FLOW Fest Expo 2027 Exhibitor Contract & Space Reservation Agreement

Welcome to FLOW Fest Expo
Thank you for exhibiting at FLOW Fest Expo.

FLOW Fest is more than a traditional trade show. We are intentionally creating an engaging, interactive experience where fly fishing comes first, supported by outdoor recreation, adventure, lifestyle, and wellness.

Rather than assigning booth locations on a first-come, first-served basis, our team carefully curates the show floor to create the best possible experience for both exhibitors and attendees.

After your contract is received, a member of the FLOW Fest team will contact you to discuss your exhibit, interactive ideas, and booth placement.

A 50% deposit invoice will be emailed within 24 hours of approval. Booth space is not reserved until the deposit has been received.

We can't wait to collaborate with you!

FLOW Fest Expo is intentionally designed to be an interactive experience rather than  traditional row of booths. We are excited to work with exhibitors to create a fun, engaging atmosphere where brands can connect meaningfully with attendees.

Please tell us what you plan to feature and any ideas you have for demonstrations, hands-on activities, educational experiences or other creative booth elements.

Reserve Your Exhibit Space
Please select the exhibit space(s) you wish to reserve along with any optional services.

Booth locations are not selected through this contract. After your contract has been received, a member of the FLOW Fest Expo team will contact you to coordinate booth placement. Every effort is made to thoughtfully curate the show floor to create an engaging, interactive experience for both exhibitors and attendees.

Please note: Maker's Market booths and Nonprofit booths are limited in quantity and will be assigned based on availability and event fit.

Friday Night Industry Dinner

The FLOW Fest Expo Industry Dinner will be held on Friday evening from 6-8 PM. This event provides exhibitors, sponsors, speakers, media, and industry professionals with an opportunity to network in a relaxed setting after set-up. 

Dinner Ticket Allocation

Standard Spaces: Each standard exhibitor space includes two (2) complimentary Industry Dinner tickets.
Artisan Market Spaces: Each Artisan Market space includes one (1) complimentary Industry Dinner ticket.
Conservation & Non-Profit Spaces: Complimentary dinner tickets are not included. Organizations wishing to attend may purchase Industry Dinner tickets for $75.00 per person.
Additional dinner tickets may be purchased, subject to availability, for $75.00 per person.

Dinner tickets are non-refundable and may not be exchanged for cash or other event benefits.

Payment Terms

Invoices will be issued beginning August 15, 2026.

Standard Exhibitor & Maker's Market Spaces

A 50% non-refundable deposit is due upon receipt of the invoice to reserve your space.

The remaining balance is due no later than January 1, 2027.
Your space is not guaranteed until the required deposit has been received.
Any exhibitor with an outstanding balance after January 1, 2027, may forfeit their reserved space without refund of previous payments unless otherwise approved in writing by FLOW Fest Expo.
Conservation Partner Spaces

Conservation Partner space fees are due in full upon receipt of the invoice.
Your space will not be reserved until full payment has been received.

Cancellation & Refund Policy

All cancellation requests must be submitted in writing to FLOW Fest Expo.

The initial deposit is non-refundable.

Cancellations received on or before January 1, 2027 will be released from any remaining balance due. Any payments made beyond the non-refundable deposit will be refunded.

Cancellations received after January 1, 2027 are non-refundable, and the exhibitor remains responsible for the full contracted amount, regardless of whether the space is occupied.

If an exhibitor cancels and FLOW Fest Expo is able to resell the space, a refund beyond the non-refundable deposit may be issued at the sole discretion of FLOW Fest Expo.

No refunds or credits will be issued for failure to occupy a reserved space, early departure, or reduction in space size after the contract has been executed.
Any approved refunds will be processed within 30 days after the conclusion of the event.

Exhibitor Rules, Safety & Liability

Exhibitor Conduct, Safety & Media
Exhibitors are responsible for ensuring that all products, services, displays, demonstrations, and activities conducted within their reserved space comply with all applicable federal, state, and local laws, as well as all venue policies and regulations.

Prohibited Products & Activities
FLOW Fest Expo reserves the right to prohibit or remove any product, service, display, demonstration, or activity that is determined to be unsafe, illegal, offensive, disruptive, or inconsistent with the purpose, values, or family-friendly nature of the event. Exhibitors may not distribute counterfeit goods, promote illegal activities, or engage in behavior that interferes with the operation or enjoyment of the event.

Fire & Safety Compliance
Exhibitors must comply with all fire codes, building regulations, and safety requirements established by the Crowne Plaza Resort Asheville, local fire officials, and FLOW Fest Expo. Aisles, exits, fire extinguishers, electrical panels, and emergency equipment must remain unobstructed at all times. Any display requiring electricity, fuel, compressed gas, open flame, or other potentially hazardous materials must receive prior written approval from FLOW Fest Expo and the venue.

Liability
Exhibitors assume full responsibility for their property, merchandise, equipment, employees, representatives, and activities during the event. FLOW Fest Expo LLC, the Crowne Plaza Resort Asheville, event sponsors, and their respective owners, officers, employees, volunteers, and agents shall not be liable for loss, theft, damage, injury, or claims arising from an exhibitor's participation in the event. Exhibitors agree to indemnify, defend, and hold harmless FLOW Fest Expo LLC and the venue from any claims, damages, liabilities, costs, or expenses arising from the exhibitor's participation, negligence, products, services, or activities.

Photography & Media Release
FLOW Fest Expo may photograph, video record, or otherwise capture images of the event, including exhibitor spaces, products, displays, staff, and attendees. By participating in the event, exhibitors grant FLOW Fest Expo LLC the unrestricted right to use these photographs, videos, and recordings for advertising, marketing, promotional materials, social media, websites, and other lawful business purposes without compensation or prior approval.

Security & Property
FLOW Fest Expo will provide general event security beginning with exhibitor move-in through the completion of exhibitor move-out. Security personnel will be on-site 24 hours a day during this period to help monitor the event venue.

While reasonable security measures will be provided, exhibitors remain solely responsible for the security of their merchandise, displays, equipment, valuables, and personal property at all times. FLOW Fest Expo LLC, the Crowne Plaza Resort Asheville, and their respective owners, employees, volunteers, and agents shall not be liable for any loss, theft, damage, or disappearance of property, regardless of cause. Exhibitors are encouraged to carry appropriate insurance coverage for their property and to secure valuable items whenever their space is unattended.

Exhibitor Agreement & Signature

By signing below, you acknowledge that you have read, understand, and agree to all terms and conditions contained in this Exhibitor Agreement. You certify that you are authorized to enter into this agreement on behalf of the exhibiting business or organization.