Exhibitor FAQ

10’x10’ booth

· $2,250 – Member Rate

· $3,275 – Non-Member Rate

Tank Trailers and Trucks (10’x40’, 10’x50’ or 10’x60’)

· $1,150 – Member rate (per 10’x10’ space)

· $1,925 – Non-Member rate (per 10’x10’ space)

Membership to Texas Food & Fuel Association (hosts of Southwest Fuel & Convenience Expo) is $800.00 a year. Click here for more information and membership application. Information on the Benefits of Membership is available to review.

Dismantle of exhibits begins no earlier than 2:00 PM on June 10. All exhibitor freight must be removed by 12:00 PM on June 11.

Early Move-Out Policy

For all attendees and exhibitors safety, Show Management does not encourage early move-out/dismantle of booth displays. Each exhibitor is required to keep the exhibit space fully set up through Wednesday, June 10, at 2:00 PM. However, if an exhibiting company has to move-out early due to travel constraints, the exhibiting company will move out at the end of the first day after the show is closed. The exhibiting company will be responsible for additional expenses through AEX Convention Services to clean and furnish the booth space for the next day’s Expo.

Ceiling Height Requirements*

Standard 10’x10’ booths height of displays may not exceed the height of the 8’ foot drape on the back of the booth space. Island booths do not include draping or an ID sign and height restriction is 16’. Split Island booths share a common back wall separating the adjoining booth and height restriction is 8’. Ceiling heights will be strictly enforced by Show Management. If you feel your booth display exceeds the height restriction, please contact Show Management.

*Show Management will enforce this rule and issue an Exhibitor Violation Warning.

Line of Sight Rule*

Basic Principal: The neighbor to your right and left has the same opportunity for an attendee to see their exhibit as they walk across or down the aisle as they can with your exhibit. An exhibitor is not allowed to obstruct their neighbor’s exhibit by putting tall items in towards the front of the booth space such as:

TV Monitors
Roll-Up Banners
Feather Banners
Fuel Equipment (Pumps)
ATMs
Display Cases
Video Game Units

*Show Management will enforce this rule and issue an Exhibitor Violation Warning.

MATERIAL HANDLING LOCAL UNION LABOR: The Local Union has jurisdiction for the operation of all material-handling equipment, all unloading and reloading, and the handling of empty containers.

EXHIBITORS may unload their own personal vehicles (POVs) provided they do not use any material handling equipment (fork-lifts, flatbeds, pallet jacks, etc.)

NOT ALLOWED: 4-wheel Hand Cart, Pallet Jacks, etc.

ALLOWED: Two (2) wheel dollies are allowed.

The following types of vehicles are considered POVs and will be allowed to unload/load in the designated POV ramp area after checking in.

Passenger Automobile
SUV
Mini Van
Pick-up Truck

Non-Exhibiting Vendor Policy

In fairness to exhibitors that financially support the Southwest Fuel & Convenience Expo, non-exhibiting vendors and/or suppliers will not be admitted to the exhibit hall. Individuals who work for a vendor/supplier company must register as an Exhibitor or Non-Exhibiting Vendor and pay a fee of $4,000 per person.

Vendors/suppliers who register as an “Attendee” without prior authorization from Show Management will have their registration cancelled and will be subject to a forfeiture of registration fees. Contact Kris Wallace, at (512) 617-4303 or kwallace@tffa.com if you have any questions.

SUITCASING POLICY STATEMENT

Texas Food & Fuel Association wants to ensure your company has a successful show. Show Management has mandated increased measures to protect exhibitors from suitcasing at the Show. This is the Show Management’s Suitcasing Policy, which will be posted using signage around the exhibit hall and included in the onsite guide for all attendees. Suitcasing is the act of soliciting business in the aisles during an exhibition or in other public places, including another company’s booth or a hotel lobby by a non-exhibiting or non-sponsoring company representative.

WHAT SHOW MANAGEMENT WILL DO

Show Management and Floor Managers will be in place from the start of the Show to the conclusion of the Show. This team will respond to all complaints regarding suitcasing. The team will be trained on what to look for and the appropriate factors to determine if there is an issue. Show Management and Floor Managers will have the following responsibilities:

· Review complaints concerning suitcasing.

· Review each complaint off the Show floor and take appropriate action, including removal from the Show floor.

· Levy penalties for violations, up to and including, suspension from participation in future Shows.

WHAT EXHIBITORS CAN DO

Prior to the Show:

If you feel there is a reasonable risk of a problem involving suitcasing, notify Show Management prior to arrival.

Onsite:

If you suspect another company of suitcasing – report this to the Show Management office and someone from Show Management will come to your booth immediately.

BEVERAGES

Beer/Wine/Spirits

Bottled Water

Coffee/Tea/Cocoa

Frozen Dispensed

Hot & Cold Dispensed

Packaged Beverages

BUSINESS SERVICES

Accounting/Financial

ATM Sales/Service

Audit/Inventory

Services Brokers/Food

Cleaning Supplies/Janitorial Service

Credit Card Processing

Electrical Services

Energy Services

Engineering/Environmental Consulting

Equipment/Fixture

Purchasing Equipment

Leasing Fuel Pricing/Information Services

Government Agency

Graphic Design

Grocery/Wholesale Distributor

Insurance

Real Estate Services

Security Equipment/Service

Signs/Specialty

Site Planning/Construction

Solar Power

Store Counters/Shelving

Store Design/Layout

Training Services

CAR WASH

Chemical & Solutions

Equipment/Services/Systems

FOODSERVICE & FOODSERVICE EQUIPMENT

Bakery

Chicken/Prepared

Co-Branding Coolers/Accessories

Display Cases/Counters

Fast Food Food Service Supplies

Franchising Programs

Fryers

Hamburgers Hot Dogs/Roller Grills

Ice/Ice Machines/Vending

Mexican Cuisine

Packaging

Pizza Refrigeration

Water Dispensing Units

FUELING EQUIPMENT & SERVICES

Canopies/Fascia

Common Carriers

Compliance/Meter Calibration

Dispensers/Nozzles

EV Charging

Fuel Dispenser

Security

Fuel Polishing/Tank Cleaning

Fuel Testing

Imaging/Branding

Leak Detection/Monitoring

Metal Buildings

Petroleum Equipment/Services

Petroleum Tanks Refiner/Supplier

Spill Containment

Tank Inspections

Trucks & Transports

UST Monitoring/Fuel Management

Wholesaler

Jobber

RETAIL - FOOD ITEMS

Candy

Condiments/Seasonings

Dairy

Deli Foods

Frozen Foods/Snacks

Gourmet Snacks

Label Groceries

Health/Nutrition

Ice Cream/Freezer Bars

Private Label

Salty Snacks

RETAIL - NON-FOOD ITEMS

Automotive Products

CBD/Hemp Products

General Merchandise

Gift/Novelty Items

Health & Beauty

Lottery/Gaming

Phone Accessories

Sunglasses

Vitamins/Energy Supplements

PETROLEUM PRODUCTS

Biofuels

Bulk Gasoline/Diesel

Bulk Lube

Racing Fuels

Special Additives/Lubes

RELATED PRODUCTS/SERVICES

Air Machines/Vacuums

Display Units

Diesel Exhaust Fluid (DEF)

Lighting-Indoor/Outdoor

Paints & Coatings

Pressure Washing

Propane Gas Services

Safety Products

Scales

TECHNOLOGY

Back Office Software

Cash Handling Systems

Cloud-Based Mgmt. System

E-Commerce

Electronic Displays/LED

Home Office Software

Loyalty Programs/Fleet Cards

Mobile Apps

POS Systems

Sales Tax Software

Satellites/Wireless

Tank Monitoring

Web Development

TOBACCO/TOBACCO RELATED

Cigarettes

Cigars

E-Cigs

Smokeless Tobacco

Tobacco Accessories

Vaping

Tropical Foliage Rentals

Floral/Plants

Edlen Electrical Exhibition Services

Electric/Air/Water

Expo Tracker

Lead Retrieval

Filo Productions

Audio Visual

Encore Event Technologies

Rigging

AEX Convention Services

Booth Packaged/Discounted
Booth Furnishings
Cart Service/POV
Freight/Material Handling/Drayage
Signs/Banners
Shipping – Warehouse/Show Site

Grand Hyatt San Antonio River Walk

Housing

Smart City

Internet/Telecommunications

The RK Culinary Group/RKIII

Booth Catering

While not tolerated or endorsed, we do recognize exhibitors will unfortunately be solicited for these services by non-official contractors:

· Carpet

· AV/Computer Equipment

· Exhibit Design/Installation

· Directory Guides (Fair Guides)

· Floral

· Freight Shipping

· Hotel Rooms

DO NOT SUCCUMB to their scams. Only endorsed contracts as located under “Booth Services."

Be Aware of SCAM emails offering to send/sell you the Expo Attendee List.

Only Show Management will provide this information. Show Management does not make this information available to the public.

You will receive a number of SCAM emails, no need to report them to Show Management as we are receiving them as well and reporting them to the FCC.

If you have any questions, contact Annette Hicks at ahicks@tffa.com or 512-617-4302.

EXHIBITOR RESOURCES & BOOTH MANAGEMENT

How many badges do I receive with my booth?

What does the exhibit booth include?

What is the cancellation policy?

Who do I contact with questions?

What is the cost of booth space?

What is the early move-out policy?

What are the enforced booth guidelines?

Can I attend the Expo if we don't want to exhibit?

What is suitcasing?

How do I identify my business category and subcategory?

How do I find my booth number?

Who to contact if I have questions about my booth and set-up on show site?

When will the Pre-Show and Final Attendee Lists be available?

Who are the Authorized Contractors for the Expo?

Solicitation Warnings

What are the future dates of the Southwest Fuel & Convenience Expo?