The following is general information about the show (as well as the Terms and Conditions)
2026 MSBA Annual Conference
in Cooperation with MASA & MoASBO
Education Expo
Crown Center Exhibit Hall – Kansas City, MO
Welcome Reception: October 22, 2026 – 4:30 p.m. – 6:30 p.m.
Education Expo: October 23, 2026 – 10:00 a.m. – 4:00 p.m.
EDUCATION EXPO OVERVIEW
It is the goal of the Missouri School Boards’ Association (MSBA) and the Crown Center Exhibit Hall to
provide its Expo vendors with an opportunity to meet with our members and guests in a safe
environment that is conducive to business. With that in mind, the following rules, regulations, and
specifications are presented so that you will know beforehand what is expected by MSBA and the
Crown Center. We look forward to working with you this year and for many years to come.
EXHIBITOR REQUIREMENTS AND POLICIES
Applicants for exhibit space are required to read and sign the Exhibit Application Contract before
submitting it to MSBA. The rules and regulations in this document are incorporated by reference into
the contract. Submission of a signed contract constitutes agreement on the part of the vendor. MSBA
reserves the right to render all interpretations and decisions, should questions arise, and to establish
further regulations as may be deemed necessary to the general success and well-being of the
conference. Exhibit management decisions and interpretations by MSBA shall be accepted as final in
all cases.
BOOTH SPECIFICATIONS & SETUP
Individual 10’×10’ booth prices start at $1,000 and include:
o Listing as an exhibitor in the conference app
o One 6’ table with two chairs
o 8’ pipe & drape backdrop with 3’ high side wall
o One basic identifier sign
o 4 Exhibitor security badges (additional badges can be purchased for $25 each)
- MSBA Partners, Associate Members, and Affiliate Members receive a 10% discount on
selected booth space/s. - Fern Exposition Services and Encore are the contracted providers of all services connected
to the Education Expo. You will receive a link from Fern Expo to login to manage:
o Booth setup & teardown
o Shipping & freight
o Electrical & WiFi connections
o Additional furnishing & change orders - All vendors must set up on Thursday, October 22, between 10:00 a.m. and 4:00 p.m. or on
Friday, October 23, between 8:00 a.m. and 10:00 a.m.
CANCELLATIONS
A $100 service fee will be charged on all booth cancellations. Refunds (less the $100 service fee) will
be made only if MSBA is notified in writing by mail or email by October 2, 2026. After that date, no
refunds will be given. This cancellation policy applies to all exhibitors.
EXHIBIT HALL HOURS
- Thursday – October 22 – 4:30 p.m. – 6:30 p.m. – Welcome Reception for all attendees
Friday, October 23 – 10:00 a.m. – 4:00 p.m. – Regular Expo Hall hours
USE OF EXHIBIT SPACE AND SALES ACTIVITY
- All vendors, products, programs, services, and conduct must align with the mission of public
education and the standards of MSBA. - MSBA reserves the right, at its sole discretion, to decline, prohibit, or remove any exhibit,
individual, product, printed material, or activity deemed inconsistent with the character or
purpose of the exhibition. - Exhibitors may display only products and services of their own manufacture or supply,
presented in a professional and tasteful manner - Exhibit space may be used only for business conducted in the normal course of the exhibitor’s
operations - Exhibitors may demonstrate, discuss, explain, and distribute literature related to their offerings;
however, no sales transactions involving the exchange of merchandise or money may occur in
the Expo Hall, without the explicit permission of MSBA. - All interviews, demonstrations, and distribution of materials must take place within the
contracted exhibit space or other designated areas approved by MSBA. - Exhibit space may not be assigned, sublet, shared, or apportioned in whole or in part.
- Representatives or agents of non-exhibiting firms may not solicit business within an exhibitor’s
contracted space. - Non-exhibitors are prohibited from canvassing, soliciting, conferring, or distributing literature or
promotional materials during the exposition. - MSBA reserves the right to determine exceptions, assess full booth rental fees for violations,
or evict exhibitors engaging in objectionable practices without refund.
EXHIBITOR BOOTH TEAR-DOWN
Exhibitors shall not initiate tear-down or packing, nor shall they abandon their exhibit booth space
before closing of the Education Expo at 4:00 p.m. on Friday, October 23. In the event an Exhibitor
begins tear-down before the close of the Expo, the Exhibitor will be in non-compliance and may be
assessed an early breakdown fee of $250 and may be refused the right to exhibit at future MSBA
events.
FOOD VENDORS
All exhibitors providing food samples will be required to register with the Kansas City Health
Department Food Protection Program. The Temporary Food Permit Application is available here and
must be completed as part of your registration to participate in the Education Expo.
NONDISCRIMINATION & HARRASSMENT POLICY
Missouri School Boards’ Association (MSBA) is committed to providing a safe, productive, and
welcoming environment for all exhibitors, attendees, speakers, volunteers, service providers, and
staff. Discrimination or harassment of any kind — including sexual harassment — will not be
tolerated. Exhibitors who experience or witness harassment or other unacceptable behavior should
report the incident promptly to:
- Director of Event Planning: Arianna Parsons — parsons@mosba.org
- Chief Strategic Initiatives Officer: Brandt Shields – shields@mosba.org
- MSBA Registration Desk
UNACCEPTABLE BEHAVIOR
Unacceptable behavior includes, but is not limited to:
- Harassment, intimidation, or discrimination in any form
- Disruption of presentations, sessions, the Exhibit Hall, or any MSBA-sponsored event
- Failure to follow instructions from moderators or MSBA staff
- Verbal abuse directed at any attendee, speaker, volunteer, exhibitor, staff member, or service
provider - Inappropriate or offensive comments or conduct related to gender, sexual orientation,
disability, physical appearance, body size, race, religion, or national origin - Inappropriate use of nudity or sexual images in public spaces or presentations
- Threatening, stalking, or otherwise unsafe behavior toward any participant
ENFORCEMENT
MSBA reserves the right to take any action deemed necessary and appropriate in response to
violations of this policy. Actions may include immediate removal from the meeting or Exhibit Hall
without warning or refund and prohibition from participation in future MSBA events, whether in person
or virtual.
INSURANCE
Exhibitors are required to carry comprehensive general liability insurance covering their participation
in the Education Expo, including the actions of any employees, agents, or independent contractors.
Coverage must provide limits of no less than $1,000,000 per occurrence/claim for bodily injury,
property damage, or other claims arising from the exhibitor’s activities. A current certificate of
insurance must be provided to MSBA prior to the event.
MSBA, the Crown Center Exhibit Hall, and their respective parent organizations, affiliates,
employees, agents, officers, directors, successors, and assigns (collectively, the “Event Providers”)
shall not be liable for any lost profits or indirect, incidental, consequential, or exemplary damages
related to participation in the Event. MSBA’s total liability in connection with the Event will not exceed
the amount paid by the Exhibitor for exhibit space. Additionally, MSBA is not responsible for errors,
omissions, or exclusions in exhibitor listings or descriptions in the show guide or other event
materials.
PAYMENT DEADLINE
Full payment for exhibit space must be made by October 2, 2026. Any exhibitor who fails to make
payments when due expressly waives all rights to use of assigned space, and MSBA shall have full
right to consider this agreement terminated and to lease that space to another exhibitor. Exhibiting
companies who fail to occupy their exhibit space are not relieved of their obligation to pay the full
booth rental price.
MEDIA CONSENT AND RELEASE
By signing below, I hereby assign and authorize the Missouri School Boards’ Association the right (All Rights)
to videotape or photograph. I also authorize, without limitation, the right to reproduce, copy, exhibit,
publish, or distribute any such video or photograph, and waive all rights claims I may have against
your organization and/or any of its Affiliates, Subsidiaries, or Assignees other than as stated in this
agreement.
CROWN CENTER FACILITY REGULATIONS
LIABILITY
The Crown Center Redevelopment Corporation (CCRC) is not responsible for any injury, loss or
damage that may occur to the Exhibitor, the Exhibitor’s Agent, employees, or property, or to any other
person’s property, prior, during or subsequent to the period covered by the exhibit contract, provided
said injury, loss, or damage is not caused by willful negligence of an employee of CCRC. Each
Exhibitor expressly releases CCRC from such liabilities and agrees to indemnify CCRC against all
claims for such injury, loss or damage.
SMOKING
Smoking is prohibited in the Crown Center Exhibit Hall except in designated areas marked throughout
the facility.
MISCELLANEOUS
Holes may not be drilled, cored, or punched in the building. Painting of materials, objects, etc. is not
allowed in the Crown Center Exhibit Hall.
RECORDING
No visual or audio recording of any type or kind shall be made in the Crown Center Exhibit Hall
without the prior written approval of the Crown Center. The Crown Center reserves the right to
impose an additional charge for that privilege.
WASTE MATERIALS
Under no circumstances may grease or other waste material be poured into drains. Grease or other
hazardous material must be removed by the client in proper containers in accordance with applicable
regulations and ordinances.
FIRE CODES
· No fire suppression equipment shall be obstructed or concealed.
· All decorative material, including drapes and fabric-covered displays, must be fire-retardant.
Fire-retardant certificates must be displayed or attached.
· Use of any open flame must be in compliance with and approved by the KCMO Fire Marshal
and Crown Center.
· All tank cylinders must be secured, comply with KCMO Fire Codes, and be approved by the
KCMO Fire Marshal.
· ALL EMERGENCY FIRE EXITS must be free of obstructions, permitting egress at all times in
case of emergency.
· No combustible materials (i.e. hay, straw, corn shocks, firewood, and live or dead needle-
producing trees) will be allowed in the building.
· No structure shall be constructed or brought into the Exhibition Hall with an enclosed roof area
of 100 square feet or greater. The KCMO Fire Marshal must approve all structures.
MOTORIZED VEHICLES
· All cars, trucks, combustion engines, or other types of fuel-powered engines on display must
have the least amount of fuel possible (between 1/8 th of a tank and empty). The gas cap must
be of a locking type or taped to prevent leakage of fumes from the tank. Battery cables must be disconnected. Vehicles may not be started, run, or moved during event hours. Transfer of fuel must be accomplished outside the building. All parked vehicles must have plastic under
same for oil and grease protection.
· Combustion engines may not be operated on the Exhibit floor. All gasoline tanks must be
empty and taped shut and must comply with KCMO Fire Codes.
· Do not spray silicone on wheels.
ELECTRICAL
All electrical cords must be grounded and at least 16-gauge wire without exception. No “3fers” or
“cube tabs” will be allowed. Only UL-approved power strips with fuses no larger than 15 amps, or
circuit breakers no larger than 15 amps, will be allowed.
Electrical connections must be made by qualified electricians contracted through the George E Fern
Company. No electrical cords may pass through the egress area.
DOORS
Exterior and loading dock doors may not be propped open without prior authorization from the Crown
Center Exhibit Hall Manager. Under no circumstances may automatic-closing devices be removed or
tampered with. Crown Center requires the customer to hire security personnel to monitor all doors,
exits, and loading dock areas anytime the customer requires Crown Center to open any door or
overhead door, including, but not exclusive to, show move-in, show move-out, and the actual show.
RIGHT TO INSPECT
Crown Center’s Exhibit Hall Manager reserves the right to inspect any carton, container, briefcase,
luggage, or package brought into or taken out of the Exhibit Hall.
FREIGHT – DELIVERIES – EQUIPMENT
Access for deliveries: No loading or unloading through the front doors of the building. Parking at the
dock is permitted for loading and unloading only. All other parking is prohibited. Violators will be
towed at their expense. No parking at any time is permitted in the fire lanes.
FREIGHT
Crown Center will not accept any shipments of freight and/or materials for any event or exhibitor. All
freight shipments must be consigned to Fern Exposition Services. Crown Center accepts no
responsibility for loss, damage, or security of such shipments.
STORAGE
Crown Center has no facilities for the storage of exhibits. All shipments for an exhibit must be directed
to Fern Exposition Services.
EXHIBITOR EQUIPMENT
All equipment, decorations, freight, etc. must be removed from the premises at the expiration of the
License Agreement. Items left beyond this time will be treated as abandoned equipment.
CRATE STORAGE
There is no room in the Crown Center Exhibit Hall for crate storage. Crates will not be allowed to
block doorways and exits. Crate storage must be coordinated through Fern Exposition Services.
ADHESIVES
Adhesive-backed stickers or decals may not be given out by exhibitors, distributed or used in the
building.
SIGNS & BANNERS
All hanging signs must conform to show management rules and regulations and ceiling limitations. All
pre-assembly of hanging signs and trusses must be done by Fern Exposition Services. All hanging
signs and trusses must be hung by Fern Exposition Services. Crown Center reserves the right to
refuse to allow the hanging of any sign and truss it deems unsafe.
BALLOONS
Helium-filled balloons will be permitted in the building if helium tanks are chained to something solid,
approved by the KCMO Fire Marshal, and if you will assume written responsibility for removal of
same. A base removal fee of $25, plus $10 per balloon, will be charged for all balloons left in the
ceiling area after your event.
TAPE
Exhibitors are responsible for the removal of all tape and residue marks. No paint, tape, or tape
residue should remain on the show floor after move-out is completed.
LANDSCAPING PRODUCTS
Dirt, sand, mulch, or any other landscaping product may not, for any reason, be shoveled onto or
otherwise be placed directly on the concrete floor of the Exhibition Hall. Protective plastic must be
used underneath all such products at all times, and in all locations. All planting, fountains, etc. must
have waterproof plastic material underneath. All landscaping products, material, and décor must be in
compliance with KCMO Fire Codes.
SERVICES
Crown Center and Fern Exposition Services will be the exclusive provider of the following services:
telephone, electricity, telecommunications, water, and air.
