Exhibitor Information, Booth Options & Policies

🏕️ Vendor Space Options

The Arkansas Ozarks Outdoor Expo offers four distinct vendor space options, allowing exhibitors to select the environment best suited to their brand, products, and display needs. All space assignments are subject to availability and approval by Event Management. Sponsors receive priority placement across all venue options.

🏢 Indoor Exhibit Areas

Indoor exhibit space is available across two separate buildings:

Educational Building

  • Standard 10’ x 10’ booths

C2 & C3 Buildings

  • Standard 9’ x 9’ booths

Multiple booths may be purchased and combined to create a larger exhibit footprint.

  • Booths may be configured as continuous spaces

  • Custom builds or bulk spacing requests must be approved in advance

  • Contact Event Management for custom layout or build pricing and approval

🏛️ Covered Barn (Open-Air, Covered)

Located at the Baxter County Fairgrounds, the Covered Barn provides an open-air exhibit environment with overhead protection and open side walls.

  • Standard 8’ x 12’ booths

  • Multiple booths may be purchased

  • Booths will be configured as continuous spaces (e.g., 8’ x 24’, 8’ x 36’)

Custom builds or bulk spacing requests must be approved in advance. Contact Event Management for build spacing pricing and approval.

Note: The Covered Barn is traditionally used for livestock and will be fully cleaned and prepared prior to the Expo.

🌟 Local Small Business* (Indoor Inline Booths Only)

A discounted rate is available for qualifying local small businesses exhibiting indoors.

  • $100 per standard inline booth

Eligibility:

  • Primary business location in Baxter, Fulton, Marion, or Izard Counties (AR) or Ozark County (MO)

  • Annual gross revenues not exceeding $250,000, as self-certified by the Exhibitor

Important Notes

  • Discount applies to inline booths only

  • Standard endcap pricing applies to all vendors

  • Discount is subject to verification and approval by Event Management

  • Limited number of discounted booths available

  • Discount limited to one (1) booth per business

📐 Educational Endcap Booths

Exhibit Fees

  • Endcap Booth (150 sq. ft.) – $400 (10’ x 15’)

  • Endcap Booth (300 sq. ft.) – $750 (20’ x 15’)

Important Notes

  • Limited number of endcap booths available

  • Booths will not be reserved until payment is received

  • Bulk space pricing may be available upon request (contact Event staff for approval)

🌤️ Outdoor Exhibit Space

Limited outdoor exhibit space is available for large displays, vehicles, demonstrations, and activations.

Available Outdoor Space & Fees

  • 25’ x 25’ — $400

  • 50’ x 50’ — $700

  • 15’ x 165’ (limited availability) — $700

  • No discounts are offered for bulk outdoor space purchases

  • Utilities (including power and water) are not guaranteed

  • Outdoor exhibits are subject to safety, weather, and venue regulations

Custom Builds & Approval

  • Custom layouts, structures, vehicles, or demonstrations require prior written approval

  • Exhibitors may be required to provide diagrams, safety documentation, or proof of insurance

⭐ Sponsor Priority

Sponsors receive priority space selection across all indoor, covered barn, and outdoor exhibit areas. Placement is subject to availability and final approval by Event Management.

💵 Exhibit Fees Summary

  • Standard Inline Booth (Indoor or Covered Barn): $250 per booth

  • Local Small Business Inline Booth: $100 (eligible vendors only)

  • Educational Endcap Booths: $400–$750 (based on size)

  • Outdoor Exhibit Space: $400–$700 (based on size)

📄 Proof of Local Vendor Eligibility

To qualify for Local Small Business pricing, exhibitors must submit verifiable documentation, which may include:

  • Current business license

  • Articles of incorporation or DBA registration

  • Utility bill or lease agreement showing business address

  • State or local tax registration

  • Other documentation reasonably requested by Event Management

Event Management reserves the right to deny or revoke the discount if documentation is insufficient or inaccurate. If revoked, the Exhibitor is responsible for paying the standard booth rate.

💳 Payment Schedule

These payment terms apply to all exhibit spaces and booth types.

  • Payments may be made online or by check (U.S. bank only)

  • Checks must be payable to Arkansas Ozarks Outdoor Expo

  • Booths and exhibit spaces will not be reserved until payment is received

  • Unless otherwise approved in writing, full payment (100%) is due upon approval

Failure to meet payment deadlines may result in:

  • Late or transaction fees

  • Forfeiture of booth or exhibit space

  • Removal from the Event without refund

❌ Cancellations & Refunds

  • Local Vendor, Standard, Endcap, and Outdoor exhibit spaces follow the same refund policy

  • All cancellations must be approved by Event Management

  • Refunds, if approved, are based on the full exhibit fee and follow this schedule:

    • January 1 – June 30, 2026: 100% refund

    • July 1 – August 15, 2026: 50% refund

    • After August 15, 2026: No refunds for any reason

  • Deposits may not be transferred to future Events or to other Exhibitors

📣 Sponsorships & Advertising

  • All sponsorships and advertising must be paid in full prior to installation

  • Advertising is non-refundable and non-cancellable

  • If an Exhibitor withdraws, all advertising commitments remain payable

  • Placement and availability are subject to approval and may be reallocated at Management’s discretion

📩 Questions or Custom Requests

For custom layouts, bulk spacing, vehicle displays, demonstrations, or special activation needs, please contact Event Management prior to submitting your application.

Event Management reserves the right to interpret, enforce, and modify these policies as necessary to ensure safety, fairness, and operational success of the Arkansas Ozarks Outdoor Expo.