Sponsor portal
KNOW BEFORE YOU GO
We’re excited to welcome you to Miami 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
When you arrive on-site to set up your exhibit, anything you ordered in the Sponsor Portal (ie: power, furniture, flooring) will already be set up and ready for you! Shipments sent to the advance warehouse will be placed at your booth based on the setup day indicated in your tracking form.
Please Note:
- There are NO drive ups to the Beachwalk, if you are working with an EAC who requires load-in of materials this should be pre-coordinated with Future Proof/ LMG (if you have not already done so).
- Otherwise, IF you are bringing items in (did not ship) these should be hand carried. If you require gaitor assistance to transport items to/ from your exhibit space please contact us immediately to pre-schedule.
- All boxes/ items MUST be clear of aisles starting 11am on Sunday, March 16 in accordance with fire code. Please ensure all items are contained to your exhibit space after this time.
HELPFUL TIPS
- Power: If you ordered power, remember to bring power strips and extension cords unless you rented these from our A/V vendor.
- Pop-Up Banners: Secure them with sandbags to prevent tipping during high winds.
- Linens: If you have table linens that are not spandex/stretch material, we recommend bringing tablecloth clips (like these). At the end of each day, it is recommended to remove linens from your tables and store them in an area protected from the elements.
NEED A HAND ONSITE?
We are here to help! A manned Exhibitor Services service desk will be available on the Beachwalk to assist with any questions that arise on-site. This is located next to the Medic tent. Exhibitor Services Hours of Operation are as follows: Sunday 8am – 5pm, Monday & Tuesday 7am – 5pm, Wednesday 7am – 1pm.
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.
Shipments sent to the advance warehouse will be placed at your booth based on the setup day indicated in your tracking form. If you need to adjust the delivery date, please contact Maureen Luna, our Shipping Inventory Manager, immediately at maureen@eventlogisticsinc.com.
If you would you like any of your empty boxes/cases held for return shipping, please print and complete a Hold Empty Box Label for each box and secure to each box/case you would like returned at close of show. Please leave the labeled boxes/cases inside your exhibit, so they are not picked up accidentally during trash collection. Our team will come by at the end of each set up day to collect empty hold boxes and securely store them back of house.
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, please contact Maureen Luna, our Shipping Inventory Manager, maureen@eventlogisticsinc.com, as soon as possible with the following details:
- Delivery Dates
- Requested Quantities Per Day
If you have already arranged this with Maureen, no further action is needed.
DROP OFF PROCEDURES
Future Proof Citywide Exhibitors are responsible for arranging removal of all leftover goods post-event. Please plan to bring your own packing supplies and pre-paid electronic PRINTED shipping labels.
Empty Hold Boxes
Any labeled “Empty Hold Boxes” that were stored back of house, will start being delivered to exhibits at 12pm.
Small to Medium (hand carry)
Exhibitors looking to ship items back can drop off labeled boxes to the Exhibitor Services Booth Wednesday, March 19th from 11:30am – 3:00pm for post event shipping.
Medium to Large (needs assistance in transporting)
If you are shipping items back and require assistance in transporting (i.e crates, pallets, extra heavy boxes), please attach your completed shipping label to each shipment and request a pickup. You may request a scheduled pickup by one of the following ways (wait times may vary):
Option 1: Schedule Pre-Event
- Visit The Exhibitor Services booth between the hours of 10am – 3pm Monday, March 17th – Wednesday, March 19th to schedule a post event pickup
Option 2:
- Call the Exhibitor Line at 754-286-2155 between the hours of 10am – 3pm Monday, March 17th – Wednesday, March 19th to schedule a post event pickup. This line will not be active until the show starts.
OUTBOUND SHIPPING
FEDEX & UPS PICK UP
Future Proof Citywide Exhibitors are responsible for all packing materials, printing labels and affixing them to their respective packages.
Once packages have been labeled and checked in by the Inventory team all packages will ship out between Friday – Monday post event week.
- When printing your label, if a pickup date is needed, please use Friday March 21, 2025
- When printing your label, if a pickup address is needed, please use: Southeastern 725 SE 9th Court Suite 300 Hialeah, FL 33010
THIRD PARTY CARRIERS
Must be scheduled by exhibitor and communicated to inventory. If required, provide this number for your carrier (954) 649-4771 .
We will need the following information to gain approval:
- What is the name of the third-party carrier?
- What is the size of the truck?
- What time are they expected to arrive?
- Pick up address (see above)
IMPORTANT NOTES
- Any items not retrieved from the beach by 12:00 PM Thursday, March 20 will be discarded.
- Please make sure that any LARGE items are palletized to facilitate load in/out.
- If you are shipping any out of the ordinary items that will require special handling, please contact the Future Proof Citywide Inventory Manager, Maureen Luna via cell at (954) 649-4771 or email at Maureen@eventlogisticsinc.com, for clearance and approval.
- Special handling fees will apply to oversized and awkward shaped loads, highlight/heat sensitive products, and any shipments that require additional time and equipment/labor to unload.
CREDENTIALS
SET UP WRISTBANDS
Provided on Saturday and Sunday by security at both event entrances for your set up team.
EAC CREDENTIALS
IF you are working with an Exhibitor Appointed Contractor (EAC) please ensure they have proper credentials secured. See EAC Page here for more details.
BADGES
Starting Sunday March 16 at 11:00 AM, only badged individuals will be allowed access. Badges can be picked up at the Registration Tent between 11th and 12th street.
REGISTRATION TENT HOURS ARE AS FOLLOWS
Sunday, March 16th: 11:00 am – 8 pm
Monday, March 17th: 7:30 am – 6 pm
Tuesday, March 18th: 7:30 am – 8 pm
Wednesday, March 19th: 7:30 am – 11:30 am
FLOORPLAN
Please see the Future Proof Beachwalk layout below to locate your exhibit space. As a reminder the event is entirely on sand!
Your booth number was sent via email (Subject Line: Booth Numbers Confirmed For Future Proof Citywide 2025). If you are having trouble locating this please contact Sydney Salazar, sydney@futureproohq.com.
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!
