OFF LOADING FEE (use of ball/hitch)

 Have a transporter full of camper trailers? We can help you offload these trailers for a $300 fee per load.

**If both Overland Expo & Exhibitor’s name are not included in the shipping address, we cannot guarantee that items will make it to the destination. With offsite shipping, we will be contracting a handling company to accept and deliver items, so both names in the Attn: line are vital to ensure delivery.  

POST EVENT – OUTBOUND SHIPPING

Post event on Sunday/Monday, we will relocate your pre-prepared shipment to the designated pick-up location.  All outbound shipments must be prepared for shipment (including wrapping & BOL) and organized by the exhibitor with a shipping provider. 

If there is no BOL ready on the shipment, our team will not pick it up. Please guarantee the shipment is wrapped and ready before leaving the venue grounds. 

We do not have any extra pallets onsite for shipping. Please make sure to secure your own for delivery purposes. 

Please complete and turn in your Outbound shipping confirmation sheet to the show office by noon on Sunday, August 25th. 

For any shipment/pallet/crate left on grounds at venue after the Monday immediately following event, there will be a $500 per day storage fee imposed. 

Embassy Suites by Hilton Loveland Conference Center

Phone Number: (970) 593-6200

Hotel Address: 4705 Clydesdale Parkway, Loveland, CO 80538

Deadline: July 22, 2025 

Parking: There will be a $15/day parking fee

Booking Link: Book Here

 

DISCLAIMER: if you are contacted by Expo Housing Services (http://www.expohousingservices.com), we are in no way associated and we believe it is a scam. 

IN-BOOTH EXHIBITOR CAMPING  

  • Must camp within exhibitor booth footprint.   
  • Primitive camping, no hook ups  
  • Camping is only allowed upon approved exhibitor check in – Monday until 11am   
  • No open flames, propane only, must have an on/off switch  
  • Ideally no vehicle movement once placed in booth space   
  • Overland Centric vehicles only.   
  • No RVs, Toy Haulers etc…  
  • Must receive an Exhibitor In-Booth Camping hang tag for vehicle or trailer, if camping in exhibit vehicle. Please request at check-in.  
  • We highly recommend that if you are camping, please plan to stay within the show all weekend long.  
  • Quiet Hours: 10pm – 7am – strictly enforced  
  • There is no cost associated with camping within your booth space footprint  

  

EXHIBITOR CAMPING – NOT IN BOOTH SPACE   

  • Must register to camp via this LINK  – $80 for Wednesday – Monday at 11am  
  • Primitive camping, no hook ups  
  • Camping Check In will be (no exceptions):  
  • Wednesday – Noon – 6pm  
  • Thursday – 8am – 6pm    
  • Campsite is per camping space not per person  
  • RVs are NOT allowed Exhibitor Camping   
  • If you have an RV, you will be requested to park in trailer parking  
  • No open flames, propane only, must have an on/off switch  
  • Quiet Hours: 10pm – 7am – strictly enforced   
  • Once a camping pass is purchased, there will be no refunds.  

  

CAMPING IN ATTENDEE CAMPING AREA 

Another option is to camp in the attendee camping area, but a WPC must be purchased online before the event. There is limited availability, and sites are assigned as you arrive. Camp hosts will be on hand to help you. We do not reserve spaces in this camping area. 

General liability insurance coverage is always required of each Overland Expo exhibitor, however, we know that securing these certificates of insurance (COI) can be a time-consuming after-thought and hassle. After much research and many requests from exhibitors for a better solution, we’ve secured a service with our preferred insurance provider to include an exhibitor COI with the purchase of any Overland Expo booth space or sponsorship moving forward. This convenience to the exhibitor will ensure that all exhibitor COIs meet insurance requirements and will eliminate the hassle to the exhibitor of securing a COI from an outside provider. This also ensures that no additional certificates of insurance will be required to purchase by the exhibitor. 

Once an exhibitor places a booth space order, we will secure the COI on the company’s behalf and will share that certificate with you for your files. You will receive an email (sent to the registered email on Event Hub) from Rainprotection Insurance Co. with a copy of the COI for your records. 

If you are planning to SELL RETAIL ITEMS directly to consumers, it is your responsibility to register and send all reporting information to the state Having a Colorado Special Event Tax License may be required. Please visit this link for more information https://tax.colorado.gov/special-event-sales-tax and follow through with any requirements to register/apply with the state of CO, and if necessary collect and report the appropriate Sales Tax. We will be asking for your selling status and permit number if appliable. Our responsibility as promoter is collect this information from each Exhibitor registered and attending our event, and to forward it on to the State of CO Department of Revenue. 

MANUFACTURER OR DEALER? YOU MAY NEED AN OFF-PREMISE PERMIT FROM THE COLORADO MOTOR VEHICLE DEALER BOARD 

If you are a Motor Vehicle, Motorcycle, Electric Bike Manufacturer or Overland Trailer Manufacturer not licensed by the Colorado Motor Vehicle Dealer Board, you will need to agree that you are not licensed to actively sell product in the state.   You will also need to agree that products displayed in your booth are for advertising features and benefits only and cannot contain pricing. Selling onsite could result in a fine from the Colorado Motor Vehicle Dealer Board which you (the Motor Vehicle, Motorcycle, Electric Bike Manufacturer or Overland Trailer Manufacturer exhibiting at the event) will be responsible for paying. 

   

If you are a registered Motor Vehicle, Motorcycle, Electric Bike Dealer or Overland Trailer Dealer in the State of Colorado or a Licensed Manufacturer planning to use a Colorado Licensed Dealer, you agree to obtain an Off-Premise Permit from the Colorado Motor Vehicle Dealer Board, Form DR 2043, found at www.colorado.gov. (Event Specific) Please reach out to the state of Colorado for any further questions. 

Log-in to our Event Management portal to order more badges. Each employee needs their own badge.  We do not put individual names on badges, but we do print with registered company name. 

To determine the number of badges that come with your booth and if you have added additional badges to your order, please go to your account,  log in and the information is in the details of your order.  

Additional Badges may be acquired and purchased at the Show Office during Check-In and throughout the duration of the event. Each Exhibitor Badge is $75 and covers all 3 days of the event. It also includes early AM access to the exhibitor area, as well as a Free drink at each of the 3-nightly Happy Hours (Thurs-Sat).

Event Portal: Log In

Deadline: July 26, 2024 

Overland Expo has partnered with Showfleet to offer Vehicle Detailing for display vehicles.  Please use the THIS FORM to request your services directly with Showfleet.
 
Please note Overland Expo is not responsible for any arrangement made with Showfleet, and exhibitors must order these services directly.  

All tents must be secured – no exceptions.  Weather is unpredictable and winds are often gusty. 

Each venue includes asphalt, concrete, gravel and grass surfaces. Please contact your sales rep to find out which surface you are on and to make sure you bring supplies for securing your booth properly – staking not an option at The Ranch. Tent anchors must fit in designated booth space.

Large water containers make the best anchors for tents on asphalt and concrete.

All rules and regulations for sampling at Overland Expo can be found on the Sample Request Form below. Anyone wishing to sample at Overland Expo Mtn West must submit the form by July 23, 2025. 

SUBMIT SAMPLE REQUEST FORM

ON-SITE: BOOTH PLANNING

Your booth display must fit into your purchased space. This includes any weights that secure your tent down, display items, vehicles, and trailer (if applicable). 

QUIET HOURS: Quiet hours start at 10 pm and are strictly enforced.  

MUSIC: Very low volume music is acceptable, but do not disturb your neighboring exhibitors. 

DISPLAY: Your display must be a family-friendly exhibit. Absolutely no profanity, no sexual content (including innuendo), no scantily clad “spokespersons” either in person or in pictures, and no copyright infringement upon the Overland Expo logo / brand is allowed. 

GENERATORS: Exhibitor Generators are allowed as long as they are quiet. If your generator is loud, you will be asked to turn it off during show hours. If you are camping in your booth, your generator must be turned off by 10 p.m. If you are carrying extra fuel in your booth for the generator, you are also required to have a fire extinguisher. 

  • EXHIBITOR LOAD-IN FOR ALL EXHIBITORS: 

    • Wednesday, August 20, 2025, Noon to 6pm: No early arrivals will be allowed in until NOON, other than large semis. If you will be bringing a semi for your booth space or product, then please contact your sales representative before the event so they may expect your arrival. If you have a trailer that is part of your booth display, we highly encourage you to arrive and place the trailer in your booth space on Wednesday. 
    • Thursday, August 21, 2025, 8am to 6pm: Load-in will continue.
    • SEMI RIGS need to arrive by 9am on Wednesday to get placed before we start load-in at noon.  
    • Moving in or setting up will not be allowed on Friday before gates open. All exhibitors must be moved in and set up by Thursday 6:00 p.m. 

     

    EVENT HOURS: 

    • Friday – 8am-5pm 
    • Saturday – 8am-5pm 
    • Sunday – 9am-3pm 

     

    Exhibitors are to be in their booths and ready to go before Event opens. We suggest that you arrive no later than 30 mins before Event opening to be prepared for the crowd. 

     

    DISPLAY VEHICLES: 

    • Display vehicles are vehicles that are part of a booth display, that fit into the booth dimensions and have been designated with a “Display Vehicle” hang tag. 
    • If the vehicle does not go into your display space, then it does not come into the show area.  All other exhibitor vehicles must be parked in the designated exhibitor parking lot and are required to have a parking pass. If in need of a parking pass, please purchase one in the Show Office.  
    • Display Vehicles will be allowed to enter the show area for booth space placement from 6 a.m. – 7 a.m. on event days (7 a.m. – 8 a.m. on Sunday).   No other vehicles are permitted to enter the show gate / area on event days other than the display vehicles with display vehicle hang tags.  
    • No vehicles will be permitted to enter the show area after 7 a.m. on any event day.  There will be no exceptions.  Any display vehicles arriving after 7 a.m. on an event day (8 a.m. on Sunday) will only be permitted to park in the designated exhibitor parking lot.  
    • Display Vehicles are not permitted to leave the show area until an hour after the event has closed to the public due to safety purposes.  
    • It is highly encouraged to leave any Display Vehicle in your booth all weekend (instead of driving this vehicle back and forth into town/hotel) to avoid any issues with getting your Display Vehicle back in your booth space. 

THURSDAY, FRIDAY, AND SATURDAY FROM 5 – 7 PM: All nightly Happy Hour events will take place at the Oasis Bar & Food Court. Show your exhibitor badge to receive a free drink ticket to the bar. Alcoholic and non-alcoholic options are available.  

Arrival documents will be available approximately 30 days out from the event. We will send them out to the main contact email that is registered within the exhibitor portal.  

If you need to change your main contact in the system, please contact your sales representative to take care of that for you. 

PRODUCT PICKUP: If you have sold an oversize item that your customer will need help bringing to their campground / car, then call this number and a member of our staff will be able to assist with a shuttle / cart.   

AFTER-HOURS SECURITY: If you are in need of assistance from security after show hours (overnight), then call this number and our roaming security will immediately assist you on-site. 

You must inform Show Management of any intent to host a gathering that includes the distribution of alcohol on venue premises and obtain a permit. Any serving of alcohol must be organized and managed through the event venue.   

Due to liquor licenses and rules set by the Alcohol and Beverage Commission in each state, there are strict rules on distribution of alcohol.  Any organized party not registered with Show Management and not complying with the rules will be considered illegal and dealt with by the County Sheriff and will be shut down immediately.  There is no distribution of alcohol allowed on venue premises via any other channel other than the event venue’s alcohol provider. 

For Set Up Before the Show:    

  • Please break down all the cardboard and leave it at the end of your aisle.  The clean-up crew will come by and grab it prior to opening the next day.     
  • Any additional trash that is not cardboard can be placed in dumpsters and trash cans surrounding the event.     
  • Trash cans will be located at the end of aisles, so that no exhibitor has a trash can in their booth.   
  • If you would like an Overland Expo Foundation trash bag to keep in your booth, please inquire at the Show Office.   

 

For Tear Down at the End of the Show:   

  • Please break down all the cardboard and place it in your booth space.   
  • Please do NOT leave behind concrete blocks, sandbags, wood chips or gravel.  If you do not want to take them with you, please place them in a dumpster.  

Parking is complimentary at the The Ranch however exhibitors will be provided with parking passes to access a special exhibitor parking lot.   

Display Vehicles (vehicles that will be on display in your booth) will receive a hang tag to enter/exit the event gates.  Please see Display Vehicles rules under “Load-In & Event Hours.” 

Exhibitors who attempt to leave early damage the show, create a dangerous environment for attendees, and harm attendance prospects for future shows. There are attendees that purchase Sunday passes, expecting to see a full show, and we must provide them with the same event and exhibitor experience.   

Early departures will mean you will forfeit your space for future shows. Keep in mind, we are a sold out event, plus waitlisted 200+ exhibitors. If you personally are not attending the show, then please make sure your staff is aware of this. We will have staff on hand to record any early departures. 

OTHER CONSIDERATIONS

The Terms & Conditions and Exhibitor Space Agreement for Overland Expo Mountain West can be seen below:

Overland Expo Mountain West Terms & Conditions

 

We do not sell our Attendee Lists. If you receive any email offering our attendee lists, it is a scam. Reach out to your sales rep with any questions.  

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