Exhibitor FAQs

The following payment terms apply:

Before 31 March 2026
A 50% deposit is required within 30 days of submitting your application. The remaining 50% balance is due by 31 March 2026.
Any unpaid invoices as of 1 April 2026, will result in forfeiture of deposits, and the reserved booth space or sponsorship will be released.

On/After 1 April 2026
Full payment is required within 30 days of the invoice date.
Any unpaid invoices past 30 days of submission will result in forfeiture of deposits, and the reserved booth space or sponsorship will be released.

On/After 15 July 2026
Full payment is required at the time of contract submission.
Any unpaid invoices after 24 hours of submission will result in forfeiture of deposits, and the reserved booth space or sponsorship will be released.

The invoice is automatically sent to the primary contact who submitted the application. If the invoice needs to be forwarded to another contact or your accounting department, or if a PO needs to be added, please email expoadv@ifma.org. This is a manual process, and we need to be notified to make those updates.

Our preferred payment methods are ACH, wire, or check. Refer to your invoice for payment details.

Cancellations/Changes Before 31 March 2026
Refunds will be issued for cancellations or changes received in writing by this date.

Cancellations/Changes After 31 March 2026
All payments made to IFMA are non-refundable. Exhibitors and sponsors will remain liable for full payment of all invoiced fees. Booths and sponsorships secured after 31 March 2026, are not eligible for refunds under any circumstances.

Failure to Pay After 31 March 2026
Should an exhibitor or sponsor cancel after this date without payment of the invoiced amount, they will still be held responsible for the total contracted fees.

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

Pre-Show Attendee List:
• Option 1: Self-service list
◦ Registered exhibitors have access to an attendee list within their Attendee Service Center once they are registered booth staff and receive login credentials.
◦ Includes: Name, Company Name, City, State
• Option 2: Pre-Registered Attendee Postal Mailing List for $600.00 (Sent approximately 6 weeks before the event)
◦ The initial list will include: Attendee Name, Title, Company Name, State
◦ To receive the full list that also includes: Address, City, Zip Code, Country, IFMA must pre-approve a draft of your mailer before releasing the postal mailing list.

Post-Show Attendee List:
As part of the included exhibitor benefits, all exhibitors* have the opportunity to receive a Post-Show Attendee List, which will be emailed within a week after the event has concluded.

Similar to the pre-show attendee list, the initial post-show list will include: Attendee Name, Title, Company Name, State
To receive the full list that also includes: Address, City, Zip Code, Country, IFMA must pre-approve a draft of your mailer before releasing the postal mailing list. Exhibitors must submit their mailer draft within 2 weeks after the show has concluded. After this 2-week window, post-show lists are no longer released.

*Important Compliance Notice:
The Post-Show Attendee Mailing List is a benefit offered only to exhibitors who remain in full compliance with IFMA’s Exhibitor Rules and Regulations. Exhibitors who violate booth guidelines, tear down early, or otherwise breach the Exhibitor Terms & Conditions forfeit eligibility to receive the post-show list.
Please refer to Section 6: Booth Construction of our Exhibitor Terms & Conditions for more information on how to remain compliant.

Submitting your Pre/Post-Show Mailer Draft:

Exhibitors may submit their mailer drafts through our exhibitor deliverables form. Confirmations of approval or revisions will be emailed prior to the lists being sent out. 

Important Notes and Scam Alert

• IFMA DOES NOT RELEASE EMAIL ADDRESSES OR PHONE NUMBERS.

• Postal mailing lists are intended solely for one-time “snail mail” outreach, not digital or multi-use marketing.

• Attendee addresses are entered by attendees themselves and are not verified by IFMA.

• Exhibitors are responsible for sending out their mailers.

• 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. IFMA will never reach out to exhibitors to purchase attendee mailing lists. Reach out to expoadv@ifma.org to confirm the legitimacy of any communication you may receive.

Marketing
There are many resources available, such as personalizing your own exhibitor social media card (Coming soon!) and a public online profile on our exhibitor list. Visit the Exhibitor Marketing Resources page to learn more.

Sponsorships
Access the Exhibitor/Sponsor Prospectus for all available sponsorship opportunities.

Need more information?
Contact expoadv@ifma.org!

The following sponsorships feature a speaking opportunity: 
• Conference Education Program Sponsor (includes a 60-minute session on the official conference program, given that your session abides by the call for presentation rules and is approved by IFMA's Education Committee) - General Sessions
 • Innovation Arena Sponsor (includes a 30-Minute Innovation Session) - Expo Floor
 • 30-minute Innovation Arena Session - Expo Floor
 • 60-minute Innovation Arena Session - Expo Floor
 • Podcast Corner Sponsor (includes a 30-minute podcast slot) - Expo Floor

The following sponsorships include a brief (3-minute) welcome/speaker introduction. 
 • First-Time Attendee Program Sponsor (Sponsor introduction and branded video during the pre-event webinar)
 • Opening Keynote Sponsor
 • Welcome Reception Sponsor
 • Plenary General Session Sponsor
 • Credentials Reception Sponsor
 • Awards of Excellence Luncheon Sponsor

To confirm the availability of sponsorships, please reach out to our sales team at expoadv@ifma.org.

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

Check out our resources and events below:
• IFMA Media Planner 2026
• IFMA's World Workplace Europe 2027
◦ 2-3 March 2027 | Antwerp, Belgium
• IFMA's Facility Fusion 2027
◦ 27-28 April 2027 | New Orleans, Louisiana

Contact expoadv@ifma.org for more information!

You do not have to purchase lead retrieval. However, if your goal is to capture contact details such as emails or phone numbers, the only way to get this information is by purchasing the lead retrieval device through your eShow Exhibitor Service Center checklist, or collecting business cards with the old-fashioned “fish bowl” method.

Since IFMA is a membership organization, we don’t share contact details like emails or phone numbers.

Step 1: Log into your eShow Exhibitor Service Center using your login credentials from your Onboarding Exhibitor Information email.

Step 2: Select Exhibitor Staff Registration from the left-hand navigation menu and click "START".

Step 3: Search for your booth staff using either their first and last name, or their email and fill out the "Booth Staff Information" page.
• If your booth staff shows up with 🚫 next to their name, they are already registered. 
• If you are prompted to fill out a new "Booth Staff Information" page, they are not in our system. If you think this is an error, please reach out to expoadv@ifma.org to confirm.

Step 4: Select the appropriate registration type and continue to the "Review" page.

Step 5: If you are registering multiple booth staff, select "ADD ADDITIONAL BOOTH STAFF", otherwise, continue to the payment page.

Step 6: Read and review the "Payment" page. You must select "COMPLETE SUBMISSION" in order to register your booth staff.

Exhibitors are not automatically registered as booth staff. Everyone attending World Workplace must register to attend, which you can do through your eShow Exhibitor Service Center.

Please ensure that when you are registering, the top of your form says "Welcome to the Booth Staff Registration Form", and not "ATTENDEE REGISTRATION FORM".

Each exhibiting company receives (2) Full Event registration, and (2) exhibitor staff per 10x10.

Full Event Exhibitor registration includes: 
 • Expo hall access during exhibitor move-in, show hours, and exhibitor move-out
 • Access to all sessions
 • Opening Keynote
 • IFMA Foundation Scholarship Presentation
 • Welcome Reception
 • Wednesday and Thursday Lunch in the Expo
 • IFMA’s Awards of Excellence Luncheon

Exhibitor Staff registration includes:
 • Registered Expo hall access during exhibitor move-in, show hours, and exhibitor move-out.
      ◦ The World Workplace Booth Staff registration does not include any conference activities, education sessions, or meals. If you wish to participate further, you can register as a Full Event Exhibitor.

Register your booth staff through your eShow Exhibitor Service Center.

Exhibitors can register for as many badges as needed for company employees. For optimal booth coverage, we recommend no more than four (4) booth staff working per 10x10 booth at any one time.

      • Additional Full Event Exhibitor badges can be purchased for US$850.
      • Additional Exhibitor Staff badges can be purchased for US$50.

You can purchase additional badges by proceeding with the registration process through your eShow Exhibitor Service Center and selecting the applicable ticket on selection page of the registration form.

Badge pickup & registration will be in the lobby area outside of Exhibit Hall B.

Someone else may pick up your badge, but that individual is responsible for your badge. There will be a US$25 service fee to reprint lost or replacement badges. Lost or misplaced event tickets such as welcome reception or lunch vouchers, will not be replaced or reprinted.

There will be complimentary Wi-Fi in the lobby, but not in the meeting rooms or the expo floor.

Exhibitors who need to purchase Wi-Fi can do so through Smart City's exhibitor order form.

Parking is currently $25 per day with no in and out privileges, no overnight parking. Rate subject to change.
An exhibitor will be granted unlimited in/out privileges each day with an exhibitor badge and proof of daily payment (show your credit card receipt provided upon initial entry). Re-entry will be allowed as space permits at the assigned parking structure.

To see all parking options, please visit the ACC Parking Guide.

Accessible Parking:
The most accessible parking options are available in Car Park 1 and Car Park 4.
Let the attendant know you need ASA parking to be directed appropriately.

Inside the Expo Hall behind the Expo Sales Office booth 474

Set-Up Days
We recommend that booth staff wear comfortable, work-appropriate attire during move-in and set-up days, as it is often hot due to the dock doors being open. The ACC will not turn on the AC until the freight doors are closed.

Show Days
There is no formal dress code as some booth staff have themed apparel tied to their booth. Our attendees will be in a mix of business casual, smart casual, and professional business. We recommend you dress comfortably, provided it is appropriate, professional, and suitable for a trade show environment, as you will be working your booth and representing your company.

Food & Beverage Distribution
Aramark is the exclusive caterer for the Anaheim Convention Center. Any food and beverage (including alcohol) distributed at the Event Venue must be ordered from the exclusive food & beverage/catering provide as specified by the Event Venue. The exhibitor is responsible for acquiring any required licenses, if applicable. Distribution of outside food & beverage is strictly prohibited and will be shut down upon discovery.

Product Sampling
If your company’s products include food & beverage, you may submit a request to sample your food & beverage products from your booth. The typical allowable sample size is 2 oz. Product sampling requests are managed through the Event Venue’s specified exclusive catering company. Distribution of samples without prior approval is strictly prohibited and will be shut down upon discovery.

Booth Catering, Food & Beverage Sample Distribution
Deadline: 27 October 2026
Vendor: Aramark | Booth Catering Order Form | acc-catering@aramark.com