World Workplace 2025
ExhibitorPlanning

Exhibitor Planning

Exhibit Set-up & Dismantle Hours

Exhibitor Move-In/Set-Up

Mon, Sep. 15 / 8:00 a.m. - 5:00 p.m.

Tues, Sep. 16 / 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, Sep. 17 / 11:30 a.m. - 5:00 p.m.

Thu, Sep. 18 / 10:30 a.m. - 2:30 p.m.

Exhibitor Tear-Down/Move-Out

Thu, Sep. 18 / 2:31 p.m. - 10:31 p.m.

Exhibits must remain intact until the show closes at 2:30 p.m. on Thursday. Dismantling any earlier will result in fines or additional fees.

Exhibits must be removed from the building no later than 10:31 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.

Shipping & Move-in

All exhibitor shipments must be received at the Freeman Warehouse. 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

Construction Guidelines & Booth Approval

Submitting a booth diagram is now optional, but encouraged. Exhibitors may submit their booth diagrams below for review to ensure compliance.

Exhibitors who choose not to submit a diagram fully accept responsibility for ensuring their booth is in compliance.
Any violations will result in fines and additional fees.

Please submit by: July 1, 2025

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 6 - Booth Construction Guidelines

Submit a Booth Layout

Booth Services

Exhibitor Liability Insurance – Required

Deadline: July 1, 2025

Vendor: Rainprotection | Exhibitor Liability Insurance – Required

Carpet, Furniture, Labor, Material Handling, Shipping, and more

Early Bird Deadline: August 18, 2025

Vendor: Freeman | Freeman Online Exhibitor Kit | Freeman Quick Facts

Lead Retrieval, Registration

Early Bird Deadline: August 22, 2025

Vendor: eShow | | Map Your Show Exhibitor Dashboard

Internet

Early Bird Deadline: August 29, 2025

Vendor: Smart City | Order Form

Electrical

Early Bird Deadline: September 2, 2025

Vendor: Minneapolis Convention Center | Order Form

Booth Catering, Food & Beverage Sample Distribution

Deadline: September 9, 2025

Vendor: Kelber Catering | Exhibitor Information

For more information on Booth Catering and Food & Beverage Sampling: erinp@kelber.com

Audio Visual, Production Rentals, Rigging

Early Bird Deadline: TBD

Vendor: Markey's | TBD

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

Booth Furnishing

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, once it is available. Order by August 18 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 #.

Material Handling | Installation & Dismantle Labor

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. 

Exhibitor Appointed Contractor (EAC)

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

Hotel & Venue

The deadline for discounted rates is August 12 or while supplies last: Hotels & Venue

Update Your Online Directory Listing

Review and update your online exhibitor directory listing on your Map Your Show Exhibitor Dashboard.

Update Your Listing

Scam Alert

Attendee List Sales

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.

Hotel Poaching Advisory

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.

Report Fraud Now

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

  • Navigate to https://reportfraud.ftc.gov/.
  • Click "Report Now".
  • 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.
  • Under Who were they pretending to be?, select “Well-known or trusted business (ex. tech support, utility company, bank)” in the top right corner.
  • Follow the process from there, which should only take 1-2 minutes.
  • Report as spam, and block any email address or phone number soliciting these illegitimate offers.

NEED HELP?

For additional information, contact expo@ifma.org or call +1-713-623-4362.

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