Event Promoter’s Guide...Event Promoter’s Guide Page 3 A Message from the Executive Staff Welcome to the Lebanon Valley Exposition Center & Fairgrounds, Lebanon County’s premier

Event Promoter’s Guide

80 Rocherty Road, Lebanon, PA 17042 717-273-3670 | www.lebexpo.org www.visitlebanonvalley.comLebanonValley

PENNSYLVANIA’S

MissionTo promote agriculture, youth and community education and programs by providing a first-class

facility for exhibitions, competitions, meetings, and shows year-round.

VisionTo create improved opportunities for agriculture, youth education and community development, through innovation and continuous improvement with our partners and clients, for the benefit of

the greater Lebanon community.

ValuesKnowledge/Education – Provide agriculture, youth and community education related

events meetings, and activities.Integrity – Treat clients, employees, vendors and the public with honesty and respect.

Family Oriented – Welcome, support and encourage family participation.Stewardship – Consider sustainability in all significant decisions.Quality – Strive to maintain a clean, neat and attractive facility.

Event Promoter’s GuidePage 3

A Message from the Executive Staff

Welcome to the Lebanon Valley Exposition Center & Fairgrounds, Lebanon County’s premier event facility. With more than 75,000 square feet of indoor exhibition space and 75 acres of beautiful fairgrounds, our center is limitless in its possibilities. The Lebanon Valley Exposition Center & Fairgrounds is home to the award-winning Lebanon Area Fair, countless trade shows, athletic events, banquets, and much more.

As a current or future customer, we are dedicated to assisting you in every aspect of your event planning. We take great pride in our high level of customer service and we are excited to work with you as you begin to plan. This Promoter’s Guide is the first step in that process. Addition-ally, please visit our website at www.lebexpo.org for photos of previous events to inspire your planning process.

As you plan your event, please take a few minutes to peruse visitlebanonvalley.com to learn about the many offerings of the greater Lebanon Valley. Whether you are seeking lodging, restaurants or recreation, you will find the information on their website. In addition, the Visit Lebanon Valley, Destination Marketing Organization, will be pleased to promote your event via their various publications and social media. Please contact them directly via their website or 717-454-7762.

Thank you for selecting our facility for your event. We look forward to working with you!

Patrick J. KerwinPatrick J. Kerwin Executive Director

The Lebanon Valley Exposition Center & Fairgrounds is a registered 501(c)(3) nonprofit organization. As such, it is governed by a Board of Directors, which includes the following members:

Harry H. Bachman | President• Dean Weaver | Vice President• Sean McKinney | Secretary• Wes Harding | Treasurer• Daryl Alger• Bill Ames• Shawn Hernley• Dale Maulfair• Tom Siegel• Gerald Strickler• Dave Wenger•

Welcome

W W W. L E B E X P O . O R G

8 0 R O C H E R T Y R D . L E B A N O N , PA 1 7 0 4 2

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P K E R W I N @ L E B E X P O . O R G

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Welcome

Table of Contents

Quick Facts

Grounds Map

Floor Plan

North Hall

Center Hall

West Hall

East Hall

Southeast Hall

Brightbill Arena

Brightbill Barn

Open Sided Buildings/Pole Barns

Other Facilities

Sample Contract

Exhibits A - B - C - D

Concessions

Banquets

Internet Service

Camping

Event Services

Event Promotion Checklist

Avoiding Potential Problems and

Added Expense

Driving Directions

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Quick FactsGeneral InformationAddress: 80 Rocherty Road, Lebanon, PA 17042GPS Coordinates:Phone: 717-273-3670Kitchen: 717-273-3681Fax: 717-273-0603Email: [email protected]: www.lebexpo.orgSocial Media: Facebook & Twitter

Facility75,000 sq. ft. indoor exhibition space• 75 acres• On-site table and chair rental• On-site food service• Free parking•

HistoryFor decades, a variety of events have been held at the Lebanon Valley Expo Center and Fairgrounds. The Lebanon Expo was first acquired in 1969 when the Lebanon Valley Exposition Corporation, a non-profit organization was formed to buy 52 acres of the old Alexander Bamberger Farm. The primary goal of the venture was to create a perma-nent site for the annual 4-H fair and FFA activities, which had been held at various sites throughout the county.

The original Lebanon Valley Exposition Corporation Expo Board was made up of mostly 4-H fair board members.

The purpose of the Lebanon Area Fairgrounds was mainly for agricultural events. As the years went by, however, more and more non-agricultural groups showed interest in us-ing the site for sales, auctions, annual meetings, and consumer shows.

Today, the Lebanon Valley Expo Center and Fairgrounds is situated on 75 acres of land and has eight indoor rental units totaling 75,000 square feet: North Hall, Center Hall, East Hall, West Hall, Southeast Hall, Brightbill Arena and Brightbill Barn. In 2008 we added the new arena and barn consisting of 26,500 square feet. The Lebanon Valley Expo personnel strive to continually provide excellent service to our renters.


Grounds Map

ROCHERTY ROAD

CORNWALL ROADWEST HALL

NORTH HALL

PAVILION

OUTSIDE EATERY

TICKET BOOTH

DIRT TRACKGRAND STANDS

GRAND STANDS ANNOUNCER’S STAND

POLE BARN

POLE BARNPOLE BARNHORSE RINGS

BRIGHTBILL BARN & ARENA

SOUTHEAST HALL

EAST HALLCENTER HALL

MAIN ENTRANCE

SOCCER FIELDS AG CENTER

LEBANON VALLEY RAIL-TRAIL

MAIN PARKING

RAIL-TRAIL ACCESS/PARKING

Grounds MapN

SWE

fWest Hall

iNorth Hall

Main Entrancek

fKitchen

East Hallg

Southeast Halli

hBrightbill Arena

Brightbill Barng

fCenter Hall


Floor Plan


North HallNorth Hall is the largest open facility on the grounds with high ceilings in a well-lit, welcoming space. The hall features overhead lighting, air conditioning, heat, available drop-down overhead electrical hook-ups, and multiple overhead door and man door access points. This hall is ideal for banquets, sporting events, trade shows, animal shows and sales, wedding receptions, and more.

SPECIFICATIONSSquare Footage: 15,000ft2 of open spaceDimensions: 100’ x 150’Ceiling Height: 17’6”Overhead Door (Southeast): 5’8” x 6’9”Overhead Door (Northeast): 20’ x 14’1”Overhead Door (South to Hallway): 12’ x 9’10”


Just inside the foyer of the Main Entrance of the facility is Center Hall. It adjoins the kitchen, West Hall, North Hall, and the hallway to access to the East and Southeast Halls. While it is rented as a standalone unit for events such as banquets and meetings, it is ideal as a welcoming atrium to any larger show, conference or event using North or West Halls. Our restrooms are also easily accessed from Center Hall. At the southern end of the hall are the main exits to the Fairgrounds.

SPECIFICATIONSSquare Footage: 5,625ft2 with 3 pillarsDimensions: 111’ x 38’, plus 40’ x 35’ alcoveCeiling Height: 10’9”Overhead Door (2 - To Hallway & West Hall): 11’4” x 9’10”

Center Hall


West Hall was one of the first enclosed buildings on the grounds. The hall features overhead lighting as well as spot/down lights along the North and South walls, air conditioning, heat, available drop-down overhead electrical hook-ups, and multiple overhead door and man door access points. This hall is ideal for banquets, trade shows, wedding receptions, and more.

SPECIFICATIONSSquare Footage: 12,900ft2 of open spaceDimensions: 230’ x 58’Ceiling Height: 13’ in the center, tapering down over 20 feet to 9’3” at outside wallsOverhead Door (West): 11’11” x 11’7”Overhead Door (East to Center Hall): 11’4” x 9’10”Restrooms: Men’s & Women’s within Hall

West Hall


Designed as a hog barn, East Hall offers all of the necessary equipment to house livestock (pens, fans, watering systems, etc.), but in a retractable format so that the hall is versatile for various applications at any time of the year. In addition to housing various livestock and small animal events, this hall is utilized for trade shows, displays and meetings.

SPECIFICATIONSSquare Footage: 5,000ft2 of open spaceDimensions: 100’ x 50’Ceiling Height: 7’10”Overhead Door (2 - West Side): 7’6” x 6’6”

East Hall


A popular space for smaller events, Southeast Hall is a brightly lit building with multiple garage door entrances. It offers heating and air conditioning. It is often utilized for trade shows, meetings, displays, and animal shows, specifically for rabbit and poultry events.

SPECIFICATIONSSquare Footage: 6,000ft2 of open spaceDimensions: 123’ x 48’Ceiling Height: 10’5”Overhead Doors (2 - West Side): 11’11” x 9’11”Overhead Doors (2 - East Side): 11’11” x 9’9”

Southeast Hall


The newest addition to the grounds, Brightbill Arena is spacious with the highest ceilings and the second largest overhead doors on site. The hall features overhead lighting and ventilating fans, air conditioning, heat, and multiple overhead door and man door access points. This hall is ideal for banquets, sporting events, trade shows, animal shows and sales, equipment displays, and more.

SPECIFICATIONSSquare Footage: 7,500ft2 of open spaceDimensions: 100’ x 75’Ceiling Height: 20’Overhead Door (South): 9’11” x 12’Overhead Door (West): 11’11” x 13’10”Overhead Door (2 - East to Brightbill Barn): 9’11” x 12’

Brightbill Arena


The newest addition to the grounds, Brightbill Barn boasts the highest ceilings and largest overhead doors on site. The hall features overhead lighting and ventilating fans, air conditioning, heat, ample electricity, and multiple overhead door and man door access points. This hall was designed as a state of the art livestock facility, but its versatility is unmatched thanks to its available square footage and accessibility. It is home to equipment displays, trade shows, banquets, and more.

SPECIFICATIONSSquare Footage: 18,000ft2 with 15 pillars (3 rows)Pillars: At 25’ mark East-West; 30’ mark North-SouthDimensions: 150’ x 120’Ceiling Height: 20’Overhead Door (2 - East at North & South Sides): 12’ x 12’Overhead Door (2 - East in Center): 16’ x 16’Overhead Door (West to Brightbill Arena): 9’11” x 12’Overhead Door (South to Brightbill Arena): 10’ x 14’Overhead Door (Southwest to Wash Bay): 10’ x 14’Overhead Door (South to Milk Bay): 12’ x 12’

Brightbill Barn


Our Fairgrounds include four open sided buildings/pole barn structures that are used for a variety of purposes throughout the year. The pavilion, located just outside Center Hall, is great for picnics, small concerts, meetings, or dances. The pole barns are ideal for livestock stalling and animal handling equipment such as pens, milking parlors and wash racks are available.

SPECIFICATIONSPavilion: 55’ x 45’2 Pole Barns: 100’ x 50’1 Pole Barn: 150’ x 50’

Open Sided Buildings/ Pole Barns


The Fairgrounds include a variety of additional facilities for rent, including two horse rings, a lighted dirt track with grandstands and enclosed announcer’s booth, a BMX outdoor track, an equipped “Snack Shack” kitchen facility, and 40 acres of beautiful open fields often utilized for vendors, camping, or overflow parking.

Other Facilities


Sample Contract













Concessions“The Eatery” at the Lebanon Valley Exposition Center & Fairgrounds is the contracted con-cessionaire to sell concession food at the Expo Center. It offers a complete line of concession food for event visitors to purchase.

“THE EATERY” MENU TYPICALLY INCLUDES:Hamburgers• Hot Dogs• Grilled Chicken• Pork BBQ• Cheese Steaks• Breaded Haddock• Chicken Salad/Tuna Salad• French Fries• Fruit Cups• Soups• Chili• Desserts• Veggies & Dip• Beverages• Breakfast Sandwiches• Donuts/Danish/Bagels•

JAMES & MARCIA HUEYEATERY MANAGERS717-273-3681 office717-269-9788 [email protected]


Heisey’s Diner is the approved local caterer for banquet meal functions at the Expo Center. They offer a wide array of tasty menu options and will work with you to meet your budgetary objectives.

Heisey’s DinerGary Heisey, Owner717-272-0891

Banquet services may also be provided by Country Home Catering, 717-664-4254.

Banquets


Internet Service

LYLAB Technology Solutions is a full service technology solutions company partnering with the Lebanon Valley Exposition Corporation to provide Internet connectivity to vendors using their facilities. LYLAB will provide wired and/or wireless connectivity to the Internet on a contracted basis to you for your event. We can also provide rental of laptop or tablet PCs. Please contact us at 717-279-8595 for details on our services and we can provide pricing for you.

LYLAB is a Cisco certified SMB partner, with authorizations in Routing and Switching, Wireless LAN, Security, VPN, and Unified Communications (VOIP). LYLAB is proud to offer a full suite of Cloud services solutions to the Central PA business community to help our clients manage their information systems and telephone systems more effectively to increase productivity and remain competitive in the business marketplace.

LYLAB717-279-8595

WWW.LYLAB.NET


CampingON-SITE CAMPER HOOK UPS Limited camper accommodations are available on a first arrival basis on a nightly fee sched-ule. Hook up includes basic electric and water services, as well as access to the Expo Cen-ter’s recently renovated restroom and shower facilities. No dumping facilities.

To reserve the grounds for a camping event, please contact the Expo Center.

Report to the Expo Office during your event to request and pay for camper hook up.


Event ServicesHotels, Campgrounds, Dining, Transportation & Tourism InformationPlease utilize the guidebook and website produced by Visit Lebanon Valley, the Lebanon Valley Destination Marketing Organization, for a directory of regional hotels, restaurants, and attractions: www.visitlebanonvalley.com. A map of these nearby locations is also available at www.lebexpo.org.

Approved Decorators:Tents and Events, LLC 955 E. Main St.Annville, PA 17003717-867-7560request@tentsandevents.netwww.tentsandevents.net

Penn State Expo2750 Paxton St., Unit 3Harrisburg, PA [email protected] www.pennstateexpo.com

Eagle Rental Center Party DivisionPam Cramer, Manager2530 Quentin Road Lebanon, PA 17042 [email protected] www.eaglerentalcenter.com

Audio/Visual & Productions Services:Illusion Sound and LightingMeghan McVaugh1185 Division HwyEphrata, PA [email protected] your audio, lighting, video, and staging needs in one place. Rentals and production services for any size event.

SDK ElectronicsAttn. Scott Koonswww.sdkelectronics.com717-272-9824Limited rental capability in commercial audio and video, including small video screens, projectors, wireless conss connections for video presentation, wireless microphones and small sound systems for sound reinforcement use.

Sound Advantage Inc.744 E. Main St.Annville, PA 17003www.soundadvantageinc.com717-685-1224Full service shop with audio, video, lighting equipment and services for your production needs.

PA Audio & LightingLarry Perini418 East Chestnut StreetLebanon, PA 17042717-274-2220717-270-6970production@paaudioandlighting.comwww.paaudioandlighting.com

Spirit Sound & Light, [email protected], Video, Lighting Rental and Event Production Services


Event Services (cont.)Security Providers:INA Security5325 North Front St.Harrisburg, PA [email protected]

MProtective, LLCDuane Ness, Principal300 E. Market St.Hallam, PA 17406 [email protected]

Strike4s LLCDaniel R. Reich, Owner1144 St. Rt. 72 NLebanon, PA [email protected]

Medical Services:First Aid & Safety PatrolEmergency Medical ServicesBryan Smith, Executive Director254 S. 11th St.Lebanon, PA 17042717-272-1234www.faspems.com

For a directory of additional area service providers, such as signage companies, printers, communications, advertising agencies, photographers, etc., please visit the Lebanon Valley Chamber of Commerce: www.lvchamber.org.

Local MediaNewspapers: Lebanon Daily News www.ldnews.com

The Patriot-News www.pennlive.com

The Merchandiser www.themerchandiser.com/lebanon

Radio Stations:WLBRwww.wlbrradio.com

WWSMwww.wwsm.usWQICwww.wlbrradio.com/wqic


Event Promotion Checklist


Avoiding Potential Problems and Added Expense

Following these suggestions will help to keep your event on-budget and avoid any poten-tial problems or added expense to your rental.

- Turn down any heat or air conditioning overnight to avoid unnecessary utility charges.

- Turn lights off when leaving building.

- Do not use duct tape, masking tape, or scotch tape to adhere anything to walls. Painter’s tape is the only permitted adhesive.

- Do not drill, nail, screw or otherwise impale walls for any purpose.

- Outside food and beverage sales are not permitted.


Address: 80 Rocherty Road, Lebanon, PA 17042GPS Coordinates: 40.3055636, -76.4141601 N40° 18.3338’, W076° 24.8496’

Traveling on the PA TurnpikeTake Exit 266 toward PA-72/Lebanon/Lancaster. Turn left onto PA-72 N. Follow PA-72 N then turn right onto Rocherty Road. Destination will be on your right.

From Harrisburg/Hershey/State CollegeTake US-322 E. Turn left onto PA-241 N. Turn right onto Rocherty Road. Destination will be on your right.

From LancasterTake PA-72 N. Turn right onto Rocherty Road. Destination will be on your right.

From YorkTake I-83 N to US-322 E. Turn left onto PA-241 N. Turn right onto Rocherty Road. Destination will be on your right.

From Downtown LebanonTake N. Lincoln Ave southbound. Turn right onto Rocherty Road. Destination will be on your left.

From the NorthTake I-81 S to Exit 90 toward PA-72/Lebanon. Turn left onto Fisher Ave. Turn right onto PA-72 S. Slight left onto Cornwall Road. Turn left onto Rocherty Road. Destination will be on your right.

Driving Directions

Documents

Event Promoter’s Guide...Event Promoter’s Guide Page 3 A Message from the Executive Staff Welcome to the Lebanon Valley Exposition Center & Fairgrounds, Lebanon County’s premier