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: Thursday-Sunday, June 8-11, 2023
Richmond, Virginia (Doswell)
KEY INFORMATION & CONTACTS
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2023 Rally Chairs |
Wes and Paula Fitzer |
On this page
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Sue Aldridge (217.390.8270) & Becky Smith (309.275.6855) |
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Chris Hughes, Ad Director 509.921.2713 |
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Phil Stalboerger, Committee Chairperson |
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Mark Mumaw, Seminar Chairperson |
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Perry Linn, Door Prize Chairperson |
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TBA, RV Chairperson |
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BMW MOA (main office) 864.438.0962 |
EXHIBITOR REGISTRATION
Exhibitor registration opened on December 1, 2022! 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 chance 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 [email protected].
BOOTH PRICES
Indoor booths are 10x10 feet. The booth space includes an 8’ table, two chairs, and a standard 120V power drop. Indoor booth prices are $695 for a corner booth and $595 for a regular booth. Additional corner booths are $600 and additional regular booths are $500. Your display must fit into the purchased booth space.
Outdoor booths are 20x20 feet. The price for outdoor booths is $595. Additional outdoor booths are $500. 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 $25.
CONFIRMATION/SPACE ASSIGNMENT
Upon receiving completing the online registration, 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.
CANCELLATION POLICY
- More than 30 days prior – 100% refund
- Less than 30 days notice as a "No Show" or No COI – no refund
- Special circumstances based on illness, death, or natural disasters are reviewed on a case-by-case basis
EXHIBITOR CHECK-IN
Tuesday, 6 June 2023 from Noon to 9:00 PM
Wednesday, 7 June 2023 from 9:00 AM to 9:00 PM
Upon arrival at the rally site, temporarily park near the Exhibition Center in the Day Parking area. Follow signage to the Exhibition Center and the Vendor Office to check-in. The Vendor Office will be open during setup from Noon to 9 PM on Tuesday, June 6, and 9 AM to 9 PM on Wednesday, June 7. Late check-in on Thursday, June 8 will be available from 8 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, 8 June from 9:00 AM to 6:00 PM
- Friday, 9 June from 9:00 AM to 6:00 PM
- Saturday, 10 June from 9:00 AM to 4:00 PM
Buildings will be open to exhibitors 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, 10 June from 5:00 to 11:00 PM
- Sunday, 11 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, or 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, 6 June 2023, 00:01 CST, through Sunday, 11 June 2023 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 Meadow Event Park are hereby named as additional insured on the policy.
- The location of the event is 13191 Dawn Blvd, Doswell VA 23047
- 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 2023 BMW MOA National Rally Exhibitor Registration and Contract. Please use a 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 Catherine Cammereri at 800.528.7975 or by email at [email protected]. Download a PDF with the information now.
EXHIBITOR FEES WILL NOT BE REFUNDED FOR FAILURE TO OBTAIN THE REQUIRED CERTIFICATES.
BUSINESS LICENSES & SALES TAX PERMITS
Rally vendors are not required to have a business license to operate at the Meadow Event Park in Caroline County. All vendors are required to collect county sales tax, including food and beverage vendors. More information will be available on this as soon as possible. Questions should be directed to the office of the Commissioner of Revenue at (804) 633-8042.
OTHER EXHIBITOR SERVICES
POWER
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
WiFi is available in the Exhibitor area, however, the existing infrastructure can be slow and inconsistent. Exhibitors are advised to be prepared to bring their own hot spots or make arrangements for WiFi services.
TABLES & CHAIRS
Each booth includes one table and two chairs. Additional tables ($10 ea.) and chairs ($5 ea.) may be rented.
ADDITIONAL SERVICES
If you require additional services such as a TV, booth carpet, or furniture, may be purchased through a local vendor (TBD).
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 buildings.
ANIMALS
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 the building until the public has exited.
INBOUND SHIPPING
Beginning Monday, June 5, 2023, 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 5 and/or outside the specified hours, will be refused.
To ensure proper handling the shipping label must contain the following information:
BMW MOA Attn: (Name of Company On-site Person)
Meadow Event Park
13191 Dawn Blvd
Doswell VA 23047
(804) 994-2800
OUTBOUND SHIPPING
Exhibitors will be able to ship items from the Fairgrounds to a receiving destination beginning Thursday, June 8 through mid-morning on Sunday, June 11.
NEARBY HOTELS & LODGING
Use the MOA's Hotel Booking Site for the lowest available pricing in the Doswell/Ashland area. Additional hotels/motels are available in Fredericksburg, Glen Allen and Richmond, all a short distance from the Rally site.
DOOR PRIZES
Motorcycle rallies provide excellent opportunities to promote your products or services and are a vital part of the fun at the BMW MOA National 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 will be given away during each night's entertainment, Thursday through Saturday. Grand prizes receive additional promotion throughout the Rally.
Door prize donations must be sent to the address below by Friday, May 12, 2023. Information concerning door prizes should be submitted on the door prize form by April 15, 2023 to be eligible for publication in the June issue of the BMW Owners News and the Rally Program.
Perry Linn, Door Prize Chair
115 Three Oak Lane
Chapin, SC 29036
Questions about door prizes should be directed to Perry Linn, Door Prize Chair.
CENTER STAGE PRESENTATIONS
A little more informal than a true educational seminar, Center Stage presentations are a great opportunity for exhibitors to introduce new products or demonstrate product features. If you are interested in delivering a short product demonstration at the Center Stage in the Exhibitor Hall, please submit your request online. Center Stage presentation requests must be submitted by April 1, 2023. Please contact Sue Aldridge with any questions.
EDUCATIONAL SEMINAR REQUESTS
If you are interested in delivering a seminar at the Rally, please submit your request online. The online submission form is available now. Seminar requests must be submitted by April 1, 2023. Please contact Mark Mumaw 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 Springfield, Missouri will be home to 5,000-plus 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 April 1, 2023. 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 2023 Rally Program, please contact:
Chris Hughes, Director of Advertising, 509.921.2713, [email protected]
RALLY REGISTRATION
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, June 7, 2023. Onsite registration fees are $20 more than online prices prior to the Rally.
