TERMS & CONDITIONS

Exhibitor Covenants

The Exhibitor agrees to abide by all rules and regulations adopted by Event Management (AOE / FSM Convention Center Staff) and contained in this Agreement. Conduct while at event location shall be nothing less than professional towards management, exhibitors, attendees, etc. Failure to do so could result in banishment from future shows, and likeness immediate removal from event floor, and event media on all levels.

All matters not covered in these rules and regulations are subject to the decision of Event Exhibitor agrees that Event Management shall have the final decision in any disputes between Exhibitor and the adoption of any rule or regulation deemed necessary prior to, during and after the show.

Exhibitor agrees to abide by all rules, requirements and regulations of the official contractors serving the Facility and all rules, requirements and regulations of the Facility and the jurisdiction in which the facility is located.

Event Management reserves the right, in its sole discretion, to: 1) determine the eligibility of Exhibitors and exhibits for show, 2) reject or prohibit exhibits or Exhibitors that Event Management considers objectionable, 3) relocate Exhibitors or exhibits when in Event Management’s opinion such moves are necessary to maintain show’s character and/or good order, and 4) should any rented space remain unoccupied on the opening day, or at any time thereafter, Event Management may rent said space to another Exhibitor, but this shall not be construed as affecting the obligation of the no-show Exhibitor to pay the full amount of the rental Agreement, whether or not said space is

An Exhibitor warrants it is properly licensed by the appropriate authorities to sell and operate the products and services it is offering the public at the

Display & Products

Exhibitor agrees to occupy the contracted space during the term of the show and to exhibit only the products described on the Agreement and approved by Event

Event Management does not guarantee in any way the attendance figures for any Event or the success of any

Event Management does not offer exclusivity for any company, product(s) or

Exhibitors are to have their booth set up and ready one hour prior to show opening unless Event Management gives prior approval. Failure to occupy a leased space during all of the exhibition hours may be cause for Event Management to remove and replace the display with that of another Exhibitor.

Exhibitor shall maintain a responsible individual or individuals in the leased space at all times during the designated exhibition hours. Exhibitor shall be responsible for the conduct of any employee, agent, visitor family or guest of Exhibitor in the exhibit space and within event location property.

To enter show, all exhibitor working personnel must display credentials provided by Event Credentials are uniquely identifiable per date, and location and nontransferable.

Event Management reserves the right to cancel any transferred credentials or credentials used by any party other than the individual to whom they were issued. 

Assignment and Subletting – The Exhibitor shall not assign any rights under this Agreement or sublet the space without the prior written permission of Event Management, whose permission may be arbitrarily 

Indemnity – Exhibitor agrees to defend, indemnify and hold harmless Event Management from all third-party investigations, threats, claims, demands, lawsuits, arbitrations and judgments (collectively “Claims”) against Event Management arising from, or related to, Exhibitor’s It is expressly understood that Exhibitor’s actions are meant to include the actions of attendees interacting with Exhibitor, Exhibitor’s staff and/or Exhibitor’s exhibit at a show. Upon acceptance of Exhibitor’s Indemnity Obligation, Exhibitor shall have the right to appoint counsel for Promoter and control the defense and/or resolution of all Claims.

Exhibitor’s Property

Although security service will be furnished for the show, all of the Exhibitor’s property at the show shall be at the sole risk of the Exhibitor and neither Event Management nor the Facility assumes any responsibility for damage to, loss or theft of property belonging to Exhibitor, its agent, employees, business invitees, visitors or guests.

All video and still photography of any show exhibit and/or exhibit staff may be utilized by any agent of Event Management will remain the property of Event Management for use in promoting current and future events, or for use of any other purpose.

Exhibitor agrees to remove its exhibit from show site by the final, and assigned move-out time, or in the event of failure to do so, Exhibitor agrees to pay Event Management for any additional incurred A breach of any conditions of this Agreement, which shall result in damages to Event Management, or a failure by Exhibitor to remove an exhibit or equipment at the time determined by Event Management, shall cause the Exhibitor to become immediately liable on any unpaid sums. 

Building

Exhibitor is liable for any damage caused to the building or to any property of Event Management, its agents, other Exhibitors or any other person or

Prior to displaying any firearm, exhibitor must sign a separate “Firearms Agreement” covering additional rules and regulations for the display and safekeeping of firearms while on facility Operable/Loaded firearms are not permitted in the show.

Smoking/Vaping is NOT permitted inside Displays causing smoke or offensive odors are not permitted. 

Cancellation and Termination of Contract

This Agreement may only be canceled if a written notice is received and accepted by Event Management prior to December 2026. Upon acceptance of the cancellation of this Agreement, all sums paid in advance will either be refunded or credited to another show.

If the Exhibitor cancels after December 25, 2026, the Exhibitor is liable for full payment of the exhibit space rental, whether or not it has been paid in full as of that All sums paid and/or owed will be forfeited and retained by Event Management as liquidated damages.

In the event the Exhibitor fails to make a timely payment or fails to comply in any respect with the terms of this Agreement, Event Management reserves the right to cancel this Agreement without notice and all rights of the Exhibitor hereunder shall cease and

Failure to appear at the event does not release the Exhibitor from responsibility for payment of the full cost of the space

In the event the Exhibitor’s check is returned by a bank due to insufficient funds, a $55.00 administration fee will be 

Cancellation or Curtailment of Show

Should the premises where the show is being held become unavailable for occupancy, for “cause or causes” not within the control of Event Management, Event Management and sponsors will not be held responsible for any claims that might arise in consequence thereof. The “cause or causes” listed will include, but not be limited to, such items as: fire, lightning, flood, casualty, explosion, weather, epidemic, earthquake, acts of public enemies, acts of terrorism, riots or civil disturbances, strike, lockout, boycott or other Acts of

Event Management reserves the right to cancel or postpone the Show before event’s opening without any liability on the part of Event

Insurance – Exhibitor acknowledges that Event Management and facility in which exhibits are housed do not maintain insurance covering Exhibitor’s property or persons, and that it is the sole responsibility of each Exhibitor to obtain business interruption, property damage, extra territorial, personnel, public liability and any other related

Limitation of Liability – In addition to the specific provisions in this Agreement, Event Management shall have no liability whatsoever arising out of, or related to, indirect, special, incidental, punitive or consequential This includes damages for loss of business, loss of profits, litigation or the like, whether based on breach of contract, breach of warranty or tort (including negligence), even if advised of the possibility of such damages. Exhibitor agrees that in no event shall recoverable damages exceed the amounts paid by Exhibitor under this agreement.

Terms and Conditions of this agreement are applicable to all shows produced and managed by Event

Complete Contract

This Agreement is not accepted by AOE nor final and binding until approval by AOE management. AOE management will contact exhibitor to confirm approval.

This Agreement, together with any attachments provided by Event Management, constitute the complete Agreement between Event Management and the

This Agreement supersedes all previous or contemporaneous negotiations, arrangements or understandings between Event Management and the Exhibitor with respect to the subject of this Agreement. Exhibitor agrees it is not relying on any other statements, representations or omissions made by Event Management, its agents, employees and representatives, prior to this Agreement, and/or not contained in this Agreement, in its decision to enter this Agreement and participate as an Exhibitor. No modification of this Agreement shall be valid unless approved in writing by Event Management. This Agreement shall be construed under the laws of the State of Arkansas and all obligations hereunder shall be performable in Arkansas. All legal actions brought to enforce rights under this Agreement shall be instituted in the courts of Sebastian County, Arkansas through our legal representation, and leadership of:

The Plummer Firm | 1530 W Center St STE 3, Greenwood, AR 72936 | (479) 252-6232

This Agreement shall not be construed against either party

Exhibitor Information: January 15-16, 2027 – Exhibitor Requirements

Payment

Payment in full for all exhibit space is required by December 15, 2026. No exhibitor credentials will be issued at registration unless full payment has been made.

Terms & Conditions of Exhibiting

The Terms and Conditions on the Application/Contract for Exhibit Space will be fully enforced. Please review and contact Event Management if you have any questions.

Local Laws and Regulations

To ensure public safety, exhibitors must follow local and facility regulations. We are required to comply with all federal, state and municipal laws and administrative rules, including but not limited to those relating to licenses and permits, property protected by copyright, work hours, work conditions, safety standards and payment of wages and taxes.

Booth Staffing

• Staffing your exhibit during all public show hours is a requirement in the terms and conditions of your exhibit space contract
• ALL exhibit staff shall wear family friendly attire. No apparel that is revealing or provocative. Please refer to Rules & Regs, 6(b) Attire
• Exhibits must remain in place until 9:00pm on Saturday, January 16, 2027
• Any unstaffed exhibits or unapproved removal of exhibits before specified “move out” dates/times may result in the loss of exhibit space at future shows

Animal Policy

Animals that are necessary to exhibit space must be confined to the exhibit space or kept in a portable kennel. During transit, animals must be on a leash or rein. No pets are allowed.

Child Safety

For safety purposes, we request children under the age of 15 not participate with show move-in and move-out.

Alcohol Consumption

Alcohol distribution to the public is state license controlled and not permitted by exhibitors. Consumption of alcohol in exhibit space, and venue property is strictly prohibited, and will be fully enforced.

Building Security Staff

Security staff are employed to protect exhibitor property and to ensure show rules are enforced. Adequate security staff is scheduled during the hours that the building can be accessed; please observe these hours.

Security

Show security is provided for the operating hours of the event. Event Management and Facility Management are not responsible for losses of any kind. Exhibitors are responsible for carrying general liability insurance for their exhibit and business.

Potential theft can be greatly reduced by:

• Avoid leaving small items of value in booths.
• Cover display with a flameproof drop cloth overnight.
• Run wire or cable through exhibit and lock at night.
• Report any theft immediately to Event Management Registration/Information staff.

Emergency Procedures

• Please do not call 911. Emergencies are responded to by Facility Emergency Services Staff.
• In the event of an emergency please contact Event Staff on the floor or at the AOE Registration/Information desk. We will direct services to the location of the

Display Regulations & Limitations

In-line Exhibit Space Amenities

• Assigned booth location
• Determined setup and teardown Scheduled move-in and move-out
• 8-foot-high backdrop and 3-foot side-rail drape
• Exhibitor credentials (Guest passes where applicable, please consult with AOE staff prior to event dates)

In-line Booths

Exposed to aisle on the front side with neighboring booths to left, right and typically behind.

• Maximum height of 10 feet in back of booth.
• Maximum height of 4 feet for front of booth.
• No rear facing signage. Signs should only be viewable from the aisle in front of
• No canopies or canopy frames that block neighboring exhibitor.
• Do not hang items on or damage drape fabric.
• Merchandise must be hung on exhibitor exhibitor provided solid back wall or
• All displays are subject to management

Endcap/End AIsle Booths

Exposed to aisles on three sides and composed of two standard in-line booths.

• Maximum height of 10 feet in back center of booth and within 5 feet of the two side aisles. (See diagram.) Maximum height of 4 feet for front of booth.
• No rear facing signage. No canopies or canopy frames are allowed.
• All displays are subject to management approval.

Bulk Space

Indoor/outdoor space with no drapes, dividers or electricity provided – exhibitor must order.

• Maximum height of 4 feet within 3 feet of the aisle.
• No canopies or canopy frames that impede or block line of
• All signage must be hung securely. When secured to building, signs must be approved by

Fire Marshal Summary of Rules

AOE and all exhibitors are required to follow the event facility Fire Marshal rules.

Electrical Cord Requirements

• All extension cords must be of heavy-duty three-wire construction.
• All power cords must be kept behind display with nothing placed on top of cords, and free of any and all tripping hazards.
• All exhibitors must supply their own cords.

Aisles, Exits and Obstructions

• Aisles must be kept clear of all displays and equipment.
• Entrance and exit doors are required to remain unobstructed at all times.
• Facility fire extinguishers and firehose cabinets are required to remain visible and accessible at all

Sound

• Maintain audio volumes that are not disruptive to other exhibits, event as a whole, etc

Firearm Display Requirements

• All gun displays of any type must have prior written approval from Arkansas Outdoor Expo.
• All firearms must be deactivated by removal of the firing pin or other alteration so they are rendered incapable of firing. Firearms must be secured with a lock. Locks must remain installed for the duration of the show.

Official Social Media & Digital Platforms

Online events, livestreams, exhibitor interactions, announcements, promotional content, and other digital experiences associated with the Arkansas Outdoor Expo may be conducted through the Expo’s official social media platforms:

All AOE Links, including social media accounts:

Linktr.ee/arkansasoutdoorexpo

For additional information regarding the Arkansas Outdoor Expo, exhibitor participation, sponsorship opportunities, event policies, or other event-related matters, please contact:

Official Contact Information

Arkansas Outdoor Expo

P.O. Box 646

Mansfield, Arkansas 72944

Visit our Linktree for all Email, Phone, Text, and Email sources:

https://linktr.ee/arkansasoutdoorexpo