Show off your newest products for BMW motorcycles and their riders at the National Rally Expo!
Welcome to the largest gathering of BMW motorcycle enthusiasts on the planet! If you have a product targeted at the BMW motorcycle market, this is the place for you. Here's all the info you need to make your display at the BMW MOA National Rally successful.
BMW MOA NATIONAL RALLY: JUNE 13 - 15, 2019
Wilson County Exposition Center
945 E Baddour Pkwy
KEY INFORMATION & CONTACTS
2019 Rally Chairs
Vance & Mari Harrleson
|On this page
||Deb Lower (719.510.9452) & Josh Ascher (518.785.4671)|
Sue Rihn, Seminar Chairperson
Tom Gary, RV Chairperson
BMW MOA (main office) 864.438.0962
Exhibitor registration begins 1 February 2019. The registration can be completed by one of three methods and will be considered complete once payment is received by credit card, money order or check and a Certificate of Insurance (COI) is received.
- Register Online
- Email Scanned Contract and COI to email@example.com
- Mail Contract, payment and COI to Exhibitor Chair at the following address:
15151 Ridgefield Lane
Colorado Springs, CO 80921
Booth space will be reserved in the order payment is received. Online registration is the fastest and guarantees you the best chances of receiving your preferred booth space. The required Certificate of Insurance (COI) can be uploaded during the online registration process or scanned and emailed to firstname.lastname@example.org.
Contracts received after Friday, 24 May 2019 will be considered late and will be accepted on a “space-available” basis. Additionally, each booth requested on a late registration form will be assessed a $25 late registration fee. Payments for late registrations shall be by cash, certified check, money order, or credit card only. Exhibitors who preregistered and want to add additional booths will not incur this fee.
Indoor booths have 10x10-foot footprint. The booth space includes an 8’ table, two chairs and a standard 120V power drop. Corner booths are $495 and regular booths is $425. Additional corner booths are $400 and additional regular booths are $340. Your display must fit into the purchased booth space.
Outdoor booths are 20x20 feet and include a standard 120V power drop. Corner booths are $345 and regular booths are $285. Additional corner booths are $245 and additional regular booths are $195. Your display must fit into the purchased booth space.
NOTE: Each booth comes with two Exhibitor passes. Each additional booth purchased comes with one exhibitor pass. Additional passes can be purchased for $20.
Upon receiving Commercial Exhibitor Registration Contract and payment by online registration or by email, you will receive confirmation of your payment. A confirmation acknowledging receipt of payment will be provided from the database. Receipt of Certificate of Insurance (COI) and booth assignment(s) will be confirmed by email.
- More than 60 days prior – 50% refund
- 30 days prior to the event – 25% refund
- Less than 30 days notice as a "No Show" or No COI – no refund
- Special circumstances based on illness, death or natural disasters reviewed on a case by case basis
Tuesday, 11 June from 8:00 AM to 6:00 PM
Wednesday, 12 June from 8:00 AM to 6:00 PM
Upon arrival at the rally site, temporarily park near the Exhibition Center. Follow signage in the Exhibition Center to the Vendor Office to check-in. The Vendor Office will be open during setup from 8 AM to 6 PM on Tuesday and Wednesday (11-12 June) and late check-in on Thursday (13 June) from 8 AM to noon. Wristbands included with vendor registration will be provided and additional wristbands for vendor staff can be purchased per the above paragraph. COIs (required) will be confirmed and assistance will be provided if a COI needs changes or must be acquired. Directions and assistance to find exhibit space will be provided.
INDOOR EXHIBITOR HALL OPERATING HOURS
- Thursday, 13 June from 9:00 AM to 6:00 PM
- Friday, 14 June from 9:00 AM to 6:00 PM
- Saturday, 15 June from 9:00 AM to 4:30 PM
Buildings will be open to exhibitor one hour prior and 30 minutes after posted times. Outdoor exhibitors may set their own hours as long as they do not disturb rally campers. Installations can start when power is available on Tuesday.
EXHIBITOR TEAR-DOWN HOURS
- Saturday, 15 June from 5:00 to 11 PM
- Sunday, 16 July from 7:00 AM to Noon
The Vendor Building will be unlocked at 7 AM Sunday morning. No Building Security will be provided after 7 AM Sunday.
LIABILITY INSURANCE REQUIREMENT
All exhibitors, regardless of size, items sold or exhibited, are required to provide BMW MOA a Certificate of Liability Insurance. This certificate is commonly known as a “Certificate of Insurance” (COI) or “Accord Insurance Binder”. At a minimum, the certificate must specify:
- $1,000,000 general liability coverage
- Coverage from Tuesday, 11 June 2019, 00:01 CST, through Sunday, 16 June 2019 23:59 CST, inclusive
- Under Description of Operations
- BMW MOA, Inc., its officers, Staff, Board Members, Rally Chairs, Rally Co-Chairs and Rally Volunteers and the Wilson County Exposition Center are hereby named as additional insured on the policy.
- The location of the event is Wilson County Exposition Center, 945 East Baddour Pkwy, Lebanon, TN 37087
Certificate Holder is BMW MOA, Inc., 2350 Hwy 101 S, Greer SC 29651
For purpose of the liability insurance requirement stated herein, the word Exhibitor is defined as the name, personal or business, listed as the “Exhibitor Business Name” on page one of the 2019 BMW MOA National Rally Exhibitor Registration and Contract. Please use consistent name on Exhibitor Registration and Certificate of Insurance. Exhibitors who do not carry liability insurance or do not carry the amount required, should contact their local insurance broker to obtain the necessary coverage.
BMW MOA has an arrangement with RainProtection.net to provide the required insurance coverage for US and International exhibitors. RainProtection will provide the required coverage and submit the COI for you at a cost of $84 for the event. If you need additional assistance, contact Deb Lower at 719.510.9452 or by email at email@example.com.
EXHIBITOR FEES WILL NOT BE REFUNDED FOR FAILURE TO OBTAIN THE REQUIRED CERTIFICATES.
BUSINESS LICENSES & SALES TAX PERMITS
Registration for sales tax is available online on the Tennessee Taxpayer Access Point(TNTAP) under "Register a New Business." Once registered for sales tax, the Department of Revenue will send you a Certificate of Registration which must be displayed at your business location. Retailers, wholesalers and manufacturers will also receive a Tennessee Certificate of Resale. As of 2018, sales tax is 9.25%. Business licenses are also required by the State of Tennessee.
The City of Lebanon does not require a business license, but does require sales tax. Contact Sherry Featherstone at 615.444.6300 for registration and payment options.
OTHER EXHIBITOR SERVICES
Power will be supplied to each booth at no additional charge. You are responsible for any extension cords needed between the power outlet and your booth. Please use gaffer tape to affix cords to the floor. If you need an electrician to connect power to your booth, the Exposition center charges $25 for indoor booths and $50 for outdoor booths.
Wi-Fi services will cover 100% of the indoor exhibitor buildings and the outdoor exhibitors. The Wi-Fi password will be available at Exhibitor Registration.
The use of personal hot-spots inside can cause conflicts with site’s access points, making it difficult for others to get a connection and is therefore discouraged. In all cases, any cell phone or mobile device in Wi-Fi mode or a hot-spot MUST be set to Channel 1. The Data Service committee will help you with your connection issues or device configuration. Please contact the Exhibitor Committee members first for assistance if you are having connection problems.
TABLES & CHAIRS
Each indoor booth includes one table and two chairs. Outdoor booths are not provided tables and chairs in the base fee. Additional tables ($10 ea.) and chairs ($5 ea.) may be rented. Tables and chairs provided by the Exposition Center must be covered with a tablecloth or paper.
PHONE & INTERNET
If you need a dedicated phone line or a hardwired internet connection in your booth, please contact the Exhibitor Committee. We will send you the Communications Order Form to request these services through the Wilson County Exposition Center. The pricing goes up significantly if not ordered within 10 days before the event.
If you require additional services such as a TV, booth carpet or furniture, outdoor canopies or tents, please indicate your need on the on-line exhibitor registration form or on page 3 of the printed and emailed contract. We will provide you with contact information for some local suppliers.
Decorations, signs and displays may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, doors, walls, glass, columns, or painted surfaces on the interior or exterior of the Wilson County Exposition Center buildings, bathrooms or portable toilets. This is a requirement of the Wilson County Exposition Center and will be monitored by the Exhibitor Committee, Rally Chairs and Security. No glitter or balloons. All tables and chairs must be covered with a tablecloth, butcher paper or some other covering.
COOKING & FOOD PREPARATION
No cooking or open flame of any kind is allowed inside the Exposition Center buildings.
Pets of any kind on the fairgrounds must be leashed. Typically, pets are not allowed in the buildings, but if they are with an exhibitor they must be properly leashed, caged or carried by the possessor.
VEHICLES USED IN DISPLAYS
If you plan to display a vehicle in your indoor booth, indicate this on your registration contract in the additional information section. Note that the vehicle must be within the assigned booth space and it may not be moved during operating hours. The vehicle must have the battery cables disconnected and gas caps locked or taped. Vehicles will not be permitted to enter or exit building until public has exited.
Beginning Monday, June 10th, shipments will be received by BMW MOA staff at Wilson County Exposition Center. Shipments will be received between the hours of 8:00 AM and 5:00 PM. All shipments received will be stored in the BMW MOA secure area. They may be delivered to your booth during set up if your exhibitor name, booth location and booth number are included on the shipping label. All shipments arriving before June 10, and/or outside the specified hours, will be refused.
To ensure proper handling the shipping label must contain the following information:
Attn: (Name of Company On-site Person)
Wilson County Exposition Center
945 E Baddour Pkwy
Lebanon, TN 37087
Exhibitors will be able to ship items from the Fairgrounds to a receiving destination beginning Thursday, 12 June through mid-morning on Sunday, 16 June.
NEARBY HOTELS & LODGING
Motorcycle rallies provide excellent opportunities to promote your products or services and a vital part of the fun at the BMW MOA International Rally. Please consider donating a door prize for this premier event.
Before the Rally, we will publicize your donations on the rally website and in the June issue of the BMW Owners News by featuring your company logo and name as a door prize donor. Logos and a list of donors will also be printed in the Rally Program. At the rally, we will also display at the door prize booth any promotional material you may send along with your door prize(s).
Prizes valued at $1,500 or more are considered grand prizes and given away during the closing ceremony on Saturday. Grand prizes receive additional promotion throughout the Rally. Contact JACKIE HUGHES for more information about donating a grand prize.
Door prize donations must be sent to the address below by Friday, 24 May 2019. Information concerning door prizes should be submitted on the door prize form by 15 April 2019 to be eligible for publication in the June issue of the Owners News and the Rally Program.
Perry Linn, Door Prize Chair, 400 Cimarron Rd., Apple Valley, MN 55124
Questions about door prizes should be directed to Perry Linn, Door Prize Chairperson.
If you are interested in delivering a seminar at the Rally, please Submit your request online. Seminar requests must be submitted by March 15, 2019. Please contact Sue Rihn with any seminar-related questions.
RALLY PROGRAM ADVERTISING
The BMW MOA National Rally is considered the highest priority event of the riding season for our members. BMW riders plan family vacations around it and ride thousands of miles to attend and become “citizens for the weekend” of the communities we visit.
This year Lebanon, Tennessee, will be home for 5,000 members and their guests who are expected to attend. Advertising in the Rally Program will put your name in front of the consumers you want to reach.
The deadline for reserving space in this year’s Rally Program is 1 April 2019. Our Advertising Director Chris Hughes will be happy to work with you to create the exact image you would like to share with this extremely focused group. For more information about how you might enhance your business revenue by advertising in our 2019 Rally Program, please contact:
Chris Hughes, Director of Advertising, 509.921.2713, firstname.lastname@example.org
Although exhibitor registration does include admittance to the Exhibitor area, registration as a full rally participant is not included. Rally registration includes rally program, door prize tickets, rally pin and patch, full access to the Rally grounds including camping and other amenities. If you would like to register for the rally, you may register online or onsite beginning Wednesday, 12 June 2019. Onsite registration fees are $20 more than online prices prior to the Rally.