Show off your newest products at the National Rally Expo!
Our annual rally is 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 25-27, 2020
Great Falls, Montana
KEY INFORMATION & CONTACTS
2020 Rally Chairs
Corey & Becky Smith
|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 15 January 2020. 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.
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 2020 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. Indoor booth prices are $495 for a corner booth and $425 for a regular booth. Additional corner booths are $400 and additional regular booths are $350. Your display must fit into the purchased booth space.
Outdoor booths are 20x20 feet and include a standard 120V power drop. The price for outdoor booths is $395 for a corner and $325 for a regular booth. Additional corners are $325 and additional regular booths are $275. 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, 23 June from 12:00 PM to 9:00 PM
Wednesday, 24 June from 9:00 AM to 9:00 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 12 PM to 9 PM on Tuesday, June 23, and 9 AM to 9 PM on Wednesday, June 24. Late check-in on Thursday, June 25 will be available from 8 AM to 9 AM. 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, 25 June from 9:00 AM to 6:00 PM
- Friday, 26 June from 9:00 AM to 6:00 PM
- Saturday, 27 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, 27 June from 5:00 to 11 PM
- Sunday, 28 June 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, 23 June 2020, 00:01 CST, through Sunday, 28 June 2020 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 Montana State ExpoPark are hereby named as additional insured on the policy.
- The location of the event will be posted here as soon as possible.
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 2020 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
All rally vendors must submit a Non-Resident Business License Application and mail it, along with the $25 fee, to the City of Great Falls at PO Box 5021, Great Falls MT 59403-5021. The Montana sales tax rate is zero.
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.
WiFi services have not been established at the Great Falls site for the exhibitor area. If WiFi service is made available, the details will be announced here. Exhibitors are advised to be prepared to bring their own hot spots or make arrangements for WiFi services in Great Falls.
The use of personal hotspots 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 WiFi mode or a hotspot 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.
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 the host facility. 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 host facility buildings, bathrooms or portable toilets. This is a requirement of the host facility and will be monitored by the Exhibitor Committee, Rally Chairs and Security. No glitter or balloons.
COOKING & FOOD PREPARATION
No cooking, open flame or food distribution of any kind is allowed inside the ExpoPark buildings.
Pets of any kind on the fairgrounds must be leashed. 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. Service animals are allowed per the regulations of the host facility.
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 22, shipments will be received by BMW MOA staff at the host facility. 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 22 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)
Montana State ExpoPark
400 3rd St NW
Great Falls, MT 59404
Exhibitors will be able to ship items from the Fairgrounds to a receiving destination beginning Thursday, 25 June through mid-morning on Sunday, 28 June.
NEARBY HOTELS & LODGING
Use the MOA's Hotel Booking Site for the lowest available pricing in the Great Falls area.
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).
Complete 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, 22 May 2020. Information concerning door prizes should be submitted on the door prize form by 15 April 2020 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. The online submission form will be available February 15, 2020. Seminar requests must be submitted by March 15, 2020. 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 Great Falls, Montana, 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 2020. 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 2020 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 beginning January 1, 2020 or onsite beginning Wednesday, 24 June 2020. Onsite registration fees are $20 more than online prices prior to the Rally.