Application for exhibit space at the PACEshow expresses and demonstrates the applicant's willingness to abide by all accompanying Exhibit Rules and Regulations (see below), as well as such additional Rules and Regulations as PACEshow Exhibit Management (PACE) deems necessary to the success of the Exposition. Submission of the Exhibit & Sponsor Application/Contract, which includes all Rules & Regulations, will become a legally binding contract between Exhibitor and PACE.
It is understood and agreed that these Rules and Regulations are a part of the contract between Exhibitor and PACE. Provisions not covered are subject to the decisions of show management. Submission of the Exhibit & Sponsor Application/Contract indicates the Exhibitor agrees to abide by all PACEshow Rules & Regulations and decisions of the management.
PAYMENT
Payment in full must accompany the Exhibit & Sponsor Application/Contract. Confirmation of exhibit space and booth assignment will be made only upon receipt of full payment.
CANCELLATION, REFUND & POSTPONEMENT POLICY
All cancellations must be submitted in writing to PACE. No cancellations will be accepted by telephone. Cancellations for the PACEshow received in writing, prior to or on November 1st, may be eligible to receive a refund, less a service charge of $75.00 per 10'x10' booth space. Cancellations for the PACEshow received after November 1st, will not be eligible for refund.
In the event that local, state, or federal guidelines, restrictions, or regulations require postponement, payment and booth space may be applied to the new event date.
ASSIGNMENT OF BOOTHS
Participating Exhibitors from the previous year PACEshow will be given booth choice priority. Booths will be assigned on a first-come, first-serve basis on the online platform.
The PACEshow reserves the right to reassign existing space at any time and open the space to all interested parties without advance notice. The exhibit floor layout may be adjusted to ensure an even flow of traffic. In addition, the PACEshow will not be held responsible if an Exhibitor chooses to select a booth in close proximity to a competitor after a company has chosen their booth.
NO SHOWS
Exhibitors who do not claim their booth by official opening time of the exposition forfeit all rights to the exhibit space, all monies paid to date shall be retained by the PACEshow and the booth space reverts back to the PACEshow.
REGISTRATION OF BOOTH PERSONNEL
All booth personnel must be pre-registered to be eligible to work in the booth. Booth space payment does not include automatic pre-registration. Registration of booth personnel must be made via the Exhibitor Badge Registration process provided in the PACEshow Exhibitor Kit in December.
INSURANCE & LIABILITY
All Exhibitors must furnish the PACEshow with a certificate of liability insurance that is valid for the duration of the exposition. PACE will not be responsible for the safety of exhibits from theft, damage by fire, accident, vandalism or any other losses. Exhibitor assumes full responsibility and hereby agrees to protect, indemnify, defend, and hold harmless the Petroleum Marketers and Convenience Store Associations of Missouri, Kansas and Nebraska and their employees and agents against all claims and/or losses arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or any part thereof.
Exhibitor acknowledges that the PACEshow and the Kansas City Convention and Entertainment Center, do not maintain insurance covering Exhibitor’s property or injury to persons, and that it is the sole responsibility of the Exhibitor to obtain liability, business interruption, property damage, and other necessary insurance covering such losses by Exhibitor.
All property of Exhibitor is understood to remain under his custody and control, in transit to and from or within the confines of the hall. Neither the PACEshow, its service contractors, the management of the exhibit hall nor any of the officers, staff members or directors of any of the same are responsible for the safety of the property of Exhibitor from theft, damage by fire, accident, vandalism or other causes, and the Exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage to or loss of any property of the Exhibitor.
FOOD & BEVERAGES (ALCOHOLIC & NON-ALCOHOLIC)
All Exhibitors serving any and all types of food and/or beverage samples must obtain a Temporary Event Permit issued by the Kansas City Missouri Health Department - 816.513.6315. It is the responsibility of the Exhibitor to secure the permit. All Exhibitors must comply with the Rules and Regulations stipulated by the Kansas City Convention and Entertainment Center, Liquor Control Board, Health Department and State of Missouri. All Exhibitors serving alcoholic beverages must contact Aramark - 816.221.2737, the in-house catering supplier, prior to the exhibition.
EXHIBIT SPACE
Exhibit space rental includes a 10’ x 10’ space, with pipe and drape, and a 7” x 44” one-line, black on white identification sign to include company name and booth number and four (4) Exhibitor badges.
Hanging signage above the exhibit space is strictly prohibited.
PACEshow display policy requires that a clear sight line must be maintained - see the display policy diagram below. Exhibitors must adhere to the following display space guidelines: each side of the booth space from the front of the booth to 6' back, contents must be 3' tall or lower; beginning at 6' into the booth to the back wall (the remaining 4'), contents can be up to 8' tall. Should it be necessary for an Exhibitor to extend above the 8' back wall, permission must be obtained from PACEshow management.
In regard to peninsula space at the end of an aisle, in order to maintain a clear sight line, the back wall shall not exceed 10' in width along the shared drape line with adjacent booths.
Display Policy Diagram:
EXHIBIT SERVICE CONTRACTOR
The official PACEshow Service Provider is Viper Tradeshow Services, 816.541.8025, visit online at www.vipertradeshowstore.com. This firm will maintain a service desk in the exhibit area and will provide assistance upon receipt of purchase orders. In December, an Exhibitor Service Manual will be made available via a link emailed to each Exhibitor.
Exhibitors are responsible for sweeping of booth carpet and trash removal/porter service. These janitorial services may be ordered on the forms sent with the Exhibitor Service Manual.
ELECTRICAL, INTERNET & WATER SERVICES
Arrangements for electrical, internet, WiFi, air, gas or water services must be made through the Exhibitor Service Manual with Smart City, 816.820.1178.
LEAD RETRIEVAL SERVICES & EQUIPMENT
Exhibitors are solely responsible to register for lead retrieval services prior to the show and obtain and utilize lead retrieval services and equipment onsite. Failure to do so may result in availability and access issues. The PACEshow is not responsible to provide any participant contact information whatsoever to exhibitors who fail to register for, obtain, and effectively utilize lead retrieval services and equipment. Arrangement for services and equipment must be made through Exhibitor Service Manual with ATS, 985.809.0600.
SHIPPING INSTRUCTIONS / MATERIAL HANDLING
It is the responsibility of the Exhibitor to arrange for shipment of exhibit materials through the official PACEshow Service Contractor. Information regarding the Service Contractor will be provided to Exhibitors in the PACEshow Exhibitor Kit in December.
INSTALLATION & DISMANTLING
Installation may begin at the earliest hour and day announced for such purposes in the management’s latest advisory. All exhibits must be erected and completely arranged by the hour and date officially announced for the opening of the exhibition. Goods and materials used in any exhibit shall not be removed from the exhibit until the EXPOSITION HAS OFFICIALLY CLOSED.
The deadline for clearance of all materials from the exhibit hall will be strictly enforced. It is the sole responsibility of each Exhibitor to have material packed and cleared for shipment by the Move-out deadline on the last day of the show or as announced in the latest advisory.
PACEshow management hereby reserves the right, with no liability whatsoever for damage, spoilage or loss, to dismantle, dispose of, store or clear from the premises any display materials, goods, property or merchandise of an Exhibitor who has failed to comply with this dismantling requirement, or order such work or removal to be done at the sole expense of the Exhibitor.
Exhibitor Move-In and Move-Out instructions will be determined by PACEshow management and will be provided in the PACEshow Exhibitor Kit in December or in the management's latest advisory to ensure the orderly ingress and egress of all exhibitors at exposition. Dock space is limited and all docks and vehicle traffic are under the exclusive control of PACEshow management and/or the designated Service Contractor.
CONDUCTING EXHIBITS
The Exhibitor agrees to operate their exhibit under the rules of local and state fire regulations and shall comply with such interpretations of the regulations as made by the fire department having jurisdiction over the exposition site. Exhibitor shall limit their exhibit to products manufactured or distributed by the Exhibitor in the regular course of business. Exhibitor may not assign or sublet any booth or portion thereof, or permit any representative of any firm not exhibiting to solicit business in the assigned space. No music shall be played during trade show hours unless fees to ASCAP/BMI have been fulfilled by Exhibitor.
COMMUNICATION CONSENT
By providing contact information, including mailing address, email address, telephone number, fax number, etc., exhibitor consents to receive communications sent by or on behalf of the PACEshow and/or the Petroleum and Convenience Associations of Missouri, Kansas and Nebraska and its affiliates via any means including regular mail, email, telephone or fax and understands this information will be published in various printed and electronic trade show directories and applications.
PHOTO & VIDEO RELEASE
PACEshow may take photos and/or videos throughout the event which are used on our websites and publications. As a participant in our event, you may be included in photos and/or video. Registration serves as consent to use any photo and/or video in which you appear for any official PACE purpose.
HOSPITALITY FUNCTIONS
In order to ensure the best trade show event possible, the PACEshow has a firm policy that no conflicting event such as hospitality suites, golf outings or any other group functions are permitted during trade show hours. The PACEshow designated hotels and facilities will assist in enforcing this policy.
ELIGIBILITY TO ATTEND
Attendee eligibility is limited to owners, operators and employees of a convenience store, truck stop or petroleum marketer/distributor company. Employment verification may be required and a photo ID and proof of employment may be requested on-site. All registrations are subject are subject to approval by PACEshow management.
NON-EXHIBITING VENDOR POLICY
In an effort to protect the integrity of the show and to ensure the value of exhibit space at the PACEshow, the endorsed policy of the show is as follows: Any non-exhibiting vendor who wishes to attend the PACEshow shall be charged an amount equal to the fee for one booth. Non-exhibiting vendors who do not pay the fee show will not be allowed on the trade show floor.
