Independent Hotel Show Miami
September 16-17, 2026
Miami Beach Convention Center
Exhibit Hall D
Independent Hotel Show Miami and all our official suppliers for the event are eager to assist you in planning and preparing for the event.
Should you have any questions regarding the information provided below or need assistance, please contact Diana Ludwig at Diana.Ludwig@ExpoDevCo.com.
The following checklist will help you save money by planning for upcoming deadlines. To avoid additional costs, place your orders and payments by the deadline date. Services are still available after the deadlines at higher rates.
| ITEM | VENDOR | DEADLINE |
| Online Exhibitor Listing | Exhibitor Zone | ASAP |
| Add Banners with Your Promo Code to Your Company’s Website, Social Media and E-mail Signatures | Feathr | ASAP |
| Graphic Orders / Wall Panel Upgrades | Expo CCI | July 31 |
| Send a Picture or Drawing of your Booth for Show Management Approval (for Basic/Raw Space Exhibitors) |
Show Management | July 31 |
| First Day Shipments May Arrive to the Advance Warehouse | Expo CCI | August 14 |
| Email Show Invites with Your Promo Code to Clients (Upload Your Email Contact List via Feathr) |
Feathr | August 15 |
| Catering Orders | Sodexo Live | August 16 |
| Food & Beverage Sample Request Form & Agreement | Show Management | August 16 |
| Lead Retrieval Unit Orders | Custom Registration | August 21 |
| Electrical, Air & Water Service Orders | Edlen | August 26 |
| Furniture, Carpet and Accessories Orders | Expo CCI | August 28 |
| Labor Orders | Expo CCI | August 28 |
| Non-Official Contractor (EAC) Form & COI (for Exhibitors Using a Third-Party Company to Set Up a Booth) |
Expo CCI | August 28 |
| Wired Internet, Hot Spot & Telecom Service Orders | SmartCity | August 28 |
| AV Orders | To Be Announced | To Be Announced |
| Last day Shipments May Arrive to the Advance Warehouse | Expo CCI | September 4 |
| Material Handling Authorization Form, Shipping Instructions and Expo CCI Payment Form | Expo CCI | September 4 |
| First Day Shipments May Arrive to the Convention Center (Shipments May Not Arrive Prior to this Date and before 10:00am) |
Expo CCI | September 14 |
| Pre-Register for Exhibitor Badges | Custom Registration* | September 14 |
| Basic Wireless Internet (Wi-Fi) Service Orders | SmartCity | On Show Site |
*The main point of contact for your company has received an Exhibitor Registration Link to register the company’s entire booth staff. To have the link resent, please contact Diana.Ludwig@ExpoDevCo.com.
SHOW SCHEDULE:
| EXHIBITOR MOVE-IN | |
| Monday, September 14 | 2:00pm – 8:00pm (for Approved Custom Builds Only) |
| Tuesday, September 15 | 8:00am – 6:00pm |
| EVENT DATES AND TIMES | |
| Wednesday, September 16 | 10:00am – 5:00pm |
| Thursday, September 17 | 10:00am – 4:00pm |
| EXHIBITOR MOVE-OUT | |
| Thursday, September 17 | 4:01pm – 10:00pm |
| Friday, September 18 | 8:00am – 12:00pm |
Please note exhibitors can access the show floor starting at 8:00am on event days.
For move-out, all outside carriers need to be checked in no later than Friday, Sept. 18, 2026 at 10:00am. Any freight not picked up at this time will be re-routed (at a cost to exhibitors) via Expo Convention Contractors transportation.
BOOTH PACKAGES:
Hard-Wall Turnkey Package (per 3m x 3m):
Basic (Raw) Space Package (for pre-approved Custom Exhibits):
As noted, the Hard-Wall Turnkey Packages include standard carpet in tuxedo black. Exhibitors with a Turnkey Package may change the color of their carpet at their own expense by contacting the general contractor.
The Basic (Raw) Space Packages do NOT include carpet. Floor covering is required of every exhibitor. Exhibitors with a Basic Space Package may bring their own carpet or flooring or rent it from the general contractor.
The aisle carpet is also tuxedo black.
All Booth Packages include nightly cleaning, which includes light carpet vacuum-cleaning and trash removal.
If you have a question about the schedule or your booth, please contact Diana Ludwig at Diana.Ludwig@ExpoDevCo.com or +1-404-334-4584.
MANAGEMENT
The Event will be conducted under the direction of Exposition Development Company, Inc. designated as “Management” in this document. An “Exhibitor” is an applicant that has been accepted for participation in the Event by Management.
Acceptance of an Exhibitor shall be in written confirmation. The issuance of a Booth confirmation notice, in response to a submitted Exhibitor Contract, shall conclude the contract of participation between Management and the Exhibitor. The Exhibitor and Management acknowledge these Event Terms and Conditions as the elements of the contract of participation. Violations of any of the Event Terms and Conditions of the contract shall entitle Management to exclude an Exhibitor from the Event and seek remedies for damages caused by such violations. The Exhibitor must comply with the Event Terms and Conditions relating to the officially designated show contractors.
AGE POLICY
No one under 18 years of age will be permitted on the show floor at any time regardless of affiliation or circumstances. This includes infants and toddlers. Absolutely no strollers or infant carriers (worn or carried) are permitted at any time on the show floor. The Independent Hotel Show reserves the right to request proof of age from anyone at any time. This rule applies to all exhibitors and attendees. Registration of anyone under 18 years of age is unauthorized and in violation of these policies.
ATTENDANCE POLICY
In order to attend the Independent Hotel Show Miami, registrants must be affiliated with the lodging industry. The Independent Hotel Show is not open to the public. Show management reserves the right to refuse admittance to any registrant.
AUDIO / MUSIC
In general, sound equipment may be used in the booth so long as the noise level does not disrupt the activities of neighboring exhibitors and does not exceed the sound limitation of 80 decibels. Show Management asks that you stay within this limit; this will be enforced on site. Additionally, all speakers must be turned into your booth space, not into the aisles or adjacent booths. Any complaints regarding audio will be addressed by Show Management with repeated complaints resulting in the audio being removed for the duration of the show. Exhibitors must have the appropriate ASCAP/BMI/GMR/SESAC license to play music.
BASIC (RAW) SPACE
Booths rented under the basic (raw) space rate will include material handling, wastebasket, and nightly booth vacuuming. Basic space does NOT come with any booth construction, carpet, furnishings, or electricity. Electrical services can be purchased from the official electrical vendor. Exhibitors with Basic Space are required to have walls and floor covering as part of their exhibit space. Exhibitors must provide show management with a rendering of their custom booth no later than 45 days before the set-up of the show.
BOOTH DISMANTLE
The exhibition area is to be returned by the Exhibitor in the same condition as it was handed over. In the case of any damage to the exhibition area or the venue (structure, floor, cables, ducts, etc.), it shall be repaired at the Exhibitor’s expense. If the clearance of the booth has not been completed in good time, Show Management may have it cleared and the goods put in storage at the expense of the Exhibitor. Management shall assume no liability for exhibits or exhibit materials left behind.
BOOTH PACKAGE
Each Hard-Wall Turnkey Booth Package includes a shell scheme booth structure, company ID sign, carpet (show color), material handling, one (1) wastebasket, one (1) standard table, two (2) standard chairs, nightly booth vacuuming, online exhibitor listing, access to marketing tools and booth personnel badges.
Turnkey Booth Package items (hard walls, carpet, furnishings and wastebasket) are rented from and remain the property of the general contractor. All items must be returned to the general contractor in the same condition as they were received. The Exhibitor will be held financially responsible for any damage to the equipment used by the Exhibitor. Please note that anything affixed to the booth’s wall panels or metal structure must be removable and not damage the wall panels.
CARPET / FLOOR COVERING
All booth package exhibit space includes standard carpet, selected by show management. Basic (raw) space exhibitors must provide carpet or floor covering at the Exhibitor’s expense.
All booths must have floor covering installed no later than 4:30pm on Move-In Day. Exhibits without floor covering by this date and time will have to have carpeting installed by the general contractor at the Exhibitor’s expense.
CRATE AND BOX STORAGE
Storage of any crates, cartons, boxes, or other show materials within or behind your booth is strictly prohibited due to fire marshal codes. All packing containers and similar material must be removed from the exhibition area upon completion of the booth setup. Storage of crates, boxes and packing items by the general contractor is included with your booth package. At the close of show hours, all materials that were properly labeled with EMPTY stickers will be returned to the booth.
DISMANTLING
Exhibitors are not allowed to begin dismantling their exhibits, in part or whole, before the close of the show. Exhibitors who begin dismantling and/or leave before the show’s official closing time may be subject to an early dismantling fee.
EXHIBIT BOUNDARIES
All activities must be contained within the exhibit area described in the Application for Exhibit Space. No selling or promoting will be allowed in the aisles or other public areas. No part of any booth structure or product display shall project outside of the assigned booth space. Products and materials may be handed out only from within the confines of the exhibitor’s booth. Passing out promotional material or literature in the aisles or public areas is prohibited. Attendees viewing video monitors must be within the exhibitor’s booth space, not crowded in the aisles. Live bands, loud speakers and carnival tactics will not be allowed.
EXHIBIT DESIGN & HEIGHT LIMITS
Independent Hotel Show Miami is a Cubic Content event. This style allows exhibitors to fully occupy the width, depth and height of the booth footprint. Cubic Content Definition: Using the perimeter lines of a booth as a guide, exhibitors may install a booth up to these lines and utilize all the volume of space within these lines up to the maximum height permitted depending on the type of booth:
EXHIBITOR APPOINTED CONTRACTOR (EAC) / NON-OFFICIAL CONTRACTOR
An EAC is an exhibitor appointed contractor, other than official general contractor, that requires access to your booth during installation and dismantle. Exhibitors with an EAC must complete the Non-Official Contractor Form in the general contractor’s Exhibitor Service Kit. A Certificate of Insurance for the EAC must also be submitted to the general contractor. An EAC is required to use local Union Labor. Exhibitors using an EAC are responsible for ensuring the EAC conforms to all show rules and regulations.
EXHIBITOR RIGHTS / WORK RULES
Exhibitors may perform the following work as long as they are full-time employees of the exhibiting company:
Note: Use of fork trucks, pallet jacks, and other mechanized equipment by exhibitors is prohibited.
FLOOR BANNERS / SIGNS
Stand up banners, flags, signs, and pull-ups are allowed but must only be placed within the confines of the exhibitor’s exhibit space and may not exceed the heights specified in the Display Guidelines (8 ft in height for all linear and corner booths, 12 ft for perimeter booths along the walls, 20 ft for island booths).
FOOD & BEVERAGE DISTRIBUTION
Exhibitors may distribute food and beverages provided the items are ordered from Sodexo Live!, the exclusive food and beverages provider for the Miami Beach Convention Center. All outside food and beverage is strictly prohibited within the Convention Center building and complex. Menus and ordering information can be found on the Exhibitor Services Site.
Exhibiting companies that manufacture, produce or distribute food or beverage products can offer samples to attendees with Sodexo Live’s approval. Beverage samples are limited to a maximum 3oz container. Food samples are limited to a maximum 2oz portion. All rules, guidelines and required forms can be found on the event’s website, under Exhibitor Services.
HAND CARRY THROUGH LOBBY
Exhibitors with hand-carrying packages, which include smaller roller-type bags (i.e. the size of carry-on luggage approved by the FAA), can enter the MBCC entrances. NO trolleys, dollies or hand carts are allowed in the lobby areas. Exhibitors with larger freight items must enter and exit the facility through the South Loading Dock.
HELIUM BALLOONS, ADHESIVES & OTHER MATERIALS
Show Management does not allow helium balloons or adhesive materials such as stickers, tape, or bumper stickers to be used within your exhibit, nor may they be distributed. The use of glitter, confetti, sand, or simulated snow types of material is NOT permitted in the MBCC. In addition, decorations must not be affixed to any surfaces in the building. Any costs incurred by Show Management for the removal of these items will be charged to the Exhibitor.
LIABILITY INSURANCE REQUIREMENT
Liability insurance of no less than $1,000,000 property damage, loss or theft and personal injury, must be obtained by the exhibitor at their own expense. All exhibiting companies must provide the Independent Hotel Show with Certificates of Insurance or duplicate policies 30 days prior to the event and provide further evidence of insurance upon request. Please submit your Certificate of Insurance to Diana Ludwig at Diana.Ludwig@ExpoDevCo.com.
MAINTAINING PROFESSIONALISM
Show Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter, or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
OFFICIAL VENDORS
Recently Independent Hotel Show has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising and data/list services. Many of our customers have reported that these groups who are NOT our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems.
We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our official vendor list before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at Info@IndependentHotelShow.us. You can view the list of official vendors for the Independent Hotel Show below.
Please Note the Independent Hotel Show and its official vendors DO NOT sell attendee lists under any circumstance. Companies or Groups offering such lists are not affiliated with Independent Hotel Show in any way and cannot possibly have accurate attendee data. Buyers should BEWARE!
| OFFICIAL VENDOR LIST | |
| NAME | ROLE |
| Custom Registration | Event Registration Company and Lead Retrieval Rental Services |
| Edlen | Electrical, Plumbing and Air Services |
| Expo Convention Contractors Inc. (Expo CCI) | General Contractor – Booth Furnishings, Graphics, Material Handling, Labor, and Transportation |
| Miami Beach Convention Center | Event Facility Center |
| SmartCity | Internet, Hot Spot and Telecommunications Services |
| Sodexo Live! | Event Facility Official Caterer |
PHOTOGRAPHY/VIDEOTAPING
Photographing and/or video recording of the exhibitor’s own booth is permitted, photography and/or video recording anywhere else within the exhibit hall is strictly prohibited without the express written permission of Show Management. Unauthorized photography of any exhibit or product that is not in the exhibitor’s booth space is prohibited and may result in the confiscation of film, memory cards and cameras as well as expulsion from the Independent Hotel Show Miami.
SECURITY
Perimeter security will be provided by Show Management from Exhibitor Move In through Move Out. However, Exhibitors should ensure that all items of value in their booths are secured and not leave high-value items such as laptops and phones in sight and where they can be easily stolen. Neither Show Management nor the Convention Center is liable for any loss or damage of materials.
SMOKING AND VAPING POLICY
The State of Florida Constitution’s Article X Section 20 prohibits the use of vapor-generating electronic devices in enclosed indoor workplaces. Smoking and vaping are prohibited inside the venue and in the immediate vicinity of portals which allow entrance into the venue. This is a strictly enforced policy.
SUITCASING POLICY
Suitcasing is the act of non-exhibitors or exhibitors soliciting business, including but not limited to distributing sales materials, anywhere outside their rented exhibit space. Soliciting business in aisles, or in other public spaces, including another company’s booth or the Convention Center lobbies is strictly prohibited.
Any attendee or exhibitor who is observed to be suitcasing will be asked to leave immediately and may not be permitted to participate in future shows. Any exhibitor caught suitcasing may result in closure of their exhibit booth.
WHAT YOU CAN DO TO HELP
PRIOR TO THE SHOW: If you feel there is a reasonable risk of a problem involving suitcasing, notify show management prior to arrival.
ONSITE: If you suspect an exhibitor or attendee of suitcasing, report this to the show management office and someone from show management will take action immediately.
It is Show Management’s objective to do everything possible to protect you from suitcasing.
PLEASE REPORT ANY VIOLATIONS YOU OBSERVE TO SHOW MANAGEMENT IMMEDIATELY.
STILL HAVE QUESTIONS?
Contact Diana Ludwig, Operations Manager at Diana.Ludwig@ExpoDevCo.com.
THE CUBIC CONTENT RULE:
The Independent Hotel Show Miami uses a Cubic Content Rule, which allows exhibitors to make maximum use of their booth space. Under the Cubic Content Rule, each exhibitor may build right up to the front of the booth space, up to the maximum allowable height. The height varies according to the booth type, as shown in the table and sketches below.
Please be sure to pass along these regulations to your display company, if you have one, before the construction of your booth begins. It will save your company time and money if you design your booth to be in compliance from the beginning. Large fees can accrue if you are required to alter any unapproved designs onsite.
Note that Show Management does not give variances to the Exhibit Design Regulations unless a Booth Variance form is submitted and approved in advance of the show. It is expected that each exhibitor reviews these regulations and is in full compliance. If your company fails to comply you will be required to make all necessary changes to comply.
Download Booth Variance Request Form
IMPORTANT: For Island and Peninsula booths, designs must be approved by Show Management in advance of show set-up.
MAXIMUM HEIGHT QUICK REFERENCE GRID
| IN-LINE/LINEAR | PERIMETER | PENINSULA | ISLAND | |
| Maximum Height Permitted: | 8’ (2.44M) |
12’ (3.66M) FROM FLOOR TO HIGHEST POINT IN BOOTH |
20’ (6.1M) FROM FLOOR TO HIGHEST POINT IN BOOTH |
20’ (6.1M) FROM FLOOR TO HIGHEST POINT IN BOOTH |
| Required To Submit Floor Plan? | NO | NO | YES | YES |
| Permitted To Hang Sign? | NO | NO | YES (UP TO 20FT or 6.1M) |
YES (UP TO 20FT or 6.1M) |
IMPORTANT: Hanging signs must comply with the display regulations. This includes all hanging or suspended material such as banners, etc. The top of the sign (or other material) may not exceed the height limitation specific to your type of booth. Hanging signs & graphics must be set back at least five feet (5’) from adjacent booths.
PRODUCT DISPLAY
Equipment, product, or machinery when displayed to demonstrate or simulate industrial application are exempt from the foregoing height limits, but are restricted by ceiling height, as well as building and safety codes. In consideration of this exemption the excess height must be a result of the actual height of the equipment from the exhibit hall floor to the top of the equipment. Additionally, no graphics, signage, logos, etc. may be posted on equipment above the height limit for your particular booth type.
IN-LINE/LINEAR BOOTH
DEFINITION
Exhibit consisting of one of more standard 3m x 3m booth units in a straight line, bounded by 1 or 2 aisles. This is the dimension of the space that the hard wall structure is built on, and the hard wall panels on the two or three sides of each space will take up a small amount of space, which should be taken into consideration when determining the use of the space inside each booth structure.
HEIGHT
Exhibit fixtures, components, products and identification signs will be permitted to a maximum height of 8ft (2.44m).
DEPTH
The Show uses the Cubic Content Rule, which allows exhibitors to make maximum use of their booth space. Each exhibitor may build right up to the front of the booth space, up to the maximum allowable height (8ft or 2.44m).
PERIMETER BOOTH
DEFINITION
Inline/Linear booth located on the outer perimeter wall of the exhibit floor.
HEIGHT
Exhibit fixtures, components, products and identification signs will be permitted to a maximum height of 12ft (3.66m).
DEPTH
The Show follows the Cubic Content Rule, which allows exhibitors to make maximum use of their booth space. Each exhibitor may build right up to the front of the booth space, up to the maximum allowable height (12ft or 3.66m).
PENINSULA BOOTH
DEFINITION
Bounded by 3 aisles and is 6m x 6m (19’8” x 19’8”) 36 sqm or larger.
NOTE: Check your Confirmation Contract to confirm your booth type before designing your exhibit. Not all booths with three open sides are considered Peninsula Booths.
HEIGHT
Exhibit fixtures, components, products and identification signs will be permitted to a maximum height of 20ft (6.1m). Hanging signs must be set at least 5’ from backline, and at a max height of 20’ from the exhibit floor to the top of the sign.
DEPTH
The Show follows the Cubic Content Rule, which allows exhibitors to make maximum use of their booth space. Each exhibitor may build right up to the front of the booth space, up to the maximum allowable height (20ft or 6.1m).
APPROVAL
Booth designs must be approved by Show Management in advance of the Show.
ISLAND BOOTH
DEFINITION
Bounded by 4 aisles and is 6m x 6m (19’8” x 19’8”) 36 sqm or larger.
HEIGHT
Exhibit fixtures, components, products and identification signs will be permitted to a maximum height of 20ft (6.1m) from the floor to the highest point in the booth. Hanging signs must be set at a max height of 20’ from the exhibit floor to the top of the sign.
APPROVAL
Booth designs must be approved by Show Management in advance of the Show.
HANGING SIGNS
DEFINITION
Any exhibit component, including but not limited to signs and machinery, that must be hung from or attached to ceilings, exhibit structures, or building supports for the purpose of displaying graphics or identification. Hanging signs will be permitted in Island and Peninsula Booths only.
HEIGHT
Hanging identification signs and graphics will be permitted to a maximum height of 20ft (6.1m) from the floor to the highest point in the booth/sign, and only in an Island or Peninsula Booth, provided written approval is received from Show Management.
TRUSS SYSTEMS
DEFINITION
A truss system is a support structure made up on metal bars and is typically used specifically for lighting purposes, with light directed into the booth space and which contains NO identification or signage. Truss may exceed the height limits in Peninsula and Island booths IF approved by Show Management at least thirty (30) days prior to the opening day of the Show.
DOUBLE-DECKER EXHIBITS
DEFINITION
A Double-Decker exhibit is a two-story structure where the second story is functional and may be occupied by people. Double-Decker exhibits will be permitted in Island and Peninsula Booths only.
HEIGHT
Double-Decker exhibits may not exceed 20ft (6.1m) in height, including all signage and structures. Exhibitors using Double-Decker exhibits must abide by all regulations defined for their respective booth type.
STRUCTURAL INTEGRITY
Drawings are required for all Double-Decker exhibits to include a signature or stamp of a reviewing structural engineer indicating the structure design is properly engineered for its proposed use, and a signature of an authorized official of the exhibit building company indicating the structure is built in compliance with the details and specifications set forth on the drawings. If the second story of a Double-Decker exhibit is functional, signs must be posted indicating the maximum number of people the structure will accommodate safely.
APPROVAL
All double-decker exhibits are subject to applicable state and city building codes and are subject to inspection by state/ city officials and the Miami Beach Convention Center. Smoke detectors must be installed on the first floor of the exhibit and every subsequent enclosed level. Exhibit fire sprinkler systems are required of any exhibit that has a roof, or any other covering, that would impede the effective use of the facilities sprinkler system. A 20 lbs. BC fire extinguisher must be visible on every level of the exhibit.
ADDITIONAL DESIGN REGULATIONS
DEMONSTRATION EQUIPMENT
Equipment, product or machinery when displayed to demonstrate or simulate industrial application are exempt from the foregoing height limits, but are restricted by ceiling height, as well as building and safety codes. In consideration of this exemption the excess height must be a result of the actual height of the equipment from the exhibit hall floor to the top of the equipment. Additionally, no graphics, signage, logos, etc. may be posted on equipment above the height limit for your particular booth type.
BOOTH WALLS MUST BE FINISHED
All back walls and sidewalls must be finished or covered with appropriate material, no loose wire or any obstruction may be seen or Show Management will arrange for covering at the exhibitor’s expense.
NO GRAPHICS ON NEIGHBORS’ SIDE
The back-side of walls – the common border facing a neighboring booth – must be devoid of copy, logos or other graphics, so as not to be an eyesore to neighboring exhibitors.
NO NAILS OR SCREWS
Nothing may be taped, posted, tacked, nailed or screwed to columns, walls, floors or other parts of the building or the hard wall shell scheme booth package provided by the General Services Contractor as part of the exhibitor’s booth. Any damage or defacement caused by infractions of this rule will result in costs to remedy damage at the exhibitor’s expense.
SOUND LEVELS
Exhibits which include the operation of musical instruments, radios, sound and/or public address systems or any noisemaking machines must be conducted or arranged so that the noise resulting from the demonstration will not disturb or disrupt adjacent Exhibitors and their patrons, nor cause the aisles to become blocked. Loudspeakers must be positioned to direct sound toward the center of the exhibit booth or display area; NOT pointed toward the aisles. The 80/80 sound Rule: Any sound which consistently exceeds 80 decibels measured at the edge of an Exhibitor’s booth, is clearly identifiable more than 80 feet from that booth, or is, in the opinion of Show Management, objectionable or interfering with neighboring exhibits is considered in violation of the Show’s Terms and Conditions.
HANDOUTS
Distribution of literature, samples or other materials outside your contracted exhibit space is strictly prohibited. The distribution of any samples, literature or other materials from a non-exhibiting company (one without a contract to exhibit) is expressly prohibited. No literature may be distributed outside of your booth.
GOOD TASTE AND THE RIGHTS OF OTHERS
Show Management may require any exhibitor to make changes in their exhibit if, in Show Management’s opinion, the exhibit does not conform to the prevailing standards of good taste or interferes with the rights of other exhibitors.
STORAGE
Fire regulations prohibit storing product, literature, empty packing containers or packing materials behind booths. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area, so long as these items do not impeded access to utility services, create a safety problem or look unsightly.
STRUCTURAL INTEGRITY
All exhibit fixtures and components exceeding 12ft (3.66m) in height must have drawings available for review by Show Management, the installation and dismantling contractor, the exhibitor and governmental authority during the time the exhibit is being erected, exhibited and dismantled at the Show site.
All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary structures.
Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed.
FLAMMABLE & TOXIC MATERIALS
All materials used in display construction or decorating must be made of fire-retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame-proofing certificate should be available for inspection. Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to. Any approved open flames must be shut off after the Show closes each day. Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.
VIDEO PROJECTION
Exhibitors may use video projection in their own booth but not into public space or neighboring space. The height of the video projector may not exceed the maximum height for the booth space.
UTILITY PORTS
If your booth is not equipped with a utility port, access will be drawn from a neighboring booth, or if necessary, dropped from overhead. Conversely, utilities may be drawn from your booth for a neighboring booth even if you have not ordered electrical or plumbing connections.
EARLY TEAR-DOWN PROHIBITED
Attendees visiting the Show on the last day expect and deserve a full, robust line-up of exhibitors. Early tear-down, packing and/or leaving your booth unmanned is not permitted or approved for any exhibitor. If your company breaks down or leaves early your participation in future shows will be in jeopardy.
Adapted from IAEE Guidelines for Display Rules & Regulations, 2019
The Independent Hotel Show Miami provides you with marketing tools to help promote your presence at the event.
The Exhibitor Zone is where you can:
Click here to log into the Exhibitor Zone.
Feathr is your custom-built dashboard containing digital marketing tools including a co-branded landing page, personalized email invite, and customized referral banners. The Primary Contact for each exhibitor will receive an email (subject line: Your Exhibit Promotional Tools) that provides information on how to access your company’s custom marketing dashboard as well as your unique promo code which grants free registration for clients and prospects.
Posting messages to social media, sending invitations to your contact list and setting pre-show appointments are some of the best practices for increasing your company’s success at the event.
Show Management is partnering with the companies listed below which have excellent reputations and considerable experience in providing exhibitor services. Service options, prices and ordering information are provided in the links listed. Should you have any questions, please contact the service providers directly or you may also contact Diana Ludwig at Diana.Ludwig@ExpoDevCo.com or +1-404-334-4584.
General Service Contractor - Booth Furnishings, Graphics, Material Handling, Labor & Transportation Services
Expo Convention Contractors, Inc. (Expo CCI)
Phone: (305) 751-1234
General Inquiries: Info@Expocci.com
Graphic/Design Inquires: designanddisplay@expocci.com
Exhibitor Services Manual (Online Ordering)
Download Exhibitor Services Manual
Audio Visual Services
Information To Come
Catering Services
Sodexo Live!
Contact: Stephanie Zuluaga
Phone: (786) 512-7249
Email: Stephanie.Zuluaga@sodexo.com
Exhibitor Catering Menu
Catering Food & Beverage Guide
Catering Ordering
Sample Forms
Electrical, Plumbing & Air Services
Edlen Electrical Exhibition Services
Phone: (305) 623-5335
Email: Miami@Edlen.com
Sample Electrical Rates
Utilities Ordering
Internet, Hot Spot & Telecommunications Services
SmartCity Networks
Phone: (888) 446-6911
Email: CustomerService@SmartCityNetworks.com
Lead Retrieval Services
Custom Registration
Phone: (817) 277-7791
Email: Sales@CustomReg.com
Exhibitors should pre-register (before the event) all company employees who will be working in the booth. Event participants must wear a badge for the duration of the show, including move-in and move-out days.
Registering Booth Staff
Please check for an email from the Independent Hotel Show Miami with the subject: Exhibitor Registration Link. (The email is sent to each exhibitor’s main contact upon signing up for a booth. If this email needs to be resent, please contact Diana Ludwig at Diana.Ludwig@ExpoDevCo.com.) The email contains a unique link for your company only. Add each staff member attending the show via the link. You may also forward the link to your colleagues and ask them to enter their own information via the link. Please note exhibitors cannot register using the Attendee Registration Link found on the event’s website and must register through the unique link sent in the email. Each registered staff member will receive a Registration Confirmation email with a QR Code and instructions on how to pick up their exhibitor badge at onsite Registration.
Invited Guests
If you have invited qualified customers and prospects to attend the event with your company’s unique promo code, please tell them to register via the Attendee Registration Link found on the website: www.IndependentHotelShow.us.
Lead Retrieval
Exhibitors may rent lead retrieval systems from Custom Registration. A lead retrieval system allows you to scan attendee badges and collect attendee data.
The Exhibitor Service Manual is provided by the general contractor, Expo Convention Contractors, Inc. (Expo CCI). The Manual provides information on shipping, graphics, hard-wall panel upgrades, furniture, shelves, lights, carpet, labor, transportation and material handling.
Please note that the login information for the online Exhibitor Service Manual was sent to your company's primary contact from Expo CCI (info@expocci.com). If you are unable to locate the email and would like it to be resent, please contact Expo CCI directly or you may contact Diana Ludwig at Diana.Ludwig@ExpoDevCo.com.
Expo Convention Contractors, Inc. (Expo CCI)
Phone: (305) 751-1234
General Inquiries: Info@Expocci.com
Graphic/Design Inquires: designanddisplay@expocci.com
Exhibitor Services Manual (Online Ordering)
Download Exhibitor Services Manual
Advance Warehouse Shipments
Materials should be shipped to arrive at the advance warehouse no earlier than Friday, August 14, 2026 and may arrive no later than Friday, September 4, 2026. Warehouse receiving hours are Monday – Friday, 8:30am – 3:30pm. Exhibitors will be charged a surcharge for items arriving before or after the deadlines.
Please note shipping to the advance warehouse is strongly encouraged as it is the best way to ensure your items will arrive at your booth on time. The items you ship to the advance warehouse will be placed in your booth by Expo Convention Contractors.
Independent Hotel Show Miami
{INSERT HERE: Your Company Name and Booth #}
Expo Convention Contractors, Inc.
15959 NW 15th Avenue
Miami, FL 33169
Download Advance Warehouse Shipping Labels
Direct Shipments to the Facility
Shipments will start being accepted at the convention center Monday, September 14 from 10:00am – 8:00pm and Tuesday, September 15 from 8:00am – 6:00pm. Shipments arriving before Monday, September 14 at 10:00am, will be turned away.
Independent Hotel Show Miami
{INSERT HERE: Your Company Name and Booth #}
Expo Convention Contractors, Inc.
c/o Miami Beach Convention Center
1901 Convention Center Drive, Hall D
Miami Beach, FL 33139
Special room rates are available for attendees and exhibitors at premier hotels in the Miami Beach area. Book early as room blocks will sell out. Hotel booking for this event is managed by EvolveCon using the HotelMap booking platform. For questions, email Alice Gray at alice_gray@hotelmap.com.
Click here for Hotel and Travel information
*Please note that fraudulent agencies may contact you to book hotel rooms. Show Management or our official hotel partners will NEVER contact you to book rooms. Please book your room via the event’s website to ensure you have legitimate rooms with our official hotels.
Sodexo Live! is the exclusive Food and Beverage provider of the Miami Beach Convention Center. Exhibitors are prohibited from bringing outside food, beverages and/or appliances into the Miami Beach Convention Center.
Food and Beverage Sampling
Exhibitors may offer samples if the exhibitor is the legal manufacturer or distributor of the product. To distribute samples, exhibitors must receive written approval from Show Management and Sodexo Live! To be approved, Exhibitors must submit the Sampling Request Form and the Sampling Agreement.
Food Distributed for Traffic Promotion
Any food or beverage “Traffic Promoters” must be purchased through Sodexo Live! Exhibitors are prohibited from handing out food and beverages as an enticement to attract attendees into their booth if their featured product (i.e. what the booth is conveying or showcasing to attendees) has no relation to food or beverage. Exhibitor Attractions such as Popcorn Machines may be rented through Sodexo Live! only if prior approval has been provided by Show Management.
Small candies 1oz or less, like individually wrapped mints are permitted for strict distribution within an Exhibitor’s booth and does not require Sodexo Live!’s written authorization.
Exhibitors may bring in logo’d bottled water contingent upon written approval from Sodexo Live! A corkage fee of $1.50++/bottle will apply. Sodexo Live! reserves the right to control the quantity of logo’d bottled water brought into the facility.
MBCC Food and Beverage Guide
Exhibitor Catering Menu
Online Orders
Contact
Stephanie Zuluaga
Catering Sales Manager
Sodexo Live!
Phone: (786) 512-7249
Email: Stephanie.Zuluaga@sodexo.com
Important Information
Recently Independent Hotel Show Miami has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising and data/list services. Many of our customers have reported that these groups who are NOT our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems.
We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our official vendor list before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions please contact us at Info@IndependentHotelShow.us. You can view the list of official vendors for Independent Hotel Show Miami above.
Please Note that Independent Hotel Show Miami and its official vendors DO NOT sell attendee lists under any circumstance. Companies or Groups offering such lists are not affiliated with Independent Hotel Show Miami in any way and cannot possibly have accurate attendee data. Buyers should BEWARE!
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