Show off your products at M'Fest!
Motorrad Fest is all new and soon to be 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 M'Fest successful.
KEY INFORMATION & CONTACTS
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Friday and Saturday |
Wilson County Fairgrounds Lebanon, Tennessee |
On this page
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Becky Smith 309.275.6855Paula Fitzer 918.773.7206 |
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Chad Warner 614.735.8558 |
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Becky Smith |
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Ray Tubbs |
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Tonya McMeans |
EXHIBITOR REGISTRATION
Exhibitor registration begins April 1, 2023. The registration can be completed online 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
M'Fest is a completely outdoor event. Outdoor booths are 20' x 20' and include a standard 120V power drop. The price for outdoor booths is $395. Additional booths are $325. Your display must fit into the purchased booth space. Each booth comes with Exhibitor passes for staff and personnel working the event. Exhibitor passes do not include camping, door prize tickets, or BrewFest admission. Exhibitors may register as a participant at M'Fest to take advantage of these extras.
CONFIRMATION/SPACE ASSIGNMENT
Upon 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 60 days prior – 100% refund
- 30 days prior to the event – 50% 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
EXHIBITOR CHECK-IN
Wednesday, September 6, 2023 from 12:00 PM to 7:00 PM
Thursday, September 7 from 9:00 AM to 7:00 PM
Upon arrival at M'Fest, enter the main gate and follow signage to the Exhibitor Area to check in. MOA staff will be available during check-in and show hours. Wristbands included with vendor registration will be provided. 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.
EXHIBITOR OPERATING HOURS
- Thursday, September 7 - open at the exhibitor's discretion
- Friday, September 8 from 9:00 AM to 6:00 PM
- Saturday, September 9 from 9:00 AM to 6:00 PM
Exhibitors may remain open after show hours as business and desire dictate. MOA staff and M'Fest security will monitor the exhibit area, but Exhibitors should take reasonable and necessary precautions to secure their booth, inventory, tools, etc.
EXHIBITOR TEAR-DOWN HOURS
- Saturday, September 9, beginning at 6 PM
- Sunday, September 10, all day
Exhibitors are prohibited from breaking down earlier than 6:00 PM on Saturday, Septmebre 9. M'Fest guests have paid admission to enter the grounds and shop. They will expect exhibitors to be open during "show hours."
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 Thursday, September 7, 2023, 00:01 CST, through Sunday, September 10, 2023 23:59 CST, inclusive
- Under Description of Operations
- BMW MOA, Inc., its officers, Staff, Board Members, Volunteers, and the James E. Ward Agricultural Center are hereby named as additional insured on the policy.
- 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” during registration. 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. You can apply online or download the application. The cost is $84 for the duration of the event. Please contact Catherine Cammareri (800.528.7975, ext. 107) at RainProteciton if you need additional assistance.
EXHIBITOR FEES WILL NOT BE REFUNDED FOR FAILURE TO OBTAIN THE REQUIRED CERTIFICATES.
BUSINESS LICENSES & SALES TAX PERMITS
All Exhibitors are responsible for local business permits, sale tax licenses, and compliance with any local regulations. Minimal Activity Business License may be purchased online from the Wilson County Clerk website.
OTHER EXHIBITOR SERVICES
POWER
Power will be supplied to each booth at no additional charge. You are responsible for any extension cords and/or adapters needed between the power outlet and your booth.
WIFI
WiFi service is not available in the outdoor areas. Exhibitors should provide their own WiFi or hotspot service.
TENTS, TABLES & CHAIRS
No tents, tables, or chairs are included with Exhibitor booth prices.
ADDITIONAL SERVICES
If you require additional services, please send your requirements to Becky Smith. We will provide you with contact information for local suppliers.
DECORATIONS
Decorations, signs, and displays must be contained within the designated space. Sings, flyers, posters, handbills, etc. found outside the Exhibitor's space will be removed.
ANIMALS
Pets of any kind on the fairgrounds must be leashed. Service animals are allowed per the regulations of the host facility.
VEHICLES USED IN DISPLAYS
If you plan to display a vehicle in your booth, the vehicle must be within the assigned booth space and it may not be moved during operating hours. Vehicles will not be permitted to enter or exit the exhibitor area during show hours.
INBOUND SHIPPING
Beginning Tuesday, September 5, 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 setup.
To ensure proper handling the shipping label must contain the following information:
Attn: (Name of Company On-site Person)
James E. Ward Agricultural Center
945 E Baddour Parkway
Lebanon, TN 37087
(615) 449-9077
OUTBOUND SHIPPING
Exhibitors will be able to ship items from the Fairgrounds to a receiving destination beginning Sunday, September 10.
NEARBY HOTELS & LODGING
Use the MOA's Hotel Booking Site for the lowest available pricing in the Lebanon/Nashville area.
DOOR PRIZES
Motorcycle rallies provide excellent opportunities to promote your products or services. Please consider donating a door prize for this premier event. Before the event, we will publicize your donations on this website and in the BMW Owners News by featuring your company logo and name as a door prize donor. At the event, we will display at the door prize booth any promotional material you may send along with your door prize(s).
Door prize donations must be sent to the address below by Friday, September 1, 2023, or brought with you to the event. Information concerning door prizes will be published as soon as the door prize is received.
BMW MOA
2350 Highway 101 S
Greer, SC 29651
Questions about door prizes should be directed to Becky Smith.
SPONSORSHIP & ADVERTISING
If you are interested in sponsorship or engagement activities at M'Fest, please contact Chad Warner, Director of Business Development, 614.735.8558.
