Expo Policies
1. Friday Expo move-in begins at 8:30 a.m. on Friday. Larger sponsors & vendors can drop items off with approval on Thursday night. Saturday Finish Festival move-in begins at 6am on Saturday. No exhibitors will be permitted in the exhibit area prior to this time. All booths must be set up 30 minutes prior to expo start time. NO EXCEPTIONS.
2. Any food or beverage sample must be 4 ounces or less.
3. The deadline to submit your electricity needs and special requests is April 10, 2026.
4. The deadline to submit your Certificate of Insurance is April 10, 2026.
5. Booth must be staffed throughout the entirety of the event.
6. Exhibitor and its representatives agree to abide by all Rules and Regulations and other related policies of Expo.
7. Any use of the names, trademarks, or logos of the Blue Ridge Marathon and its affiliated brands for any promotional or commercial purpose (including on merchandise for sale or giveaway) is prohibited without advance written permission. Fundraising for causes other than the Blue Ridge Marathon or the Roanoke Outside Foundation are also prohibited without advance written permission.
8. BRM reserves the right to limit the number of exhibitors in any category and/or to reject or restrict any exhibit. Exhibitor will not sublet or share any portion of its allocated space and shall not exhibit or permit to be exhibited any merchandise or services other than that specified in the application and approved. Expo shall have the right to reallocate space in the interest of a better showing of exhibits or in the event changes in the floor plan are made for whatever reason.
9. Requests for all electrical needs and additional exhibit equipment must be made to the Expo Manager or approved vendors.
10. Exhibitor shall be responsible for all costs of installing and removing its display and associated materials. Exhibit height, including signage, lights, etc., must be limited to eight feet. All materials and displays must be arranged in such a manner so as to not disturb (physically, visually, or audibly) the aisles or exhibits in adjacent booths and must be kept in a safe and stable condition. Literature and/or promotional materials may not be distributed or displayed in any space other than Exhibitor’s assigned booth space at any time without permission from the Expo Manager. Food and/or beverage distribution is restricted to the sampling Exhibitor’s commercial product offering. Exhibitor and its agents agree not to hang banners or signs in any location (other than within Exhibitor’s assigned booth space). Exhibitor and its agents must not deface property. Exhibitor is liable for any damages it causes to any property.
11. Exhibitor agrees to meet all set-up and break-down deadlines and to maintain and staff its exhibit during official Expo show hours as published. The actual occupancy of the space rented by Exhibitor is of the essence hereof. If Exhibitor does not occupy the space by the opening of the Expo, Expo shall have the right to use the space in such a manner as it deems best for the interest of the Expo without releasing Exhibitor from any liability here under. Termination of the Agreement upon Exhibitor’s request shall be at the sole discretion of the Expo.
12. With advance permission, Exhibitor may sell certain merchandise from its assigned booth. Orders for future deliveries are permitted. Seller is responsible for local and state sales taxes as well as for applicable business licenses.
13. Exhibitor shall indemnify, hold harmless and defend Expo, Blue Ridge Marathon, Foot Levelers, the City of Roanoke, the Roanoke Outside Foundation, the City Market Building, and Downtown Roanoke Inc. and their respective members, officers, directors, volunteers, agents, sponsors, employees, and contractors against any and all costs and liabilities of any kind (including attorney’s fees) which they incur because of Exhibitor’s use or occupancy of the space, or as a consequence of the sale or use of any exhibit or product or service.
14. Insurance: Exhibitor will maintain the following insurance for the Expo:
a. Comprehensive or Commercial General Liability and Contractual Liability Insurance covering all operations in conjunction with the Expo with the minimum limits of liability for bodily injury of 2,000,000 per occurrence. If a combined single limit is provided, the limit shall not be less than $2,000,000 per occurrence. The indemnitees named above shall each be named as additional insured to the policy. The insurer shall have no right of recovery or subrogation against the named indemnitees and the insurance shall be primary insurance, protecting the Exhibitor and the names indemnities for all losses arising from Exhibitor’s operations.
b. Worker’s Compensation Insurance, including Employer’s Liability Insurance, with a minimum limit of $500,000.
15. Excused Non-Performance: Performance by either party is subject to acts of God, war, government regulation, disaster, or other casualty, strikes or threat of strikes (exception: neither party may terminate this Agreement for strikes or labor disputes involving their own employees or agents), acts and/or threats of terrorism, or curtailment of transportation services beyond the control of either party making it illegal, impossible or commercially impractical to hold the Event or provide the facility.
16. Selling is permitted; however, exhibitors are responsible for obtaining applicable licenses and for collecting/reporting all state and local sales taxes (currently 9.25%).
17. Violations of these Rules and Regulations may result in the forfeiture of exhibit space this year and in future years, without refund, at BRM’s discretion. Additional rules and regulations may apply that will be posted at the Expo.
18. I agree to abide by the Center for Disease Control (CDC)’s recommendations for the prevention of the spread of COVID-19 and attest to having read the CDC’s guidance at: https://www.cdc.gov/coronavirus/2019-ncov/prepare/prevention.html. I also agree to abide by any COVID-19 distancing and other safety guidelines issued by the state, the community or by this race for my participation in this race. You are agreeing to participate in this event at your own risk.