Show Rules

WWSRA Show Rules & Guidelines

WWSRA events are designed to be professional, efficient, and community-focused. To maintain that standard, we ask that all participants including exhibitors, assistants, and principals, follow the rules outlined below. Violations may result in fines up to $500 and/or removal from the show or membership.

Indoor Shows – General Rules

1. Admittance is restricted to registered exhibitors and buyers. All participants must wear a show badge.
2. Exhibitors are responsible for ensuring all staff, guests, and principals follow show rules.
3. Booth assignments are made by the Show Director. Priority is given based on membership number for contracts submitted by deadline, but final placement is at the Director’s discretion. Subletting is not allowed; sharing space must be arranged through WWSRA.
4. Space may be held for one year if assigned to the same exhibitor for three years.
5. Booths must be fully set up by show open and staffed until the official close unless approved by the Show Manager.
6. No-shows will forfeit space with no refunds.
7. Early teardown without prior approval will result in a $350 minimum fine.
8. Brand principals may only attend by invitation of a WWSRA member and must be registered.
9. Exhibitors may not host off-site business or social events during show hours that pull traffic away from the show floor. 
10. Only registered exhibitors may contact retailers during show hours.
11. At least 50% of booth space must feature winter, outdoor, or active lifestyle products or services represented by the contracting member or WWSRA sponsor.
12. Booths must be designed to encourage interaction without blocking aisles or creating hazards. Loud music is not allowed.
13. All local fire safety regulations must be followed.
    
14. Exhibitors are responsible for any damages or mess in their space.
15. Do not enter another exhibitor’s booth without an invitation.
16. No outside alcohol may be served in exhibit areas.
17. Violations may result in fines, removal from the show, and/or loss of membership. 

Product Exclusion Policy

WWSRA Events are intended to promote winter sport, outdoor, and active lifestyle products. While contra-seasonal items may be shown, please check with WWSRA that your product is in line with our by-laws. 

On-Snow Demos

1. Admittance is restricted to registered exhibitors, shop employees & buyers. All participants must wear a show badge.
2. Exhibitors are responsible for ensuring all attendees and staff follow demo rules.
3. All brands must submit accurate certificate(s) of insurance before arriving at the Demo. Failure to provide will prohibit that brand from the demo. 
4. Booth space is assigned by the Show Director. Priority is given based on membership number and show improvements. Space may be held for one year if assigned to the same exhibitor for three years.
5. All setup and activity must remain within assigned space boundaries.
6. Booths must be fully set up and staffed during show hours unless approved in advance.
7. No-shows will forfeit space with no refunds.
8. Early teardown without approval will result in a $350 minimum fine.
9. No events or activities may be hosted that draw traffic away from the On-Snow Demo unless approved by WWSRA.
10. Retailers may only be contacted by registered exhibitors.
    
11. Only products represented by the contracting member or manufacturer may be displayed.
12. All banners must be within your space, with binding banners only in the adjustment area.
13. Booth layouts must avoid congestion or hazards. No loud music allowed.
14. Fire safety: All exhibitors must have a fire extinguisher. Pressurized gas users must keep extinguishers visible and accessible.
15. Exhibitors are responsible for all trash removal and returning the area to its original condition.
16. No outside food or alcohol should be served within the demo lot. 
17. No pets allowed in demo areas.
18. Violations may result in fines, removal from the show, and/or loss of membership.  

Passport System – On-Snow Demos Only

To prevent equipment loss and improve efficiency, WWSRA uses the Passport Security System at On-Snow Demos.

How it Works:

• Retailers receive a name badge with DIN and Stance information. All buyers and Attendees must sign the liability form & obtain badges before entering the demo lot.
• Each badge comes with a set of cards to exchange for relevant product (i.e., Snowboard card for a Snowboard, Googles card for Goggles, etc.) 
• The cards will show the attendee’s store, name, and VRS settings for Ski
  • It is imperative that ski bindings are set ONLY to what is shown on this card. This value is what the tester has agreed to via their contractual liability forms and must remain as such to protect yourself, your assistants, your brand, and WWSRA from potential legal actions. If they request something different, please send them to registration to complete a new form. 
• Reps review and exchange the applicable Passport Card for the demo product. If they do not have a card, they must obtain one from WWSRA to ensure that the participant is an industry professional and that their liability forms have been signed.
• Reps are responsible for keeping cards organized and returning them to the tester once their product has been returned to the booth.

This system works only if everyone uses it properly. Please take it seriously to protect your gear, others, and the integrity of WWSRA.  

Have Questions?

Contact WWSRA at info@wwsra.com or 303-532-4002. We’re happy to help clarify any policies.