Exhibitor Logistics
You can register your staff (including exhibitors, booth staff and any speakers) using the Exhibitor Registration Form. Each pass gives full access to the entire conference. You will receive an invitation with a unique code via email after you are confirmed as an exhibitor at FreedomFest and your sponsorship is paid in full.
Once you or a staff member are registered, special events and excursions can be added to the individual registration passes as desired.
Additional passes can be purchased at the discounted rate of $375 each using the link above.
Contact us at 855-850-3733 ext 203 or email [email protected] if you need your code or have other questions.
Wednesday, July 10
9am Registration and Load-In Begins
5pm Booth Set Up Must Be Complete
6:30-8pm Welcome Reception and Grand Opening of the Exhibit Hall
Thursday, July 11
8am-4pm Exhibit Hall is Open
Friday, July 12
8am – 4pm Exhibit Hall is Open
Saturday, July 13
8am – 2pm Exhibit Hall is Open
2pm Load-out Begins : Your Exhibitor Agreement clearly stated no breakdowns before 2pm. Early breakdowns may only occur with advance, written permission from FreedomFest. Breakdown must be started by 3pm due to a tight load-out schedule.
4pm Shippers Must Check-in
5pm Booths Must Be Clear
6pm Shipping Must Be Complete
We have several types of exhibit spaces:
- Exhibit Tables (Bronze): 6′ teal-color skirted tables with two chairs, wastebasket, and ID sign. Located around the perimeter of the Exhibit Hall.
- Exhibit Booths (Silver, Gold): 10×10 booth spaces with 6′ teal skirted table, 8′ high back and 3′ side teal-color pipe-and-drape, two chairs, wastebasket, and ID sign.
- Premium Exhibit Booth (Platinum): 10×10 booth spaces with 6′ teal skirted table, 8′ high back and 3′ side teal-color pipe-and-drape, two chairs, wastebasket, and ID sign located at prime locations around the Exhibit Hall.
- Premium Double Exhibit Booth (Diamond): 10×20 booth spaces with two teal 6′ skirted tables, 8′ high back and 3′ side teal-color pipe-and-drape, four chairs, wastebasket, and ID sign located at prime locations around the Exhibit Hall.
- Media Row: 10×10 booth spaces with 6′ black skirted table, 8′ back and 3′ side black pipe-and-drape, two chairs, wastebasket, and ID sign located in the designated Media Row. Some spaces may be shared.
Please note: Booths are assigned based on a variety of factors including sponsorship level, area of expertise, time of signing, and creating a general flow to the hall.
The entire exhibit hall space has light grey carpet with darker gray, blue and beige/cream accents.
Tentative exhibit hall floor plan – subject to fire marshal approval.
Once you are confirmed as a sponsor, our exhibitor services company, Viper, will send you an invitation to the Show Kit with a username and password. For your convenience, here is the link.
If you need your username and password, email Customer Service Representative Elizabeth Santoyo at [email protected] or call 559-977-5533.
Through Viper, exhibitors can order booth displays and furnishings, as well as arrange shipping and receiving of their materials.
Shipping Addresses & Information
ADVANCE WAREHOUSE SHIPMENT ADDRESS
Receiving Dates: June 11th – July 5th
Receiving Hours: M – F | 8 AM – 4 PM
Viper Tradeshow Services
6150 E Tropical Pkwy Suite #115
Las Vegas, NV 89115
DIRECT TO SHOW SITE SHIPMENT ADDRESS
Receiving only: 7/10/24 | 9AM-5PM
Direct shipments will be accepted only on Wednesday, July 10, 2024. Receiving will take place during exhibitor move-in hours.
Caesars Forum
Forum Ballroom
c/o Viper Tradeshow Services
3911 Koval Ln
Las Vegas, NV 89109
Any shipments sent to the advance warehouse or show-site must include your company name and booth number on the freight. If this information is missing, it may result in delays in receiving your freight.
FIRST DAY FOR WAREHOUSE DELIVERIES WITHOUT A SURCHARGE
Tuesday, June 11, 2024
DISCOUNT DEADLINE FOR CUSTOM VIPER ORDERS
Tuesday, June 18, 2024
All orders must be received with payment in full by this date to receive discounted pricing.
LAST DAY FOR WAREHOUSE DELIVERIES WITHOUT A SURCHARGE
Tuesday, July 2, 2024
Shipments that arrive at the warehouse after Tuesday, July 2, 2024 cannot be guaranteed to arrive before show opening. Additional handling charges will be added for expedited trucking and freight.
LAST DAY OF ADVANCE WAREHOUSE RECEIVING
Friday, July 5, 2024 Last day Advance Warehouse will accept exhibit material. (You will be charged a late fee but your freight will be in your booth at the start of exhibitor move-in!)
Expo AV
A/V equipment for exhibitor booths is exclusively ordered through Encore.
Discount Price Deadline for A/V Orders
TBD
Discount?
Link to Expo AV Order form.
Electrical & Internet
Encore also exclusively provides electrical and internet services for your booth. There will be free guest wifi provided in the conference center.
Electric & Internet Order Deadline
Tuesday, June 25, 2024 (15 days before move-in)
All orders must be received and paid in full.
Link to Electrical Order form.
Link to Internet Order form.
TBD
Most Gold, Platinum and Diamond sponsors have 45-minute breakout sessions to use for their own programming. A/V is provided and rooms range in size from approximately 100-300 people. We make the best possible effort to schedule your session at the best possible time, and without conflicts in terms of competing topics.
Most Platinum and Diamond sponsors are also scheduled for main stage general session panels and interviews, ranging from 5-30 minutes depending on the size of the panel. We work to schedule these for best possible impact and time to follow up in the exhibit hall. General sessions on the Main Stage will be video recorded and shared to social media and YouTube throughout the year.
If you have a Breakout Session, please review ALL of the logistics for planning information, presentation specs, and more.
Click here to review the Speaker Logistics to make the most of your Breakout Session! [NEED NEW LINK]
General Session Appearances
For general session panel or stand-alone speeches on the Main Stage, please have speakers arrive in the Speaker Green Room (Room 101), AT LEAST 30 MINS ahead of the scheduled panel or speech start. The green room is directly connected to the backstage. THIS MAY SEEM EXCESSIVE BUT THE CREW NEEDS TIME TO PROPERLY MIC EACH SPEAKER AND THE STAGE MANAGER NEEDS TIME TO BE SURE EVERYONE IS PRESENT FOR A TIMELY AND PROFESSIONAL RUNNING OF THE CONFERENCE.
Provide visuals or presentations (jpg, pptx, mp4) to the sound board at the back of the house in the Main Stage at least 30 mins or more before the start of your session.
Additional information will be sent directly to speakers. Moderated panels will be coordinated in a direct email to all panelists in early June.
FINAL SPECS AND DEADLINES PENDING
Diamond and Platinum exhibitors have general session digital ads that appear on the main stage screens throughout the conference days. Other exhibitors can purchase a general session digital ad before the final deadline on June 15.
Logos or simple visual ads with minimal text work best.
Specs:
- 16×9 ratio
- 1920×1080 resolution (or better)
- JPG or PDF format, vector files also are accepted
Submit to [email protected] by June 15.
Stand out even more with a program bag product or other printed insert. Program bag inserts can be added to any sponsorship. Email us at [email protected] if you wish to add this to your sponsorship package.
$975 for flyers, publications, or other printed items.
$575 for small products, merchandise, or promotional items.
Sponsor is responsible for printing/manufacturing and shipping/delivery by deadline.
Items will be placed at the registration line for attendees to peruse and select as they check-in at the registration desk.
Once you have shipped your items, please email [email protected] with your shipping information, including tracking info and PDF of your bag insert.
Quantity
2000 items
Shipping Dates
Shipments must arrive between June 12 and July 5.
Shipping Label
FREEDOMFEST SHOW MGMT/ProgramInsert/[Exhibitor Co/Organization Name]
c/o Alliance Exposition/ABF/ArcBest Freight
2080 Dunn Ave
Memphis, TN 38114
Special Discounts!
Order your printed materials from one of our preferred vendors and receive a discount on your printing charges.
4imprint.com
Use code B1230 for 10% off your order. Order online at https://www.4imprint.com or contact Jennifer at to place your order.
Cole’s Printing
For great low prices and free delivery from a local Memphis printer, contact Brian at Cole’s Printing at [email protected] or [email protected] or call Brian at 901-340-6807.
Platinum sponsors will be highlighted in at least one major email blast in the months leading up to the conference.
Diamond sponsors will be able to send a dedicated email blast with their own content to our attendee list either before or after the conference.
A limited number of additional email mentions and dedicated email blasts are available. Visit our Additional Branding options for more details.
Specs for Dedicated Email Blasts:
- content copy (700 – 1,200 words)
- 2-3 images free of copyright infringement (1000px width, minimum 72pt-300pt resolution, jpg, png or gif) Images need to be under 1MB.
- Submit images as separate files.
- We strongly encourage you to mention your session title or booth at FreedomFest, if applicable.
- Submit your email content as a Word document with images as attachments (jpg, png, gif). We are unable to draft a custom email from a webpage or PDF.
Choose Your Maildate:
Use the dates provided on our calendar to select your preferred date for your dedicated email blast. We limit the number of emails per week to protect the effectiveness of the list. www.visibook.com/freedomfest
Submit Your Content:
Submit your content at least one week before your selected mail date to [email protected]
One of the most effective ways to maximize your FreedomFest exhibiting experience is to be able to follow up with the people who stop by your booth or attend your session through the American Tradeshow Services LeadCapture system.
Using their handheld device or your own phone/tablet with the app, you can quickly scan any attendee’s badge and obtain their contact information when they stop by your booth.
We recommend you sign up for your LeadCapture license(s) now. Just go to the ATS Leads order page and select the device and/or license(s) you need. After FreedomFest, you’ll be able to download all the leads you captured and follow up with attendees from the conference.
Deadlines:
Order by Friday, June 16, 2023 to receive discounted pricing.
You can order LeadCapture license(s) after this deadline and at the show. ATS will have a company representative on-site.
If you have any questions, email [email protected] or call 985-240-5507.
Make a stronger connection with donors, members, supporters, investors and clients via a hospitality event. Plan a hosted luncheon, breakfast, reception or suite before, during or after the conference day.
Contact us at [email protected] or call 855-850-3733 ext 203 to discuss the best options for your hospitality event.
Deadline for Catering Orders
Wednesday, June 14, 2023
Final Count Confirmation Date
Friday, July 7, 2023
View Menu Options: Sheraton Downtown Memphis 2023 Menus
*For Diamond sponsors only. Each Diamond will be able to select an exclusive and highly impactful premium branding benefit on a first-come, first-serve basis. Diamond sponsors must email their top two choices to [email protected].
Choice Options:
- App Branding – your logo exclusively appears on the FreedomFest app
- Registration Kiosk Branding – your logo exclusively appears on the splash page of all registration kiosks
- Website Footer Branding – your logo exclusively appears on the footer of the FreedomFest website until the end of the 2023 conference
- Program Guide Cover – your logo exclusively appears on the front cover of the FF23 Program guide
- Badge Branding – your logo exclusively appears on all badges
- Other Branding Options will be available
Custom Add-ons and Enhancements
For Sponsorship Expansions, please visit our become an exhibitor page.
contact us
Contact Valerie Durham, Executive Director, or Norann Dillon, Exhibitor Liaison, at [email protected] or call 855-850-3733 ext 203 to discuss your sponsorship at FreedomFest.