Expo exhibitors will have the opportunity to submit their booth preferences within their EventHub registration; however, expo management will ultimately assign booths to exhibitors and sponsors based on contract requirements, operational needs, and the products being displayed. All exhibitors will receive confirmation of booth assignment prior to the event. Exhibitors are not to activate outside of their assigned booth space. 

Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors. Exhibitors are not to activate outside of their assigned booth space.

No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval.

Expo management strictly prohibits subletting of booth space. This means that the only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time.

Exhibitors must remain open at all times during expo hours. 

Exhibitors are in charge of providing their own tents, tent weights and any other items needed for a successful activation. 

Exhibitors may display a vehicle in their booth provided that the vehicle and all aspects of the company activation fit within the contracted booth space. Exhibitors will not be permitted to park any vehicle within the expo layout if it does not fit within the contracted booth space.

Vehicles must be in place by 2:00 PM on Thursday and may not be moved until after the expo closes at 7:00 PM on Friday.  All requests for vehicles on display must be included within EventHub. “Vehicle in Booth” parking passes will only be generated for vehicles designated in EventHub. 

Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors. 

NO CANNABIS, CANNABINOID (CBD), OR RELATED ITEMS MAY BE PRESENT AT THE EXPO WITHOUT PRIOR APPROVAL FROM LIFE TIME. Expo management and Life Time staff reserve the right to restrict and remove anything that has not been pre-approved. 

Exhibitors may be permitted to sample and sell food or beverage products, subject to Health Department review. Exhibitors must report their intent to sample/sell within EventHub and comply with food safety handling methods. Upon review of all requests with the Health Department, Life Time will contact any exhibitors that may require a permit or have sampling requests that may not be accommodated.  

For exhibitors planning to sample: 

• Samples need to be commercially packaged (no homemade items). 
• Samples need to be individual servings and covered or wrapped (small dishes, packaged). 
• Samples need to be shelf stable (nothing that needs refrigeration or to be kept heated). 
• Must use serving utensils (no hands). 
• Server must be gloved.
  

For exhibitors planning to sell: 

• There is required paperwork explaining Arkansas State Sales Tax that will be shared onsite in Bentonville. 

Sampling or selling alcohol is not permitted at the expo. 

POWER: Power is accessible within the Expo in certain booth locations. Please consider the “power available” booth options on the layout when submitting your preferences. Exhibitors may purchase access to power as an Add-On when completing the EventHub registration. Exhibitors must bring their own 100ft.  extension cords and any necessary items to power their booth needs. 

ICE: Exhibitors may purchase ice as an Add-On when completing the EventHub registration. 

TABLES & CHAIRS: Exhibitors may rent 6’ tables and fold chairs as Add-Ons when completing the EventHub registration. All table and chair requests must be submitted by September 15 to guarantee availability.

Exhibitors are in charge of providing their own tents, tent weights and any other items needed for a successful activation. 

Security will be provided overnight on Thursday, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours and valuables are not left overnight. 

Credentials

Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in EventHub. Exhibitors must wear credentials at all times. 

Please refer to https://www.lifetime.life/media.html for Life Time’s Insurance requirements. Exhibitors must adhere to these requirements and provide documentation if requested by Life Time.

All exhibitors must wait until the close of the expo at 7:00 PM on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 7:00 PM (or when Life Time staff indicates it is safe to do so). Exhibitors have until 10:00 PM on Friday to complete their load-out from the expo.