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EXHIBITOR Resources

FOR EXHIBITORS

The Southwest Fuel & Convenience Expo is the most comprehensive event for fuel, food, and convenience retailers in the Southwest United States.

Connect, engage and showcase products and services with petroleum marketing and convenience retail professionals in the Expo. Don’t miss this event, which continues to expand and attract a wider audience of professionals, including owners/operators, top-level executives, buyers, and merchandisers. Take advantage of this opportunity to connect and network with the most influential decision makers in the petroleum marketing and convenience retailing industry!

The collection of resources below will assist exhibitors interested in or preparing to showcase their products and services at the Southwest Fuel & Convenience Expo.

For additional information or questions about exhibit opportunities, please contact:

Kris Wallace

Expo Manager

(512) 617-4303

kwallace@tffa.com

exhibitor prospectus

Build business relationships, increase brand awareness and highlight innovative products and services at the Southwest Fuel & Convenience Expo.  Interact and connect with petroleum marketing and convenience retail professionals in one of the fastest growing states in the US.

 

Expo Floor Plan

Exhibitor Prospectus

Expo Sponsorship Brochure

Policies & Guidelines

Thank you for being an exhibitor!  Here you will find rules, regulations and guidelines surrounding your exhibit participation in the Southwest Fuel & Convenience Expo.

 

Exhibit Rules and Regulations  

Booth Construction and Display Guides

Social Media Policies for Exhibitors 

Expo Logo Usage Policy 

Exhibitor Sponsorship & Advertising Opportunities

There are a number of exhibitor opportunities that offer meaningful and targeted attendee engagement beyond the booth for those who want to reach above and beyond the competition and create a point of difference and enhanced visibility for your organization.

 

View the 2024 Expo Sponsorship and Advertising Brochure

 

For questions about Exhibitor Sponsorship, please contact:

 

Annette Hicks, CMP

Vice President of Meetings & Events

(512) 617-4302

ahicks@tffa.com

 

For questions about Advertising, please contact:

 

Innovative Publishing

(844) 423-7272

advertise@innovativepublishing.com

Expo Media Kit

 

Indicate your interest in advertising for the Southwest Fuel & Convenience Expo Show Guide.

Housing Information

Click here to book accommodations at the Grand Hyatt Regency Hotel, the official Southwest Fuel & Convenience Expo partner. 

 

Room Rate = $229.00 + tax

Cut-Off Date = June 3, 2024

 

Be Aware of Housing Poachers & Data Scammers!

Poachers and scammers are constantly posing as official representatives of the Southwest Fuel & Convenience Expo to sell unofficial attendee data lists and solicit hotel reservations. These companies are unrelenting and are known to constantly change their company and domain names… so, without regard to specific names, beware of ANYONE soliciting on behalf of the Southwest Fuel & Convenience Expo or Texas Food & Fuel Association.

 

Go straight to the source…The only truly authorized information concerning Southwest Fuel & Convenience Expo will come directly from Texas Food & Fuel Association (TFFA) and will be accessible through the Expo’s website.

 

The only hotel provider for the Southwest Fuel & Convenience Expo is the Grand Hyatt San Antonio hotel.  If you are contacted by anyone else, know that they are poachers and should be ignored. The official hotel will be listed on this page and a direct link to Grand Hyatt San Antonio hotel will be available when the room block opens in February 2024.

 

Remember, the Southwest Fuel & Convenience Expo and Texas Food & Fuel Association will NOT release any “confirmed” or “verified” attendee lists so DO NOT be tricked into paying anyone for that information.

Exhibit Schedule

(all times Central Daylight Time)

 

EXPO SET-UP

Monday, June 24                                       8:30 AM – 11:30 AM*

Tuesday, June 25                                       8:00 AM – 5:00 PM

Wednesday, June 26                                 8:00 AM – 9:30 AM

 

EXPO HOURS

Wednesday, June 26                                 10:00 AM – 3:00 PM

Thursday, June 27                                      10:00 AM – 2:00 PM

 

EXPO MOVE-OUT

Thursday, June 27                                       2:00 PM – 5:00 PM

 

*Tanker Trailers & Trucks Move-In

Exhibitor Service Kit

Booth Guidelines

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.

 

Height Restrictions*

Per Show Management Event standards, all booths are held to the height restrictions listed below. Should a booth design exceed the height listed below, Show Management approval is required. You can submit a Height Variance request.  This must be submitted no later than June 3, 2024.

 

Linear (In-Line) = 8 feet high

Corner (In-Line) = 8 feet high

End Cap = 8 feet high

Perimeter = 12 feet high

Island = 16 feet high

 

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

 

Booth Display Guidelines

Booth Construction and Display Guides

  • How many badges do I receive with my booth?
    Exhibitors receive two (2) full complimentary badges, which includes the 75th Anniversary Reception and Casino Party ticket and four (4) exhibitor badge only with the option of purchasing the 75th Anniversary Reception and Casino Party ticket. Additional badges can be purchased for $75 each. Badges are non-transferrable.
  • What does the exhibit booth include?
    · Each booth comes with an 8’ back drape and a 3’ sidewall · Aisle carpet throughout the exhibit hall (Exhibitors are required to carpet their booths) · Clean exhibit hall · 24/7 Security · First-Time exhibitors floor cling displayed in front of their booth · Exhibitor Service Center with complimentary water, coffee, and sodas · Registered attendee list pre- and post-show
  • What is the cancellation policy?
    Through March 1, 2024: Full Refund March 1-April 30, 2024: 50% of Amount Paid After April 30, 2024: No Refund
  • Who do I contact with questions?
    Advertising & Sponsorship Annette Hicks, CMP (512) 617-4302 ahicks@tffa.com Exhibit & Membership Kris Wallace (512) 617-4303 kwallace@tffa.com
  • What is the cost of booth space?
    10’x10’ booth · $1,900 – Member Rate · $2,900 – Non-Member Rate Tank Trailers and Trucks (10’x40’, 10’x50’, or 10’x60’) · $1,100 – Member rate (per 10’x10’ space) · $1,850 – Non-Member rate (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.
  • What is the early move-out policy?
    Dismantle of exhibits begins no earlier than 2:00 PM on June 27. All exhibitor freight must be removed by 12:00 PM on June 28. 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 Thursday, June 27, 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 Texas XPO to clean and furnish the booth space for the next day’s Expo.
  • What are the enforced booth guidelines?
    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 no later than June 3, 2024. *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.
  • Can I attend the Expo if we don't want to exhibit?
    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 $2,500 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.
  • What is suitcasing?
    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.
  • How do I identify my business category and subcategory?
    BUSINESS CATEGORIES 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 Displays for Gas Pumps 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 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
  • How do I find my booth number?
    Search by Company (located on the left side of the floor plan) Floor Plan
  • Who to contact if I have questions about my booth and set-up on show site?
    STAFF CONTACTS SHOW SITE QUESTIONS: Annette Hicks, CMP Phone: (512) 617-4302 E-mail: ahicks@tffa.com EXHIBITING & MEMBERSHIP QUESTIONS Kris Wallace Phone: (512) 617-4303 E-mail: kwallace@tffa.com
  • When will the Pre-Show and Final Attendee Lists be available?
    Show Management will provide an attendee list to all exhibitors one month from the Expo. An updated list will be sent 2 weeks before the Expo. The final attendee list will be sent 2 weeks after the show.
  • Who are the Authorized Contractors for the Expo?
    Calvin Ollison Foliage · Floral/Plants Edlen Electrical Exhibition Services · Electric/Air/Water Expo Tracker · Lead Retrieval Filo Productions · Audio Visual Encore · Rigging Texas XPO (Decorator) · Booth Packaged/Discounted · Booth Furnishings · Cart Service/POV · Freight/Material Handling/Drayage · Signs/Banners · Shipping – Warehouse/Show Site Grand Hyatt San Antonio · Housing Smart City · Internet/Telecommunications The RK Group · Booth Catering
  • Solicitation Warnings
    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.
  • What are the future dates of the Southwest Fuel & Convenience Expo?
    2025 June 9-11, 2025 Fort Worth Convention Center, Fort Worth 2026 June 8-10, 2026 Henry B. Gonzalez Convention Center, San Antonio 2027 May 24-26, 2027 Fort Worth Convention Center, Fort Worth
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