PLAN YOUR EXHIBIT

Exhibitor representatives are encouraged to staff their tabletop exhibits during meals and breaks to maximize networking time with Symposium attendees. See the Schedule of Events to plan your time during the conference. A separate break schedule will be included on your table when you arrive. Exhibitors are invited to participate in any educational sessions of interest.

Please note, these deadlines may change as we get closer to the show.

The exhibit hall will be located at:
Hilton Clearwater Beach
400 Mandalay Avenue
Clearwater Beach, FL 33767
(727) 461-3222

Exhibits are located in the lobbies surrounding the session rooms on the main floor.

Parking Info
Valet parking is available at $29. There is no self-parking available.

Housing is open. To reserve your room, please register your booth personnel here.

Deadline: Oct. 11, 2024

Hotels are available on a first-come first-serve basis and typically do sell out fast and before the deadline. Badge registration is REQUIRED to receive the housing link and reserve hotel rooms. Also, ALL exhibit personnel MUST register to attend.

Hotel Reservation info has been included with booth confirmation and is open to current exhibitors or registered attendees only. A company promo code is required and will be emailed to the main exhibit contact once it is available. Contact exhibits@iafc.org for missing codes or assistance.

Note: Contacting the hotels directly will not guarantee the conference room rates. 

The registration link is available here.

• ALL exhibit personnel MUST register to attend.
• Each exhibiting company receives 3 registrations with their tabletop space.
• Badges allow access to the conference events.
• To receive your complimentary badges, you must use the applicable promo code.
• Promo codes have been sent to the primary contact.
• Additional exhibitor conference registrations may be purchased through the registration link above.

Registration Questions: conferences@iafc.org 
Promo Code Questions: exhibits@iafc.org / (703) 896-4830

NOTE: Badge registration is REQUIRED to receive the housing link and reserve hotel rooms.

Here are the official vendors for SUN 2024. Note what is and is not included with exhibiting:

• Included with tabletops: One 6' draped table, two side chairs, one Wastebasket. Ballroom is carpeted. Exhibitor booth liability insurance via Rainprotection.
• Not included with booths: A/V, furniture, electrical or internet.

A/V, ELECTRICAL, INTERNET – ENCORE

• Online Orders and Items
• Discount Deadline: Nov. 1
• Questions/Submit Order Forms:
  • Stephen.Roach@encoreglobal.com
  • (800) 966-4498

SHIPPING – HILTON

• Rates increase after Nov. 1
• The Hilton Clearwater Beach CAN NOT accept payment via email, phone or fax. You MUST email Suzanne DeSousa directly for the secure ordering link.

ALL shipments to the Hotel should be addressed as follows:

Hilton Clearwater Beach
c/o Receiving for [Exhibitor Name/Company Name]
IAFC VCOS, Nov. 14-17, 2024
400 Mandalay Ave.
Clearwater Beach, FL 33767

• Packages are accepted 3 days before the event - Nov. 10, 2024.
• Package arriving prior to Nov. 6 may have additional fees charged.
• Shipping arrangements MUST be made in advance. 
• Fees will be determined based on size and duration.
• The Hilton Clearwater Beach CAN NOT accept payment via email, phone or fax.
• You MUST email Suzanne DeSousa directly for the secure ordering link.

Shipping Questions:

• suzanne.desousa@hilton.com
• (727) 298-1492

You’re already exhibiting at SUN, but how can you increase your chances for attendees to see your message or find you in the exhibit hall? The IAFC Exhibits Team have put together some options from sponsorships to marketing tools to aid your efforts.

• Why Sponsor / View All Opportunities
• Attendee List
• Marketing Toolkit

Registration/Badge Pick-Up

• Expedite the badge pick-up process. Pre-registering ALL staff online before you arrive.
• On-site Badge Pick-Up at the Registration Desk:
  • Location: Lobby, outside Salon A (by General Session Room)
  • Hours:
    • Wed., Nov.13 | 2:00 PM – 6:00 PM
    • Thurs., Nov. 14 | 7:00 AM – 5:00 PM
    • Fri., Nov. 15 | 7:00 AM – 1:00 PM
    • Sat., Nov. 16 | 7:00 AM – 12:00 PM

On-Site Contacts

• IAFC Exhibits Team
  • (703) 896-4830 | exhibits@iafc.org
  • Location: Registration Desk
  • Hours: Move-In/Out & Show Hours

• A/V, Electrical, Internet: Encore
  • Stephen.Roach@encoreglobal.com

Move-In Reminders

• Move-in: Wed., Nov. 13, 1:00 PM – 5:00 PM
• All tabletop booths MUST be set up by 5:00 PM on Nov. 13
• You will see your company name posted on your assigned table.
• Tabletops come with one 6’ draped table, two chairs and one wastebasket. The area is carpeted.
• If you need to order additional items including electricity, the exhibitor order forms will be available in late Summer 2024)

Move-Out Info

DO NOT begin packing or dismantling your booth prior to 2:00 PM on Nov. 15.

IAFC has partnered with specific official vendors/contractors. For insurance and safety reasons, the official contractors designated must be used for the following services (no exceptions will be made). To view a list of the vendors and their info please refer to the Service Vendors section above.

**Important Notice to Exhibitors**
Beware Unofficial Vendors
Companies approaching Exhibitors or Sponsors not found in the exhibitor manual are not officially affiliated with the Show and IAFC cannot assist with any disputes or issues. In addition, materials brought into the facility for display purposes, etc. by companies not on this list may be charged for material handling fees in addition to the fees charged by an UNOFFICIAL vendor.

Beware of Poachers
Exhibitors are often contacted by various vendors looking to get your business. Some of these companies may misrepresent themselves as being associated with IAFC. You may be solicited by companies selling attendee lists, housing companies, etc. If you have any questions, please contact us prior to ordering. Note, IAFC is the only provider with access to attendee lists.