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Exhibitor Benefits Guide & Checklist

Deadline Dates

The following guide contains information related to the fulfillment of your exhibitor benefits for the 2026 IFEA Expo. Please review it carefully to help us ensure that your Expo package is utilized to its fullest potential.

DATE	ITEM
ASAP	Register Your Convention Attendees, Submit Your Certificate of Insurance, and Sign & Return the Booth Acknowledgement Form
ASAP	Book Hotel at Convention Rate (block rates end 9-9-2026)
ASAP	Review Virtual Trade Show Listing on https://www.ifea.com/businesses
July 2026	Expo Booth Assignment Starts
July 2026	Ad Artwork and/or Exhibitor Spotlight Profile Due for ie Magazine #3 Deadline for Ad Artwork - Monday, July 6, 2026
AUGUST 2026	Watch for Expo Decorator Kit email. Exhibitor Discount ENDS Monday, September 21, 2026
8-3-26	Ad Artwork Due for Convention Program
9-9-2026	Last Day for Convention Hotel Room Rate*
SEPTEMBER 2026	Donations for Foundation Auction Items DUE
9-21-26	Watch for Pre-Convention Attendees List Email
9-14-2026	Inserts for Convention Attendee Bags Due to IFEA Headquarters
10-4-2026 thru 10-7-2026	Enjoy the Annual IFEA Convention & Expo
Monday, Oct 5 2:00 pm – 5:00 pm	Exhibitor Move-In
10-05-2026	Ad Artwork Due for ie Magazine Issue #4
10-19-2026	Watch for Post-Convention Attendees List Email

"CONNECT & COLLECT" PIN EXCHANGE

This fun and interactive experience is designed to help drive meaningful conversations, increase booth engagement, and make networking more memorable for attendees and exhibitors alike.

How It Works:

• On DAY TWO of the EXPO, Attendees will visit exhibitor booths, scan a QR code, and engage in a conversation with your team.
• After the interaction, attendees receive your custom braded commemorative collectible pin from your booth.
• Attendees are encouraged to collect and trade pins throughout the EXPO experience!
• IFEA will promote the activity leading up to and during Convention & Expo to encourage participation and booth traffic.

What We Need From You:

To participate, each exhibitor/sponsor should:

✅ Order custom pins representing your company, brand, or organization
(Examples: logo pins, mascot pins, themed event pins, collectible designs, etc.)

SPECIAL OFFER FROM PROMOKING

Our 2026 IFEA Attendee Tote Bag Sponsor and IFEA Member, PromoKing, is offering a special discount exclusively for IFEA exhibitors participating in the "Connect & Collect" Pin Exchange!

10% OFF orders placed after July 1st

Use Promo Code: IFEA26

To order your custom pins, visit:
http://www.mypromoking.com

PromoKing can help you create custom collectible lapel pins that showcase your brand and help attract attendees to your booth.

✅ Create and print a booth sign/poster with a QR code
Your QR code can link directly to:
• Your website
• A lead capture form
• Your CRM landing page
• Contact information or promotional offers

This allows you to easily track booth engagement and generate qualified leads throughout the EXPO.

Why This Works:

• Encourages more meaningful attendee conversations
• Creates a fun, gamified networking experience
• Increases booth traffic and engagement
• Provides easy lead generation and ROI tracking
• Gives attendees a memorable takeaway from your brand

We encourage exhibitors to get creative with their pin designs and make them collectible, interactive, or themed to your organization!

PromoKing San Antonio
Casey Watts
mypromoking@gmail.com

11825 West Ave Ste 109
San Antonio, Texas, 78216
United States
210-440-6970

Note: Participation in the Connect & Collect Networking Pin Exchange is completely optional. The IFEA strives to provide all vendors and suppliers equal opportunity and would also like to share fellow IFEA Exhibitor, Ashworth Awards as an additional resource for custom pin production: Daniel Ashworth, President/CEO | dan@ashworthawards.com | (800) 325-1917 | www.ashworthawards.com

We cannot wait to see the creativity and engagement this brings to the EXPO floor in Tucson!
http://www.mypromoking.com

Certificate of Insurance

All exhibitors are required to furnish a Certificate of Insurance to the IFEA, at the time of registration, listing the International Festivals & Events Association (IFEA) as an additional insured. The coverage must be on an occurrence policy for General Liability with a combined single limit of $1,000,000. The address to include on the additional insured certificate is:

International Festivals & Events Association (IFEA)
10400 Overland Rd. #356
Boise, ID 83709

Booth occupancy will not be allowed until the certificate is received.

If you do not already have an insurance provider in place, IFEA AEP and Sponsor Kaliff Insurance has policy options available. Contact David Olivares at david@kaliff.com or 210-829-7634 for more details.

Questions?

Questions regarding the convention itself, space assignments, event schedules, and any IFEA-related exhibitor benefits should be directed to:

Carrie Ring, CFEE
Director of Partnerships & Programs
O: 208-433-0950 x8120
C: 602-791-1393
expo@ifea.com

Please Note: Beginning Thursday, 10/2/2026 I will be on-site. If you need to reach me after that point, please call or text my mobile phone 602-791-1393 or stop by the IFEA Registration Desk.

Attendee New Business Incentive

Thanks to our Expo Incentive Program, attendees have more reason than ever to make their purchasing decisions during the Expo! For each attendee doing new business (not an existing customer) with an IFEA Exhibitor at the Convention/Expo, IFEA will apply a $100 discount towards their 2027 Annual Convention & Expo registration, up to a maximum of $500 off per organization. To qualify, each transaction must be valued at $100 or more.

Help attendees maximize their spend and experience the satisfaction of a great deal! A tabletop sign with the QR Code for the form will be provided at your booth at load-in. Use them as a conversation starter!

Forms can be submitted online through March 31^st, 2027!

Media Toolkit

Are you ready to make this year's IFEA Convention & Expo the most dynamic and captivating gathering of industry professionals to date? We need your help! Join us in attracting even more festival and event industry professionals to the Convention & Expo by sharing on your social media platforms. Visit our Media Toolkit for content and graphics.

Pre & Post Convention Attendee Mailing Lists

Pre and Post Convention Attendee lists will be sent out on 9/21/26 and 10/19/2026, respectively.

Use these lists to contact attendees before the Convention to let them know you’ll be there and what booth you’ll be in, and to follow up after the Convention with those you met and those you’d still like to connect with.

Note: European Union contacts will be protected in accordance with GDPR policies.

Booth Information

DECORATOR KIT WILL BE SENT IN AUGUST 2026.

Each booth space is 8’ DEEP x 10’ WIDE and includes an 8’ tall backdrop drape, 3’ tall side dividers, and an ID Sign. The IFEA has secured the services of Arizona Cine Equipment to provide a full range of rental services to assist you in maximizing the impact of your exhibit, from shipping, to furnishings and electricity, to labor assistance. Please note there is a Discount Deadline of September 21, 2026, for ordering the items from Arizona Cine. After that date, prices will increase.

Furnishings -- “Full Experience Packages” come with one 6’ skirted table, 2 standard chairs, and a waste basket. “EXPO ONLY Exhibitor Package” does not come with furnishings.

Carpet -- The venue is carpeted. Brand colored carpet may be rented if desired, from Arizona Cine. Please see the Decorator Kit file to order.

Electrical – Power, if needed, may be ordered through The Hilton. Contact: Maurice King – AV Media - Cell #: 909-293-8322 Email: Maurice.king@avmediainc.com

Materials Handling / Shipping – These services are available through Arizona Cine. Please see the Decorator Kit file to order. *Decorator Form available 8/26/2026

Arizona Cine Equipment
Linda Oliver
2125 E. 20th St., Tucson, AZ 85719
Tel: (520) 623-8268
Fax: (520) 623-1092
Linda@azcine.com
https://www.azcine.com/

Other Booth Services – Additional booth services such as installation or dismantling, special signs, and graphics, etc. are available through Arizona Cine Equipment.

Convention Registration

Convention Registration (not included with all packages)

If you purchased a ‘Full Experience’ Expo package, you will have access to all of the areas described under the Exhibitor Access & Additional Booth Worker section above, plus one (1) full convention registration that also admits you to the following over the entire 3 days of the convention:

All educational sessions (including keynotes and breakouts)
All coffee breaks at Connections Café
Entrance to the IFEA Awards Luncheon
Entrance to the IFEA Pinnacle Awards Presentation

All convention registrant names are due no later than 9/11/2026.

If you would like to register for the convention, you may do so on the Convention & Expo Registration Page.

Exhibitor Access & Additional Booth Workers

Each individual in your booth must be registered and have a name badge in order to be in the convention meeting space and/or on the Expo floor. All Expo packages include admittance for one (1) primary registrant and one (1) Additional Booth Worker, to the following:

IFEA Foundation Night Party & Auction

DFEST® Hospitality Suite Convention Evenings
Connections Café sponsored by Eventeny every day of the Convention

‘Exhibitor Package’ and Additional Booth Worker registrations DO NOT provide admission into Convention sessions, keynotes, awards, or other functions beyond the above. To attend the entire convention, you must have registered for a ‘Full Experience’ package.

All Primary Registrant and Additional Booth Worker names are due FRIDAY, SEPTEMBER 11, 2026. Additional Booth Worker and/or Convention registrations beyond what is included in your package may be purchased.

ADD ADDITIONAL ATTENDEE
Member: $150
Non Member: $250

Transportation

FLYING TO TUCSON, ARIZONA

Flying to Tucson is easy and convenient for Convention attendees, with Tucson International Airport with service from several major airlines including American Airlines, Delta Air Lines, United Airlines, Southwest Airlines, Alaska Airlines, Frontier Airlines, and Sun Country Airlines. These carriers provide nonstop and connecting flights from cities across the United States, making travel to Tucson both accessible and efficient. Upon arrival, visitors are greeted by stunning desert and mountain views, an easy-to-navigate terminal, and Tucson’s signature warm hospitality—setting the tone for a smooth, comfortable start to an unforgettable Convention experience in Southern Arizona.

Located just minutes from downtown Tucson and an easy drive to El Conquistador Tucson, the airport provides a smooth arrival experience with convenient ground transportation options, including rental cars, rideshares, and shuttles. With minimal congestion, short security lines, and stunning desert and mountain views on arrival, traveling to Tucson is a relaxed and welcoming start to your Convention experience.

Note: The IFEA Convention & Expo is 3 full days (until 4:30 p.m. on October 7, 2026), so be sure to make your travel arrangements accordingly. Additionally, be sure to check departure flight times at at your departing airport, before you make your hotel travel arrangements.

Convention Hotel

El Conquistador Tucson, A Hilton Hotel

10000 North Oracle Road
Tucson, Arizona USA
Phone: 1-888-370-0980
Hotel Website: Click Here

MAKE YOUR HOTEL RESERVATION HERE

IFEA Convention Hotel Rate: $200*

*Plus applicable taxes
*For Single/Double Occupancy

El Conquistador Tucson has waived their daily resort services charge, which includes Guest internet access; 2 bottled waters daily; fitness facilities/classes for 2; 1 hour putting green & driving range access daily; 2 hour bike rental daily for 2; 10% off massage treatments at the SpaWell; 10% off General Store shop.
Waived self-parking. Valet parking is $15.00 per vehicle per night.

In order to receive the IFEA Convention Hotel Rate, please use the below reservation link to book your hotel room.

Note: The IFEA Annual Convention & Expo is 3 full days (until 4:30 p.m.), so be sure to make your travel arrangements accordingly.

Ad & Exhibitor Listing for Convention Program

Completed advertisements for the IFEA Convention print program are due Monday, August 3, 2026. All exhibitors receive advertising space in the program as a part of your exhibitor benefits, with the ad size determined by which Expo package you purchased. Ad size and formatting information can be found in the Ad Sizes and Formats Convention Program.

Convention Schedule & Expo Hours

The 71st Annual IFEA Convention & Expo
Presented by atVenu
El Conquistador Tucson, A Hilton Hotel
Tucson, Arizona, U.S.A.
October 5 - 7, 2026

Exhibitor Booth Load In / Load Out

Early set-up and tear-down will not be available, so please plan accordingly.

Exhibitor Move In:
Monday, October 5
2:00 pm – 5:00 pm

Show Hours:
Tuesday, October 6
12:15 pm – 3:15 pm

Wednesday, October 7
12:00 pm – 2:00 pm

Exhibitor Move Out:
Wednesday, October 7
2:00 pm – 5:00 pm

Early Breakdown Policy

To ensure a positive and professional experience for all exhibitors and attendees, early breakdown of exhibits is strictly prohibited. All exhibitor booths must remain fully set up and staffed until the official close of EXPO hours.

Any exhibitor who begins dismantling their booth or removes materials prior to the end of EXPO hours will be assessed a $250 early breakdown fee. This fee will be invoiced following the event.

By completing exhibitor registration and agreeing to the registration terms and conditions, exhibitors acknowledge and accept this policy and the associated penalty.

Convention Check-In & Materials Pick-Up

After checking into your room, you’ll want to check in at the IFEA Registration Desk to pick up your credentials.

Sunday, October 4, 2026

4:00 p.m. - 8:00 p.m. - Convention Check-In Open

The IFEA Convention Registration Desk will be located near the entryway to the conference center (follow signs from lobby).

CONVENTION SCHEDULE

Virtual Trade Show Listing

The information in your listing in the IFEA Virtual Trade Show, viewable online at www.ifea.com/businesses is what will also be used for your exhibitor listing in the Convention print program. Please double-check it for accuracy ASAP and notify Carrie of any changes.

Exhibitor Lunch

Exhibitors and attendees alike will enjoy the same tasty lunch. Exhibitors will have early access to that lunch beginning at 11:00 a.m. on both Expo days, prior to the Expo hall doors opening to attendees. Lunch is included as part of the exhibitor package for your primary registrant(s) and additional booth worker(s).

Early Registration Advertising Bonus

Register to exhibit at the IFEA Convention & Expo before Monday, March 23, 2026, and receive a FREE advertisement in Issue #2 of ie Magazine — included at no additional cost.

Your bonus ad size is based on the exhibitor package you select:

Early Registration Advertising Bonus:

EXPO Only Package – ¼-page ad (a $565 value)

Full Experience Package – ½-page ad (a $815 value)

Enhanced Exhibitor Package – full-page ad (a $1,190 value)

This limited-time incentive is designed to reward exhibitors who commit early with expanded marketing exposure to IFEA’s global audience of festival and event professionals — before, during, and after the Convention & Expo.

⏰ Deadline: Monday, March 23, 2026

Space is limited, and this opportunity is only available prior to the magazine artwork deadline. Artwork due on Monday, March 23, 2026.

Ad Artwork for ie Magazine Issue 4

*Last issue of 2026

Completed advertisements for the post-convention issue of ie magazine are due Monday, October 5, 2026. If you have not yet secured an ad for the post-convention issue of ie and would like to, there’s still time! As a convention exhibitor, we’ll also give you a special 25% discount on your ad price! Space reservations are due Monday, September 21, 2026.

Contact advertising@ifea.com to take advantage of this special pricing, and find out all about ie sizing and pricing in the 2026 IFEA Ad Marketing Opportunities document online.

When a product or benefit is not able to be fulfilled, IFEA will always do our best to provide an equal or greater substitute benefit to ensure our exhibitors receive maximum exposure.

Exhibitor Spotlight Profile & Spotlight Listing

Due for ie Magazine

Available with Full Experience Exhibitor Registrants, IFEA’s premier and most popular and widespread publication, ie Magazine is a digital publication, distributed quarterly. The next issue that Exhibitor Spotlight Profiles will appear in ie will be the pre and post-convention issues, set to be distributed at the end of July and October. Completed Exhibitor Spotlight Questionnaire that your profile will be created from is due by Monday, July 13, 2026 to carrie@ifea.com. Exhibitor Listings consist of your logo, business tagline, and link to your website, and Carrie will reach out if we are missing any of these items from you. If not received by this date, this specific benefit for this package will be forfeited and is non-refundable.

When a product or benefit is not able to be fulfilled, IFEA will always do our best to provide an equal or greater substitute benefit to ensure our exhibitors receive maximum exposure.

IFEA FOUNDATION EVENTS

TWO-STEP UNDER WESTERN SKIES WITH US!

Tue., Oct. 6, 2026 7:00 - 10:30 PM

Kick up your boots for a night of fun at the IFEA Foundation event, where a western backdrop sets the stage for great company, lively energy, and a memorable evening you won't want to miss -- all included as part of your EXHIBITOR registration!

With plenty of reasons to stay awhile, it's the perfect way to celebrate, connect, and support the Foundation's work to provide scholarships, professional development, and ongoing resources that strengthen our industry through the IFEA.

LOCATION: The Last Territory | El Conquistador | Tucson, AZ

ATTIRE: Western Duds (think denim, cowboy hats, boots, bandanas, etc.)

ACTIVITIES: Dancing | Drinks | Food | Games | Silent Auction | Drone Show

MARK YOUR CALENDAR

ASAP -- Complete Auction Item Donation Form

09/21/26 5 PM MDT -- Last Day for Auction Items being shipped to IFEA to Arrive at Office in Boise, Idaho

09/29/2026 9 AM MDT -- Auction Opens Online

09/29/2026 9 AM MDT -- Ultimate Experience Giveaway Tickets Available

10/06/2026 7-10 PM MST -- IFEA Foundation Two-Step Under Western Skies Party (@ Convention in Tucson, AZ)

10/06/2026 7:30 PM MST -- Ultimate Experience Giveaway Ticket Sales End

10/06/2026 9 PM MST -- Auction Ends

GIFT AN ITEM TO THE AUCTION

Are you able to help support the Foundation with an item donation for the auction? Complete the online donation form below no later than 9/15/26 then choose one of 3 ways to send your item:

COMPLETE & SUBMIT YOUR FORM HERE

3 WAYS TO DELIVER YOUR ITEM

Mail to IFEA Office by 9/21/2026

IFEA Foundation 10400 Overland Rd. #356 Boise, ID 83709

Bring to IFEA Convention on 10/04/26

Ship direct to Winning Bidder post-convention

DONATION DEADLINE: Tue. 09/15/2026

AUCTION STARTS: Tue. 09/29/2026

The IFEA Foundation Auction is an online silent one only, with no live component. Items will also be displayed (as available) at the 71st Annual IFEA Convention & Expo, presented by atVenu, Oct. 5-7, 2026 in Tucson, Arizona USA.