Set-Up: Large Equipment** By Appointment Only
Contact Hargrove at (301) 306-4627 or exhibitorservices@hargroveinc.com.
All You Need to Know About Exhibiting
Exhibitor Resources
GEAPS Exchange is a great place to make new connections in the grain industry. Here is a collection of resources to help you get the most out of your experience.
View Floor Plan 
Hargrove Exhibitor Services Log In Portal
Hargrove Exhibitor Services
Phone: +1 301.306.4627
Electrical Orders
Order from Smart City Networks. Please note that you’ll have to create a login and select the Kansas Convention Center as the location and the GEAPS Exchange 2026.
Marketing Resources
GEAPS has put together a collection of assets for your use in promoting your booth for GEAPS Exchange. Learn more about official show branding for your emails, websites, print material and social media.
Music Bingo
Back by Popular Demand to Close Conference
Music Bingo Prize Donations Needed
Exhibitors are invited to provide a prize for our closing event – Music Bingo! What better way to put your company’s name in someone’s mind as they finish off GEAPS Exchange 2026!
Prizes can run the gamut, it’s up to you. Most prizes have a value of $25 to $500. Branded prizes are just fine. This might be something similar to a prize you give from your booth, or something else entirely. Examples of possible prizes include Yeti coolers, grills, gift cards, charging blocks and iPads. The list of possible prizes is as big as your imagination. Companies donating prizes will be recognized with signage in the expo hall.
Create an Exciting Exhibitor Profile through the New Exhibitor Hub
Add press releases, products, categories, videos. Make your exhibitor profile something attendees want to take a look and learn from.
Exchange 2026 On-Site Schedule for Exhibitors
Set-Up & Tear Down Hours
Thursday, February 19, 2026Set-Up: Large Equipment** By Appointment Only Open
Friday, February 20, 2026 Set-Up: Large Equipment** By Appointment Only Open
Set-Up: Large Equipment** By Appointment Only
Contact Hargrove at (301) 306-4627 or exhibitorservices@hargroveinc.com.
Saturday, February 21, 2026 Set-Up: All Exhibitors Open
Set-Up: 7 a.m. – 5 p.m. Aisle carpet will be laid Saturday at 5 p.m., please clear the aisles.
Sunday, February 22, 2026 Set-Up: All Exhibitors (Must by Show Ready by 9:45 a.m.) Open
Set-Up: All Exhibitors (Must by Show Ready by 9:45 a.m.)
Set-Up: 6:30 a.m. – 9:45 a.m. Exhibits must be show-ready by 9:45 a.m.
Hall Open to Exhibitors: 6:30 a.m. – 6 p.m.
Tuesday, February 24, 2026 Tear-Down1:45 p.m. – 7:00 p.m. Open
Tuesday, February 24, 2026
Tear-Down1:45 p.m. – 7:00 p.m.
Wednesday, February 25, 2026 Tear-Down: 8:00 a.m. – noon Open
Wednesday, February 25, 2026
Tear-Down: 8:00 a.m. – noon
** Large equipment is defined as anything that requires ground unloading off of a flatbed or lowboy, or anything that warrants additional room to unload. To make an appointment or see if you qualify to move-in on Thursday or Friday,
Exhibit Hours
Sunday, February 22, 2026 Expo Hall Open to Exhibitors 6:30 a.m. – 6:00 p.m. Open
Sunday, February 22, 2026
Expo Hall Open to Exhibitors 6:30 a.m. – 6:00 p.m.
Show Open: 11:15 a.m. – 6 p.m.
Lunch: Noon – 1pm
Welcome Reception: 4:30 p.m. – 6 p.m.
Monday, February 23, 2026Expo Hall Open to Exhibitors 7:00 a.m. – 5:00 p.m.Open
Monday, February 23, 2026
Expo Hall Open to Exhibitors 7:00 a.m. – 5:00 p.m.
Show Open: 11:00 a.m. – 5 p.m.
Lunch: Noon – 1pm
Tuesday, February 24, 2026 Expo Hall Open to Exhibitors 7:00 a.m. – 7:00 p.m. Open
Tuesday, February 24, 2026
Expo Hall Open to Exhibitors 7:00 a.m. – 7:00 p.m.
Show Open: 10:00 a.m. – 1:45 p.m.
Lunch: 11:30 am – 12:30 pm
Tear-down is not allowed prior to 1:45 p.m. on Tuesday.
Learn Alongside Attendees
Take a break from the Expo Hall by attending a GEAPS Exchange education session.
Exhibitor registration includes access to all education giving you the ability to
learn alongside your customers.
2026 Exhibiting Information
Exhibitor KitOpen
Exhibitor Kit:
View Exhibitor Kit – Coming Soon!
Hargrove Contact information:
Hargrove Exhibitor Services
Phone: +1 301.306.4627
Booth PaymentsOpen
Down Payment (50%) is due by October 30, 2025 or upon reservation of booth space.
Final payments for booths at Exchange 2023 are due on December 1, 2025. If you have not done so already make sure to submit payment to retain your space.
Cancellation PolicyOpen
Cancellation Policy: Cancellation Deadline is December 1, 2025. Refunds for exhibit space will not be given after this date unless special circumstance occur. In the event that the show is physically sold out (no room for expansion) and there is an established waiting list, refunds will be given on a 1:1 basis less 10% of the rental fee paid.
Contract RulesOpen
Register Booth WorkersOpen
If you are working at a booth for your company, you must register individually.
Each exhibiting company receives two complimentary exhibitor registrations per each 100 square feet of booth space reserved. Additional exhibitor registrations must be purchased at a special reduced rate.
Exhibitors cannot register with Expo discount coupons or Expo-only passes.
InsuranceOpen
Proof of General Liability Insurance Requirement
All exhibiting companies are required to provide proof of general liability insurance. Companies who do not provide us with this proof will not be allowed to enter the exhibit hall.
Please note these special requirements for the certificate:
- One, the certificate must cover “Commercial General Liability” insurance.
- Two, the certificate must cover the dates of February 20-February 26, 2025.
- Three, the limit for each occurrence must be set at a minimum of $1,000,000.
Finally, both GEAPS and Kansas City need to be included on the certificate as additional insureds. The language would look like this, “Grain Elevator and Processing Society (GEAPS) and the City of Kansas City, Missouri are additional insureds with respect to the insured’s exhibit at GEAPS Exchange.”
For exhibitors who need to purchase insurance through our exhibitor insurance vendor, please go to: Buttine COI Insurance
- Cost is USD $80 per exhibiting company – regardless of booth size
- Protects exhibitors who do not have Commercial General Liability Insurance or who do not want to use their own insurance
- Protects foreign exhibitors whose insurance will not pay claims brought in U.S. courts
Facility InformationOpen
Kansas City Convention Center
301 West 13th Street, Kansas City, MO 64105
Exhibit Halls: Halls B-E
The exhibit hall floor load is 300 lbs per sq. ft. in Halls C, D, and E.
In Hall B, the floor load is 200 lbs per sq. ft.
The ceiling height in the expo hall varies from 33′ to 42′
End-CapsOpen
End-Caps
The aisles run vertically on this floor plan, so if you reserve a 20 ft. wide exhibit space that is positioned perpendicularly to the vertical aisles, end-cap design rules will apply .
Large Equipment Move-In
All large equipment booths must schedule an appointment to move-in. Large equipment is defined as anything that requires ground unloading off of a flatbed or lowboy, or anything that warrants additional room to unload. To make an appointment, or see if you qualify to move-in on Thursday or Friday, contact Hargrove by email or at (301) 306-4627.
No Suitcasing Policy
If an attendee who is not officially representing any company showcasing in the Exchange exposition [a company registered as a trade-show exhibitor] is observed to be soliciting business from an attendee who is also not registered as a trade-show exhibitor, in the exposition hall or any other public space or facility under GEAPS’ Exchange show management, or in violation of any provision of this policy, that person will be asked to leave the facility or space immediately. Penalties may also be applied. Observed violations should be reported to GEAPS’ Exposition Services Manager.
GEAPS recognizes that “suitcasing” may also take the form of commercial activity conducted from a hotel guest room; a restaurant, club, or other public place of assembly over which GEAPS has no management control. This policy applies to only GEAPS’ events at venues including sites, facilities or portions of facilities under GEAPS show management to include any event, facility or space reserved by or for GEAPS.
Exhibitor Info
If you have a question not answered here please reach out and we would be happy to assist.
Phone: (763) 999-4300
Email: conferences@geaps.com
Key Deadlines for Exhibiting At Exchange 2026Open
- October 30 – Booth Down Payments (50%) due
- November 5 – Registration and Housing Opens
- December 1 – Final Booth payments due
- December 1 –Certificate of Insurance due
- December 1- Booth Cancellation deadline for full refunds
Notable Features of the Exchange 2026 Expo Hall Floor Plan Open
-
- The main entrance attendees will use to enter the expo hall (via escalator). There is
also an auxiliary entrance attendees may use to enter the expo hall from Level 3 as
some education sessions may be on this floor. You will see these printed in
red towards the bottom of the floor plan.
- The escalator on the far-left side of the floor plan, which will only be moving
in a downward direction and will bring people back to Level 2 where registration will
be located.
- The GEAPS booth and Grain Entrapment Rescue Demo areas, which will also
feature refreshments and potentially a chapter cornhole tournament.
- Booth #2240, an International Resource Center for our international attendees
and exhibitors. U.S. Department of Commerce will also be in this area to offer
export counseling to exhibitors who have questions regarding doing business
internationally.
- Two lunch lounges, which will contain our daily lunch offerings as well as seating.
- New for 2026, the South Lunch Lounge will also feature Evergy’s Safety Training
Trailer — an interactive demonstration unit that highlights electrical safety and realworld
hazard scenarios.
- Four regular lounges, simply labeled “Lounge,” which will house refreshment
breaks (dependent on sponsorship) and tables/seating as space allows.
- Four Innovation Stations, which are areas offering hands-on learning opportunities
scheduled at various times during the expo. These will be
open areas with a curtain panel behind the presenter.
- Two sets of escalators in Hall B (far right side of the hall). During show hours, these
two sets of escalators will only be moving in a downward direction for people to exit
the expo hall.
- The loading docks, which are listed at the top and left side of the floor plan.
Expo Hall SpecsOpen
- These symbols represent columns:
- The ceiling height varies from 33’-42’.
- The floor load limit is 300 pounds per square foot in Halls C, D, and E and 200 pounds per square foot in Hall B.”
End CapsOpen
The aisles run vertically on this floor plan, so if you reserve a 20 ft. wide exhibit space that is positioned perpendicularly to the vertical aisles, end-cap design rules will apply (see link to design rules below).
Other Pertinent Pieces of InformationOpen
- Rules for Reserving Booth Space (Read this to learn about what you can and can’t do when you reserve booth space)
- Rules of the Contract for Exhibit Space
- Exhibit Design Rules
- Exchange 2025 Booth Rental Fees
- Exchange 2025 Priority List (This is how the online booth reservation order was determined)
