Rules and Regulations


Registration: A completed registration form and all fees are due in advanced to be confirmed for our show.  Online registration ( is the preferred method of registration. Registration forms and/or fees received on January 19, 2015, will increase by $100.  Registrations received or or after February 1, 2015 will increase by $200.

Cancellation:  Written cancellation requests must be made by 1/19/15 and are subject to a $100.00 cancellation fee.   No cancellation or refund after January 19, 2015. Receipt of an application and fees does not guarantee acceptance by VFCA if exhibit space is not available. Should this occur the exhibitor will be notified immediately and registration fee will be refunded.

Booth/Exhibit Floor Space Assignments: You will be notified of your assignment by the first week in February.  The VFCA reserves the right to assign booth and exhibit floor space as it deems appropriate to best serve the purposes of the VFCA. Factors that influence these assignments include, but are not limited to:

  • Date Exhibitor Registration Form AND Payment are received
  • Size of exhibit
  • History & Size of past exhibits at Mid-Atlantic Expo
  • Compatibility with adjacent exhibitors

Electrical Requirements: Utility Services are available and must be reserved and paid for directly through the Virginia Beach Convention Center (telephone: 757/385-2000) per their order form and price list. You can also access their site through the link below, choose the Exhibitor Tab and then open the BUY NOW and our event.

All exhibits must be wired in accordance with the National Electric Code. Exhibitor is responsible for providing individual extension cords and power strips.

Set-up Time: Exhibitor Registration and Apparatus Load-in will take place on THURSDAY 8:00 AM-5:00 PM. An alternate time for vendors with exhibit booths to set up is Friday, 7:00-10:00 AM.  All apparatus vendors will be assigned a move-in time for Thursday. Apparatus exhibitors will be notified no later than Tuesday, February 3rd of the exact time their unit(s) are scheduled to enter the exhibit hall. Apparatus arriving late may not be able to exhibit and no refunds will be offered if their late entry should disrupt other exhibitors and/or the exhibit hall set-up.  Any special requests must be submitted to Floyd Greene, Exhibits Chairman by email:, or telephone 804/347-9016, no later than Friday, January 22, 2015.

**Apparatus Wash Facilities will be available on Wednesday from Noon – 4 PM and on Thursday from 8:00 am until Noon at VBFD Station 11, located one block south of the Convention Center.

Take-down Time: Exhibits will close at 3:30 PM on Saturday, February 21, 2015 or until notified.  Exhibitors shall NOT tear down their displays or remove apparatus until the Exhibits Chairs has announced that the Exhibit Hall is clear and safe to do so.   Exhibits must be promptly removed and space left clean and free from all rubbish by 7:00 PM

DMV Compliance:  All Motorized apparatus dealers must be in compliance with the DMV Code of Virginia, particularly sections 46.2-1508; 46.2-1510; and 46.2-1516.

VFCA Logo: The VFCA logo is a registered trademark, and its use is restricted by VFCA. Only those exhibitors who have received permission from VFCA will be allowed to use the registered trademark. Exhibitors who use the VFCA logo illegally may be requested to remove the merchandise and/or may be requested to leave the premises. The VFCA Exhibit Committee reserves the right to reject any exhibit it does not deem proper in the promotion of our Association

Display Containment: All vendor displays must be contained within the space rented.  No apparatus, portions of apparatus, bumpers, equipment, flags, merchandise, etc. can extend beyond the space rented into either a carpeted isle or an adjacent booth or vendor space.  Apparatus and/or merchandise that will not fit in the space requested and allotted will not be allowed to be displayed and no refund will be provided.   Vendors should ensure sufficient space is requested and reserved to contain the apparatus and/or merchandise planned for display.   

Character of Exhibit: VFCA reserves the right to decline an exhibitor permission to conduct, maintain and exhibit if, in the sole judgment of VFCA Show Management, said exhibitor shall in any respect be deem unsuitable or offensive to other individuals. This reservation includes, but is not limited to, personnel attire and conduct, articles of merchandise, printed matter, souvenirs, catalogs, and any other items, without limitation, which affect the character of the EXPO or the VFCA.

Food and Beverage Restrictions:  Distinctive Gourmet is the contracted Caterer for the Virginia Beach Convention Center and has the exclusive rights to provide all food and beverages.   Absolutely no alcoholic beverages may be brought into a function held during a VFCA’s event. If at any time alcoholic beverages are brought in by an individual or company, the Caterer has the right to confiscate such alcoholic beverages.  This action will also be just cause for the individual and their affiliated exhibit company to be expelled immediately from the Expo. 

Virginia Beach Fire Department Regulations - It is mandatory that you comply with the following VBFD regulations for display of motor vehicles.  Batteries:  A keyed or special switch shall be used to effectively disconnect the battery in the vehicle from the starters, solenoids, and condensers associated with the engine and power train.  This will allow the computer equipment, radios, and associated equipment to still function.  The fact that extraneous equipment such as on board computers and radios would still operate off the main batteries is okay.  The intent of the code is that the engine be disconnected.  Fuel:  Fuel in fuel tanks shall not exceed one-quarter tank or five gallons.  Any vehicle found to be in violation of the requirements may be removed from the exhibit hall, and there will be no refund provided to the exhibitor. Also, any vehicle in the Convention Center must have some method to catch fluids that may leak from said vehicle. During move-in on Thursday, 2/22/15, 8:00 AM until 3:00 PM, pump-off capabilities will be available and excess fuel will be disposed.

General Provisions: Upon arrival, exhibitors must check in at the Exhibitor Registration Desk in the Exhibit Hall. All exhibitor personnel must wear their conference name badge in plain view at all times during open exhibit hours. Exhibitors may not sublet or assign their space to other companies or organizations. Exhibitors may not sell raffle tickets to attendees. Free drawings/give-aways are allowed. Combustible materials or explosives are prohibited. Fire extinguishers and exits must not be obstructed. Sounds from audio machines must be subdued and not projected outside the exhibit booth. VFCA will not be accountable for copyrighted music.

Liability: The exhibitor assumes entire responsibility for losses, damages, and claims arriving out of injury or damage to exhibitors' displays, equipment, or other property brought upon the premises and shall indemnify and hold harmless the VFCA and its representatives, Monarch Meetings and its representatives, and the Virginia Beach Convention Center agents and employees from any and all such losses, damages and claims. VFCA further reserves the right to reject at any time exhibits or exhibitors failing to comply with Exhibit Rules and Regulations.