Supplier Exhibitor Space Offering

Applying for Space Eligibilty & Application | Show Rules | Application Deadline | Wait List Refunds & ReductionsDrawing Date & Location Exhibit Area Floor PlanShow EntrancesShow Days and Hours Restrictions | Insurance | Move-in, Move-out | Guidelines for Requesting Booth Space | Exceptional Use Space | Assignment of Space | Seniority System | Exhibitor Order of Assignment | Lottery Procedures | Fees and Payment | Digital Exhibitor Kit | Hotel Reservations | International Exhibitors | Security | General Information

Thanks for your interest in exhibiting at the 2017 National RV Trade Show! Exhibits will be open November 28-30, 2017 at the Kentucky Exposition Center in Louisville, Kentucky. This event gives suppliers more opportunities than ever to network, connect and deal with their best customer base.

Below you’ll find all the information you need to select a space, learn about the space assignment process, determine booth fees and get familiar with participation requirements.


Applying for space is simple:

  1. Download and complete your application
  2. Send your completed application and total cost based on fee for requested booth space to:

RVIA, Attn: Kelly Smith
1896 Preston White Drive, Reston, VA 20191-4363

Exhibitors whose applications are accompanied by the correct deposit and received (not postmarked) in RVIA’s Reston, Virginia office, prior to space selling out or by the deadline of June 26, 2017, whichever occurs first, will be included in the drawing for space scheduled on June 30, 2017. Applications received after the deadline will be assigned space from any exhibit space that may be available. If space is sold out when an exhibitor’s application and deposit are received, they will be placed on the wait list.

RVIA members whose applications and correct deposits are received in RVIA’s Reston, Virginia office no later than June 26, 2017, can take advantage of discount booth rates ($630 per 10’ x 10’ standard booth or $950 per 10’ x 10’ exceptional use booth). The non-RVIA member booth rates are $1,585 for a standard 10’ x 10’ booth and $2,395 for an exceptional use 10’ x 10’. In addition to the booth fee, a mandatory $350 per 10’ x 10’ booth surcharge will be charged to all exhibitors (NO exceptions). All of the surcharge funds will be forwarded to Go RVing, Inc. to support the Go RVing ad campaign. Applications received without the correct deposits will not be processed until the deposit is received.

Non-RVIA members who are interested in becoming members should contact Frydon Yaqub at 571-665-5879 or fyaqub@rvia.org for information. Non-members who apply for membership are required to pay the non-member space rate. The difference between the member and non-member rate will be refunded as long as the applicant’s membership is approved by RVIA’s Board of Directors before September 29, 2017.

RVIA will acknowledge receipt of applications and deposits by email. Exhibitors who submit applications and deposits who DO NOT receive this acknowledgement in a reasonable time period from submitting their documents to RVIA, should contact Beverly Whitley at bwhitley@rvia.org.

If you have any questions about the show or the space selection process, please contact Huyen (Wen) Dang at hdang@rvia.org or 571-665-5847 or Kelly Smith at kbsmith@rvia.org or 571-665-5872.

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Eligibility and Application

Participation in the show is limited to member and non-member original equipment manufacturers (OEM) of recreation vehicles; fifth wheel and travel trailers that do not exceed 430 and 400 square feet respectively of gross area; park model RVs that do not exceed 400 square feet of gross area; chassis; tow vehicles which are primarily designed to tow RVs; as well as component part, accessory, or camping lifestyle equipment suppliers and industry support firms whose primary business is to provide RV or park model RV OEM equipment, supplies and/or services to the RV or park model RV industries that have direct relevance to the RV or park model RV manufacturer or aftermarket RV or park model RV supplier and who operate from an established commercial place of business and have provided their product or service to the RV or park model RV industry for at least six (6) months prior to the date of the show for which they have applied.

Associate members are eligible to exhibit in RVIA-sponsored shows under the exhibit space rates that apply to non-members. Associate members, whose primary business is publishing trade publications, are exempted. Reinstated members, during their six-month probationary period, may participate in RVIA-sponsored shows under the same rules and exhibit space rates that apply to non-members.

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Show Rules

The Supplier Contract Terms and Conditions and information in this space offering constitute the show rules. Exhibitors are urged to read the brochure and Supplier Contract Terms and Conditions entirely before applying for space.

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Application Deadline

Space applications and a 50% deposit covering the booth fee must be received in RVIA’s Reston, Virginia office by June 26, 2017. Surcharge fees are due by August 31, 2017. If space requests exceed availability before June 26, 2017, only those exhibitors whose requests for space were received before the available space was exhausted will be included in the initial drawing for space. If space requests do not exceed availability before June 26, 2017, all exhibitors whose requests for space arrive in RVIA’s Reston, Virginia office no later than June 26, 2017, will be included in the drawing for space.

Applications and deposits for space received after sell out or after June 26, 2017, whichever comes first, will not be included in the initial drawing for space. Applicants will be assigned space on a first-come, first-served basis from any space that may be available after the initial space assignments. If no space is available, applicants will be placed on a wait list.

Non-RVIA members and reinstated members who have not completed their six-month probationary period pay non-member space rates. Non-members who apply for space and become RVIA members by September 29, 2017, will have their booth rate adjusted to the member rate in effect at the time their application for space and appropriate deposit were received. (Membership information is available by calling 571-665-5879.)

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Wait List

Wait-listed exhibitors will be assigned space as a result of cancellations or additional space added to the show. Members on the wait list will be given space assignment preference over non-members. Wait-listed companies will be assigned space first in order of membership/seniority and second, in order of when they were added to the wait list.

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Refunds and Reductions

NO REFUNDS of show fees will be made after June 30, 2017. Any firm who cancels their show participation for any reason after June 30, 2017, forfeits any and all monies paid as liquidated damages and not as a penalty. After June 30, 2017, any exhibitor reducing the amount of space from that originally applied for will pay a space reduction fee equal to 25% of the cost of the total space exhibitor originally requested. Example: Exhibitor requests three 10’ x 10’ booths and reduces space to two 10’ x 10’ booths. In addition to booth fees for two booths, Exhibitor pays a space reduction fee of 25% on the cost of the three booths. Booth reduction penalties for exhibitors who request both Exceptional Use and Standard booths will be calculated on the total space requested for both categories of space.

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Drawing Date and Location

The drawing for assignment of space will be held in RVIA’s Reston, Virginia office on June 30, 2017. Exhibitors are not required to be present for the drawing. Exhibitors who want to attend must notify RVIA’s Show Department, IN WRITING, no later than June 26, 2017. Exhibitors who attend the drawing must submit a space application with booth choices in accordance with the information contained on this website. Exhibitors attending the drawing may not change or alter their booth selections from the choices listed in the space application.

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Exhibit Area Floor Plan

Exhibit space for suppliers will be located in the Lower Arena (Hall 8), 1st Floor Arena Concourse (Hall 8A), North Wing Lobby (Hall 2A), South Wing A & B Lobbies (Hall 1A) and South Wing Corridor (Hall 1A), see floor plan. To select booths, use the floor plan. The floor plan layout is subject to change pending the Fire Marshal’s review and exhibitors’ requests for space.

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Show Entrances

The main entrance and registration area will be located in the West Hall (Hall 4) Lobby (see floor plan). The South Wing C Lobby (Hall 1C) will be an entrance for pre-registered badge pick-up and badged exhibitors and attendees on Tuesday, November 28 only.

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Exhibit Days and Hours

Exhibits will officially open to attendees during the following days:

Tuesday, November 28: 9:00 am – 5:30 pm
Wednesday, November 29: 9:00 am – 5:30 pm
Thursday, November 30: 9:00 am –1:00 pm

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Restrictions

All supplier exhibitor personnel, products and display materials must be confined to the actual limits of their assigned space. Suppliers may not distribute literature or offer for sale their products in any area of the show except their own exhibit booth.

DUE TO FIRE REGULATIONS, EXHIBITORS’ BOOTHS AND/OR DISPLAY MATERIALS (EXCEPT CARPET) MAY NOT EXTEND INTO OR OVER THE AISLES OR OTHER EXHIBITOR DISPLAY AREAS. Aisle integrity must be maintained for all exhibits and no exit doors may be blocked or infringed upon by any part of an exhibitor’s display.

All display materials must be flame proofed and have a certificate of compliance available for the Fire Marshal upon request.

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Insurance

Each exhibitor MUST carry its own all risk insurance on its property and must be covered by extended public liability insurance in the amount of $1,000,000 per occurrence; name RVIA and the Kentucky Fair Board as additional insureds in their policy for the period of the show, covering move-in, show days and move-out (November 24, 2017 through December 1, 2017); and provide proof of insurance to Show Management in RVIA’s Reston, Virginia office on or before August 31, 2017.

Neither the exhibit facility, nor RVIA nor any of its employees, agents or contractors will be responsible for loss or damage of any merchandise while in transit to or from the Kentucky Exposition Center or while in the Kentucky Exposition Center. Exhibitors must carry their own insurance through their own sources and at their own expense.

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Move-in, Move-out

Suppliers’ booths must be set by 2:00 pm, Monday, November 27, 2017. If an exhibitor fails to occupy its exhibit space by 2:00 pm, November 27, 2017, it will be deemed to have canceled its space. RVIA reserves the right to rent the space to another exhibitor or to eliminate it. Display shipments will be received at the Kentucky Exposition Center beginning Thursday, November 16, 2017, and will be received during the hours of 8:00 am to 4:00 pm only. Shipments will not be received on Thursday, November 23, 2017, Thanksgiving Day. Exhibitors should have all shipments delivered ON OR BEFORE Wednesday, November 22, 2017, to ensure timely delivery to their booth for assembly and to avoid delivery problems over the Thanksgiving holiday.

The show will officially close at 1:00 pm, Thursday, November 30, 2017.

From 1:00 pm to 10:00 pm on November 30, 2017, exhibitors who can hand-carry or use their own two-wheel push cart may remove their exhibits from the building. All other exhibit removal will begin at 8:00 am on Friday, December 1, 2017.

Exhibitors who begin to tear down or bring out packing boxes before 1:00 pm on November 30, 2017, will be subject to a fine of not less than $1,000 nor more than $10,000 and may be prohibited from participating in future shows.

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Guidelines for Requesting Booth Space

The minimum space available is one ten foot by ten foot (10’ x 10’) booth. Exhibitors may request as many 10’ x 10’ booths as necessary for exhibitor’s display.

Space should be requested by booth number using the space application. List six (6) choices in order of preference. There is no guarantee exhibitor’s booth choices will be assigned. Exhibitors are strongly encouraged to make their sixth and final booth choice a selection that assumes none of their preferred exhibit space in their preferred exhibit hall is available for assignment.

All booth graphics and text

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Exceptional Use Space

Exceptional Use space is limited and will be allotted to the exhibitors in the following order: 1) history of Exceptional Use Space use; 2) seniority in the show; and 3) order of receipt of request. Every effort will be made to accommodate all requests for Exceptional Use Space. (A request for Exceptional Use Space does not guarantee the exhibitor will be assigned Exceptional Use Space.)

Any exhibitor whose booth is ten feet (10’) high for more than five feet (5’) from the back wall, or any exhibitor whose exhibit is more than ten feet (10’) in overall height including signs, must request Exceptional Use Space. Exhibitors in Exceptional Use Areas are permitted to use the total cubic content of their display booth to a height of fourteen feet (14’). Where ceiling heights in the exhibit hall permit it, exhibitors can use the total cubic content of their display booth to a height of twenty feet (20’). See guidelines above and in supplier terms and conditions for more information.

Booth locations are not guaranteed. Exhibitor’s requirement for 20’ of height WILL NOT guarantee placement in an exhibit hall offering 20’ of height. It is each exhibitor’s responsibility to provide exhibits that conform to the height restriction applicable to exhibitor’s assigned space.

Exhibitors planning to install a multi-tiered or double-deck booth, must submit the construction plans and a diagram for approval by RVIA, the exhibit facility and any local state agencies with jurisdiction.

EXHIBITORS MAY NOT CHOOSE STANDARD SPACE IF THEIR PREFERRED EXCEPTIONAL USE BOOTHS ARE NOT AVAILABLE.

Exhibitors may select Exceptional Use Space OR Standard Booth Space. Exhibitors who list choices in both Standard and Exceptional Use WILL BE ASSIGNED STANDARD SPACE IN THE MANNER OUTLINED ELSEWHERE IN THIS BROCHURE. Exhibitors who need both Exceptional Use and Standard Space must submit two separate applications for space, one for Standard Space and one for Exceptional Use Space.

See information in the shaded areas on the floor plan to identify Exceptional Use Booth Areas.

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Assignment of Space

Space will be assigned using the procedures outlined on this website for all applications with correct deposits received in RVIA’s Reston, Virginia office at the time space sells out or before 12:00 noon, June 26, 2017, whichever comes first.

Exhibitors are urged to list six choices of space. Space assignment procedures will not be halted to phone exhibitors for more choices.

Exhibitor’s booth choices may not be assigned. If a booth request by exhibitor is not available for assignment a booth as close as possible to requested booth or the best booth available at the time will be assigned. RVIA has the final authority on booth assignments and reserves the right to assign booths to create the best traffic flow and provide exposure for all exhibitors.

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Seniority System

The seniority system used to place RVIA member exhibitors into draw groups for space assignment is based on years of participation in the National RV Trade Show as follows:

First Draw for Space Assignment
RVIA member exhibitors who have completed twenty-four (24) or more consecutive years of exhibit participation.

Second Draw for Space Assignment
RVIA member exhibitors who have completed eighteen (18) to twenty-three (23) consecutive years of exhibit participation.

Third Draw for Space Assignment
RVIA member exhibitors who have completed twelve (12) to seventeen (17) consecutive years of exhibit participation. 

Fourth Draw for Space Assignment
RVIA member exhibitors who have completed six (6) to eleven (11) consecutive years of exhibit participation.

Fifth Draw for Space Assignment
RVIA member exhibitors who have completed less than six (6) consecutive years of exhibit participation.

Seniority continues as long as the member exhibitor participates in the show. If a member exhibitor misses one year of exhibit participation, any seniority that has accrued will be lost. If exhibitor chooses to renew participation in the shows, seniority will have to be re-earned.

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Exhibitor Order of Assignment

The seniority system described in this space offering will be applied to the assignment of both Exceptional Use and Standard Space. Exceptional Use and Standard Space will be assigned separately with Exceptional Use Space assigned first. Exhibitors requiring both Exceptional Use and Standard Space will be assigned the Standard Space in the Standard Space draw.

During the drawing for Exceptional Use Space and the drawing for Standard Space, booth assignments will be made in the following order until all exhibitors who applied for space on or before the deadline and prior to the booth space selling out, have been assigned space:

  1. RVIA members
  2. Non-RVIA members

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Lottery Procedures

Space applications received prior to booth space selling out and before the June 26, 2017 deadline, will be divided into groups for assignment according to type of space requested and the Seniority System. Applications in each group will be divided into three separate categories determined by the number of booths requested. The three categories are:

(1) 12 or more booths
(2) 6 to 11 booths
(3) 1 to 5 booths

The three categories will be placed in separate containers and selected in the following manner by luck of the draw: one application will be selected and assigned from category (1), one application from category (2), and two applications from category (3). After the first round of assignments is completed, round two will be selected and assigned. All rounds of assignments will use the selection and assignment procedure outlined for round one until all space is assigned. After the assignments of all member categories, non-members will be assigned following the same category breakdowns.

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Fees and Payment

*The $350 per 10′ x 10′ booth surcharge is mandatory and applies to all supplier exhibitors. Funds derived from the surcharge will be forwarded to Go RVing to support the Go RVing National Advertising Campaign.

Forms of payment accepted for exhibit space are check, ACH, wire transfer, E-check and credit card (transactions of less than $10,000). If you would like to pay via credit card (deposit/payment is less than $10,000) or E-check, please send your completed application to Kelly Smith at kbsmith@rvia.org. RVIA will then email you a link to RVIA’s payment portal where you will submit your payment via credit card or E-check. Credit cards accepted are: Visa, Mastercard, American Express, and Discover.

Make checks payable to RVIA (Recreation Vehicle Industry Association). The deposit of 50% for booth space must be representative of the largest amount of space requested. Surcharge rates will be added to the final balance due on August 31, 2017. Applications received without the deposit or with less than the required amount will not be assigned space until such time as the deposit is received. Applications received without deposits or with less than the required amount prior to June 26, 2017, must complete the deposit requirements no later than June 26, 2017, or pay the higher space rate applicable after June 26, 2017.

Booth space and surcharge rates not paid for in full by August 31, 2017 are forfeited and RVIA is entitled to keep all deposits and fees paid for said space.

All space sold on or after August 31, 2017 requires a 100% payment with the request for space. Applications for space received on or after August 31, 2017, without the required deposit will not be assigned space until the full deposit is received.

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Digital Exhibitor Kit

The Digital Exhibitor Kit will be available online and is scheduled to go live on August 15, 2017.

All exhibiting companies will receive the Digital Exhibitor Kit Instructions prior to the service kit going live which will provide information on how to access the kit and complete forms online.

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Hotel Reservations

The hotel reservation system is not yet open. Once open, reservations can be made online or by calling 502.561.3100.

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International Exhibitors

International companies planning to exhibit should review the currency and duration of any past visa for travel to the United States. Should a new or updated visa be required, contact the Consular Section of the Embassy or Consulate near you as soon as possible to determine the likely processing time should you require a new visa. A list of consular offices is available online at http://usembassy.state.gov.

The U.S. Embassy or Consulate can provide international exhibitors with the regulations applicable to the shipment of their booth and product to the United States.

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Security

It is the responsibility of each exhibitor to protect its property from loss and theft. General security is provided by RVIA on a 24-hour basis from move-in through move-out. Exhibitors, however, are responsible for their own property and neither RVIA, the exhibit facility, nor agents or service contractors hired by RVIA may be held liable for any loss or theft. At the close of the show it is the Exhibitor’s responsibility to ensure its property has been turned over to the person or persons authorized by it to remove its property from the show site.

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General Information

RVIA shall have full power in the interpretation and enforcement of all rules contained herein which are hereby incorporated into the exhibitor contract.

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