Rocky Mountain Audio Fest
October 2-4, 2020
Denver, CO
Fri-Sat: 10-6, Sun: 10-4

Exhibitor FAQs

Where can I change my exhibitor password?

Log into your exhibitor account by Clicking Here and under My Account, click on the Account Details link. Then, in the Main Profile, click on the Green Pencil icon to enter your new password.

Where can I find Sales Tax information?

Sales Tax Forms:

All sales at RMAF must include sales tax for the State of Colorado, Adams County and the City of Aurora. Both Aurora and Colorado require a Special Event completed application form. Colorado's fee is $8 and Aurora does not have a fee. Colorado's state tax rate is 2.9% and the RTD tax rate is 1% plus the Cultural Facilities District tax rate is .1%. Adams County sales tax is .75% and Aurora sales tax is 3.75%. The combined rate is 8.5% and both application and payment must be submitted no later than Monday, November 2, 2020. Below are links to information and forms that must be filled out and sent in with your tax payment.

Colorado State Tax
Colorado Department of Revenue, Vendor Special Event License Application for Single or Multiple Events.
Colorado Department of Revenue, Special Event Sales Tax Return. If you have questions about either form, please call (303) 238-7378.

Aurora City Tax
City of Aurora Temporary Retail Business/Sales Tax License. If you have questions about this form, please call (720) 913-9446. Aurora Website: Click on the Special Event Sales Tax option to download the current packet.

When does space selection for RMAF begin?

2020 Exhibitor Registration opens for 2019 Exhibitors on February 24, 2020. Registration for all other exhibitors opens March 23, 2020. Please contact Marjorie Baumert or Marcie Miller at 303-393-7918 or [email protected] to reserve your space.

What rooms are available?

You can go to the link below for the most current information. The available rooms are in green. The white rooms are unoccupied to ensure optimum sound quality. The maroon rooms have been sold and the blue rooms have been reserved and are pending until payment and/or contracts are received.

Check Availability

What is the deadline to reserve my space?

Exhibitor registration closes Friday, August 28, 2020 .

How do I pay for my exhibit space?

Log into your account and click on the Make a Payment tab to pay with a credit card, or mail a check to RMAF, 363 Cook St., Denver, CO 80206. Please contact Marjorie Baumert at 303-393-7918 or [email protected] if you need additional options.

Are there any discounts available?

The discounted early bird rate requires your signed contract and 50% of the total amount due (or 25% if you are making automatic credit card installments) be received in the RMAF office by May 29, 2020 .

What is the payment schedule?

When your room is reserved, you must have a 50% deposit (or 25% if you are making automatic credit card installments. The additional installments will be billed to your credit card monthly.) The full payment must be received no later than August 31, 2020 .

Where do we get information on room rules and regulations?

Each exhibitor is required to sign a 5-page contract that states all the rules and regulations. You can download the contract from your exhibitor account.

How do we register our staff?

You will be able to log into your Exhibitor account and click on the Required Forms and the click on the Manage Name Badges tab. This will be where you register staff.

Each Exhibitor is allotted four (4) badges. If you need additional badges, please contact 303-393-7918 or Info at audiofest dot net to request additional badges.

When will we receive our exhibitor badges?

Exhibitor badges will be available for pick-up Wednesday, September 30, 2020 at 10am at the RMAF Exhibitor and Press Registration Desk. Look for the EXHIBITOR designated line.

What is the cancellation policy?

The policy is detailed in the RMAF contract. All cancellations must be in writing (no phone calls, please) and shall be effective when received by RMAF. Should the Exhibitor cancel all, or part, of the exhibit space contracted herein after the date RMAF accepts and signs the Contract, Exhibitor is liable for a) 50% of the total exhibit space cost if the cancellation is made between June 1, 2020 and August 1, 2020, or b) 100% of the total exhibit space cost if the cancellation is made after August 1, 2020. Refunds are subject to a cancellation fee of $150.

Do I need insurance for my booth at RMAF?

It is suggested the Exhibitor obtain liability insurance in the amount of $1,000,000. It is requested the Exhibitor provide RMAF with proof of insurance coverage via a certificate of insurance and waiver of subrogation by October 2, 2020, in which RMAF is named as an additional insured.

What are the signage restrictions?

You are welcome to put whatever signage INSIDE your room that works for you. If you decide to hang anything on the walls, please make sure you use removable tape that will not damage the walls or wallpaper. You will be responsible for any damage to the walls of your room.  Signage outside the room is prohibited by the Aurora Fire Marshall. Any signage found in the halls will be removed by the RMAF volunteers and may be picked up in the RMAF office after the show closes.

Are there any sound restrictions on the show floor?

Yes, all sound must be turned off by 10pm each evening. Sound levels are not to exceed 85dB at any time.

May I sell my products in my room or booth?

Yes. You will be required to pay taxes for the City of Aurora and Adams County as well as the State of Colorado. All Colorado tax reporting and forms are online. Information and links can be found on your exhibitor administration page.

What are the advertising opportunities?

Exhibitors are able to purchase advertising through their Exhibitor account. All prices, specifications and deadlines are listed on this page.

  1. RMAF Directory Ads
  • Half Page Color, No Bleed: $300
  • Full Page Color, No Bleed: $500
  • Double Page Color, No Bleed (2 Side by Side Single Pages Ads): $1,000
  • 2" Logo in RMAF Directory: $50

May we use the RMAF logo on our company website or in other promotional pieces?

Yes, you can download logos here. If you need a different format or size, please contact Marjorie Baumert at 303-393-7918 or Info at audiofest dot net.

Is internet available in my room?

Complimentary high speed wireless internet is available in the lobby and ballroom vendor areas, compliments of RMAF. High speed internet is available in exhibit rooms for an additional charge.

Plant Rental Information

Little Eden Plantscaping

15550 W 72nd Ave.
Arvada, CO 80007-7579
(303) 422-3336
(303) 423-4145 fax

Pipe and Drape

Butler Rents
Amber Gyhra  [email protected]​​​​​​​ or Barb Wyatt [email protected]
4455 E Virginia Ave., Denver, CO 80246-1512
(303) 388-5971, (303) 388-6819 fax
Order must be completed by Monday, September 14, 2020

Other:
Please visit the Denver Visitor and Conventions Bureau for additional information on local vendors.

I have forgotten my exhibitor login password?

Click on the Reset your password? text in blue on the Exhibitor Login page. A new password will be sent to your email address or if you contact RMAF, they can tell you your current password.

Where can I find freight (shipping) information?

RMAF allows Exhibitors three (3) options for getting their freight into and out of the show site.

  1. Hand Carry Exhibitors are welcome to carry their own merchandise into the hotel on Tuesday, September 29, 2020. Exhibitors will be responsible for any damage caused to the hotel while carrying their own merchandise into or out of the show site.
  2. Drayage Exhibitors are welcome to select a freight company of their choice to send their merchandise into the advanced warehouse location. All freight from the advanced warehouse location will be brought to the show site by Omni Logistics.
  3. Full Shipping Services Exhibitors have the option to utilize Omni Logistics to coordinate their freight shipment to RMAF. Shipping Instructions.  Click Here to go directly to the Omni Logistics website.

May I get into my room earlier than Wednesday at 8am?

No. The furniture is removed from all rooms on Tuesday and once it is complete, the shippers have total access to all floors. We need to keep the hallways clear.

What time will my freight arrive in my room?

All freight will be available to set up on Wednesday, September 30, 2020 after 8am.

When may we move into our rooms and booths?

Exhibitor move-in begins on [festival_exhibitor_move_in] at 9am. All room Exhibitors will have to check in with the Gaylord at the special Exhibitor check-in booth across from the main lobby Registration Desk. You will need to give them a credit card for charges that are not covered in the contract, i.e. food and beverage.

Are there carts to transport my products?

Please bring your own carts or dollies to transport your products as the hotel has limited quantities of luggage cards that do not hold heavy weight. The hotel will charge $75 for the use of a cart. Please label your equipment.

Should I bring my own tools?

Yes. The hotel will charge you for tool rental. The RMAF office has limited tools for your use.

Is it possible to get help to set up my room?

Yes, we have volunteers from the Colorado Audio Society. Please let Marjorie Baumert or Marcie Miller know in advance at 303-393-7918 or email info at audiofest dot net.

Is there a place to store our boxes and empty crates?

Exhibitors should use their room's bathroom for storage first. If you have additional boxes or crates that need to be removed, Omni Logistics will collect them from the hall at the end of set-up day.

FEES On-site storage is included. If you have an oversized crate or box that will not fit into the on-site storage area or you want your packaging stored off-site, please contact Omni Logistics. Off-site storage is $125 per room and covers all boxes/crates from that room.

Where do I pick up my badge?

Exhibitor badges will be available September 30, 2020 at 10am at the RMAF Registration Desk.

When does my room need to be ready?

The show opens to the public on Friday, October 2, 2020 at 10am. Industry day is Thursday.

Where is the loading dock located at the Gaylord?

Behind the hotel. We will let you know the specific loading dock number when it assigned by the Gaylord.

Can I bring in a palette of goods?

Check the dimensions of the service elevators and room doors below to see if the palette will fit. If not, it will have to be broken down in the loading dock area.

What are the dimensions of the service elevators?

The 2 convention freights are 8’wide by 10’ long with a max opening of 10’ tall and they can carry 8500lbs.

The hotel tower services cars 1-2-3 are 7’long by 5’wide by 7’6”tall the doors are max 4’wide by 7’tall and they can carry 4500lbs.

What are the dimensions of the room doors?

Door Dimensions are 79 height x 34 width.

Move-Out Information

The show closes Sunday, October 4, 2020 at 4pm. Your personnel can start breaking down after 4pm. The RMAF shippers will be given priority access to all loading docks starting at 7pm. They are willing to work with you in sharing the area.

When does my room have to be empty?

All exhibitors on the hotel side must be out by 10am, Monday, October 5, 2020 by 10am. Otherwise, you will be charged for another day at hotel rates. The Convention Center rooms need to be empty by midnight October 4, 2020.

Who attends the cocktail reception on Thursday night?

Exhibitors and Press are encouraged to attend the welcome cocktail reception on Thursday evening from 6pm to 7:30pm in the Colorado Ballroom D, Convention Center Level 3. Please take a moment to meet and thank the dedicated volunteers of the Rocky Mountain Audio Fest.

Where can I find general information?

Click here for all other information.