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TRADE SHOW

Be an Exhibitor at the IAFE Convention & Trade Show
We appreciate your interest in becoming an exhibitor

Exhibitor Priority Points

 

1. IAFE Exhibitors receive one point for EACH consecutive year of exhibiting in the IAFE Trade Show. If a year is missed, the total is reset to zero.
2. IAFE Exhibitors receive one point for EACH prior booth purchased (capped at 100). This is a total of all booths purchased since the inception of the Priority Point System.
3. IAFE Exhibitors receive one point for each $1,000 sponsorship during the previous 12 months (capped at 20 points per year).
4. Titanium Level Sponsorship ($20,000 and up) exhibitors receive priority assignment over the total priority point total.

 

To utilize your IAFE Exhibitor Priority Point total, you must apply by May 1st of each year – as booth assignments are made May 1st. Applications received AFTER May 1 will be assigned after those who applied before the May 1 deadline.

Trade Show Information

BOOTHS
All individual exhibit spaces measure 10 feet wide by

10 feet deep. The booths will feature a back wall 8 feet

high, and side rails 36 inches high. The floor is NOT

carpeted. Show Management strongly suggests ordering

carpet from the official show decorator, Paramount

Convention Services, for a more professional appearance

and the comfort of your feet. The background color (drapes)

will be black. Each booth has one 7" x 44" two-line

identification sign. The height of built displays must not

exceed 8 feet across the back without permission from the

Trade Show Management. The sides must not block out

adjacent booths; the exhibit may only extend up to 4 feet

from the back wall if the exhibit is over 3 feet tall. Side rails

on corner booths can be removed. Any special signs may be

ordered from the decorator.
 

CEILING HEIGHT, FLOOR LOAD, AND

FREIGHT ACCESS DOORS
The ceiling height in the Phoenix Convention Center

Exhibit Halls is 35 feet and the floor load is 300 pounds

per square foot. Freight doors leading to the Halls can

easily accommodate road-legal vehicles/trailers.
 

SETTING UP OF EXHIBITS
Paramount Convention Services and the IAFE value you

as a customer and want your experience in Phoenix to be

pleasant. The following information should help plan your

participation in the IAFE Trade Show.
 

Exhibitors who drive in their materials in their own privately owned vehicles (POVs) will be allowed to move in on their own through a marked door designated by Paramount Convention Services. POVs will only include cars, SUVs, or pick-up trucks. There is a 20-minute time limit for POV move-in. Exhibitors must provide their material handling equipment or request assistance from the show decorator. All other vehicle types will need to hire labor to unload.
 

Exhibitors desiring to unload at the convention center dock area should obtain clearance from Paramount Convention Services before pulling into the loading/unloading area. The entrance to the dock area is on 5th Street (look for Service Entrance - Upper level. Once up to the 3rd level, a Paramount Convention Services representative will be stationed near the loading/unloading area to direct you. The Dock hours are 8:00 a.m. - 6:00 p.m. on Sunday, December 1, and 8:00 a.m. - 11:00 a.m. Monday, December 2. Exhibitors that include trailers or vehicles as part of your exhibit must move in on Sunday.
 

Exhibitors can pull up to the outside dock area to unload. You will NOT be allowed to leave your vehicle unattended for emergencies, so one person MUST remain with your vehicle at ALL times. You will be limited to 20 minutes in the unloading area so other exhibitors can move in. Please ask staff to comply with these rules accordingly.

 

For items that you are physically unable to move in yourself, Paramount Convention Services will have a POV rate to move-in exhibitors based on a roundtrip package of a half-hour increment for the in and a half hour for the out. Exhibitors can find this information in the Paramount Exhibitor kit, posted online around September 1.
 

Exhibitors who move cartons and products into the hall will be responsible for removing and returning empty containers off-site. NO STORAGE WILL BE ALLOWED IN THE EXHIBIT AREA PER THE FIRE MARSHAL. This rule will be strictly enforced. Your cooperation is appreciated.
 

ELECTRICAL LIGHTING
General illumination in the exhibit area is very good. Additional lights and electrical outlets may be arranged through the electrical contractor, Commonwealth Electric.

INSURANCE REQUIREMENTS
Each exhibitor must furnish an original insurance certificate to participate in the Trade Show. Per the following requirements, the certificate must be sent to the IAFE office on or before November 1, 2024. The insurance policy must cover the show dates, including set-up and teardown (December 1-4). The coverage must be for general liability with a combined limit of $1,000,000. All insurance must be on an occurrence policy and include the IAFE and the Phoenix Convention Center as additional insured. If you do not have a General Liability policy, you can purchase insurance coverage from the IAFE. Please contact the IAFE office for details.

 

COOKING OR FOOD SERVICE
Cooking and/or serving food or beverages will be permitted only with the approval of the IAFE, the Phoenix Convention Center, and Aventura. In addition to the insurance requirements for all exhibitors, companies serving food or beverages must have a policy that includes product liability. Please contact Show Management for approval on cooking/cooking methods and information on food service options in the Trade Show.

 

THE DISPLAY OF ANIMALS
Any exhibitor who wants to display an animal must first receive permission from the IAFE Show Management.

 

DEMONSTRATIONS AND PERFORMANCES
Booth demonstrations and performances shall not disturb adjacent exhibitors and their patrons. Musical instruments and P.A. systems may not be used. Performances utilizing the Beyond the Booth areas are subject to approval by IAFE Show Management. No hazing, smoking, or fog is permitted with any exhibit.

 

FIRE DEPARTMENT REQUIREMENTS AND MOTORIZED VEHICLES
a. Any static vehicle display must first be approved by show management and then the Fire Marshal. Visqueen is required under all displayed vehicles.
b. Once approved, automobiles, trucks, motorcycles, and other motorized vehicles displayed shall have their batteries removed or battery cables disconnected. The fuel tank should be at most one-fourth of a tank full and must be sealed with tape or locked. Exhibitors must safeguard their garden tractors, snowmobiles, chainsaws, or other gasoline-powered equipment. Contact IAFE Show Management for information.

 

OFFICIAL SHOW DECORATOR AND OFFICIAL DRAYAGE FIRM
Paramount Convention Services
Phone: (314) 621-6677

 

SHIPPING INSTRUCTIONS
Exhibitors desiring to ship freight must send all freight directly to the Paramount Convention Services on a PREPAID basis. COMPLETE SHIPPING INSTRUCTIONS included in the exhibitor's kit.

 

REGISTRATION
A kit of pertinent materials and trade show admittance badges for the people manning your exhibit will be available for pickup on Sunday, December 1, from 8:00 a.m. - 6:00 p.m. or Monday, December 2, from 7:00 a.m. to 12:00 p.m. Each exhibitor will receive two (2) badges for the first booth purchased and two (2) additional badges for each additional booth purchased. Badges above the allotment are $50. Please note that the IAFE office must receive the list of people manning your exhibit by October 11, 2024.

 

LOUNGE AREA
The floor plan includes a lounge area. This area will offer exhibitors a break and resting area and help retain attendees to the Trade Show area.

 

TRADE SHOW COMMITTEE
The IAFE Trade Show Committee will monitor the Trade Show and have authority to act on behalf of Trade Show Management. Vendors who are not registered Trade Show exhibitors will be asked to leave.

 

TRADE SHOW DRAWINGS

If exhibitors hold individual prize drawings at their booths, IAFE show management must approve the drawing. Show management will not announce booth drawings on the microphone but will provide an area/signage to post winners. All gifts or prizes distributed by exhibitors through drawings must be registered and approved in writing by IAFE show management before December 2.

Exhibitor
Setup
Open to Attendees
Room
Closes
Sunday

Monday

Tuesday
8 AM

8 AM

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NOON*

11 AM

3 PM
6 PM*

5 PM

1 PM

5:30 PM+

Exhibits MUST be open and staffed at all times during show hours.

*Exhibitors utilizing the dock for unloading must arrive before 6
p.m. on Sunday and before 11:00 a.m. on Monday. Please refer to Setting Up of Exhibits regarding specific set-up instructions. Exhibits must be ready by 11:00 a.m. Monday.

+Exhibits MUST NOT be disturbed, dismantled, or removed before 5:30 p.m. Tuesday. However, exhibits must be dismantled, packed, and removed from the convention center by Noon on Wednesday.

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