AGREEMENT FOR EXHIBITORS AND SPONSORS
1. Defined Parties and Terms
This Agreement ("Agreement") is entered into by and between Rie Rose Events LLC ("Show Management") and the Exhibitor ("Exhibitor"), whose name and contact information shall be provided on this official booth reservation form. This Agreement applies to all participants, including the "Best in Show" Sponsor, "Featured Experience" Sponsors, "Paws & Pose" Sponsors, "Pet-Friendly" Partners, and "Pet Marketplace" or "Community Impact" vendors. By signing this contract, Exhibitor agrees to abide by all terms and conditions herein.
2. Governing Law
This Agreement shall be governed by and construed under the laws of the State of Missouri.
3. 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.
4. Acceptance of Exhibitor by Show Management
Show Management reserves the right to refuse service or acceptance of any Exhibitor. Acceptance is only confirmed once Show Management issues a written invoice or email confirmation. nature. Show Management reserves the right to select those applicants it deems appropriate for 2026 KC Pet Fest.
5. Animal Welfare and Code of Conduct
The safety and well-being of all animals are the highest priority.
- Animal Health: All animals brought by Exhibitors must be in good health, up-to-date on vaccinations required according residencet to Missouri law and Kansas City, Missouri ordinances, and free of parasites.
- Enclosures: All animals brought by Exhibitors must be kept in proper enclosures for that type of animal. For example, dogs must be kept in kennels or secure exercise pen enclosures, cats must be kept in kennels or playpens, and birds must be kept in cages.
- Overnight Policy: All animals (dogs, cats, birds, etc.) must be removed from the American Royal premises each night at the close of the show. ***Exception: Animals housed in permanent, secure tanks or terrariums (such as fish or reptiles) may remain overnight, provided they have adequate climate control and life-support systems. Show Management and the venue are not responsible for the health / general welfare of any animals, including those left on-site overnight.
- Humane Treatment: Any form of animal cruelty or neglect will result in immediate removal without refund.
Exhibitor and its agents agree to act professionally and courteously 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.
6. Important Dates and Deadlines
- Payment: Due in full upon reservation. If payment is not made, the booth will not be reserved.
- Finalization: All agreements must be finalized by October 15, 2026, to guarantee the inclusion of all marketing perks and space.
- Onboarding: Upon payment and signing, participants will receive a professional marketing toolkit for promotional use.
- Insurance Certificate: Due by October 15, 2026. If your Certificate of
Insurance (consistent with the Mandatory Insurance Coverage provisions of section 13 of this Agreement) is not received by this deadline, your reservation will not be held and no refund will be issued.
- Move-In: November 5, 12-6pm and November 6, 9am-1pm
- Event Days: November 6, 2-8pm and November 7, 9am-8pm, 2026
- Move-Out: November 7, 2026 (Immediately following show close).
7. Space Request
The booth numbers requested above 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.
8. Lanyards
Exhibitor will be provided with vendor lanyards according 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 the assigned booth during move-in.
9. Comped Tickets and Parking
Comped tickets will be provided according to the following outlines:
- Best in Show Sponsor: 15 free attendee tickets and 10 free vendor parking passes.
- Featured Experience Sponsor: 8 free attendee tickets and 6 free vendor parking passes.
- Paws & Pose Sponsor: 6 free attendee tickets and 2 free vendor parking passes.
- Pet-Friendly Partner / Friend of the Fest: 2 free attendee tickets.
- Booth Vendors: 0 free attendee tickets and 1 free vendor parking pass.
10. Operation and Space Use
- Booth Integrity: No decorations may exceed 8' in height or obstruct the view of other exhibitors. All materials must be flame-proofed consistent with the Kansas City, Missouri Fire Codes.
- Noise/Sales: No public address systems or excessive noise. All sales and distribution of materials must remain inside the leased booth space. Standing in aisles is prohibited.
- Subletting: Prohibited without express written consent.
- Utilities: Wifi, water, and electricity are not included and must be purchased through the venue’s designated providers.
- Care of Space: Booths must be returned in the original condition. At the
discretion of Show Management, a cleanup fee will be charged for excessive debris or animal waste left in your area.
- Staffing: The Exhibitor will keep the exhibit open and staffed at all times during show hours.
- Bulk and Activation Space: Sponsors at the "Best in Show" and "Featured Experience" levels are provided with bulk activation space rather than standard pipe-and-drape booths.
- Micro-booths: Participants in the "Pet Marketplace Micro-booth" tier are restricted to a 5x7.5 space.
- Booth Components: Standard 10x10 booths for Marketplace and Community Impact tiers include pipe and drape.
- No Space Included: Friend of the Fest sponsorship doesn't include any space. Pet-friendly Partner only includes 10x10 space if specifically requested.
11. 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 Rie Rose Events LLC to 4400 N Cobbler Rd Independence, MO 64058 or valerie.clark@rieroseevents.com. For the refund policy, please see the schedule below.
- 90+ days before the event: 80% of the fee will be refunded.
- Within 90 days of the event: 100% of the fee will be retained.
- Default: Exhibitor is responsible to Rie Rose Events LLC for collection costs, including reasonable attorneys fees incurred by Rie Rose Events 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.
12. Regulations, Licenses, and Compliance
- 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.
- Operational Licenses: Exhibitor must possess all City, County, State, or Federal licenses and permits required to operate their business and display/sell their specific animals (e.g., USDA licenses, kennel licenses, or Missouri Special Events Applications – Missouri Department of Revenue
Form 2643S).
- Out-of-State: Out-of-state exhibitors must comply with Missouri Department of Agriculture entry requirements for animals.
- Verification: Copies of required licenses must be available at the booth for inspection by Show Management or government authorities at all times.
13. Liability, Release, and Indemnification
Exhibitor acknowledges that an environment with multiple animals and people carries inherent risks.
- Comprehensive Release: Exhibitor hereby releases and agrees to hold harmless Show Management, Rie Rose Events LLC, the American Royal, and their respective officers, members, agents, and employees from any and all liability for personal injury, illness, or death caused by:
- Other Exhibitors or their agents.
- Animals owned or handled by other Exhibitors.
- Event attendees (public).
- Animals brought by event attendees
- Indemnification: Exhibitor agrees to indemnify, defend, and hold harmless Show Management, the American Royal, and their respective contractors, vendors, members, agents, and employees from and against any and all claims, damages, losses, liabilities, or expenses (including attorney’s fees) arising out of the Exhibitor’s use or occupation of the premises, including any injury or death of any persons arising out of the Exhibitor's operations.
- Mandatory Insurance Coverage: Exhibitor must maintain General Liability insurance ($1,000,000 minimum) naming Rie Rose Events LLC and American Royal as "Additionally Insured." Exhibitor shall carry and maintain insurance during the show, including move-in and move-out days, at their own cost and expense. This must include personal injury and property damage insurance coverage. Failure to provide insurance may result in the forfeiture of booth space without refund.
- Property and Loss: Show Management will take reasonable precautions to protect the Exhibitor’s property, but will not be responsible for loss or damage. Exhibitor agrees to save and hold harmless Show Management and the American Royal, along with their respective officers, members, agents, and employees from any and all liability for all damages including personal injury, illness, or death.
14. Photo/Video Release
Exhibitor grants permission to Show Management to use any photographs, videos, or audio recordings taken at the event for promotional, commercial, and marketing purposes, without compensation or further approval.
15. No Guarantee
Show Management 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.
16. 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.
17. 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.
18. Installation/Dismantling
Please see the schedule in Section 6 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 American Royal 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.
19. 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. Costs for mediation shall be shared on a 50/50 basis by the parties. Exhibitor is responsible for all costs incurred by Show Management during dispute resolution.
20. 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.
21. Sponsorship Specifics
- Exclusivity: For the "Best in Show" Sponsor, Show Management guarantees exclusivity against direct competitors within the partner’s primary product line.
- Naming Rights: High-level sponsors are granted specific naming rights (e.g., "KC Pet Fest presented by [Brand Name]" or naming rights to a specific activation) as defined in their chosen package.
- Logo and Marketing: Show Management will provide logo placement on uniforms, marketing materials, signage, and social media features based on the specific sponsorship tier purchased
- Custom Partnerships: Sponsors may engage in community partnership funding, product giveaways, or "Event Enhancements" (like sponsored attendee parking) as agreed upon in writing with the Show Management.
22. Acceptance
By signing below, Exhibitor agrees to all terms outlined in this Agreement.