exhibitor faq

Exhibitors receive two (2) full complimentary badges, which include Casino Party tickets, and four (4) exhibitor badges only with the option of purchasing Casino Party tickets. Additional badges can be purchased for $75 each. Badges are non-transferable.

· 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

Through March 1, 2025: Full Refund March 1-April 30, 2025: 50% of Amount Paid After April 30, 2025: No Refund

Advertising & Sponsorship Annette Hicks, CMP (512) 617-4302 ahicks@tffa.com Exhibit & Membership Kris Wallace (512) 617-4303 kwallace@tffa.com

10’x10’ booth · $2,150 – Member Rate · $3,150 – Non-Member Rate Tank Trailers and Trucks (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.

Dismantle of exhibits begins no earlier than 2:00 PM on June 11. All exhibitor freight must be removed by 12:00 PM on June 12. 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 11, 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 $3,000 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.

Search by Company (located on the left side of the floor plan) Floor Plan

STAFF CONTACTS SHOW SITE QUESTIONS: Annette Hicks, CMP Cell: (512) 431-0370 Phone: (512) 617-4302 E-mail: ahicks@tffa.com EXHIBITING & MEMBERSHIP QUESTIONS Kris Wallace Phone: (512) 617-4303 E-mail: kwallace@tffa.com

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.

Tropical Foliage Rentals Floral/Plants Edlen Electrical Exhibition Services Electric/Air/Water Expo Tracker Lead Retrieval Filo Productions Audio Visual Inspire Rigging AEX Convention Services (formerly TX XPO) Booth Packaged/Discounted Booth Furnishings Cart Service/POV Freight/Material Handling/Drayage Signs/Banners Shipping – Warehouse/Show Site Omni Fort Worth Housing Cox Business | Hospitality Network Internet/Telecommunications Trinity F&B Services, Inc. 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.

2026 June 8-10, 2026 Henry B. Gonzalez Convention Center, San Antonio 2027 May 24-26, 2027 Fort Worth Convention Center, Fort Worth