Exhibitor FAQs

Where can I find the ordering forms and deadlines for all service vendors?

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
Early Bird Deadline: 13 March 2026
Vendor: eShow | eShow Exhibitor Service Center

Booth Catering, Food & Beverage Sample Distribution
Deadline: 16 March 2026
Vendor: Hilton San Francisco Union Square | For more information: Sara.Powers@hilton.com

Audio/Visual and Internet
Deadline: 3 April 2026
Vendor: Encore | Exhibitor Order Form

Keep track of all show deadlines by logging in to your eShow Exhibitor Checklist

What booth construction, display, and height regulations apply to exhibitors?

Important: This section highlights common booth construction requirements; however, it does not include all applicable rules and guidelines. Exhibitors are responsible for reviewing and adhering to all guidelines and limitations outlined in the Exhibitor Terms & Conditions.

Booth construction must comply with the International Association of Exhibitions and Events (IAEE) “Guidelines for Display Rules
and Regulations (2023 North American Update) and the rules and regulations of the hotel or convention center hosting the
event.

Specific requirements are as follows:

Linear/In-line Booths
• Display materials must not obstruct sight lines of neighboring exhibitors.
• Maximum height: 8 ft (allowed only in the rear half of the booth space).
• Height restriction: 4 ft (allowed only in the front half of the booth space).

Island Booths
• Must allow access from all four aisles.
• Maximum height for all booth displays, structures, and hanging signs: 18 ft.

Additional Requirements
• Booth Materials and Aisle Use: All booth materials, displays, products, and activities must remain within the
exhibitor’s assigned booth space. Materials or demonstrations may not extend into show aisles or encroach on
neighboring booths. Items, products, or sampling in the aisles are not permitted.
• Finished Surfaces: Background surfaces and side dividers must have finished, exposed surfaces. IFMA reserves the
right to instruct the show’s General Service Contractor to finish any unfinished surfaces at the exhibitor’s expense.
• Prohibited Elements: Electronic flashers and neon signs are prohibited.

Do I need to submit a booth layout for approval?

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

What happens if I fail to comply with 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.

Which furnishings are included with my booth space?

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

Do I need liability insurance, and what are the minimum requirements?

As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional.

Rainprotection
We have requested that Rainprotection serve as our insurance management company. In addition to being able to provide exhibitors with insurance, they are also collecting and verifying that all insurance certificates, regardless of the insurer, are verified for compliance.

You may purchase Liability Insurance for $109 (plus any applicable taxes) through Rainprotection.

If you decide to use your own insurance, please make it compliant and then submit a copy to: sales@rainprotection.net.

To see an example of a compliant certificate, click here.

If I am planning to use an Exhibitor Appointed Contractor (EAC), do I need to notify show management?

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.

Shipping vs. Material Handling

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

What is Freeman's material handling rate?

Material Handling Estimate
Please refer to Freeman's estimate calculator.

Material Handling Type	Price
Material Handling - Before 9 March 2026	$2.82 / LB
Material Handling - 10 lbs and under	$0.00 / LB
Material Handling - After 9 March 2026	$3.53 / LB

Where can I ship my materials to?

Important: The Hilton San Francisco Union Square does not accept show-site shipping. Exhibitor freight accepted by the Hotel will incur the Hotel fees first.

Any exhibitors who ship their materials will be subject to Material Handling charges. Please see Freeman Shipping & Material Handling for more information.

Shipping to the Freeman Advanced Warehouse
Freight can be shipped to the Freeman warehouse beginning 9 March 2026.
Any material arriving after 30 March 2026 will be received at the warehouse with an additional after-deadline charge.
Advanced Warehouse Shipping Labels

Using Your Own Carrier
All exhibitor materials must be removed from the exhibit facility by Wednesday, 08 April 2026 - 8:00 PM.
To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by 08 April 2026 - 6:00 PM. Please arrange with your carrier to pick up your outbound freight directly from the show site:
Hilton San Francisco Union Square
333 O'Farrell St
San Francisco, CA 94102

In the event your selected carrier fails to show on the final move-out day, Freeman reserves the right to re-route your freight onto another carrier. See the Freeman Quick Facts for more information.

Can I hand-carry my items to my booth?

You may hand-carry only what you can manage by yourself (one person) in one trip, using no equipment (including dollies or hand trucks). Since hand-carried materials may not be able to come through the freight entrance, you will need to bring them in through the hotel entrance.

The Teamsters Union Local 2785 (and Local 287 for shows in San Jose) has jurisdiction over all unloading and reloading of materials. The Union also has jurisdiction over the operation of all material handling equipment - this includes all dollies and hand trucks. Current union jurisdiction prevents hotel personnel from delivering materials to exhibit booths.

See Union Jurisdictions for more information.

What should I do if something is missing from my shipment or booth?

Onsite Assistance
If you used Freeman for shipping and/or material handling, please visit their Exhibitor Services desk located inside the expo hall, behind booth 314. They will help you locate your shipment.

Avoid Onsite Issues
To avoid having any issues with your shipment, ensure you properly label your packages using Freeman's shipping label format. Fill in your company's information in the highlighted area below:
Exhibiting Company Name / Booth Number
Facility Fusion
C/O PDS / Freeman
365 E Grand Ave, Unit C
S San Francisco, CA 94080
USA

When can I begin tearing down my booth?

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.

What are the payment deadlines?

Important: Failure to adhere to these payment terms may result in the cancellation of booth space or sponsorships.
By submitting your application, you acknowledge and agree to these payment terms and conditions listed in Terms & Conditions: Section 3 - Payment Terms.

The following payment terms apply:

Before 31 December 2025
A 50% deposit is required within 30 days of submitting your application. The remaining 50% balance is due by 31 December 2025.
Any unpaid invoices as of 1 January 2026, will result in forfeiture of deposits, and the reserved booth space or sponsorship will be released.

On/After 1 January 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 1 February 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.

Who will receive the invoice for my booth or sponsorship?

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.

What payment methods do you accept?

We no longer accept credit card payments for invoices exceeding US$10,000. If your invoice total is above this amount, please submit payment via check, ACH, or wire transfer. Regardless of invoice amount, we strongly recommend setting up IFMA as a vendor in your system.

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

What is the refund policy?

Important: This agreement is binding upon your application submission. Any cancellations or changes to an exhibitor’s or sponsor’s participation must be submitted in writing to expoadv@ifma.org and received by IFMA no later than 31 December 2025. Terms & Conditions: Section 4 - Exhibitor Cancellations/Changes.

Cancellations/Changes Before 31 December 2025
Refunds will be issued for cancellations or changes received in writing by this date.

Cancellations/Changes After 31 December 31 2025
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 December 2025, are not eligible for refunds under any circumstances.

Failure to Pay After 31 December 2025
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.

How can I receive an attendee list? Will email addresses or phone numbers be included in this list?

*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: Show-Management Distributed List (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.

What marketing resources and/or sponsorship opportunities are available for exhibitors?

Marketing
There are many resources available, such as personalizing your own exhibitor social media card 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!

What speaking opportunities are available for exhibitors at the show?

The following sponsorships feature a speaking opportunity:

Conference Education Program Sponsor (includes a 45-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

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

Tuesday - Opening Power Speaker Breakfast Sponsor
Tuesday - Welcome Reception Sponsor
Wednesday - Power Speaker Breakfast Sponsor
Thursday - Closing Power Speaker Lunch Sponsor

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

For info on all sponsorship opportunities: Facility Fusion Exhibitor/Sponsor Prospectus

What other opportunities to connect with IFMA’s audience?

Check out our resources and events below:

IFMA Media Planner 2026
IFMA's World Workplace Europe 2026
- March 11-12, 2026 | The Hague, Netherlands
IFMA's World Workplace Asia-Pacific 2026
- May 6-7, 2026 | Hong Kong
IFMA's World Workplace 2026
- November 18-20, 2026 | Anaheim, California

Contact expoadv@ifma.org for more information!

Do I need to purchase lead retrieval?

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 from eShow, 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.

How does lead retrieval work?

When an attendee approaches the booth, their badge will have a QR code that you can scan to receive their information. Once scanned, custom qualifiers or survey questions can then be applied to the lead. The qualifiers and survey questions have to be set up before scanning. They can be set up either through the app or on the web portal.

Access to the app activations and web portal access will be sent a week prior to the show. Lead data can be downloaded in an excel format from the web portal. Any qualifiers added or survey questions answered would display on the excel sheet.

Do I need internet to use lead retrieval?

The device will need a data connection or internet access to download the app and to download the database during activation, which we recommend doing prior to show time. The app sends data to a web portal as the leads are scanned. If it doesn’t have a connection, it will store the leads on the device. You can perform a sync to the web portal when the device has a connection. The device does not need a data connection or internet access to scan badges and store the lead data.

How do I register my booth staff?

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.

Am I automatically registered as booth staff when I sign up for a booth?

Exhibitors are not automatically registered as booth staff. Everyone attending Facility Fusion 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".

What is the difference between a Full Event Exhibitor badge and an Exhibitor Staff badge?

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
Education sessions, all days
Tuesday Opening Power Speaker Luncheon
Tuesday Welcome Reception
Wednesday Networking Lunch on the Expo Floor
Wednesday Interactive Power Speaker
Thursday Closing Power Speaker Luncheon
All networking events & breaks

Exhibitor Staff registration includes:

Expo hall access during exhibitor move-in, show hours, and exhibitor move-out.

The Facility Fusion 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.

Can I purchase extra badges?

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$585.
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.

Where can I pick up my badge onsite? Can someone else pick up my badge?

Badge pickup & registration will be on the 2nd floor, in the Yosemite Foyer of the hotel.

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.

Is there Wi-Fi at the conference venue?

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.

Where can I park?

Hilton San Francisco Union Square parking rates:

• Self Parking US$70
• Hourly Rate US$14/Hour

Hilton San Francisco Union Square address:

333 O’Farrell St,
San Francisco, CA 94102

Who do I contact onsite for help?

Lead retrieval and registration (eShow) onsite help:

2nd floor - Registration desk, in the Yosemite Foyer.

General service contractor and electrical (Freeman) onsite help:

4th floor - Inside Grand Ballroom, behind booth 314.

Where can I print something onsite?

There is a Fed-Ex inside of the hotel. You can find their hours and in-store services through their website.

What is the dress code for exhibitors?

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.

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.

Important: Booth representatives wearing distinctive costumes, carrying banners or signs separately, or as part of their apparel, must remain in their booth. Demonstrations and discussions are limited to the booth space only.
Booth representatives found to be wearing inappropriate clothing will be asked to change or leave and IFMA will not be liable for damage of any kind if such action results in the booth being unattended.

Learn more here: Terms & Conditions: Section 9 - Booth Staffing/Activities

Is there a floorplan I can print or download?

The floorplan can be accessed and printed here.

Are food and beverages allowed on the expo floor?

Food & Beverage Distribution
Any food and beverage (including alcohol) distributed at the Event Venue must be ordered from the exclusive food & beverage/catering provider 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.