SPACE AGREEMENT FOR DEALERS
Defined Parties and Terms
This Agreement ("Agreement") is entered into by and between Kansas City RV Show LLC ("Show Management") and the Exhibitor ("Dealer", "Exhibitor") whose name and contact information shall be provided on the official booth reservation form. By signing this contract, Dealer 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, cancel, or not accept any Exhibitor that wants to exhibit, sell, or attend the Kansas City RV Show held in 2027 for any reason.
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 are at Show Management's sole discretion and may result in a fine for each occurrence, immediate removal without refund, or other punishments decided on by Show Management.
If a dealer enters another dealer's assigned space for any reason, they must ask permission first. If they don't ask permission or continue after permission was not granted, they will incur a $500 fine. Each occurrence will incur an additional fine.
Important Dates and Deadlines
- $500 deposit due: within 5 business days of contract being signed otherwise spot in line to choose space will be lost.
- 1st 50% of total payment due: by end of business October 31st (there will be a 5% discount for those who pay in full by this date)
- 2nd 50% of total payment due: by end of business November 30th
- Final layout due to Liberty Exposition Services: by end of business December 31st
Manufacturing consent forms due: by end of business January 15th
- Insurance due: by end of business January 15th
- Move-in: Tuesday January 26th and Wednesday January 27th from 8 am - 7 pm
- Proposed Industry/VIP day: Thursday January 28th 9 am - 6 pm
- 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, February 1st from 4:30 pm - 8 pm and Monday, February 1st from 8 am - 2 pm
Dock Parking
Dock parking will be available using parking passes provided by show management during move-in. The number of passes given to Dealer will be based on the percentage of square footage purchased and applying that percentage to the total number of spots available.
Lanyards
Amount of lanyards needed should be provided on this form. Lanyards will be given out during move-in. If no requested amount is received, one lanyard will be given for each 1,000 sq ft purchased.
Comped Tickets
Comped tickets will be provided at the expense of show management. The number of tickets given to Dealer will be based on the percentage of square footage purchased and applying that percentage to the total number of comped tickets available. If halls A-C are filled, 110 comped tickets will be available for allocation. If halls A-D are filled, 145 comped tickets will be available for allocation. If halls A-E are filled, 190 comped tickets will be available for allocation.
Brand Acceptance
Show management reserves the right to approve or deny brands that dealers are bringing if there is a conflict between dealers. Unless a manufacturer has a dealer they would prefer to display a brand, show management will follow the process below to decide which dealer will be able to display a brand.
- The dealer whose manufacturer gives them priority over another dealer with the same brand
- The dealer whose current territory actively lists Kansas City, MO 64105 (Bartle Hall) on their DMA or equivalent contract
- The dealer whose current territory actively lists the zip code closest to Kansas City, MO 64105 (Bartle Hall) their DMA or equivalent contract
- The dealer who has brought the brand to the Kansas City RV Show before since 2023.
- The dealer that is closest to the event space by driving miles according to Google Maps
If 2 or more dealers want to bring the same brand, they will need to expressly agree in writing to show management. Then show management will send over a letter of agreement for both dealers and both of their manufacturer representatives to sign and accept. This then has to be accepted by show management in writing for both dealers to have to bring it. If everyone involved doesn't agree, only the dealer with priority according to the process above can bring the brand.
Only brands that the dealer has a signed and approved Manufacturing Consent Form and are on the show floor are allowed to be marketed in any form outside or facing outside their booth. No brand that is not on the show floor and does not have manufacturer approval is allowed to display pricing (unless marketing a used unit's pricing), or brochures unless the dealer who is exhibiting and has approval for this brand and the manufacturer and dealer with approval approves explicitly in writing. Dealer will receive one warning to remove any materials that go against this. If it is not removed within 30 minutes of 1st warning, Dealer will receive a $500 fine for each additional 10 minutes the materials are still being presented. After 1 hour has passed from the first warning and materials are still posted, the fine will increase to $1,000 per 10 minutes. After 2 full hours have passed since the fiurst warning and materials are still posted, the dealers area will be fully shut down to the public until materials are removed.
Manufacturer Consent Forms
Manufacturer consent form(s) are required to display that brand according to Missouri law. If no manufacturing consent form is received, the brand is not allowed to be displayed. All the units without a manufacturing consent form will need to be locked. If show management finds out that a dealer unlocked unapproved brands, a sign and caution tape will be posted on these units.
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. Payments will be accepted Monday-Saturday. Please plan accordingly and if you foresee that other timing or accommodation is needed, please let show management know at least 24 hours before payment is due.
- 24 hours late: GRACE PERIOD
- 1-7 days late: fee that is 5% of the total due
- 7-14 days late: fee that is 7.5% of the total due
- more than 14 days late: fee that is 10% of total due
- more than 25 days late: fee that is 17.5% of the total due
Final Payment
Dealer’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. For cancellations before 90 days before the event, the $500 deposit will be retained and a 15% management fee of total exhibit space cost will be assessed and due within 48 hours of written communication. For cancellations within 90 days of the show (after 5 pm on October 30th), Exhibitor will be charged 50% of its total exhibit space cost that will be due within 48 hours of written communication of cancellation. For any cancellations within 60 days before the start of the show (November 29th), 100% of exhibit space cost is due within 48 hours of written communication. If Exhibitor defaults on payment according to the timelines listed above, Exhibitor is responsible to the Kansas City RV Show LLC for collection costs, including all attorney’s fees incurred to collect the amount due.
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.
Fire Code
Exhibitor is expected to follow all fire codes including but not limited to less than 5 gallons in the fuel tank of any motorhome, all propane tanks unhooked and empty or removed entirely, all batteries disconnected, and no parking any vehicle inside that does not follow the fire code.
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 RVs 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.
Final Space Map
A copy of final Dealer space layout is due to Liberty Exposition Services by the date listed above. Final map will not be released until after the fire marshal has approved it in January.
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 Show Management. Cleaning of booth and display space is the responsibility of Exhibitor. A cleanup fee will be charged to Dealer 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.
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, auto and workers compensation with limits of at least $1,000,000 combined single limit for bodily injury and property damage are required. Prior to move-in, Exhibitor must provide a certificate of insurance naming Kansas City RV Show LLC and its parent, subsidiaries, affiliates, officers, directors, employees and agents as additional insured. Insurance using these requirements at the expense of Dealer 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.
Out-of-State Dealers
Out-of-state Dealers will only be accepted into the event when 10 Missouri dealers are contracted per Missouri statutes.
"Section 301.566, RSMo, requires recreational vehicle (RV) dealers licensed in another state wanting to participate in an RV show or exhibition in Missouri must complete a Request for Out-of-State Dealer Participation in Missouri Recreational Vehicle Show or Exhibit (Form 5132) at least 30 days prior to the event... Within 15 days prior to the date of the event, the Department will notify the dealer of its decision to approve or deny the request for participation. If approved, an RV Off-Premises Permit will be issued."
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 or arbitration before pursuing any legal action.
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.