Vendor Application

Thank you for your interest in joining Bentonville Bike Fest! Please complete the application below and submit payment for your selected booth space. Once your application and payment are received, our team will reach out promptly to confirm your participation and assign your booth location within your selected section.

Booth Preferences & Layout Instructions:

When making your booth selections, please reference the booth sections shown on the map below to indicate your preferences. Each numbered booth on the map represents a 10’ x 10’ space. If you are purchasing a 10’ x 20’ booth, please select two adjoining booth numbers and list them in the booth preference section.

White: Standard Exhibitor Booth (No Power Available)
Red: Powered Exhibitor Booth (Power Included in Price)
Purple: Locals Exhibitor Booth (No Power Available)
DEMO: Demo Bike Booths (Power Available $250 Extra)

Availability: If a booth is already assigned to another exhibitor, it will be marked as unavailable on the map. All available booths will be marked as available.

Power Requirements:
If you require electricity at your booth, please be sure to select a booth option that includes power and indicate your power needs on the application. Power is limited and must be requested in advance.

Corner Booths:
Corner Booth Option – $150 Add-On
Corner booth placement is available for an additional $150. After selecting your booth, you may choose this add-on to be assigned a corner space within your selected booth area. (Please note: this option is not available for demo booth spaces.)

Main Festival Exhibitors: Complimentary E-Mobility Day Booth
 Any vendor who purchases and confirms a full-price booth space at the Bentonville Bike Fest Main Festival automatically qualifies for one (1) complimentary standard booth space at the separate E-Mobility Day event (details regarding size and location to be specified upon confirmation). This benefit is non-transferable and holds no cash value.

E-Mobility Day Exhibitors: Main Festival Discount
 Any vendor who purchases and confirms a full-price booth space at the E-Mobility Day event will receive a 20% discount off the standard rate for their booth space purchase at the immediate subsequent Bentonville Bike Fest Main Festival. Use discount code EMOB20BBF26. This discount must be applied at the time of Main Festival registration and cannot be combined with any other offer or discount.

We look forward to having you join us at Bentonville Bike Fest, where the cycling community comes together to celebrate all things on two wheels!

SPONSORSHIP AND VENDORS TERMS & CONDITIONS

Pedal to the Medal LLC (the "Organizer") is the organizer of the event known as Bentonville Bike Fest (the “Event”).

These Terms and Conditions (“Terms”) supplement the terms and conditions applicable to the promotional opportunities contracted with the Organizer by Sponsor/Vendor/Exhibitor ("Partner") in the sponsorship agreement or similar document that references these terms and conditions (“Agreement”), as applicable.

Rights. Organizer hereby grants to Partner the benefits and rights (“Partnership Rights”) set forth in the Agreement. To the extent the Partnership Rights include the right for Partner's logos, trademarks, service marks, and trade dress (each a “Partner Trademark”) to be featured in Event marketing or materials, Partner grants the Organizer a nonexclusive, limited license to use, display, and reproduce its Partner Trademarks only in connection with the promotion and advertisement of the Event and any listing of the partners of the Event during the Term. The Organizer shall obtain the written consent of the Partner before each use, display, and reproduction of the Partner Trademarks; however, if the Partner fails to approve or reject any use, display, or reproduction within 10 days after receipt of written notice, the Partner shall be deemed to reject that use. If for any reason, any of the Partnership Rights cannot be delivered, Partner will be informed as soon as reasonably practicable, and mutually agreed alternative benefits in respect of the Event with an equivalent value will be substituted, or if such alternative benefits cannot be provided, Partner's sole and exclusive remedy shall be a refund of the fees paid by Organizer proportionate to the Partnership Rights not received by Partner. Organizer’s liability for any error or failure to provide the Rights shall in no event exceed a refund of the amounts actually paid by Partner hereunder.
Organizer Trademarks. Organizer hereby grants the Partner a nonexclusive, limited license to use, display, and reproduce the logos, trademarks, service marks, and trade names, associated with the Event (each an "Organizer Trademark") only in connection with the promotion and advertisement of the Partner's products and services during the Term. The Partner shall obtain the written consent of the Organizer before each use, display, and reproduction of the Organizer Trademarks. However, if the Organizer does not approve or reject any proposed use, display, or reproduction within 10 days after receipt of written notice, the Organizer will be deemed to reject that use. All Organizer Trademarks provided, leased, or licensed to the Partner in connection with the Event are the Organizer's sole property, and the Partner has no ownership or other intellectual property rights in those items. All use by Partner of the Organizer Trademarks shall inure to the benefit of Organizer.
Partner Obligations. Partner shall provide at its cost (i) all artwork relating to its name and Partner Trademarks and all other required creative materials ("Creative Materials") within the deadlines set by Organizer, and (ii) such other information as may be requested by Organizer, including samples of any advertising material or any products that are to be promoted in association with the Event, in each case for prior written approval by Organizer. Partner grants Organizer the non-exclusive, non-transferable, royalty-free right and license, during the Term, to use the Creative Materials in the form and manner approved by Partner solely to enable Organizer to perform its obligations hereunder. Partner shall not (i) distribute any promotional materials referencing the Event and/or using the Event Marks ("Promotional Materials") until it has received written confirmation from Organizer approving the materials; (ii) engage in any joint promotion with any third party in relation to the Event without the consent of Organizer, or (iii) use or permit the use of the Rights in a manner that will disparage the Event or be otherwise prejudicial or defamatory to the image or reputation of the Event, or Organizer. Partner shall promptly comply with all instructions and directions issued by or on behalf of Organizer in connection with the Event and its promotion (including without limitation any instructions or directions given in relation to use of the Event facility at which the Event is being held). Organizer shall not be responsible for any failure or delay in providing any of the Rights if such failure or delay occurs directly or indirectly as a result of Partner's failure or delay in complying with any of Organizer's instructions or directions.
COMPLIANCE WITH LAWS/STANDARDS. Partner shall comply with all federal, state, and local laws, rules, standards, regulations and ordinances ("Laws"), including but not limited to copyright laws and all Organizer and Event facility rules and regulations. Partner represents and warrants that the Partner Trademarks, Creative Materials, Promotional Materials and any other Intellectual Property it provides for use in connection with the Rights will not violate, infringe or misappropriate any rights of any third party. Partner shall be solely responsible for obtaining any necessary tax identification numbers and any licenses, permits or approvals required under any Law and for paying all taxes (including all sales taxes), license fees, use fees, or other fees, charges, levies or penalties that may become due to any governmental authority in connection with the Rights and Partner's participation in the Event. All amounts due from Partner to Organizer are exclusive of VAT or other similar taxes, which amounts shall be invoiced to and borne exclusively by Partner. Subject to applicable Laws, all amounts due from Partner to Organizer shall be paid in full in U.S. dollars (unless a different currency is specified in the Agreement) without reduction for withholding or other taxes, deductions or offsets of any kind. If applicable, (i) Partner shall pay the cost of conversion to U.S. dollars, and (ii) any required withholdings or taxes will be paid by Partner to the appropriate third party. Partner must comply with applicable union work rules if union labor will be made available. If Organizer becomes aware of Partner's failure to comply with any applicable Law, such failure to comply shall be cause for termination of the Rights and Partner's participation in the Event.
Force Majeure. Cancellation of Event due to an Act of God, fire, flood, storms, riots, strikes, weather, pandemic, hurricane, war, extreme adverse weather conditions, unavailability or interruption of utilities, conflict, civil strife, terrorism, labor difficulties, epidemics or any other similar force or cause, and any act or order of any public authority (federal, state, local), beyond Partner’s or Organizer’s control, shall be considered Force Majeure, and the decision to cancel the Event in such situation shall be conclusively decided in Organizer’s sole discretion. In such event, neither party shall have any further obligation or liability to the other party, subject to any terms which expressly survive the termination or expiration of the Agreement. In the event of cancellation of Event due to a Force Majeure event, as set forth above, Partner understands and agrees that Organizer has expended considerable resources for the Event, has no incentive to cancel the Event, would be financially harmed by any such cancellation, and that there will be no refunds for monies previously remitted by Partner to Organizer under any circumstances. Partner hereby waives, and releases Organizer from, any claim to a refund or other damages against Organizer in the event of a cancellation of the Event due to a Force Majeure event.
Insurance. Partner shall at all times during the event maintain commercially reasonable insurance coverage, including at least Comprehensive Commercial General Liability and advertising injury coverage with limits of two million USD ($2,000,000) in the aggregate. If Partner is providing product, Partner must also maintain product recall coverage, and any other insurance coverage necessary to cover any potential damage to Partner’s product, equipment, or other personal property, in commercially reasonable amounts. Partner agrees to name “Pedal to the Medal LLC, and its subsidiaries and affiliates” as additional insureds on all such policies of insurance. Partner shall provide proof of insurance upon Organizer’s request, which shall indicate that the policy includes advertising injury coverage. Partner acknowledges and agrees that Organizer does not provide insurance for Partner's property whatsoever, and that any and all insurance covering Partner’s property is the sole responsibility of Partner.
By purchasing a booth space through the Bentonville Bike Fest Platform (Eventeny), the Partner acknowledges that it has read and agreed to these Terms and Conditions. If you have any questions, please contact our support team for clarification.

Pedal to the Medal LLC reserves the right to update or modify these Terms at any time without prior notice.