Sponsor portal

Logistics Management Group

Welcome to the first annual Future Proof Citywide. Along with the Future Proof Citywide staff you will work with Logistics Management Group (LMG), Future Proof’s Site Production/Operations Team. These teams will support you throughout the entire activation process – from pre-planning conference calls to on-site set-up and prep, through strike and load-out. Our goal is to provide you with all information necessary in order to make your Citywide experience streamlined and successful.

ACTIVATION – DECOR RULES & REGULATIONS

All activation plans are subject to approval by LMG and municipal permit requirements. Please submit the below information and details no later than Monday, December 23, 2024.

• Name of EAC/Decor company handling the activation build with contact information. We will be scheduling a call with your EAC to discuss plans. Exhibitors must receive approval from LMG to bring an EAC outside of the Future Proof preferred vendors to show.
• Proposed footprint layout (CAD, sample sketch layout, design deck or renderings)
• To scale layout including all power and utility needs. Please advise what you are powering.
• List of activation elements including (Interactive, WIFI, giveaways….)

PROHIBITED ITEMS FOR ACTIVATIONS

NO swings, ball-pits, or slides allowed.

• NO conference style or pop-up style builds allowed.
• NO “pop-up” signage is permitted anywhere on-site. No aluminum frame convention center style displays are
  allowed.
• Space outside your footprint (including behind & adjacent) CANNOT be used as storage space. All elements must be
  within your contracted footprint.

PERMITTING

For more extensive builds subject to permitting, the deadline for submission is Friday, December 13, 2024 to allow for revisions & timely filings. Permitting is usually needed for any truss or build structure. Typically an exhibitor in a 10×10 tent would not need permitting.

The following information is required at that time:

• CAD layout (to scale) of the space.
• Technical drawings for any fabricated, structural or trussing elements for inclusion with permit sets, which LMG will manage & submit. Please note, plans subject to permitting will incur permitting & inspection costs. Deadline is Friday, December 13, 2024
• Structural elements must comply with Florida building code and may require engineering calculations which LMG will manage & submit. Costs will apply.
• Decor elements must be fire retardant. Flame certificates are required. Failure to provide certs may require items to be fire sprayed at additional costs.
  

ON SITE CONSTRUCTION

• Any sawing and/or cutting of wood on-site, MUST work atop construction grade visqueen where any wood sawing occurs.
• Visqueen must be rolled up and discarded at the end of each day to prevent mingling of sawdust and sand. The City of Miami Beach will issue and enforce fines for this violation.

EXHIBITOR FORM

• The Exhibitor Form is due by Monday, January 13, 2025.
• Submissions after this date will incur a $500 late fee.
• Forms received after Monday, March 1, 2025 will be subject to an additional 20% rush charge fee.

POWER

• Your sponsorship does not include any basic power. All power needs are subject to availability.
• Power requests can be ordered on the Exhibitor Form.
• Please note that power drops may not be located directly within your footprint.
• You can order extension cords from the preferred venue on the Future Proof website. You can also bring
  your own as long as they are 100ft (10 gauge).
• Those sponsors who have center activations should consider their power requirements when planning their layout. Power may be dropped in a centrally located area between sponsor footprints or at a corner point.
• Custom power drops will be an added cost, pending approval. Custom power can be ordered on the Exhibitor Form.
• Deadline is Monday, January 13, 2025.

LIGHTING

• Any lighting needs can be ordered from our approved lighting vendor and requested in advance via the Exhibitor Form.

SECURITY/SAFETY

• Future Proof has 24-hour security for the site but NOT dedicated for exhibitor footprints.
• Please remember the site during loadin/loadout is a construction site. Take due care as all exhibitors, agents, vendors, employees and representatives are present at their own risk.
• Future Proof & LMG are not responsible or liable for any losses or damage.
• Airport Rules Apply: Do not leave any personal items unattended during event hours, including load-in, load-out or overnight.

WI-FI

• Future Proof offers public WI-FI.
• WI-FI needs specific to your activation must be ordered through the Sponsor Add-On Form. Costs will apply.
• Sponsors may request dedicated, password-protected WIFI. Deadline for ordering is Monday, January 13, 2025. Late requests cannot be guaranteed. Future Proof will make best efforts to accommodate.

GENERAL INFORMATION

• ALCOHOL – NO alcoholic beverages may be brought on-site
  • Only the FUTURE PROOF preferred catering vendor may provide or pour alcohol.
  • Any outside liquor served is a violation of our liquor permit & insurances.
  • Alcohols service may start at 3:00 PM ET. No alcohol should be served before this time.
• CATERING – NO outside catering vendors will be permitted.
  • All Catering must be provided by the FUTURE PROOF Preferred Vendor.

ENTERTAINMENT & AUDIO

• NO live performances, amplified sound or scheduled demos are permitted without approval from Future Proof.

FOOTPRINTS

• Dimensions of your individual activation footprint(s) will be based upon contractual agreement and CANNOT be exceeded or changed.
• Activation must meet mandated code compliances and be subject to recommended revisions as necessary.

HEAVY EQUIPMENT

• Only LMG operators are permitted to operate heavy machinery on site.
• Limited forklift assistance is available and must be advised in advance.
• Dedicated needs should be discussed during Sponsor activation calls.

HEIGHT RESTRICTIONS & WALLS

• Solid walls/fabric backdrops MAY NOT exceed 8ft in height for 10×10 footprints. LMG approval is required.
• All structures including bracing must fit within the contracted footprint.
• Drawings submitted to LMG should include how the structures are secured.

TENTING

• Future Proof’s tent company is the only approved tent vendor permitted on site. You are NOT permitted to erect any tent structures from other sources.
• Do not attach items to tent structures without the permission of LMG.

WATER & ICE

• There is no running water on-site.
• Ice distribution is handled by the Future Proof catering team site-wide. All ice & water needs should be requested in
  advance.

LOAD-IN/OUT AND SET-UP DELIVERIES

• Future Proof Citywide is located on a public beach. Vehicle access is limited.
• All on-site deliveries must be scheduled in
  advance through LMG.

LOAD-IN/LOAD OUT & TRUCK DELIVERIES

• You or your EAC will receive detailed load-in/out instructions prior to arriving on site. Please follow instructions
  carefully.
• Delivery entry for vehicles is on 5th St. & Ocean Dr – Directions will be provided to share with your crews. LMG will also provide a vehicle dashboard pass for all authorized deliveries.
• The largest truck permitted on-site is a 24-foot box truck unless special arrangements have been pre-approved by LMG.
• Only one of your trucks is allowed on site at a time. If more than (1) truck is required for your load-in, your delivery times will be staggered and pre-arranged.
• No semi-tractor trailers may access the site at any time without special arrangements through LMG.
• Only walk on FOOTPRINT INSTALLS are on Sunday, March 16. Only drop and go deliveries such as florals and final small detailing allowed. Walk on items are permitted.
• EAC’s will be limited to the number of sub-vendor delivery slots. It is important to use approved Future Proof vendors whenever possible or consolidate décor items on a single delivery.
• Any product left on site that the Future Proof needs to remove on your behalf will generate a billable cleaning & removal charge to you.

SET-UP/STRIKE

• Limited forklift assistance is available at the event site. Please make any request in advance.
• Sponsors and contracted design teams must be self-contained, Future Proof DOES NOT provide tools, power tools, ladders, extension cords, etc.
• You must fully clear your activation of all materials and décor during load-out.
• Any product left on site that the Future Proof needs to remove on your behalf will generate a billable cleaning & removal charge to you.
• All shipping/pickup arrangements must be made in advance with LMG &; inventory.
• Packing supplies and labor needed to repackage items for shipping, including but not limited to pallets, boxes, shrink- wrap, tape, pre-paid and completed shipping labels, etc. is the sole responsibility of the sponsor.

ENTRANCE & CREDENTIALS

• The Future Proof Citywide Credential Tent is located on the sand area just east of Lummus Park, on 10 th St. & Ocean Drive.
• The ADA entrance is located on 10 th Street &; Ocean Drive. To access this area enter on the 10 th Street service drive as though you were going to the beach. Turn left before crossing over the sand berm to the beach. Signage will be placed to direct you.
• You are required to check-in at the Credential Center upon arrival on your first on-site day to pickup credentials.
• You will receive working credentials in accordance with your individual contracts.
• ALL staff MUST visibly display a valid working credential at all times beginning Monday, March 10 through Saturday March 15, 2025
• No working credential, no access. This will be strictly enforced.