Submitting a booth diagram is 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.*
Deadline to submit: 1 March 2026
Submit a Booth Layout
10x10 Booth Template
10x20 Booth Template
Prohibited exhibit installations:
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
*Failure to comply with booth construction guidelines may result in the following consequences:
- A $500 fine, payable before the end of the event. If the fine is not paid onsite, it will be added to the exhibitor’s
balance and must be paid in full before the company is permitted to exhibit at any future IFMA events. - Forfeiture of the complimentary post-show attendee list.
- Responsibility for all costs incurred to bring the booth into compliance (e.g., height adjustments, surface finishing,
removal of prohibited items). - Suspension from future IFMA events, including loss of priority booth placement.
Tables, chairs and other furnishings are not included with booth space. The Hilton San Francisco Union Square is carpeted and exhibitors are not required to purchase additional flooring unless they would like to customize the look of their booth at their own expense.
Exhibitors may bring in their own furnishings or rent from Freeman by visiting Freeman Exhibitor Kit. Order by 9 March for discounted rates.
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 #.
Example of what is included in 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 6 - Booth Construction Guidelines
Exhibitor Liability Insurance – Required
Deadline: 2 March 2026
Vendor: Rainprotection | Exhibitor Liability Insurance Program
Electrical, Furniture, Shipping, Material Handling, Labor, and more
Early Bird Deadline: 9 March 2026
Vendor: Freeman | Freeman Online Exhibitor Kit | Freeman Quick Facts
Lead Retrieval
Deadline: TBD
Vendor: eShow | eShow Exhibitor Service Center
Audio/Visual and Internet
Deadline: 3 April 2026
Vendor: Encore | Exhibitor Order Form
Booth Catering, Food & Beverage Sample Distribution
Deadline: 16 April 2026
Vendor: Hilton San Francisco Union Square | For more information: Sara.Powers@hilton.com
Keep track of all show deadlines by logging in to your eShow Exhibitor Checklist
Exhibitor Tear-Down/Move-Out
Wednesday, 8 April / 2:00 p.m. - 8:00 p.m.
Important:
Early Tear-Down Prohibited
Exhibitors may not begin dismantling or packing before the official close of the expo at 2:00 p.m. Early tear-down negatively affects the event experience and is not permitted. Exhibitors caught tearing down early may face the following penalties:
- Loss of the post-show attendee list
- $500 fine (must be paid before future participation)
- Additional fees applied when signing up for next year’s event
Move-Out Expectations
Exhibits must be removed from the building no later than 8:00 p.m.
Any items left in the building after the conclusion of exhibitor move-out will be discarded as trash, and the exhibitor will be financially liable for any applicable trash/dumpster fees.
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 EAC Notification Form.
Move-In Day Instructions:
On move-in day, please inform your EAC to let security (in front of the expo hall) know which company and booth number they are setting up for. They will receive a wristband from security that gives them in/out access to the expo hall, only during set-up hours. This wristband is not valid once the expo hall is open to the public.
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 Encore's exhibitor order form.
Each exhibiting company receives (2) Full Event registration, and (2) exhibitor staff per 10x10.
Full Event Exhibitor registration:
- Unlimited networking opportunities
- All-access pass to Facility Fusion
- Breakfast, lunches & coffee breaks
- Power Speakers
- Welcome Reception
- Access to exhibit hall
- Community Service Project
- Entire education program with learning labs and team-building activities
Exhibitor Staff registration:
- Access to expo hall during move-in, show hours and move-out (Monday-Wednesday)
Register your booth staff through your eShow Exhibitor Service Center once registration opens.
Exhibitors can register for as many badges as needed for company employees.
- Additional Full Event Exhibitor badges can be purchased for US$585.
- Additional Exhibitor Staff badges can be purchased for US$30.
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.
Per Freeman's exhibitor kit, shipping and material handling is defined as:
Shipping
- Transport of your materials from your origin to the shipping dock of the advance warehouse or event venue before the show.
- Transport of your materials from the event venue to your destination after the show.
Material Handling
- Transport of your materials from the shipping dock of the advance warehouse or event venue to your exhibit space.
- Storage of empty containers.
- Transport of your materials from your exhibit space to the transportation vehicle.
What's the difference between Material Handling & Shipping video
Ensure you're ready for your event with a Shipping & Material Handling Checklist