ARKANSAS OZARKS OUTDOOR EXPO

VENDOR & EXHIBITOR LICENSE AGREEMENT, RULES, SAFETY POLICIES & ACKNOWLEDGMENT

1. EVENT OVERVIEW & NON-AFFILIATION

The Arkansas Ozarks Outdoor Expo (“Event”) is a privately organized, family-friendly outdoor recreation event featuring live music, races, demonstrations, food vendors, and exhibitor displays.

Event Locations may include:

  • Baxter County Fairgrounds

  • Arkansas State University – Mountain Home (ASUMH)

  • City of Mountain Home, Arkansas (supporting or adjacent properties)

The Event is not affiliated with, sponsored by, or operated by Baxter County, Arkansas State University – Mountain Home, or the City of Mountain Home. These entities are referenced solely for venue use, jurisdictional clarity, and indemnification purposes.

2. PRIVATE PROPERTY & CONDITIONS OF ENTRY

The Arkansas Ozarks Outdoor Expo is held on PRIVATE PROPERTY.

To protect the safety and security of all guests, vendors, exhibitors, staff, and volunteers, entry onto Event property constitutes agreement to comply with all Event rules, security procedures, and lawful instructions from Event staff, contracted security, or law enforcement.

3. APPLICATION & BOOTH ASSIGNMENT

All Vendor and Exhibitor applications are subject to approval by Event Management.

  • Booth space is assigned on a first-come, first-served basis, subject to availability and approval.

  • Event Management reserves the right to assign, reassign, relocate, or modify booth locations as necessary for operational, safety, or logistical reasons.

  • Booth preferences may be considered but are not guaranteed.

Approval constitutes a revocable license to occupy space and does not create a lease or tenancy.

4. EXHIBIT FEES

Standard Booth Pricing

  • Inline Booth: $250 per 100 sq. ft. (10’ x 10’)

  • End Cap Booth: $500 per 200 sq. ft. (10’ x 20’)
    (First-come, first-served)

Local Small Business Discount

A discounted rate of $100 per 100 sq. ft. inline booth is available to qualifying small businesses headquartered in:

  • Baxter, Fulton, Marion, or Izard Counties (Arkansas), or

  • Ozark County (Missouri)

Eligibility Requirements:

  • Annual gross revenues of $250,000 or less (self-certified)

  • Inline booths only

  • One (1) discounted booth per business

  • Discount availability is limited

  • End Cap booths are not eligible

Event Management may require verification documentation including, but not limited to:

  • Business license or registration

  • Articles of incorporation or DBA

  • Utility bill or lease

  • Tax registration

  • Other reasonable documentation

Submission of false or misleading information is a material violation and may result in revocation of booth space without refund. If revoked, Exhibitor is responsible for payment of the standard booth rate.

Bulk Space Pricing

Bulk space pricing may be available upon request and must be approved in writing by Event Management.

5. PAYMENT REQUIREMENTS

Payment in the amount of one hundred percent (100%) of the total booth fee is due upon written approval of the Exhibitor/Vendor application by Arkansas Ozarks Outdoor Expo in order to reserve exhibit space.

No booth space shall be considered reserved, assigned, or confirmed until full payment has been received and processed by Event Management.

Failure to remit payment in full upon approval may result in denial or forfeiture of booth space without further notice. Event Management reserves the right to release unpaid booth space to other applicants.

All payments are non-transferable and subject to the Event’s Cancellation and Refund policy.

Payments may be made online or by check (U.S. bank only), payable to Arkansas Ozarks Outdoor Expo.

6. CANCELLATIONS, REFUNDS & FORCE MAJEURE

Exhibitor-Initiated Cancellation

Refunds, if approved, are based on the full booth fee:

  • Through March 31, 2026: 100% refunded

  • April 1 – June 30, 2026: 75% refunded

  • July 1 -August 31, 2026: 50% refunded

  • After September 1, 2026: No refunds

Event Cancellation / Force Majeure

Event Management reserves the right to cancel, postpone, or modify the Event due to weather, public safety concerns, government orders, acts of God, or circumstances beyond reasonable control. Liability shall be limited to refunds as determined by Event Management, less non-recoverable expenses.

7. ELIGIBILITY

Event Management reserves the right to verify Exhibitor eligibility at any time.

Exhibitors or products that do not align with Event objectives, or that violate Event rules or applicable law, may be prohibited or removed without refund.

Non-outdoor-industry exhibitors may be placed on a standby waitlist.

8. PERMITTED PRODUCTS & LEGAL COMPLIANCE

Exhibitors must comply with all applicable federal, State of Arkansas, Baxter County, and City of Mountain Home laws, ordinances, and regulations.

Only products owned by, or properly licensed to, the Exhibitor may be displayed or promoted.

9. FIREARMS, WEAPONS & AMMUNITION POLICY

🔴 SALES PROHIBITION

NO firearms, ammunition, magazines, or weapon components may be sold, transferred, or exchanged on Baxter County Fairgrounds property or any Event-controlled area during the Event.

🟡 ADVERTISING & DISPLAY

Firearms may be advertised or displayed solely within the scope of a lawful business, provided:

  • No sales or transfers occur on Event property

  • Firearms are disclosed in advance

  • Written approval is obtained

  • All Event firearm handling rules are followed

🔴 WEAPONS BAN

Weapons of any kind, including concealed or openly carried firearms, are NOT permitted on Baxter County Fairgrounds during the Event, regardless of permit or license status, except for:

  • On-duty certified law enforcement officers

  • Approved Event security personnel

Parking and camping areas on ASUMH property are subject to separate campus policies and state law.

10. SECURITY SCREENING & SEARCHES

Contracted Event security reserves the right to search all bags, packages, strollers, clothing, cups, personal items, and persons for prohibited items. Refusal may result in denial of entry or removal without refund.

11. DRONES & UNMANNED AIRCRAFT SYSTEMS

Drones and unmanned aircraft systems (UAS) not contracted by Event Management are strictly prohibited. Violations will be reported immediately to law enforcement.

12. CONDUCT, ATTIRE & PROMOTION

Harassment, abusive language, or unprofessional conduct is prohibited.

Clothing must be family-friendly. Persons wearing clothing or items deemed offensive or gang-related by Event Management will not be permitted entry or may be removed.

Suitcasing and outboarding are strictly prohibited. Sound levels must comply with Event Management limits.

13. SAFETY, SECURITY & INSPECTIONS

  • Smoking is prohibited inside facilities

  • Emergency equipment and exits must remain unobstructed

  • Hazardous materials require prior written approval

  • Exhibitors are responsible for insurance and property damage

Surveillance cameras operate throughout Event property. Jurisdiction includes the Baxter County Sheriff’s Department, City of Mountain Home Police Department, Arkansas State University Police, and contracted security.

14. MOVE-IN, MOVE-OUT & ABANDONMENT

All exhibits must be installed by 3:00 PM on Friday, October 2, 2026.

Early teardown or abandonment is prohibited. Unclaimed space may be reassigned without refund.

15. INTELLECTUAL PROPERTY & BRANDING

Arkansas Ozarks Outdoor Expo® and AR Ozarks Outdoor Expo® are protected trademarks. Use does not imply endorsement.

Intellectual property violations may result in immediate removal and permanent exclusion from future Events.

16. MEDIA & RECORDING CONSENT

Photography, video, and audio recording may occur. By entering Event property, participants consent to the use of their likeness without compensation for promotional or media purposes.

17. ASSUMPTION OF RISK

Participation involves inherent risks including weather, terrain, crowds, equipment, and public interaction. Exhibitor/Vendor voluntarily assumes all risks.

18. INDEMNIFICATION & HOLD HARMLESS

Exhibitor/Vendor agrees to indemnify, defend, and hold harmless Arkansas Ozarks Outdoor Expo, its organizers, sponsors, volunteers, and referenced public entities from claims arising out of participation, except to the extent caused by their sole gross negligence or willful misconduct.

19. VIOLATIONS & ENFORCEMENT

Event Management reserves the right to enforce all rules, including removal from the Event, forfeiture of fees, and permanent bans from future Events.

20. GOVERNING LAW & VENUE

This Agreement shall be governed by the laws of the State of Arkansas, with exclusive venue in Baxter County, Arkansas.

21. ACKNOWLEDGMENT & ACCEPTANCE

By applying, entering, or participating in the Arkansas Ozarks Outdoor Expo, the Exhibitor/Vendor acknowledges that they have read, understand, and agree to be bound by all terms, rules, and policies contained herein.