Exhibitor Logistics

IMPORTANT: Our official vendors this year are Viper Exhibition Services (booth set up and shipping), Swoogo (registration passes), American Tradeshow Services (lead retrieval) and Encore (power, internet and AV).
 
Our official hotels are Harrah’s, LINQ and Caesars Palace – you will not receive emails or calls from the hotels to solicit rooms. To book within our block, use the information on our Hotels & Airfare page.
 
WARNING: FreedomFest does not rent, lease or share its attendee or exhibitor list with any third-party. Any solicitations you may receive indicating that you can “buy” the FreedomFest list is NOT legitimate and part of an internet scam. Do not engage with any such offers you may receive.
 
NOTE: You can view your exhibit or sponsor package benefits in your invoice/agreement link that was emailed to you to finalize your partnership with FreedomFest for 2024.
 
Exhibitor Orientation Meeting
Presented Tuesday, May 21, 1pm ET
Review the recording (passcode: NeMc=b4Q)
 
Mark Your Calendars Exhibitor Onsite Review Meeting
Wednesday, June 26, 2pm EDT
The zoom link will be emailed and posted here the day before.

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. You can register your staff (including exhibitors, booth staff and any speakers) with the code using the Exhibitor Registration Form. Each pass gives full access to the entire conference.

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 states 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:

  1. Exhibit Tables (Bronze): 6′ teal-color skirted tables with two chairs, wastebasket, and ID sign. Located around the perimeter of the Exhibit Hall.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

For questions, or if you need your username and password, email Customer Service Representative Dani Olis at [email protected] or call 847-800-7469. 

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
Order by Thursday, June 20, 2024 (20 days before move-in)
20% 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.

Additional Encore Exhibitor Information

Encore provides additional exhibitor services support including banners and signs, booth set ups, branding and much more.

Event Now – Exhibitor Marketing Kit

Important Deadlines for the Exhibitor Planning Process

May 10 – All speaker and speaking session information due (contact Matt Day at [email protected])

May 21 – Orientation Meeting 1pm ET (zoom link will be emailed)

June 11 – Regular receiving at Viper begins

June 14 – Deadline for catering orders for all sponsored and hosted events (contact Dina Higa at [email protected])

    – Deadline for discounted lead retrieval from American Tradeshow Services (see link)

June 15 – Deadline for main stage ads, logos and videos (email [email protected])

June 18 – Deadline for custom Viper orders (see kit)

June 20 – Discount deadline for Encore AV (see order form)

June 21 – Hotel block ends (see Hotels page

June 25 – Discount deadline of Encore internet or power (see order form)

June 26 – Exhibitor Onsite Preparation Meeting 3pm ET (zoom link will be emailed)

July 2 – Last day for deliveries to Viper without surcharge

July 5 – Last day for deliveries to arrive to Viper

July 7 – Catering confirmation deadline for sponsored or hosted events (contact Dina Higa at [email protected])

July 10 – Only day for onsite deliveries; onsite Encore orders for AV, internet or power if needed

   – Deliver pop up banners, general session literature and other speciality items to FreedomFest staff (see Norann Dillon or email [email protected])

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 here: Speaker Logistics FAQ (Coming Soon)

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. MP4 files for video 

Submit to [email protected] by June 15. 

Stand out even more with a general session literature drop. Your brochures, fliers, booklets or other items can be distributed by our FreedomFest volunteers in the general session room at a pre-determined time for maximum impact. Email us at [email protected] if you wish to add this to your sponsorship package.

$1500 for general session literature drop.
Sponsor is responsible for printing/manufacturing and shipping/delivery by deadline.

Items will be hand placed on seats/tables in the general session room by FreedomFest volunteers, or can be hand distributed at a designated time. 

Bring your times with you (or have them delivered to your booth by Viper) and contact Norann Dillon onsite during load-in to arrange transfer of the items to the FreedomFest team for distribution.

Quantity
approx 2000 items recommended

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.

FedEx (on site)
20% discount on any pre-event orders that are requested directly through the store. (online orders through the website will not be honored)

Vendors can e-mail [email protected] and mention “Freedom20” discount code. The FedEx system does an automatic volume discount, so vendors will be given whatever is greater.

Please note that discounts cannot be combined.

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 Wednesday, June 14, 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.

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]

*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].

Examples:

    • 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 Bag – your logo exclusively appears on the front cover of the FF24 Program bag
    • Other Branding Options will be available

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.

Caesars Forum Catering Contact:

Dina Higa, Sr Catering Conv Manager, [email protected], O +1(702)899-6191 | M +1(725)233-9166  

Deadline for Catering Orders
Wednesday, June 14, 2023

Final Count Confirmation Date
Friday, July 7, 2023

View Menu Options: CAESARS FORUM 2020 Menu

Custom Add-ons and Enhancements

For Exhibit Package Expansions, please visit our branding and hospitality page. To explore sponsorship options, visit our sponsorship 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.