Booth Vendor Rules
TERMS and CONDITIONS for SUPPLIER EXHIBITOR
Governing the Conduct of the 2026 FLORIDA RV SUPERSHOW
1. EXHIBIT SPACE
A. Booth Size. Inline and corner booths are 10 ft. by 10 ft. with the exception of few locations at 8 ft. deep by 10 ft. wide. Exhibits include an 8’ draped back drop with two 3’ draped side rails and one 7” x 44” identification sign with contracted company name.
No exhibit shall exceed 3 ft. in height for the first 7ft. of any Vendor Exhibit Booth except that when a canopy is used it may be supported at the corners by something no larger than the size of the exhibit tubular frames, and the canopy must be so erected as to allow an unobstructed view of neighboring booths.
Outdoor spaces do not include any draping or signage. Outdoor space is sold based on dimensions available per Show Management approval and pricing. Note: Double end cap booths are not sold unless accompanied by 2 or more inline booths.
B. Booth Fees. Booth rental fees are for floor space only. Additional needs such as electric, and/or furnishing, can be ordered through appropriate show providers. (Refer to Exhibitor Manual). To qualify for member rate, Exhibitor must be a member in good standing of the FRVTA during current year of show. Exhibitor may apply for membership at time of contract or non-member fees will apply upon invoicing.
C. Sharing or Subletting. No Exhibitor shall, without the consent of Show Management, assign, sublet, share or apportion the whole or any part of the space rented by it. Neither shall any Exhibitor, without the consent of Show Management, represent any other firm, corporation or individual, or advertise, distribute literature concerning or offer for sale the product of any other firm, corporation or individual except as specified in its contract for space. Each Exhibitor agrees to use and occupy said space at the rental provided and for each display or exhibit of only the merchandise contracted for or for which said Exhibitor is the representing agent.
D. Floor Plan. Show Management reserves the right to reassign exhibit if necessary. Show Management shall have the right to change the location of assigned space for an Exhibitor or adjust the floor plan to accommodate the best interest of the Show. Show Management has the right to set limits (minimums and maximums) to all show exhibits.
2. APPLICATION, PAYMENTS AND FEES
A. Approval. Application for rental of exhibit space shall be subject to the approval of Show Management and Show Management reserves the right to reject application with or without cause if in the best interest of the Show. Upon acceptance, it shall be a legally binding agreement between Exhibitor and FRVTA. Exhibitor agrees to accept show information sent by FRVTA and/or Show Management representative via e-mail, fax or any other method of communication. By completing this contract, the Exhibitor agrees to abide by all rules and regulations of Show Management and of the FLORIDA RV SUPERSHOW set forth in Exhibitor’s Manual.
B. Payment Schedule. Payments may be made by check (in U.S. funds) payable to Florida RV Trade Association (FRVTA) and mailed to 5407 Boran Pl, Tampa, FL 33610. To pay by credit card, use credit card transaction form available on www.frvta.org or call the State Office. Payments received after the due date as per invoice may be subject to a $50.00 late fee. Show Management reserves the right should any Exhibitor fail to have its exhibit space paid in full by said date on final invoice to resell assigned space.
This clause shall not be construed as affecting the obligation of the Exhibitor to pay the full amount of the rental provided in the contract for space, nor shall it affect the right of the Association to retain as liquidated damages the whole or any part of the rental received.
C. Cancellations. Cancellation and/or request for refund of all or a portion of any exhibit space must be made in writing or via email to Show Management. Exhibitor shall receive a refund of monies paid, less the deposit of $250.00 per booth. No refunds of any portion will be given after Friday, January 2, 2026. Cancellation may result in loss of seniority on space.
D. Collections. Should an exhibitor’s payment be declined due to insufficient funds, or any other reason, the Exhibitor will be liable for all bank charges, collection fees and/or attorney’s fees incurred by FRVTA in pursuit of collections of the monies due.
E. Default. If default is made by Exhibitor in any of the covenants of this contract or if any of the Rules and Regulations, which are expressly made a part hereof, this contract may, without notice, be terminated by the Association, and the Association may retain all monies received on account of rental as liquidated damages and said Association may thereupon, with or without process of law, remove said Exhibitor, its employees, agents or servants, and may remove all of the Exhibitor’s articles of merchandise and other personal property from the space contracted for and from the buildings and grounds of the exhibit area or may cause same to be held in incurred expenses or levies.
3. SCHEDULE OF OPERATIONS
A. Credentials. Exhibitor credentials will be available for pick-up at the Registration Office beginning on Saturday, January 10, 2026, at 8:00 AM and booth set-up may begin. Exhibitor must be in process of setting up no later than 3:00 PM on Monday, January 12, 2026. Outdoor exhibits require specified set-up times. Request for late set-up must be submitted in writing to FRVTA and approved by Show Management.
B. Dates. The show will open to registered Industry representatives on Tuesday, January 13, 2026 from 10:00 AM – 4:00 PM for Industry Day. The show is open to the public on Wednesday, January 14th through Sunday, January 18th. Exhibitors are required to have their exhibit open and manned during all show hours, including Industry Day. Exhibits without proper representation will be given a warning on the first occurrence and may result in a fine of up to $500.00 for each additional occurrence(s).
C. Move-Out. No exhibit shall be closed, removed, or packed up prior to end of show closing on Sunday, January 18th. Violation will cause Exhibitor to be subject to a $500.00 fine and a loss of first rights in future shows.
All booth exhibits must be removed from the Supplier Buildings by Midnight on Sunday, January 18th.
All outside exhibit locations will not be permitted to move-out on Sunday, January 18th. Move-out for outside exhibits will follow the manufacturer’s move-out schedule to begin Monday, January 19, 2026 at 8:00 am.
4. INSURANCE AND LIABILITY
Each Exhibitor shall be liable for the safety of its exhibits and other property against robbery, fire, accident, or any other hazard whatsoever, without limitation. No right or claim whatsoever shall be asserted against the Association or the owners and/or managers of the exhibit buildings and exhibit areas by any Exhibitor for the loss of or damage to any exhibits, articles of merchandise or other personal property owned, rented, or leased by the Exhibitor, arising from any cause whatsoever.
NO VEHICLE DEMONSTRATIONS!
(Exception: RV Manufacturer Demo Units. See Exhibitor Manual)
No Exhibitor shall allow any article, thing, display, amusement device and/or unapproved item to be brought into, or any act to be done on the premises which will increase the premium, liability, or exposure that may or would create a cause for any policy or policies of insurance to be cancelled.
EXHIBITOR must provide “THE ASSOCIATION” with a Certificate of Comprehensive General Liability with Liability limits of no less than $1,000,000 Per Occurrence and $2,000,000 in General Aggregate, Automobile Insurance Liability Limits of $1,000,000 per occurrence minimum, Workers Compensation as provided by the statutory limits of $100,000 for Bodily Injury, $100,000 Per Employee, $500,000 limit for Bodily Injury by disease for each accident.
“THE ASSOCIATION” is to be listed as additional insured under General Liability and Automobile Liability in relation to show participation.
A Waiver of Subrogation is to be included on General Liability, Commercial Automobile and Workers Compensation policies in favor of “THE ASSOCIATION”.
Certificates are required with final payment of show space rental. Exhibitor will at all times protect, indemnify and save and hold harmless “THE ASSOCIATION” against and from any and all loss, cost, claim, liability, penalty or damages or charges imposed for any violations of any law or ordinance, whether or not occasioned by neglect of Exhibitor or its employees, agents, and/or volunteers; and from any and all loss, cost, claim, damage, or expenses arising out of or related to any accident or any other occurrence in connection with Exhibitor’s participation and/or exhibit area in said show to whomsoever or whatsoever.
THE BURDEN OF LIABILITY FOR THEFT OR VANDALISM OF FURNISHINGS AND ARTICLES CONTAINED THEREIN WILL REST WITH THE EXHIBITORS.
5. INTERPRETATION AND AMENDMENTS
A. Show Management shall have full power to interpret and enforce all rules contained herein and the power to make amendments thereto, and to enact such further rules and regulations as it shall consider necessary for the proper conduct of the show.
B. Show Management shall have the power to levy charges or any labor and/or special services required as a result of an Exhibitor’s failure or neglect to adhere to this contract. The charge of actual labor plus a penalty of not less than ten dollars ($10.00) nor more than one thousand dollars ($1,000.00) shall be levied as Show Management sees fit.
C. NOTIFICATION REQUIRED BY FEDERAL LAW. As in the past, contributions, dues, payments for products or services, sponsorship or registration fees paid to the Florida RV Trade Association, Inc., are not deductible as charitable contributions for Federal Income Tax purpose.
6. COMPLIANCE WITH LAWS
The Exhibitor will comply in all material respects with all applicable laws, ordinances, rules, regulations, and requirements (“Laws”) of governmental authorities (including, without limitation, environmental, health and OSHA laws and the rules and regulations thereunder), except where the necessity of compliance therewith is being contested by the Company in good faith by appropriate proceedings. Specifically, the Exhibitor agrees to comply with any and all health and safety orders, advisories and protocols from government authorities. Failure to comply with Laws and advisories may result in the immediate cancellation of this contract, ejection from any FRVTA event and the forfeiture of any and all payments made pursuant to this contract or any other contract with the FRVTA.