Thank you for your company’s commitment to exhibit its products and or services in the Fort Worth Apartment Association’s annual trade show. This year’s exhibition is scheduled from 4 until 7 pm on Thursday, Nov 6, 2025, at Globe Life Field, located at 734 Stadium Dr, Arlington, TX 76011. Please note this is a binding contract between the member company of record and the Fort Worth Apartment Association. Once this agreement has been executed between the member company and the Association, all rules, responsibilities, policies and/or requirements will be enforced and payments required within predetermined deadlines below.
Note: All rules and regulations put forth by Globe Life Field preside over any all rules set forth by FWAA. You must abide by all requests from Globe Life Field in order to operate within their facility.
1 A to E – Trade Show Fees and Assignments
1 A – Booth Fees: Exhibitor booths must be paid upon reservation of your booth space based on the pricing structure below
Booth Pricing and Payments
• Super Pavilion — $4,000
• Pavilion — $3,300
• VIP Pavilion — $3,500
• Single Regular — $1,500
• Double Regular — $3,000
• Single VIP — $1,600
• Double VIP — $3,200
• Single Electrical Booth — $1,600
• Bingo Booth (Includes Electrical on 1st floor only) Add $250 to booth price
1 B – Booth Refunds: Deposits and or payments will not be refunded for any reason except in the event the show is canceled by FWAA. Upon cancellation, FWAA will refund your booth fee. FWAA will not be responsible for refunding any other costs related to your booth.
1 C – Booth Assignments: Exhibition Booths will be selected at the same time Trade Show Exhibitor Agreements are executed. If a deposit or balance exceeds its deadline, booth assignments become open and available on a first-come basis for current exhibitors.
1 D – Booth Proximities: The Association provides no guarantees regarding the location of exhibition booths since booth selections are made by each member exhibitor. If a competitor-member’s booth is located within close proximity, the Association can only provide options within the scope of remaining unassigned booths.
1 E – No Shows: Exhibitors not showing up by 3 pm on the day of the trade show forfeit reserved exhibition space and the Association may reassign or resell the space.
2 A to I – Exhibitor’s Trade Show Responsibilities
2 A – Insurance: Exhibitors are responsible for maintaining adequate insurance necessary to fully protect the Association from any claim of any nature at any time. The Association is not responsible for injury, theft, damage, or personal loss of any kind.
2 B – Booth Personnel: Exhibitors are responsible for staffing trade show booths. Personnel must be owners, employees, or designated representatives of the exhibiting company. A list of approved personnel must be provided to the Association in advance of the trade show.
2 C – Conduct: Exhibitors may not enter the trade show without prior authorization. Non-exhibiting friends and or guests will be prohibited. Unprofessional displays and or behavior will result in expulsion from the show.
2 D – Safety: Exhibition materials and content must meet the safety standards of the Convention Center as well as the Fire Department. For example, theatrical smoke, fog or pyrotechnics requires prior written approval as well as safety personnel on-site during trade show hours.
2 E – Prior approvals: Exhibitors are responsible for securing necessary licenses or consents for performances, displays, or copyrighted materials or inventions used during the trade show. Exhibitors agree to indemnify, defend and hold the Association harmless from any claim of liability or incident resulting in related loss or damages.
2 F – Exhibition Parameters: Exhibitors are required to show products and or services within the scope of their reserved exhibition booth space. Member exhibitors may not solicit customers and or share marketing materials at any other location within the trade show venue. Additional exhibition parameters include:
- Displays are limited to the reserved exhibition space and must not block the view of adjacent trade show booths.
- You must stay within the borders of your assigned booth space.
- Exits and aisles are to be kept clear and unobstructed at all times.
- Volume and or excessive lighting from trade show displays and or entertainment must be kept to a minimum.
- Exhibitors must not impede the visibility of an exhibiting neighbor’s interaction with our show attendees. Pavilion booths must meet exhibition guidelines. Ask show manager for details.
- Beverages and or food provided by trade show exhibitors must be purchased directly from Globe Life Field.
- Vehicles are not allowed inside the venue.
- Compressed gas cylinders are not allowed inside the venue.
- Live animals are not allowed inside the venue.
- Booth decorations may not be adhered to any floor or wall space inside Globe Life Field without written permission from Globe Life Field. Exhibitor is responsible for any damages from decorations, booth setup, or otherwise.
- Glitter and glue cannot be used in the building.
- Artificial lighting and or open flames are prohibited.
- Smoking and vaping is prohibited and will be strictly enforced.
The following are Policies, procedures and prohibited items are rules specifically dictated by Globe Life Field. If you have questions about anything you are bringing into the show, please contact us immediately.
POLICIES & PROCEDURES
- Entry Screening
- All guests are required to pass through Walkthrough Metal Detectors upon entry, and all bags are subject to search.
- Bag Policy
- Bags up to 16” x 16” x 8” are permitted inside Globe Life Field. Bags within these dimensions do not have to be clear.
- Backpacks and luggage are not allowed.
- Exceptions apply for medical bags and manufactured diaper bags accompanying infants or young children.
- Outside Food & Beverage Policy
o Outside food and beverages are not permitted in the ballpark.
PROHIBITED ITEMS & ACTIONS
• To ensure a safe and enjoyable experience for all guests, the following items and actions are prohibited at Globe Life Field:
- Alcohol not purchased from the event, illegal drugs, or substances
- Animals, except for service animals.
- Any item deemed inappropriate by Globe Life Field staff.
- Advertising, selling, or promoting any product, including food and beverages (except products and services from a paid exhibitor in their booth.)
- Congregating inside or outside the venue, including parking lots.
- Bags larger than 16” x 16” x 8”.
- Clothing with offensive or profane language Disorderly conduct of any kind.
- Outside food and drinks.
- Glitter, balloons, confetti, and streamers Hard or soft-sided coolers.
- Littering.
- Noisemakers, air horns Seat cushions.
- Smoking, vaping, or the use of e-cigarettes inside the venue Tripods, monopods, and selfie sticks.
- Full-size umbrellas (compact umbrellas are permitted)
- Wagons (except for the use of loading and unloading exhibitor booths)
- Weapons of any kind, including knives, regardless of permits or registration.
Please Note: Failure to comply with these guidelines may result in ejection from the venue.
2 G – Moving-in and Moving-out: Prior Day move in will be available on November 5th, 2025, from 5pm to 8pm. Please schedule a time with FWAA staff. Standard move-in begins at 7:00am and ends at 3pm on November 6th, 2025. All booth displays must be completed by no later than 3 pm. Booth personnel are required to be present in the reserved booth during published trade show hours. Exhibition booth space may not be dismantled and or moved from the venue until the show concludes at the published time. Exhibitors must be moved-out by no later than 11pm of the day of the show.
2 H – Exhibition Displays: The general design and character of each exhibition must reflect generally accepted professional standards. Questionable displays or unacceptable behavior by any exhibitor will be determined by the presiding trade show chair and the Association’s staff and will be subject to immediate adjustment or removal.
2 I – Final Authority: Clarifications, misunderstandings, and/or disputes related to any trade show rule, responsibility, policy, and/or requirement are the responsibility of the presiding trade show chair, PSC Advisory Council, the Board of Directors, and the Association’s staff.
3 A to F – Association’s Trade Show Responsibilities
3 A – Exhibition Booth Floor Plan: The Association will provide a professional trade show design provided by a third-party exhibition decorator which will include exhibition booth drapery, and aisle signs plus, an adequate registration area for attendees at the show. Additional services including booth carpet and exhibition booth furniture can be purchased in advance from the exhibition decorator. The Association will provide available booth decorating options in advance of the show.
3 B – Exhibition Venue: The Association will maintain a contractual agreement with the Exhibition Venue to provide, at exhibitor cost, parking and concessions. Additional services including alcohol, food, internet availability and electricity for individual booths can be purchased in advance from the Exhibition Venue if they are available. Once again, the Association will provide available service options from the Convention Center in advance of the show.
**ELECTRICITY ACCESS IS NOT AVAILABLE AN EXHIBITOR SERVICE, YOU MUST PURCHASE AN ELECTRICAL BOOTH FOR ACCESS TO ELECTRICITY.
3 C – Security: The Association will provide adequate security, including certified police officers, to monitor the crowd during the show.
3 D – Marketing: The Association will begin marketing the trade show well in advance utilizing every available means of communications including snail-mail, email, print and online publications, the Association’s website, as well as one-on-one invitations.
3 E – Sponsorships: A variety of related trade show sponsorships are available on a first-come basis.
3 F – Bingo Booths: These booths are available to purchase and the locations are predetermined. Bingo booths will cost $250 and require payment at the time each booth is secured. Additional information regarding bingo booths can be found at the Association’s website.
Trade Show Exhibitor Authorization
Every trade show exhibitor agrees to hold the Association, its employees, and or its leadership team harmless by reason of any claim or liability imposed by law on account of property damage or bodily injuries, including death sustained or alleged to be sustained by any person or persons in attendance during the show. This agreement represents a binding contract between the exhibitor and the Apartment Association, executed by the member’s authorized representative at the time of its execution. The agreement continues as valid regardless of resulting personnel or ownership adjustments.
For additional information and or related questions regarding the Apartment Association’s Trade Show, go to www.livefw.org or contact Association staff
