Exhibitor FAQs

All exhibitors are required to submit a booth layout for approval by August 1, 2024.

Furnishings are not included with your booth space. Each exhibitor is responsible for their booth furnishings at their own discretion and expense, but must be in compliance with the Terms & Conditions: Section 5 - Booth Construction Guidelines.

Exhibitor Liability Insurance – Required
Deadline: August 1, 2024
Vendor: Rainprotection | Exhibitor Liability Insurance Program

Furniture, Carpet, Shipping, Material Handling, Labor, etc…
Early Bird Deadline: September 10, 2024
Vendor: Freeman | Freeman Online Exhibitor Kit | Freeman Quick Facts

Lead Retrieval, Registration
Early Bird Deadline: September 12, 2024
Vendor: eShow | eShow Exhibitor Service Center

Early Bird Deadline: September 19, 2024
Vendor: Smart City | Internet Order Form

Booth Catering, Food & Beverage Sample Distribution
Early Bird Deadline: September 19, 2024
Vendor: The RK Culinary Group | Exhibitor Pack

For Booth Catering and Food & Beverage Sampling: Susie Gonzales sgonzales@therkgroup.com

Audio Visual, Production Rentals, Rigging
Early Bird Deadline: October 2, 2024
Vendor: Encore | Exhibitor Marketing Kit

Keep track of all show deadlines by logging in to your Map Your Show Exhibitor Checklist

Yes, exhibitors can begin dismantling their booth right at the close of show on Thursday, October 10, 2024 at 1:30 p.m.

All exhibitors are required to:

  • Have carpet/flooring in their booth
  • Maintain exhibitor liability insurance for the show

All other services are optional

There are many resources available, most of which are free to exhibitors. Visit the Exhibitor Marketing Resources  page to learn more, or reach out to expoadv@ifma.org. 

Contact expoadv@ifma.org or access the Exhibitor/Sponsor Prospectus for available sponsorship opportunities.

The following sponsorships offer a chance to captivate the audience, showcase groundbreaking ideas, and create an unforgettable experience that will leave attendees buzzing with excitement.

  • Innovation Arena Sponsor (Includes a 30-minute session)
  • 60-minute Innovation Arena Session
  • 30-minute Innovation Arena Session

The following sponsorships include a brief (3-minute) welcome/speaker introduction:

  • Opening Keynote
  • Welcome Reception
  • Plenary General Session
  • Closing General Session Sponsor

For info on all sponsorship opportunities: World Workplace Exhibitor/Sponsor Prospectus

Per the GDPR Data Regulations, all Attendee Lists only consist of attendees who have opted-in for communication*


  • Registered exhibitors have access to an Attendee List within their Attendee Service Center.
    • Includes: Name, Company Name, City, State
  • Pre-Registered Attendee Postal Mailing List: $600.00
    • IFMA must pre-approve a draft of your mailer prior to releasing the list. Exhibitors are responsible for sending out their mailer.
    • Includes: Attendee Name, Title, Company Name, Address, City, State, Zip Code, Country


  • As part of the included exhibitor benefits, all exhibitors have the opportunity to receive a Post-Show Attendee Mailing List.
    • Includes: Attendee Name, Title, Company Name, Address, City, State, Zip Code, Country

*Must submit a mailer draft for approval prior to receiving the list. Exhibitors are responsible for sending out their mailer.*

Yes, exhibitors must notify Show Management when they plan to utilize the services of an EAC other than the show’s general contractor (Freeman) via the Online Notification Form.

Free Wi-Fi service is available in public spaces (i.e. Main Lobby and West Lobby) of the Convention Center. Inquiries regarding Wi-Fi packages for exhibitors or in-booth networks can be directed to: Guillermo Huerta ghuerta@smartcity.com

There is no official Convention Center parking. There is, however, the Convention Center Parking Garage at 850 E Commerce directly across from the Lila Cockrell Theatre, as well as parking at the Grand Hyatt Hotel in front of the theatre. All parking is available for public use for a fee.

Exhibitors can register for as many badges as needed for company employees.

Each exhibiting company receives (1) Full Event registration, and (3) exhibitor staff per 10x10.

Full Event Exhibitor registration:

  • Expo Hall Access during Exhibitor Move-In, Show Hours and
  • Exhibitor Move-Out
  • Opening and Closing Keynote
  • Plenary Session
  • Education Sessions
  • Expo Access
  • Welcome Reception
  • Lunch Vouchers
  • IFMA's Awards of Excellence
  • All networking events & breaks
  • Online access to the session handouts

Exhibitor Staff registration:

  • Expo Hall Access during Exhibitor Move-In, Show Hours and Exhibitor Move-Out
    Registration does not include any conference activities, education sessions or meals. If you wish to participate further, you can register as Full Event Exhibitor.

Register your exhibitor staff via the Staff Registration and Lead Retrieval tile found on your Map Your Show Dashboard

Need Help?

For assistance, please email show management or call 713-623-4362