Rules & Regulations
2023 FLORIDA RV SUPERSHOW
RULES, REGULATIONS, CONTRACT TERMS, CONDITIONS & AMENDMENTS
The following rules and regulations have been developed to provide a well-balanced, well-regulated, attractive and successful Show while maintaining fairness to all exhibits and encouraging creativity in displays. No exception to these rules will be permitted and FRVTA Show Management reserves the right to enforce strict compliance.
Show Management reserves the right to prohibit any exhibit or part thereof, which, in their opinion, violates the agreement described below or is in other way not suitable to and in keeping with the educational character and spirit of the Show. Management further reserves the right to close an exhibit which is found to violate the agreement described below during the course of the show; or, to refuse to permit the exhibitor to exhibit in one or more future FRVTA Shows by reason thereof.
Show Management shall have power in the interpretation and enforcement of all rules contained herein and, in the terms, and conditions of the contract.
Each rule and regulation set forth herein shall be deemed to stand by itself unless otherwise indicated. Non-enforcement of any one rule or regulation set forth herein shall not affect the authority of Show Management with regard to enforcement of any other rule or regulation.
Show Management shall also have the power to make such reasonable amendments thereto and such further rules and regulations as it shall consider necessary for the proper conduct of the show, provided it does not materially alter or change the contractual rights of the exhibitor. All amendments that may be so made shall be binding on all parties affected by them as by the original regulations. These rules and regulations will be part of the Exhibit Service Kit provided to each exhibitor and are hereby considered a part of the Exhibitor Contract.
All exhibitor products, golf carts and display materials must be confined to the actual limits of exhibitor’s assigned areas. Due to fire regulations, no units or any part of the unit including steps, slide-outs, mirrors and tail pipes may extend into the aisles or other exhibit display areas nor can display units’ entrance/exit be placed on aisle. Appropriate distance must be maintained for safe egress. No landscaping material, tables, chairs, signs, steps or other materials may extend into the aisles. No part of the exhibitors’ products, display materials or carpet may extend into another exhibitor’s display area.
Per Fire Marshall requirements: All display aisles must be maintained at no less than 6’ of unobstructed passage to include but not be limited to stairs, awnings, slide-outs, etc. Aisle integrity must be maintained for all exhibitors at the show as set forth. When measuring units for your display area, it is necessary to measure from the forward most protrusion to the aft most protrusion, i.e., including bumpers, ladders, tail pipes, mirrors, awnings, hitches, etc. Any unit or display materials not conforming to the area within the exhibitor’s display will be removed from the grounds.
All exhibitors and non-public personnel must register at the Registration Office located at the Orient Road entrance. Parking permits, badges and badge holders will be issued at this time. NO ONE will be allowed entrance through the Exhibitor’s gates without a badge and holder. NO VEHICLE will be allowed entrance through the Exhibitor’s gates without a parking permit.
Exhibiting members may register their company employees at no charge. Exhibitors are asked to keep their badge request to a number proportionately reasonable to the amount of space they are occupying. Please review Manufacturer and Booth/Supplier sections for exact number allotments.
Government officials will be registered at no charge.
Retail customers ARE NOT permitted entrance to the show on Tuesday, January 17, 2023. Please do not invite them.
If an Exhibitor, or any member of their staff, gives or transmits an exhibitor badge to a non-member or to unauthorized personnel or member firm, or registers for admission of such a person, the exhibitor will be assessed a fine of not less than $100.00 for each such violation and loss of the right to participate in the initial drawing and space assignment procedure for the next year’s show and possible forfeiture of future exhibitor rights.
Show Management has the right to remove and/or refuse entrance and/or reentry of any business and/or representative(s) who do not conduct themselves in a professional manner.
Exhibitor personnel and representatives may not enter the exhibit space or loiter in the area of another exhibitor without permission from that exhibitor, and at no time may anyone enter an exhibit space that is not staffed. Violators may be ejected from the Show and Exhibitor subject to a loss of exhibiting right at any or all FRVTA sponsored events.
Exhibitor shall not photograph or video an exhibit or product of another exhibitor unless such photography or videography is approved in writing by the other exhibitor or Show Management.
Exhibitor may not harass or antagonize another party, remove anything from another exhibitor’s booth or register or give a badge to anyone not qualified to attend or exhibit at the Show.
CANCELLATIONS & REFUNDS
Cancellation of all or any portion of any exhibit space by Exhibitor must be made in writing to Show Management. The following refund schedule for cancellations by Exhibitor will be strictly followed, determined by when written notification is received:
Received on or before December 10th: Refund will be issued less deposit. After December 10th no refunds issued.
COLLECTION OF PAYMENTS
All payments due prior to Show opening. Should an exhibitor’s show payment be returned to FRVTA or 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 collection of the monies due. Further, the exhibitor will be charged and liable to pay interest on the balance due at a rate of 1.5% per month from the date the amount was due until it is paid in full.
No payments to FRVTA are deductible as charitable contributions for Federal Income Tax purposes.
COMPLIANCE WITH LAWS
Exhibitor agrees to comply with and be bound by all laws of the United States and the State of Florida, and wherever applicable, all rules and regulations of the police department and fire department and those policies and criteria established by the Facility. Exhibitor must conform to all standard fire codes, including the rule prohibiting combustible materials and explosives in and around Exhibit areas.
Exhibitor shall return exhibit areas back to the Facility at the conclusion of the Show in good condition, ordinary wear and tear excepted. Any costs incurred by Show Management or the Facility to restore the exhibit area to its original condition, including but limited to removal of signs, tape and other items not removed, shall be the sole responsibility of Exhibitor. Exhibitor is responsible for all damage to any property caused by Exhibitor personnel.
DISRUPTION OF SHOW
In the event the Facility or any part thereof shall be destroyed, damaged by fire or other cause, or become unavailable in whole or in part, for a portion or for the entirety of the Show for any reason whatsoever, or if any casualty or unforeseen occurrence shall render the fulfillment of this Agreement impossible, including, without limitation, the requisitioning of the Facility by any governmental entity, then and thereupon FRVTA shall modify the Agreement to accommodate the Facility being unavailable and Exhibitor shall accept such modifications, or the Agreement shall be terminable by Show Management at its option. Exhibitor hereby waives any claim against Show Management for damages or compensation for such termination should the Agreement be so terminated. In the event the Show is interrupted or canceled for any reason, Show Management, at its option, may return a portion of the amount paid for space after deduction of any amounts necessary to cover expenses incurred by Show Management in connection with the Show. Such expenses shall include, but not be limited to, all expenses incurred by Show Management as a result of contracts with third parties for the provision of services or products incidental to the Show, all out-of-pocket expenses incurred by Show Management incident to the Show; and all overhead expenses of Show Management attributable to the production of the Show. No monies will be returned should the dates or location of the Show be changed by Show Management, but Exhibitor will be assigned space which Exhibitor agrees to use under these same rules and regulations. Show Management shall not be financially liable in the event the Show is interrupted, canceled, moved or dates changed except as provided herein.
ELIGIBILITY AND APPLICATION
Participation in a FRVTA show is limited to member and non-member OEM recreational vehicle manufacturers, component part and accessory suppliers and industry support firms. These firms must maintain an established place of business and have produced and sold their RV industry product, or service, within six (6) months of the date of the show for which they have applied.
Each exhibitor delegate shall be issued a colored parking permit. This colored permit will represent which area an exhibitor will park during Industry Day and Consumer Show Days. Colors will be issued according to the vicinity of the display to the parking areas. Handicapped exhibitors may request a permit to park in the Public Parking area. Distribution of Handicapped Permits is at the sole discretion of Show Management and must be obtained at the Registration Office located at the Orient Road entrance.
Reproduction and distribution of parking permits is strictly prohibited. Any violations will cause Exhibitor to be fined no less than $500.00 and possible removal from the Show and loss of any further exhibiting rights.
RVs will NOT be allowed to park in any exhibit parking areas during Public Days. Any and all RVs with an exhibitor parking permit entering through the Orient Road gate will be sent directly to the Registration Office. All employee shuttle buses must be registered through the Registration Office located at the Orient Road entrance and will be parked in a specific parking area.
FOOD SERVICE OFFERED BY EXHIBITORS
Exhibitors are not allowed to offer food and/or beverages in their booth areas; the giveaway of hard liquor or beverages containing liquor is prohibited. To obtain food and beverage service, contact Levy Restaurant at fbrunson@Levyrestaurants.com
General State Fairground security is provided on a 24-hour basis from staging (for RV’s), move-in through move-out. Every reasonable precaution is taken to protect property; however, exhibitors are responsible for their own property and neither FRVTA, the exhibit facility nor service contractors hired by FRVTA accept any liability for loss or theft.
To prevent injury and protect property, giveaway items of potentially hazardous nature to persons and/or product, such as but not limited to yardsticks, knives, guns, gas-filled balloons, letter openers, etc., are strictly prohibited. Show Management must approve all giveaways other than product literature in advance. Giveaway bags are permitted.
Exhibitors are prohibited from distributing giveaways or literature outside of their designated display area. This includes but is not limited to aisles, concession areas, rest areas, entertainment/seminar areas, rally area and public parking areas. Please inform all employees on this procedure. Non-compliance will NOT be tolerated. Show Management reserves the right to close or remove any exhibit with repeated offences.
NO HELIUM TANKS OR HELIUM FILLED BALLOONS ARE ALLOWED ON THE FLORIDA STATE FAIRGROUNDS.
Only Contractual Exhibitors or Assigned Dealerships are allowed to operate or obtain a Golf Cart permit. NO general consumers carts allowed within Show Grounds (only exception are Handicapped vehicles described below).
Due to concerns with traffic and public safety, Show Management has imposed a $50.00 permit fee as well as parking restrictions on any and all golf cart rentals or privately owned golf carts used during public days. Permits may be obtained at the Registration Office located at the Orient Road entrance. Each cart will be labeled with the company name and authorized representative responsible for the vehicle.
All displays utilizing Golf Carts must plan for golf cart parking inside the boundaries of the exhibit space. No Golf Carts will be permitted to park in aisle ways or tram routes.
NO other modes of transportation vehicles, including but not limited to ATV’s, bicycles (both manual and electric), hover boards, two-wheeled scooters/motorcycles, etc., will be allowed within the show grounds with the exception of standard golf carts and handicapped vehicles. Golf Carts may be rented through Jeffery Allen Golf Carts. Handicapped vehicles are limited to single passenger three/four wheeled conveyances and must have appropriate handicapped labeling.
For safety purposes, Golf Carts are not permitted to enter or traverse any other exhibitors display or carpeting. No aggressive driving will be permitted this includes but not limited to honking, speaking in a loud or inappropriate tone, etc.
Any and all violators will be subject to removal from Show and exhibiting company may face penalties and/ or loss of future exhibit rights into any FRVTA sponsored events.
No Drivers Under the age of 16 permitted. All drivers must have valid driver’s license.
Sample Insurance Certificate
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. Each exhibitor is required to obtain a Certificate of Liability Insurance prior to set up. No right or claim whatsoever shall be asserted against the Florida RV Trade 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.
The burden of liability for theft or vandalism of furnishings and articles contained therein will rest with the exhibitors.
A policy of workers’ compensation insurance that meets all federal and state requirements; and Commercial general liability insurance on an Insurance Certificate to include Personal and Advertising Injury, Medical Expenses, and Blanket Contractual Liability coverage, with limits of at least $1,000,000 per occurrence, $1,000,000 aggregate as follows:
General Aggregate – $1,000,000
Personal and Advertising Injury – $1,000,000
Each Occurrence – $1,000,000
Medical Expenses – $5,000
These coverages must be evidenced by a Certificate of Insurance (“Certificate”) with a 30-day notice of cancellation provision to the holder. The Certificate must name the Florida RV Trade Association as additional insured and Certificate must be provided to Show Management at least 30 days before Exhibitor Move-In, or 30 days before Exhibitor’s first day of scheduled activities at the Show, whichever is earlier. Exhibitor agrees that this insurance coverage will have a Best Rating of A, VIII or better, and coverage will be primary and non-contributory to any other insurance coverage and provide a Waiver of Subrogation in favor of the Florida RV Trade Association. This policy will be strictly enforced. Exhibitor warrants that the Participant Liability Insurance and Participant Accident Medical Insurance coverage will have a Best Rating of A, VIII or better, and coverage will be primary and non-contributory to any other insurance coverage and provide a Waiver of Subrogation in favor of the Florida RV Trade Association.
Exhibit Set-Up: All exhibitors using the services of an Exhibitor Appointed Contractor (EAC) are responsible for ensuring that EACs conform to all Exhibitor Rules, Regulations and Guidelines as included in the Exhibitor Services Manual on www.FRVTA.org. All EACs must carry their own insurance in addition to all insurance required of Exhibitor and are subject to the same insurance requirements as applies to Exhibitors as set out herein.
Exhibitor will not perform or permit to be performed anything in or upon any portion of the Exhibit Areas or bring or keep anything therein or thereon which will in any way conflict with the conditions of any insurance policy upon the Show or Facility or any part thereof, or in any way increase any rate of insurance upon the Facility or any property kept there.
Exhibitor, for itself, its directors, officers, employees, agents, representatives, servants, licensees, invitees, patrons, guests and contractors and their personal representatives, assigns, heirs and next of kin (all referred to collectively herein as “Exhibitor”) hereby releases, waives and discharges FRVTA or the Florida State Fair Authority, their directors, officers, employees, agents, representatives, servants, licensees, invitees, patrons, guests or contractors (all referred to collectively herein as “Releasees”) and each of them, from all liability to Exhibitor for any and all loss, damages, claims or demands therefore on account of injury to the person or property or resulting death of Exhibitor arising out of or relating to the Show, whether caused by the negligence of the Releasees or otherwise and Exhibitor further covenants not to sue, file or maintain any action in law or equity against the Releasees in connection with any such loss, damages, claims or demands. Exhibitor hereby agrees to indemnify, save and hold harmless the Releasees and each of them from and against any loss, liability, damage or cost Releasees may incur from any and all claims, demands, actions, causes of actions, penalties, judgments and liabilities of every kind and description (including court costs and reasonable attorneys’ fees) for injury to and/or any death of persons, and damage to and/or loss of property caused by, arising from or growing out of the acts or omissions of Exhibitor incident to the Show, including without limitation, any and all activities Exhibitor may be conducting at the Show, or from any breach by Exhibitor of any term or condition of this Agreement. Exhibitor hereby assumes full responsibility for any risk of bodily injury, death or property loss or damage arising out of or related to the Show, whether caused by the negligence of Releasees or otherwise. Exhibitor hereby agrees that this Release and Waiver, Assumption of Risk and Indemnity Agreement extends to all acts of negligence by Releasees and is intended to be as broad and inclusive as is permitted by the laws of the State of Florida and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.
WAIVER OF LIABILITY AND WAIVER OF SUBROGATION
Show Management shall not be responsible for any damage, loss or injury that may happen to the Exhibitor or its agents, servants, employees or property from any cause whatsoever, except the gross negligence or willful misconduct of Show Management, its servants or employees, arising out of Show Management duties and responsibilities under the Agreement. Exhibitor expressly releases Show Management, its directors, officers, agents, employees, assigns and/or servants from any such loss, damage or injury. Show Management and the Facility assume no liability or responsibility for loss or damage to Exhibitor due to fire, theft, breakage or any other reason. Show Management and the Exhibitor agree to waive the right of subrogation by their insurance carriers to recover loss sustained under the respective insurance contracts for real and personal property. Show Management, its staff, employees, or agents assume no responsibility or liability whatsoever in matters relating to restrictions imposed on any Exhibitor by any governmental agency. Exhibitors shall obtain workers compensation insurance and provide proof of it for all employees of Exhibitor if requested by Show Management.
Exhibitor personnel should remain in the contracted exhibit space until Exhibitor’s display materials are secured and accepted by the freight carrier or otherwise removed by Exhibitor. Show Management and Expositions Etc. nor the Facility assume any responsibility for exhibit material left unattended during move-out.
MUSIC/PHOTGRAPHS/OTHER COPYRIGHT MATERIAL
Exhibitor warrants and represents that no music, literary or artistic work or other property protected by copyright, nor the name of any performing artist or group protected by trademark, will be performed, reproduced or used incident to the Exhibitor’s participation in the Show, unless the Exhibitor has obtained written permission from the copyright or trademark owner or applicable performing rights organization (BMI, ASCAP or SESAC). Exhibitor acknowledges that it acts under this Agreement as an independent contractor, charged with the responsibility, in its sole discretion, for selection, performance, reproduction and use of any musical, literary and artistic works in its exhibit space as it deems appropriate and that it undertakes strict compliance with all laws respecting copyrights and trademarks. Exhibitor agrees to indemnify, save and hold harmless Show Management and the Facility and their directors, officers, agents, employees and servants from and against all claims, costs and expenses, including legal fees, demands, actions and liabilities of every kind and character whatsoever with respect to copyright and trademark rights, royalties and fees incurred by reason of Exhibitor’s performance, reproduction or use of any musical, literary or artistic works or other property protected by copyright or the name of any performing artist or group in Exhibitor’s exhibit space.
NOISE AND USE OF SOUND DEVICES
Use of sound slides, sound motion picture, or other sound-making devices must receive prior approval from Show Management. There will be no voice amplification devices or sound systems allowed for any exhibitor. Any and all video devices will be allowed with volume on mute. No construction work will be permitted during hours when the show is open. The use of airplane flyovers or drones is prohibited over the Florida State Fairgrounds during show hours.
OUTDOOR EXHIBIT GUIDELINES
All banner material used outside must be made of mesh material (a minimum of 30% pass through) or have wind pockets to allow for air to flow through.
Power for any exhibit/structure must be provided by the Florida State Fairgrounds electricians.
Self-installed pop-up canopies require weights and lowered every evening at close of show. Depending on weather conditions, canopies may need to be taken down as determined by Show Management.
Absolutely No Staking of any kind will be allowed by Facility (See TENTS & CANOPIES)
Anyone violating any provision of these rules and regulations will at the discretion of the Show Management be subject to a fine of up to $500.00 for each violation and the loss of the right to participate in the initial drawing and space assignment procedure for the next year’s show and may be required to forfeit their right to exhibit in one or more future FRVTA Shows.
No exhibit, performance or event presented at the Show shall be photographed, videotaped, broadcast or recorded for commercial use, sale or distribution of any kind unless approved in writing by Show Management.
No entity may supply, sell or resell any audio or visual material of Show without the express written consent of FRVTA.
Exhibitor hereby waives its right of refusal to have its personnel, as well product or exhibit, photographed, videotaped, broadcast or recorded in any medium for any use whatsoever by Show Management and/or entities authorized by Show Management, including without limitation, uses by Show authorized or sanctioned media producing broadcasts derived from material gathered at the Show.
Show Management reserves the right to place restrictions on exhibitors because of noise; method of operation, or any reason, become objectionable, and also to prohibit or evict any exhibit which, in the opinion of Show Management may detract from the general character of the exhibit as a whole. This reservation includes persons, things, conduct, printed matter or anything Show Management judges to be objectionable. This includes but is not limited to airplane flyovers, drones, bands, entertainment or any other objectionable noise. Surveys of any type, other than those approved in advance by FRVTA, are strictly prohibited. In the event of such violations or evictions, Show Management shall not be liable for any refunds or assessment of any other expense.
NOTE: The Florida RV Trade Association expressly prohibits the unauthorized use of any copyrighted music in any exhibit. (See MUSIC/PHOTOGRAPHS/OTHER COPYRIGHTED MATERIAL)
SHOWING OF NON-EXHIBITING PRODUCTS
Exhibitors such as warehouse distributor, manufacturers and manufacturer’s representatives who normally display products of more than one supplier manufacturer may not display the names of those manufacturers for promotional advantage within the booth, on badges or in the official show directory. The prominently displayed exhibitor booth identification signs, directory listing, and name badge must bear the name of the contracted exhibit company only. Point of purchase type display signs are permitted when used within the booth area and displayed on the specific product.
The use of flashing signs or other lighting effects in such a manner as to cause unpleasant reflections or interfere with the other exhibitors is prohibited except when they constitute standard equipment regularly furnished to all exhibitor’s dealers.
SOLICITING-USE OF STANDARD/OPTIONAL EQUIPMENT, FEATURES, SIGNS
No soliciting will be permitted outside an exhibitor’s exhibit area. Samples, catalogs, pamphlets, publications, souvenirs, etc., connected with an exhibitor’s business service may be distributed by exhibitors only within their own exhibits providing these items are pertinent to the purpose of the exhibit. Only those signs describing a completed product being displayed will be permitted unless otherwise approved by Show Management.
Referrals to other exhibitor’s booth(s) display areas or sales pitches will be not permitted. Models or greeters are restricted to the area within exhibitor’s display area. No undignified manner of attracting attention will be permitted. No advertising will be permitted in the parking lots.
TENTS & CANOPIES
Outdoor tents and/or temporary structures must be installed by a Licensed and Bonded Contractor. All proper permitting and appropriate fire suppression systems required by the State of Florida and Hillsborough County are the responsibility of the Exhibitor to obtain and have on-site for possible inspection. Self-installed pop-up canopies require weights and must be lowered every evening at close of Show.
The Fairgrounds Property. WARNING: There are multiple underground utilities within the Fairgrounds including, but not limited to, electric, gas, communications, water and sewer lines (collectively, “Underground Facilities”). Even minor activity that disturbs the surface of the earth has the potential to damage Underground Facilities resulting in major and costly repairs.
Coming into contact with the underground facilities may cause injury or even death.
Exhibitor represents, warrants and covenants that it will not, in any manner, cause the Fairgrounds Property to be altered or affected, in any way. In order to ensure compliance with this term, the facility prohibits digging, excavation, boring, auguring, stakes, or other physical alteration of the Fairgrounds Property (“Alteration”) without explicit planning and written authorization by the facility.
In addition to the indemnification provisions set forth elsewhere herein, for separate and distinct consideration of the FAIR AUTHORITY entering into this Agreement, the sufficiency of which is acknowledged by each of the parties hereto, Exhibitor expressly indemnifies and agrees to hold the facility and Show Management harmless of and from any damage and injury due to the unauthorized Alteration of the Underground Facilities by exhibitor or any of Exhibitor’s employees, agents, principals, sub-licensee’s, contractors, subcontractors, patrons, invitees, guests, and Exhibitor’s successors and assigns, including, but not limited to, the payment of the reasonable attorney’s fees and costs of the facility and Show Management in defending against any claim.
The Exhibitor shall be bound by the Rules and by such additional rules and regulations which may be established by the Facility and Show Management including but not limited to those contained with the Exhibitor Manual.