SPACE AGREEMENT FOR EXHIBITORS
Defined Parties and Terms
This Agreement ("Agreement") is entered into by and between Kansas City RV Show LLC ("Show Management") and the Exhibitor ("Exhibitor") whose name and contact information shall be provided on the official booth reservation form. By signing this contract, Exhibitor agrees to abide by all terms and conditions in this Agreement.
Governing Law
This Agreement shall be governed by and construed under the laws of the State of Missouri.
Entire Agreement / Modifications
This Agreement constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings, and agreements. No changes or modifications shall be valid unless in writing and signed by both parties.
Acceptance of Exhibitor by Show Management
Kansas City RV Show LLC reserves the right to refuse service or acceptance of any Exhibitor that wants to exhibit, sell, or attend the Kansas City RV Show held in 2027.
If an Exhibitor intends to sell anything that is unrelated to camping, RVs, outdoors, or etc. Kansas City RV Show LLC reserves the right to put their application and contract on hold until closer to the show.
If any Exhibitor intends to sell something of religious, political, dangerous, etc. manner, Kansas City RV Show LLC reserves the right to refuse their attendance.
By filling out this registration form and contract, this does not confirm or constitute acceptance of an Exhibitor by Kansas City RV Show LLC. Show management sending an invoice requesting payment or accepting in writing over email is the only way to gain acceptance.
Conduct
Exhibitor and its agents agree to act in a professional and courteous manner at all times. Exhibitor shall not engage in any conduct that is disruptive, abusive, discriminatory, illegal, or otherwise deemed inappropriate by Show Management. Violations may result in immediate removal without refund.
Important Dates and Deadlines
Deposit due: within 2 business days of contract being signed to retain spot. If payment is not received within 2 business days, the space will be released.
2nd 50% of total payment due: by end of business November 30th
Insurance due: by end of business January 15th
Hotel room reservation due (to hotel): December 30th
Move-in: TBA
Day 1: Friday January 29th from 9 am - 8 pm
Day 2: Saturday January 30th from 9 am - 8 pm
Day 3: Sunday January 31st from 9 am - 4 pm
Move-out: Sunday January 31st from 4:30 pm - 8 pm
Space Request
The booth numbers requested aboce are not promised and may be altered by show management based on previous contracts sent in, changes in setup, or more. Show management will do their best to honor all requests as closely as possible and will award refunds if the final space given to the exhibitor is of less value than what was paid.
Dock Parking
There will be no dock parking allowed under any circumstances without written approval.
Lanyards
Exhibitor will be provided with vendor lanyards accoridng to what is requested above. If more badges are needed, please request them from show management 3 weeks before the show. Lanyards will be at assigned booth during move-in.
Comped Tickets
Comped tickets will not be provided.
Hotel Room Block
A hotel room block is available if minimum is met. Exhibitor is responsible for cost of rooms.
Decoration of Booths
No booth structure, material or sign may extend more than 8' in height on back line, or exceed an 8' height from the back line 1/2 the depth of the booth to the aisle. Exhibitor's decorations may not obstruct other displays or project into aisles. All decorations must have been flame-proofed and pass inspection by all designated authorities of the City of Kansas City. ALL ELECTRICAL USE IN THE EXHIBIT AREA MUST COMPLY WITH THE OSHA NATIONAL ELECTRICAL CODE.
Use of Space
All sales must be conducted in a dignified manner within the confines of leased booth space. No noise making devices or public address systems shall be allowed without specific approval of show management. No sales or promotions will be allowed outside any booth. Exhibitors are not permitted to stand in the aisle. You will be asked to remain in your space and be given one warning.
Subletting
Subletting or donation of space partially or in its entirety, is not permissible without the written consent of the show management.
Late Payment Policy
Payments not received by end of business (5pm) on payment due dates will receive a late fee according to the following schedule. Paper payments will be accepted Monday-Saturday. Please plan accordingly and if you forsee that other timing or accomodation is needed, please let show management know at least 24 hours before payment is due.
24 hours late: GRACE PERIOD
25 hours - 72 hours late: fee that is 5% of the total due
73 hours - 168 hours late: fee that is 10% of the total due
+169 hours late: fee that is 15% of total due
Final Payment
Exhibitor’s final payment due date is determined by the option chosen above.
Cancellation Policy
If Exhibitor desires to cancel all or part of the exhibit space it must do so in writing by certified mail or email to Kansas City RV Show LLC to 4400 N Cobbler Rd Independence, MO 64058 or rvshowkc@gmail.com. For cancellations before 90 days before the event, 80% of the deposit will be refunded and 20% will be retained as a management fee. For cancellations within 90 days of the event, the deposit will be retained. For any cancellations after final payment is due, 100% of exhibit space cost will be retained. If Exhibitor defaults on payment, Exhibitor is responsible to the Kansas City RV Show LLC for collection costs, including all attorney’s fees incurred by the Kansas City RV Show LLC.
If the event is canceled due to reasons beyond Show Management’s control (including but not limited to weather, pandemic, natural disaster, or venue issues), refunds will be issued at the discretion of Show Management after deducting reasonable administrative and unrecoverable costs.
Regulations
The exhibitor agree to obey all city, state and federal rules and regulations including those of Bartle Hall, which may now be in existence or which hereafter may be made and to abide by the rules of the KC Departments of Building, Fire and Health, and such other Departments or Agencies whose duties embrace regulations of exhibits, or public gatherings. No promotion or advertisement will be permitted outside or above your assigned space within the marked borders
Photo/Video Release
Exhibitor grants permission to Kansas City RV Show LLC to use any photographs, videos, or audio recordings taken at the event for promotional, commercial, and marketing purposes, without compensation or further approval.
No Guarantee
Kansas City RV Show LLC makes no representation, guarantee, or warranty regarding Exhibitor’s success, sales performance, or return on investment. Participation is at the sole risk of the Exhibitor.
Severability
If any provision of this Agreement is found to be invalid or unenforceable, the remainder of this Agreement shall remain in full force and effect.
Electronic Communications
Email communications sent to or from Show Management at the designated contact email shall be deemed as valid written communication for the purposes of this Agreement.
Installation/Dismantling
Please see schedule for exact move in/move out times and dates. Exhibitor agrees to provide, at Exhibitor’s expense, all labor for installing and removing exhibiting materials. No Exhibitor shall be allowed to remove any part of their booth until the show is officially announced as "closed". Exhibitors shall be responsible for any expenses incurred by show management caused by their delay in removing their equipment. The Exhibitor is liable to the property owner for any damage that may occur to the property during the installation and removal of exhibits. Exhibits shall be arranged so as not to obstruct the general view nor hide the exhibits of others. All debris, water, ice, and snow must be removed from vehicles, products, and supplies before moving in.
Operation
The Exhibitor will keep exhibit open and staffed at all times during show hours. All sales activity must be confined to the booth area. Distribution of promotional materials must be confined to the exhibit space. Show management reserves the right to restrict exhibit’s appropriate and suitable methods of operation and reasonable noise levels. Exhibitor will be given one verbal warning for noise levels and/or doing business or distributing promotional materials outside of assigned area. Management reserves the right to decline or remove any exhibit or contents that are deemed objectionable by show management. Should such eviction or restriction be enforced, show management will not be liable for refunding any fees.
Wifi, Water, and Electricity
These services are not included in the space rental pricing and will have to be purchased separately. Smart City has wifi, water and electrical hookups available for purchase. Please contact Smart City with the number of hookups requested before move-in and they will install them during both move-in days.
Care of Space
Exhibitors shall be responsible for the space being returned at the end of the show in the same condition as when taken over. In case of damage, Exhibitor shall pay for such claims as are necessary to restore the space to its original state. Exhibitor agrees to conform to the regulations set forth by the appropriate departments of the local jurisdiction (such as Fire, Building and/or Electrical Departments) and the rules set forth by the owners of the facility. All decorations used must be fireproof. Public aisles and areas will be cleaned by the management of the show. Cleaning of booth and display space is the responsibility of Exhibitor. A cleanup fee will be charged to companies who leave excessive debris in the space at the close of the show. No food products are to be given away without prior written approval of the management.
Out-of-State Exhibitors
Out-of-state exhibitors must obtain a Missouri Special Events Application.
Insurance
Show management will take all reasonable precautions to protect the Exhibitor’s property but will not be responsible for loss or damage. Exhibitor agrees to save the exhibit hall owner, employees and show management and their agents and employees free and harmless of and from all claims, demands, damages, and liability whatsoever kind and character asserted by the person or persons on account of any loss or damage to the property, or injury or death of any persons occurring upon or about the leased premises arising out of the use of leased premises by the Exhibitor. Exhibitor shall carry and maintain insurance during the show, including move-in/move-out days at their own cost and expense. Personal injury and property damage insurance coverage under policies of general public liability. Insurance at the expense of Exhibitor must be obtained and presented at least 3 weeks prior to show move-in.
Licenses
Any and all City, County, State or Federal licenses, inspections, or permits required by law of any Exhibitor in the installation or operation of the display shall be obtained by the Exhibitor at their own expense prior to the opening of the show. Exhibitor agrees to obtain, at its own expense, any licenses or permits from government bodies which may be required for the operations of Exhibitor’s trade of business during the show and to pay all taxes that may be levied against Exhibitor as a result of the operation and business during the show. By law, Exhibitor is required to obtain a tax and/or business license for each state in which they participate prior to exhibiting.
Dispute Resolution
Any disputes arising out of this Agreement shall first be resolved through good-faith negotiations. If unresolved, both parties agree to submit the dispute to mediation before pursuing any legal action. Exhibitor is responsible for all costs incurred by the Kansas City RV Show LLC during dispute resolution.
Force Majeure
Neither party shall be liable for delays or failure to perform any obligations under this Agreement if such delay or failure is due to acts of God, war, government regulations, disaster, strikes, civil disorder, curtailment of transportation, pandemic, or other emergency beyond the party's control making it illegal or impossible to hold the event.
Liability and Security
Kansas City RV Show LLC and the event facility will take reasonable precautions to protect Exhibitor property, but shall not be liable for loss, damage, or theft. Although guard service will be furnished, neither Kansas City RV Show LLC nor the facility in which the exhibits are held will be responsible for damage to, loss, or theft of property belonging to any Exhibitor, their agents, employees, business invitees, visitors, or guests.
Exhibitors are responsible for securing their own displays, merchandise, and personal belongings during all phases of the event (including move-in and move-out). Kansas City RV Show LLC reserves the right to reassign or relocate exhibit space as needed for safety, traffic flow, or other operational needs.
Indemnification and Compliance
Exhibitor agrees to indemnify, defend, and hold harmless Kansas City RV Show LLC, its parent company, contractors, vendors, venue owners, officers, agents, and employees from and against any and all claims, damages, losses, liabilities, costs, or expenses (including attorney’s fees) arising out of:
Exhibitor’s use or occupation of the exhibit premises;
Any personal injury, property damage, or death resulting from Exhibitor’s actions or negligence; Violations of local, state, or federal laws by Exhibitor or its employees/representatives; Any failure by Exhibitor to comply with facility rules or this Agreement. This includes any claims brought by third parties, including other exhibitors, attendees, vendors, or government entities. This indemnification does not apply to damages directly caused by the gross negligence or willful misconduct of Kansas City RV Show LLC or the facility.
Acceptance
By signing below, Exhibitor agrees to all terms outlined in this Agreement.