Sponsor portal
KNOW BEFORE YOU GO
We’re excited to welcome you to Huntington Beach! To ensure a smooth experience, please review the key event details below and share them with your team traveling to the event.
EXHIBIT SET UP
WHAT TO EXPECT
When you arrive on-site, your tent, walls, and any items ordered through the Sponsor Portal (such as power, furniture, and flooring) will already be installed and ready for you! Shipments sent to the advance warehouse will be delivered to your booth by Saturday, September 6, unless otherwise arranged. On Sunday, September 7, all aisles must be clear by 11:00 AM to comply with fire code. Please ensure any boxes are moved inside of your exhibit space by this time. You may continue final setup until 12:00 PM, at which time all exhibitors must exit the exhibit area. Any boxes or cases left outside your designated exhibit space after 12 PM on Sunday will be discarded.
If you are not done setting up by noon on Sunday, you may return Monday morning as soon as 6:30am to complete set up. As long as you are wearing your badge, security will let you in.
HELPFUL TIPS
- Power: If you ordered power, don’t forget to bring power strips! Unless you have already rented this in the Exhibitor Form or have otherwise pre- pre-arranged with RH Event Group. A limited supply of power strips will be available on-site at Exhibitor Services.
- Pop-Up Banners: It is recommended to secure pop-up banners with sandbags to protect against wind.
- Linens: Remember to remove linens and lightweight items each evening at the close of the show as we are completely outdoors and exposed to the elements. If you have table linens that are not spandex/stretch material, we recommend bringing tablecloth clips in case it’s windy (like these).
- A staffed Exhibitor Services desk will be located on the Boardwalk to assist with any on-site needs.
shipments
Navigate using the tabs below for shipping related details before, during, and after the show.
Inbound SHIPMENTS & BOX RETENTION
If you shipped items to the advance warehouse, please ensure you have completed the Tracking Form. Items shipped will be delivered to your exhibit space on Saturday, September 6 morning unless otherwise specified.
If you would like your empty boxes held and returned after the show: Remember to pre-print and attach a Hold Empty Box Label for each box and leave it inside your tent area to prevent accidental removal during trash collection. We will come by on Saturday and Sunday during set up to pick up boxes. Boxes will be returned starting 1pm on Wednesday. Note that replacement boxes will not be available onsite, so plan accordingly. Additional Empty Hold labels can be obtained at the Exhibitors Service Tent.
If you are missing any shipments: first, check the tracking number to confirm if it has arrived. If so, please contact exhibitor services with the following information, and we will try our best to track it down: Tracking number, box count, and contents.
Booth Deliveries During Show
If you have items stored back-of-house and have requested daily deliveries to your exhibit space, these will be distributed according to your pre-arranged schedule.
Should you need additional items beyond your scheduled delivery (e.g., you requested 100 items for Monday and 100 for Tuesday, but realize Monday afternoon you need 50 more), you may call Exhibitor Services to request an additional delivery. Please note that one-off requests are subject to a short wait time, typically 15–30 minutes. The estimated wait time will be provided when you call.
If you require storage for shipments during the event and would like to establish a delivery schedule for your booth, there is a fee of $210 per day. Please contact fpfexhibitors@futureproofhq.com ahead of the event, or go to Exhibitor Services on-site with the following details to set this up:
- Delivery Dates
- Box Count
- Box Contents
- Requested Quantities Per Day
**If you have already pre-arranged this with RH Event Group or placed an order in the Exhibitor Form, not further action is needed.
DROP OFF PROCEDURES
Any labeled “Empty Hold Boxes“ that were stored back of house, will start being delivered to exhibits at 1pm on Wednesday.
Exhibitors are responsible for bringing their packages to the Exhibitor Services Tent on Wednesday, September 10, between 1:00 PM and 6:00 PM, after the festival concludes.
FedEx and UPS will pick up shipments on Thursday, September 11. Once scanned into their system, you will receive tracking information directly from your carrier to monitor your package.
**If you have heavy shipments/ several boxes you may contact exhibitor services to arrange for a box pickup directly from your exhibit space. This is billed at an additional fee (cart service).
GUIDELINES FOR OUTBOUND SHIPMENTS
FedEx and UPS will provide direct pickup services for outbound shipments from the boardwalk. You do not need to schedule a pickup yourself. Please carefully follow these instructions to ensure a smooth shipping process.
Helpful Tips: Don’t forget to come prepared with the following!
- Packing tape & any other packing materials
- Pre-printed & fully completed shipping labels (handwritten not accepted)
- Your UPS/ FedEx account number
Packaging and Labeling Requirements
- All boxes and packages must be securely taped to prevent damage during transit.
- Shipping labels must be pre-printed and fully completed; handwritten labels will not be accepted.
- Include the following details on your shipping label:
- Your account number for the shipment.
- TO Address: The destination address of your shipment.
- FROM Address:
- We recommend using the TO address as the FROM address to ensure undelivered items are returned to your company.
- Only use a different FROM address if you are shipping to another company or event location.
ABANDONED SHIPMENTS
Future Proof/RHEG is not responsible for any boxes left in your booth, even if they are labeled. It is the exhibitor’s responsibility to bring all items to the Exhibitor Services Tent for processing.
Items that are left abandoned and not retrieved from booths by 6 pm on Wednesday, September 10 will be discarded. Exhibitors will be billed for a waste removal fee.
VEHICLES
If you are arriving in a personal vehicle, please refer to the below attachments. The temporary loading zone will be available for unloading purposes only; vehicles must be moved immediately after. Future Proof does not provide parking, so plan accordingly! The hotels across the street offer valet for guests staying on property, otherwise limited city parking is available on a first come first serve basis.
Please print and display the temporary parking permit in your dashboard to access the loading zone. Vehicles may only access the unloading zone temporarily (30 minute time limit). Once items are unloaded, exhibitors must immediately park their car off-site and then return to complete setup. Vehicles left parked in the unloading area will be towed.
CREDENTIALS
Credentials are required for access to the show floor at all times. Security will not be permitting individuals without credentials!
BADGES
Exhibitor badges can be picked up at the Hyatt, Vista Ballroom (21500 E Pacific Coast Hwy, Huntington Beach, CA 92648) during the following hours:
- Saturday: 8:00 AM – 4:00 PM
- Sunday: 8:00 AM – 8:00 PM
- Monday: 7:00 AM – 6:00 PM
- Tuesday: 7:30 AM – 8:00 PM
- Wednesday: 8:00 AM – 11:00 AM
EAC CREDENTIALS
IF you are working with an Exhibitor Appointed Contractor (EAC) please ensure they have proper credentials secured ahead of the event. If you need to secure additional EAC credentials, please contact fpfexhibitors@futureproofhq.com immediately. EAC credentials can be picked up at the vendor check-in tent next to the security tent. Future Proof will send EACs a Know Before You Go email detailing credential pick up procedures.
FLOORPLAN
Please see the Future Proof Festival Boardwalk layout below to locate your exhibit space.
Your booth number and zone number were sent via email on August 7 (Subject Line: Booth Numbers Confirmed & Shipping Reminder For Future Proof Festival 2025). If you are having trouble locating this please contact fpfexhibitors@futureproofhq.com.
NEED A HAND ONSITE?
We are here to help! A manned Exhibitor Services service desk will be available on the Boardwalk to assist with any questions that arise on-site.
Exhibitor Services Desk Hours of Operation
Saturday, Sep 6, 2025 8 am – 6 pm
Sunday, Sep 7, 2025 8 am – 6 pm
Monday, Sep 8, 2025 8 am – 6 pm
Tuesday, Sep 9, 2025 8 am – 6 pm
Wednesday Sep 10, 2025 8 am – 6 pm
FREQUENTLY ASKED QUESTIONS
When attending Future Proof Citywide in Miami Beach, the most convenient airport to fly into is Miami International Airport (MIA). It offers extensive domestic and international flights and is located just a short drive from the event venues and accommodations.
To book your hotel with the exclusive Future Proof rate, use the custom booking link provided in your registration confirmation email. This link accesses specially negotiated rates for event attendees at designated hotels, ensuring you get the best possible deal during your stay at Future Proof Citywide.
The hotels designated for Future Proof Citywide attendees are conveniently located in the South Beach area of Miami Beach, generally within a short walking distance or a quick drive from the festival venues at Lummus Park. This proximity allows for easy access to all event activities and the beachfront.
For Future Proof Citywide, plan to arrive on March 16, 2025, early enough to settle into your hotel and pick up your badge at the registration counter before attending the opening night party. This will ensure you’re fully prepared to enjoy the kickoff festivities and networking opportunities.
The final day of content will take place during the morning of Wednesday, March 19, 2025. Plan to checkout that morning… unless you’d like to extend your stay, which many attendees do!
