Exhibitor/Sponsor Agreement

1. Parties & Formation

This Exhibitor & Sponsor Agreement (“Agreement“) is entered into between Open Road Social, LLC, a Florida limited liability company (“Organizer“), and the exhibitor or sponsor purchasing a package (“Sponsor“), effective as of the date of purchase. By completing the purchase of any exhibitor or sponsorship package, the Sponsor agrees to be bound by all terms and conditions of this Agreement.

No employer/employee relationship is established or implied by this Agreement. The Organizer has no liability or responsibility to the Sponsor beyond the scope of this Agreement.

2. Packages & Benefits

Benefits provided to the Sponsor are determined by the package purchased, as detailed in the applicable sponsorship/exhibitor information document. The Organizer reserves the right to make reasonable modifications to package benefits and will notify the Sponsor in writing of any material change. The Sponsor may request modifications to their allocated space or display configuration by submitting a written request to the Organizer, subject to Organizer approval.

3. Payment & Refund Policy

All package sales are final and will not be refunded unless the event is canceled by the Organizer.
This event is held outdoors and proceeds rain or shine. No refunds will be issued due to weather, illness, vehicle issues, travel disruptions, or any other factors beyond the Organizer’s control.
No refund will be issued for planning, logistical, or vehicle-related issues that prevent the Sponsor from attending or completing their participation.
The purchased package is non-transferable. If the Sponsor is unable to fulfill their obligations, they shall notify the Organizer in writing as soon as practicable so the Organizer may make alternative arrangements. No refund shall be issued.

4. Onboarding, Setup & Breakdown

Complete the required information request form within 15 days of purchasing the package.
Arrive by 11:00am on the Thursday prior to the event start and complete all exhibitor setup by 6:00pm that day. Late arrivals require advance written approval from the Organizer.
Maintain exhibit and team presence until at least 6:00pm on Sunday, the final full day of the event. Early departure requires prior written permission from the Organizer.
Begin breakdown no earlier than 6:00pm on Sunday. Breaking down early — including removing or repositioning display items, vehicles, or structures — without written permission is a breach of this Agreement.
Break down all boxes and dispose of all trash in designated dumpsters before departing the event premises.

5. Space & Display Requirements

Bring a van, trailer, display, or product to present to event attendees. Sponsors are expected to maintain an active, engaging presence throughout show hours.
Only the agreed-upon vehicles and display items may be present in your allocated show space.
All camping equipment and vehicles must fit within the allocated space. For example, if the Sponsor has a 30′ RV, their allocated space must be at least 30′. Some packages include Groovy Grove or Chillville camping tickets.
All tent legs and awning legs must be appropriately secured to the ground using properly weighted anchors and tie-downs at all times.
Electric and water hookups are NOT included unless expressly specified in the purchased package or added as an upgrade.
Quiet generators are permitted according to the details in our FAQs.

6. Vehicle Requirements & Insurance

6.1 Commercial General Liability Insurance (All Sponsors)

All Sponsors are required to carry Commercial General Liability (CGL) insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate. Open Road Social, LLC must be named as an additional insured on the Sponsor’s CGL policy. A Certificate of Insurance evidencing this coverage must be provided to the Organizer prior to the event.

6.2 Auto Insurance — Requirements by Exhibitor Type

Auto insurance requirements vary depending on how the Sponsor’s vehicle is being used at the event. Sponsors should identify which tier applies to them and ensure appropriate coverage is in place prior to the event.

Tier 1 — Camper Van Builders, Converters, and Van-Life Brands

If your van or vehicle is your display — the product or business asset you are bringing to show — it is being used for a commercial business purpose. A standard personal auto insurance policy that excludes business use is not sufficient. You must carry either: (a) a commercial auto insurance policy covering the vehicle, or (b) a personal auto policy with a business-use endorsement confirmed in writing by your insurer. Prior to the event, you must provide the Organizer with a Certificate of Insurance for the vehicle with Peace Open Road Social, LLC named as an additional insured.

Tier 2 — Gear, Product, and Other Non-Vehicle Exhibitors

If you are driving a personal vehicle to transport yourself, your team, or your products to the event — but the vehicle itself is not part of your exhibit and will remain parked during show hours — your standard personal auto insurance policy generally provides adequate coverage for transit to and from the event. Your CGL policy (required under Section 6.1) covers your exhibit area and activities. You are still required to provide a Certificate of Insurance for any vehicle on the event premises with Open Road Social, LLC named as an additional insured.

Tier 3 — Vehicle Movement During Show Hours

This tier applies only to Sponsors who need to operate a vehicle within the active event area while the event is open to attendees (show hours). This is the highest-risk scenario — a vehicle moving through a crowd — and requires verified auto insurance coverage that applies to business-use vehicle operation. Personal auto policies that exclude business use are not sufficient for this scenario.

Vehicle movement during designated setup and breakdown windows (per Section 6.3) does not trigger this requirement. Setup and breakdown movement is governed by Section 6.3 alone, and Tier 1 or Tier 2 coverage — whichever applies to your exhibitor type — is sufficient for those periods.

6.3 On-Site Vehicle Movement Rules

Vehicles may be moved on the event premises with engines running only during designated setup hours (prior to 10:00am on setup day) and designated breakdown hours (after 6:00pm on the final day of the event), or with express written permission from the Organizer.
During all show hours, no vehicle engines shall be started or vehicles moved within the event area for any reason.
Any authorized vehicle movement on site shall be at walking speed not exceeding 5 mph, along designated routes only. The driver assumes sole responsibility for the safety of all persons and property in the vicinity.
In the event of an emergency requiring vehicle movement during show hours, the Sponsor must obtain verbal authorization from event staff and ensure the immediate area is cleared before moving.
Golf carts, e-bikes, OneWheels, and similar motorized personal transportation devices are prohibited inside the event area without express written permission from the Organizer. The Sponsor shall be solely responsible for any accidents, bodily harm, injuries, or property damage arising from use of any such equipment at the event.

7. Sales Tax

The Sponsor is responsible for collecting and remitting all applicable sales taxes on their sales at the event as required by applicable state and local law.

Sponsors operating at the Florida event are responsible for collecting and remitting Florida state sales tax and any applicable county surtax on all taxable sales. Sponsors must have their own Florida Sales Tax registration or confirm with the Organizer whether a shared sales tax arrangement is available.

8. Alcohol & Open Container

Sponsors shall comply with all applicable state, local, and venue rules related to alcohol use and open container laws.
Sponsors and their teams are welcome to consume alcohol within their allocated space in accordance with event rules and applicable law.
Sponsors may not sell, serve, or distribute alcohol to event attendees without the express written permission of the Organizer and proper licensing as required by applicable law.

9. Food & Beverage

Sponsors and their teams are welcome to bring food and beverages for their own personal consumption.
Sponsors may not serve, sell, or distribute food or beverages to event attendees due to local health and regulatory requirements, unless the Sponsor holds the appropriate food service permits and has received prior written approval from the Organizer.
Food, beverages, and drinks are NOT included with any exhibitor or sponsorship package.

10. Intellectual Property & Media Rights

Sponsor Grant. The Sponsor grants the Organizer the non-exclusive, royalty-free right to use the Sponsor’s name, logos, trademarks, and other brand assets in connection with promoting the event, including on the Organizer’s website, social media, email communications, and press materials. This right continues for a reasonable period following the event for post-event recaps and promotional archives.

Photo & Video. The Sponsor acknowledges and consents to the Organizer photographing and videographing the Sponsor’s booth, display, vehicles, team members, and activities at the event for use in event promotion, marketing, social media, and archival purposes. If the Sponsor does not wish to be photographed or filmed, they must provide written notice to the Organizer prior to the event.

Sponsor’s Use of PLV IP. The Sponsor may use Peace Love & Vans’ name, logo, and event branding for the limited purpose of promoting their participation in the event. Any other use requires prior written consent from the Organizer.

11. Promotional Obligations & Restrictions

Sponsors are encouraged to actively collaborate in promoting the event through their existing channels including social media, email newsletters, and websites.
Sponsors shall not promote any other event unrelated to Peace Love & Vans during the event or within their event-related communications without prior written consent from the Organizer. Violation may result in removal from the event without refund.
Sponsors are encouraged, but not required, to contribute one or more items for the event raffle.

12. General Conduct & Event Rules

Obey all event rules and terms applicable to event attendees, as posted on the event website and provided at check-in.
Treat all attendees, staff, volunteers, and fellow exhibitors with respect. The Organizer reserves the right to remove any Sponsor from the event for conduct that is disruptive, harmful, or contrary to the spirit of the PLV community, without refund.
Sponsors are responsible for the conduct of all members of their team and representatives while on the event premises.

13. Indemnification & Hold Harmless

Sponsor Indemnification. To the fullest extent permitted by law, the Sponsor agrees to indemnify, defend, and hold harmless Open Road Social, LLC, its members, managers, agents, employees, contractors, and volunteers from and against any and all claims, demands, allegations, liabilities, losses, damages, costs, and expenses — including reasonable attorneys’ fees and defense costs — arising out of or relating to:

Any act or omission of the Sponsor, its team members, representatives, or agents at or in connection with the event;
Any breach by the Sponsor of this Agreement;
Any bodily injury, property damage, death, or economic loss caused by the Sponsor’s display, vehicles, products, or personnel;
Any vehicle-related incident caused by the Sponsor or their team on the event premises, including during setup and breakdown; and
Any failure by the Sponsor to comply with applicable laws, including sales tax, health, safety, and licensing requirements.

Organizer Limitation of Liability. The Organizer’s total liability to the Sponsor for any claim arising under or related to this Agreement shall not exceed the amount paid by the Sponsor for their package. The Organizer is not liable for any indirect, incidental, consequential, or punitive damages.

14. Governing Law & Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law provisions. The Parties agree to attempt in good faith to resolve any dispute informally before pursuing formal proceedings. If informal resolution fails, disputes shall be resolved by binding arbitration in Sarasota County, Florida under the rules of the American Arbitration Association. The prevailing party shall be entitled to recover reasonable attorneys’ fees and costs. Nothing in this Section prevents either Party from seeking emergency injunctive relief from a court of competent jurisdiction.

15. Miscellaneous

Entire Agreement. This Agreement, together with the applicable package description, constitutes the entire agreement between the Parties regarding the Sponsor’s participation and supersedes all prior discussions or understandings.

Amendments. The Organizer reserves the right to update these terms from time to time. Material changes will be communicated to Sponsors in writing. Continued participation in the event following notice of changes constitutes acceptance.

Severability. If any provision is held unenforceable, the remaining provisions shall continue in full force and effect.

Electronic Acceptance. By checking the acceptance box during checkout of your package and completing the purchase, the Sponsor acknowledges they have read, understood, and agreed to all terms of this Agreement. Electronic acceptance is valid and binding to the same extent as a handwritten signature.