Exhibitor Planning

Exhibit Planning

Exhibitor Move-In/Set-Up
Mon, Oct. 7 / 8:00 a.m. - 5:00 p.m.
Tues, Oct. 8 / 8:00 a.m. - 5:00 p.m.
All booths must be set-up and ready for business by Wednesday at 10:30 a.m.

Expo Show Hours
Wed, Oct. 9 / 11:30 a.m. - 5:00 p.m.
Thu, Oct. 10 / 9:30 a.m. - 1:30 p.m.

Exhibitor Tear-Down/Move-Out
Thu, Oct. 10 / 1:30 p.m. - 10:00 p.m.
Exhibits must remain intact until the show closes at 1:30 p.m. on Thursday.

Exhibits must be removed from the building no later than 10:00 p.m.

Any items left in the building after the conclusion of exhibitor move-out will be discarded as trash and exhibitor will be financially liable for any applicable trash/dumpster fees.

The Henry B. Gonzalez Convention Center (HBGCC) does not have a Shipping and Receiving department. All exhibitor shipments must be received at the Freeman Warehouse between September 9 and October 1. See Shipping & Material Handling Information. Please note that any exhibitors who ship their materials will be subject to Material Handling charges. 

If you are using your own carrier for return shipping after the show, please note that the return carrier will need to pick up from the Freeman Warehouse. See Freeman Quick Facts.  

Alternatively, exhibitors may unload their own personal vehicles provided they do not use any material handling equipment (forklifts, flatbeds, dollies, pallet jacks, etc.)  See Union Jurisdictions. 

For more information: Freeman Online Exhibitor Kit 

All exhibitors are required to submit their booth plans for approval. Failure to do so may result in the need for inconvenient and potentially costly onsite modifications to your display.

Deadline to submit: August 1, 2024

Show Management reserves the right to prohibit the installation of any exhibit which does not meet its approval. Exhibitors should be sure that all final exhibit designs are within the construction guidelines and then use the form linked below to submit the details to Show Management for review.

Learn more here: Terms & Conditions: Section 5 - Booth Construction Guidelines

Submit a Booth Layout
10x10 Booth Template
10x20 Booth Template

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

Carpet, Electrical, Furniture, Labor, Material Handling, Shipping, 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 | Map Your Show Exhibitor Dashboard

Internet
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 | Encore AV Ordering

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

Tables, chairs, carpet, and other furnishings are not included with booth space. 

Booth carpet/flooring is required. Exhibitors may bring in their own furnishings or rent from Freeman by visiting FreemanOnline. Order by September 10 to receive early bird pricing. 

The purchase price of your booth space includes: 

  • 8’ high booth back drape 
  • 3’ high draped side dividers 
  • 44” x 7” identification sign with company name & booth #. 

Freeman is the general contractor for the show and responsible for all movement of freight within the event venue. They are the exclusive provider of the services below. 

Exhibitors may, with prior written approval by IFMA, hire outside contractors for installation and dismantling of booths. Exhibitors must employ members of appropriate trade unions where required. EAC houses must supply proof of liability insurance certificates and letters of intent to Show management.
EAC Notification Form

Scam Alert

IFMA is the only authorized source for attendee lists. If anyone else contacts you with list offers, be aware that the data they claim to have is fraudulent. Please be aware that these scammers are fraudulent and these are not legitimate offers. Reach out to expoadv@ifma.org to confirm legitimacy of any communication you may receive.

Attendees and exhibitors may be subjected to inappropriate solicitation from hotels or third-party housing agencies not affiliated with IFMA's World Workplace.

Poachers may offer a lower hotel rate than the rates offered in our official block. Consequently, the reserved rooms may be of significantly lower quality, cancellation policies are often intolerant, and you do not have the support of IFMA’s housing agent should you need assistance with your reservation.

IFMA goes to great lengths to ensure that every aspect of your World Workplace experience is of the highest quality and value. Poachers do not have your best interests in mind, nor are they committed to providing a high level of customer service.

We encourage you to book your accommodations through the official page.
Any offers from other housing agents or agencies and/or hotels not listed in our block are not endorsed by IFMA.

Please follow the steps below to report impersonators and scammers to the FTC.

  1. Navigate to https://reportfraud.ftc.gov/.
  2. Click "Report Now".
  3. Under Is your report about any of these common problems?, select “An impersonator (ex. fake government, business, love interest, grandchild)” in the top left corner.
  4. Under Who were they pretending to be?, select “Well-known or trusted business (ex. tech support, utility company, bank)” in the top right corner.
  5. Follow the process from there, which should only take 1-2 minutes.
  6. Report as spam, and block any email address or phone number soliciting these illegitimate offers.

Need Help?

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