Exhibitor Service Manual

International Fastener Expo 2026

 

📍 Phoenix Convention Center — Halls 1-4 — Phoenix, AZ

 

International Fastener & Assembly Summit: October 7, 2026

International Fastener Expo: October 8-9, 2026

📅 Show Schedule & Key Dates

 

🕤 Show Schedule

Event	Date	Time	Notes
Advance Move-In for Exhibitors >400sf	Tuesday, October 6	2:00 PM – 6:00 PM	Reserved for exhibitors with footprints 400sf or larger only
Exhibitor Move-In	Wednesday, October 7	8:00 AM – 8:00 PM	All booths must be show-ready by 8 PM
Show Day 1	Thursday, October 8	9:30 AM – 4:00 PM	Expo hall open to exhibitors 1 hour before
Show Day 2	Friday, October 9	9:30 AM – 3:30 PM	Expo hall open to exhibitors 1 hour before
Move-Out Day 1	Friday, October 9	3:30 PM – 8:00 PM	After show close; early breakdown is prohibited
Move-Out Day 2	Saturday, October 10	8:00 AM – 12:00 PM	Carriers must be checked in by 10am and all materials must be removed by 12pm

⚠️ IMPORTANT: All booths must remain set until 3:30 PM on Friday, October 9th. Early teardown is strictly prohibited. All carriers must check in by 10:00 AM on Saturday, October 10th.

❗️Key Dates

Date	Event	Notes
Thursday, August 27	EAC Designation Forms Due	Submit your Exhibitor Appointed Contractor forms before this date.
Tuesday, September 8	Freeman Discount Deadline & Advance Warehouse Opens	⚠️ Discount deadline for orders through Freeman. Crated shipments may begin arriving at the Advance Warehouse.
Friday, September 18	SmartCity Discount Deadline	⚠️ Discount deadline for internet and telephone orders through SmartCity.
Monday, September 21	Commonwealth Electric Deadline	⚠️ Discount deadline for electrical service orders through Commonwealth Electric.
Wednesday, September 30	Freeman Advance Warehouse Surcharges Begin	⚠️ Surcharges begin for shipments arriving at the Freeman Advance Warehouse on/after this day.
Tuesday, October 6	Direct-to-Show Shipments Begin	Freeman will begin receiving direct-to-show shipments on this day. Early arrivals will be refused. Coordinate closely with your carrier.

🛒 Vendors & Orders

Official service providers for IFE 2026. Order early to take advantage of advance pricing.

Vendor	Services	Action
Freeman	Furniture, Labor, Signs & Graphics, Freight/Shipping	Order Online →
Commonwealth Electric Company	Electrical / Power, Air, Water	Order Online →
EvolveCon / HotelMap	Official Housing & Hotel Booking	Book Hotel →
Aventura	Catering & F&B (Exclusive Provider)	Order Catering →
TLC Plant Services	Floral	Download Form →
SmartCity	Internet & Telecomm	Order Online →
SmartSource	Audio Visual Equipment	Order AV →
Pride Group Security	Booth Guard Service	Download Form →
Marsh / TotalEvent Insurance	General Liability Insurance — $65 + tax	Purchase Insurance →
Phoenix International Business Logistics	International Freight & Customs	Shipping Guidelines →
PWP Studio	Booth Photography	Order Online →
UPS Store @ Phoenix Convention Center	Printing, small package shipments, etc.	Info →

🛡️ Insurance & COI

Required Coverage

International Fastener Expo 2026 does not provide any type of insurance coverage for the property and/or personnel of exhibiting companies. Exhibitors must maintain insurance that meets the requirements below and provide proof prior to the show.

An exhibitor shall, at their own expense, secure and maintain through the term of this contract, including move-in and move-out days, the insurance listed below. All such insurance shall be primary of any other valid and collectible insurance of the exhibitor and shall be written on an occurrence basis. Claims-made policies are not acceptable and do not constitute compliance with the exhibitor’s obligations under this paragraph.

Insurance requirements for exhibiting companies:

• Workers’ Compensation Insurance unless you are the sole proprietor. A sole proprietor is a business entity that is owned and run by one individual. If you have even one other person in the booth working with you, you will need worker’s compensation coverage.
• Comprehensive General Liability Insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products, and liquor liability (if applicable).
• Automobile Liability Insurance with limits no less than $500,000 for each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned, and hired vehicles, including loading, and unloading operators. Auto coverage is only required if there is a vehicle in your booth or if you are using a designated loading/unloading area i.e., POV area.

Comprehensive General Liability and Automobile Liability insurance policies shall list as additional insured: Emerald (Show Management), Phoenix Convention Center (Facility), and Freeman (General Service Contractor). If requested, copies of additional insured endorsements, primary coverage endorsements, and complete copies of policies satisfactory to Emerald, shall be furnished to Emerald sixty (60) days before the first day of the event. Certified copies of the Certificates of Insurance or policies shall ensure that they may not be canceled without a 30-day advance written notice to Emerald.

Certificate of Insurance (COI) Requirements

Producer: Name, address, and phone number of the insurance carrier

Insured: Company name, address, phone number, and booth number

Additional Insured: Emerald (Show Management), Phoenix Convention Center (Facility), and Freeman (General Service Contractor)

Certificate Holder:

Emerald X, LLC / International Fastener Expo 2026
31910 Del Obispo, Ste 200
San Juan Capistrano, CA 92675

Coverage Dates: October 6-10, 2026

Upload Your COI View Sample COI Purchase General Liability Insurance — $65 + tax

REPORTING: In the event of damage or loss of property, or an accident or injury, it is your responsibility to contact your insurance broker or carrier immediately.

📋 Show Planner Checklist

🏗️ Booth Regulations

IFE is a Line of Sight show. Booths must maintain reasonable sight lines from the aisle. Show Management may remove or modify non-compliant structures at exhibitor expense.

In the rear 5′ of the booth, a maximum height of 8′ is permitted for Linear and Corner booths and 12′ for Perimeter booths, with a 3′ height restriction in the remaining space forward to the aisle. Materials within the booth must be constructed so not to obstruct sight lines of neighboring exhibitors.

Signs, logos, and graphics placed along booth edges may not face into adjacent booths.

Exhibit Hall: Not carpeted, aisles are not carpeted, and exhibitors are not required to provide any floor covering, but must be fire retardant if utilized.

Show Colors: The back wall and side rail drape will be black.

Early Teardown: Strictly prohibited.

Footprint Rule

The width and depth of your booth structure should be designed so any side adjacent to another exhibitor’s booth is 3 inches less than the actual dimensions of your booth space. This is to allow space for the dividing drape and utility cables/hoses that must be run between booths.

Exposed Surfaces

Any unfinished and exposed portion of an exhibit must be made presentable prior to show opening at the expense of the exhibitor. All exposed exhibit components must be finished, painted, and with no visible framing or exposed wires.  Show Management reserves the right to determine whether a wall is finished and may order draping of exposed sides at the exhibitor’s expense.

Standard Booth Equipment

Booth Type	Back Wall	Side Rail	ID Sign	Notes
Linear/Inline	8′ high black pipe & drape	3′ high black pipe & drape	11″×17″	Included <300sqft, >300 sqft ID sign by request only
Peninsula	8′ high black pipe & drape	N/A	11″×17″	Included <300sqft, >300 sqft ID sign by request only
Split Island	8′ high black pipe & drape	N/A	None	Order from Freeman
Island	None provided	N/A	None	Order from Freeman

Booth Type Guidelines

Linear / Inline (including Corner & Perimeter)

Straight-line booth, neighbors on each side, one aisle. 10′ deep × multiples of 10′ wide.

• Max height rear 5′ of booth space: 8′ height restriction
• Front zone (first 5′ of booth space): 3′ height restriction — no line-of-sight obstruction.
• Wiggle room: 3″ less than booth dimensions on adjacent sides.
• Floor covering: Not included and not required; if utilized, flooring must cover entire booth and be made of flame retardant material.
• Corner booths: Same rules as above, two aisle sides exposed.
• Perimeter booths: located against wall; 12′ height restriction in rear 5′ of booth space.
• Hanging signs: NOT permitted for linear or endcap booths.

Peninsula/End Cap

3-side aisle exposure, min 4 booths, backs to linear. Typically 20’×20’+.

• Back wall within 5′ of aisle: Max 3′ high.
• Center max height: 16′ including signage.
• Sign setback: 10′ from aisle.
• Hanging signs: Not permitted (unless variance approved).
• Exposed surfaces: Must be finished, painted.

Island & Split Island

4-side aisle exposure. Typically 20’×20’+.

• Max height: 16′; you may utilize full cubic content.
• Hanging signs: Permitted for 400+ sq ft islands.
• Split Island: Shared back wall. 16′ max combined. 3″ wiggle room.
• Multi-level: Requires approval + architect plan 60 days prior.
• Covered exhibits: Variance required; upper level not occupiable.

Booth Comparison

Attribute	Linear	Corner	Perimeter	Peninsula	Island
Aisle exposure	1 side	2 sides	1 side	3 sides	4 sides
Max height of booth contents in rear 5′ of booth	8′	8′	12′	16′ ctr, then 3′	16′
Max height of booth contents in front 5′ of booth	3′	3′	3′	3′	No limit
Drape included	✅	✅	✅	✅ backwall only	❌
Hanging signs	❌	❌	❌	❌	✅ 400+sqft

Hanging Signs & Airborne Objects

Eligibility: Island booths 400+ sq ft ONLY. Linear, Corner, Perimeter and Peninsula do NOT qualify.

• Max Height: Max 25′ from floor to top of sign; combined structure + sign ≤ 25′
• Required Clearance: 5′ of clearance is required between the top of the tallest point of your booth structure and the bottom of the sign.
• Weight Requirements:
  • Signs under 100 lbs are hung by Freeman
  • Signs 100+ lbs must be rigged by AV Concepts (exclusive in-house rigging provider). Submit drawing and order labor here →.
• Drones/UAVs: Prohibited
• Balloons: Helium balloons are not permitted in the Phoenix Convention Center.

Hanging Sign Approval Form Booth Variance Request

Food Demonstrations

Aventura is the exclusive F&B provider. All food and beverage samples brought into the Phoenix Convention Center must have written approval from Aventura prior to the event. For more information, email [email protected] or call 602-534-1216.

🚚 Freight & Shipping

Warehouse Rules & Restrictions

• Warehouse receiving hours are Monday through Friday, 9 AM to 3 PM.
• Certified weight tickets must accompany all shipments.
• If required, provide your carrier with this phone number: (888) 508-5054.

Please note that the Freeman warehouse does not accept uncrated freight (loose, pad-wrapped material, and/or un-skidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 4,500 pounds, or a single piece of freight beyond the dimensions of 108 inches high x 93 inches wide x 144 inches long.

⚠️ Any materials received by Freeman are subject to material handling charges and are the responsibility of the exhibitor. This also applies to items not ordered through the Official Show Vendors. More information can be found in the Shipping & Material Handling Information section of Freeman Online.

Material Handling

Included: Unloading, delivery to booth, empty crate storage, return at close, and loading on to your outbound carrier.

NOT included: Disposal of materials (charged separately), forklift labor to position displays within your booth (drop off service only).

Hand Carry / Self-Unloading / Personally-Owned Vehicle (POV)

Full-time personnel of the exhibiting company may hand carry:

• Under 300 lbs by one person, using the main entrance only (no loading dock access).
• From a POV = sedan, van, SUV, or pickup truck.
• Utilizing only small 2-wheeled dolly or hand truck; no powered equipment.

Outbound Shipping

1. Complete Material Handling Agreement (MHA) before show close.
2. Pre-printed MHA and labels will be delivered to your booth.
3. Submit at Freeman Service Desk before material release.

International Freight

Phoenix Logistics, Inc. — Official international freight forwarder

Email: [email protected]

Download International Shipping Instructions

👷 Labor & EAC

❗️Union Labor Rules and Regulations Apply to the Phoenix Convention Center

Full-time employees of your company may set up their own exhibits. Union labor is available but not required. Exhibitors may NOT use power tools: Freeman is the exclusive provider of all powered equipment and associated labor. Tipping is expressly prohibited.

Union Jurisdictions

Union	Covers
Material Handling	Stagehand Local #36 has jurisdiction via a labor agreement with Freeman for the loading and unloading of all trucks, trailers, and common and contract carriers as well as the handling of empty containers and the operation of material handling equipment. It also has the jurisdiction for the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment as well as the reverse process. Freeman has the responsibility to manage docks and schedule vehicles for the smooth and efficient move-in/move-out of the trade show. Freeman will not be responsible for any material it does not handle. Exhibitors may “hand carry” material provided they do not use material handling equipment to assist them (two-wheeled carts/dollies are allowed). When exhibitors choose to “hand carry” material, they will not be permitted access to the loading dock/freight door areas and must enter via main entrances.
Exhibit Installation & Dismantling	Stagehand Local #36 has jurisdiction via a labor agreement with Freeman for the erection, touch-up, dismantling, and repair of all exhibits when this work is done by persons other than your full-time company personnel. This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging of signs and decorative materials from the ceiling, placement of all signs and the erection of platforms used for exhibit purposes. Jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products, or the performance, testing, maintenance or repairs of your products. If full-time company personnel are utilized to set an exhibit, they must carry company identification such as a medical identification card or a payroll stub. The utilization of workers hired from a non-union agency or company is prohibited.
Electricians	Power lines, connections, lighted signs/headers

Exhibitors Can / Cannot

Category	Task	✅ Exhibitors Can	❌ Exhibitors Cannot
Construction 🦺	Use power tools or other types of carpenter/construction equipment.		❌
Construction 🦺	Choose to utilize their own full-time employees to set up and dismantle exhibit.	✅
Construction 🦺	Hire an EAC (Exhibitor Appointed Contractor) to perform work.	✅
Freight 📦	Move any freight by hand carry.	If materials are <300lbs, carried by one person, and by using no more than a two-wheeled cart/dolly	>300 lbs, if it requires more than one person and/or requires a cart/dolly with more than 2 wheels
Freight 📦	Move any freight from a vehicle larger than an Econoline van.		❌
Freight 📦	Move any freight transported on equipment larger than a two-wheeled baggage cart		❌
Electrical ⚡️	Plug in their own devices and equipment for properly ordered 110-volt electrical service of 1500 watts or less.	✅
Electrical ⚡️	Install or hang up to four small clip-on lights per booth.	✅
Electrical ⚡️	Distribute electrical equipment necessary to provide electrical service.		❌
Electrical ⚡️	Connect modems, printers, computers and keyboards, test and tune own equipment, and run their own communications cable between machines in the same booth above the booth carpet.	✅
Merchandising 🏷️	Test and tune equipment.	✅
Merchandising 🏷️	Unpack, pack, and arrange their merchandise and products in their exhibit.	✅
Merchandising 🏷️	Clean and wipe down their products and display merchandise and parts of their exhibit not installed by other Freeman labor.	✅

Exhibitor Appointed Contractor (EAC)

EAC Requirements & Process

An EAC is a company or contractor hired by the exhibitor, but not an employee of the exhibiting company or an official show contractor (e.g. Freeman). EACs typically handle installation and dismantling, but can also include supervisors, technicians, photographers, audiovisual providers, floral services, furniture, flooring, and other necessary contractors during move-in and move-out.

• Complete EAC portal documents
• Submit valid Certificate of Insurance
• Agree to Rules & Regulations
• $300 admin fee per booth location
• ⚠️ Deadline: August 27, 2026

EAC Portal EAC Process EAC Rules & Regs

Building Rules, Safety & Cleaning

• It is strongly recommended that all exhibitors review and understand the Phoenix Convention Center Operational Policies and Procedures Guide for Fire Marshal regulations and specific policies that directly pertain to your booth design and demonstration plans.
• OSHA compliance required.
• Clean Floor: Cleaning available to be ordered via Freeman.
• Empty crates: Freeman stickers; stored off-floor, returned at close.

Excessive/Bulk Trash, Booth & Material Abandonment

• Exhibitors promoting giveaways from their booths which generate excessive trash are required to order porter service for their booth.
• Exhibiting companies are required to make cleaning and labor arrangements for booth materials and for dismantle and/or removal. It is expected and required that all the exhibiting material be removed at the end of the show.
• It is not appropriate for bulk material to be left in the aisles during move-in or left behind during move-out. Any bulk trash which consists of display materials, carpet, padding, crates, and/or pallets will be disposed of and charged both a handling fee and disposal fee during exhibitor move-in.
• Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items. Charges may include Installation & Dismantle Labor, Forklift & Rigging Labor, and/or Dumpster Fee. The exhibitor will be charged for the removal and disposal of these items.
  Show Management and the facility are NOT responsible for the recovery of abandoned materials that are left in an exhibitor’s booth past the move-out dates and times as published.

Facility Care

• It is understood that exhibitors shall neither injure, nor mar, nor in any manner deface the premises. No bolts, screws, hooks, or nails shall be driven into or otherwise attached to the walls or floors of the exhibit areas.
• No part of the display may be attached to or otherwise secured to the columns, drapery backdrop or side dividers. Decals or other adhesive materials shall not be applied or affixed to the walls, columns, or floor of the exhibit areas.
• All curtains, draperies and decorations made from textiles of combustible fiber or other flammable materials must be flameproofed in the manner approved by all applicable jurisdictions.
• Exhibitor shall promptly pay for any and all damages to the facility, booth equipment or the property of others caused by the exhibitor or any of its employees, agent’s contractors, or representatives.

⚡ Utilities

• Electrical: Order through Commonwealth Electrical.
• Lighting: Must stay within your booth boundaries. No projecting onto aisles or into neighboring booths.
• Plumbing (air, drains, gas, water): Order through Commonwealth Electrical.
• Internet & Telephone: NOT included. Order through SmartCity. Free WiFi available in public spaces, not in expo hall or meeting rooms.

Order Utilities from Commonwealth ElectricOrder Internet from Smart City

📐 Onsite Policies

Display Rules

• Animals: Domesticated require approval. Service animals always permitted (ADA).
• Booth appearance: Line of Sight enforced. Heights above 8′ only for 400+ sqft islands or Perimeter booths as outlined above.
• Canopies: Tents and//or booth coverings require prior approval and permitting from the building and county Fire Marshal.
• Product display: No aisle obstruction, fog machines, or competitor product promo.
• Trademarks: Exhibitor solely responsible for licensing.
• Vehicles: Freeman spotting required in addition to full compliance of the rules outlined on pages 6 and 7 of the PCC’s Operational Policies and Procedures Guide.

Demonstrations & Conduct

• Good Neighbor: All activity within your booth. No aisle encroachment.
• Food & Beverage: Aventura is the exclusive caterer and samples must be preapproved. No peanuts/cotton candy.
• Hospitality: No off-site events during show hours. Written approval for suites.
• Noise: ≤80 dB at aisle. ASCAP/BMI licensing is exhibitor’s responsibility.
• Raffles: Allowed if legal; regulated by Show Management.

Additional Policies

• ADA: All exhibitors must comply.
• Promotional items: Within booth only. No distribution on tables/chairs, in public areas, at hotels, etc. This list is non-exhaustive.
• Photography: Own booth only. Outside photographer needs written approval. No photography in conference sessions.
• Selling: Retail sales are NOT permitted on the exhibition floor at any time. Violations will results in immediate closure of booth with no refund.
• Sharing space: No unauthorized sharing. No aisle bridging.
• Suitcasing and Strolling Entertainment: Prohibited. Removal without refund.

🔒 Security

24-hour perimeter security is provided during move-in, show, and move-out. Show Management and venue assume no responsibility for loss, damage, or theft.

8 Tips to Protect Your Product

1. Monitor your booth during product delivery.
2. Consider hiring an overnight security guard.
3. Inventory freight after delivery and note any damages.
4. Don’t list crate contents on the exterior.
5. Cover displays with a tarp after hours.
6. Don’t leave valuables under skirted tables.
7. Keep booth staffed at all times during show hours.
8. Stay until all product is cleared during move-out.

Order Booth Guard Service (Pride Group Security)

🎫 Registration & Badges

Staff Badges

• Allocation: 3 complimentary badges per 100 sq ft.
• Register: Using the unique registration link sent by email from [email protected].
• Pickup: Each person with photo ID. No proxies allowed.
• Rules: Badges are non-transferable and must be worn at all times. Lending = confiscation.

Admission Policies

• Hall entry: Badge required. Designated entrance only.
• Children: No one under 16. No strollers.
• Early hall access on show days: 1 hour before show opens.
• EAC wristbands: Check in and pick up wristband at entrance to Hall 3. EAC company name must be submitted by August 27 using the EAC Designation Portal.
• Guests: Guest badge required at all times.

📍 Hotel