Sponsor portal
Shipping details
INBOUND SHIPPING TIMELINE
Advanced Shipment to the warehouse is the only option for delivery directly to your booth. Shipments to the show site will NOT be available. Please plan accordingly and ship your materials within the shipping window. Receiving will begin Monday, January 26th through Friday, February 27th. Receiving hours are Monday – Friday, 7:00 AM ET – 2:30 PM ET.
If required, provide this number for your carrier: 954-649-4771
January 26, 2026
7:00 AM ET
Advanced Shipments May Begin Arriving at Warehouse
February 27, 2026
2:30 PM ET
Last Day for Advanced Shipments to Arrive at Warehouse Without Surcharges
SHIPPING INSTRUCTIONS
Future Proof Exhibitors must utilize the Future Proof warehouse to ship items for the upcoming event. This includes materials crated, boxed, or palletized. Any items shipped/received outside these dates are subject to festival-imposed fees.
STEP 1: Submit the Information Summary Form
The Information Summary Form must be completed and submitted before items ship.
STEP 2: Complete, Print, and Affix Labels.
Once your Information Summary Form is submitted, please fill out the appropriate shipping labels provided and attach to your pallet/ boxes. To ensure your items are distributed to the appropriate location on-site, a COMPLETED LABEL must be AFFIXED TO EACH BOX/CASE SHIPPED. If a full pallet is being shipped, then one label can be affixed to each side of the pallet.
IMPORTANT NOTES
The inventory warehouse will not accept the following:
- COD Shipments
- Hazardous Materials
- Freight requiring refrigeration or freezer
Please provide additional details if your materials meet the following description:
- Has liquid
- Single piece of freight weighing more than 5,000lbs *certified weight tickets must accompany all shipments
- Single piece of freight beyond the dimensions of 48” high, 144” long or 84” wide
GENERAL INFORMATION
Future Proof Citywide Exhibitors are responsible for arranging removal of all leftover goods post-event. You must bring your own packing supplies and pre-paid electronic PRINTED shipping labels.
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 13, 2026
DROP OFF PROCEDURES
Small to Medium: Handy Carry to Exhibitor Services
Exhibitors looking to ship items back to their origin can bring boxes complete with shipping labels to the Exhibitor Booth on Tuesday, March 10th, before 7:30 PM ET or Wednesday, March 11th, before 12:00 PM ET. to drop off for post-event shipping.
Medium to Large (needs assistance in transporting): Schedule Pickup
Exhibitors looking to ship items back to their origin and will need assistance in transporting (i.e, crates, pallets, extra heavy boxes) can request a scheduled pickup by one of the following ways:
- Visit the Exhibitor booth between the hours of 10am – 3pm, Monday, March 9th – Tuesday, March 10th to schedule a post-event pickup
- Call the Exhibitor Line at 754-286-2155 between the hours of 10am – 3pm Monday, March 9th – Tuesday, March 10th to schedule a post-event pickup.
- Communicate via the Sponsor zone manager who requests a pickup on behalf of the sponsor “day-of”. Wait times may vary
WHEN PRINTING YOUR LABEL, IF A PICKUP ADDRESS IS NEEDED, PLEASE USE:
Southeastern
725 SE 9th Court
Suite 300
Hialeah, FL 33010
THIRD PARTY CARRIER
Must be scheduled by exhibitor and communicated to inventory.
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)
- If required, provide this number for your carrier (954) 649-4771
IMPORTANT NOTES
ANY ITEMS NOT RETRIEVED FROM THE BEACH BY 12:00 noon WEDNESDAY, MARCH 11th 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 product, and any shipments that require additional time and equipment/labor to unload.
ON-TIME ARRIVAL
January 26, 2026 – February 27, 2026
- $50.00 per box
- $325.00 per pallet
LATE ARRIVAL
Materials arriving after February 27 will be received at the Inventory Warehouse and incur an after-deadline charge.
1-3 DAYS LATE (February 28 – March 1)
- $75.00 per box
- $375.00 per pallet
4-7 DAYS LATE (March 2 – March 6)
- $100.00 per box
- $400.00 per pallet
AFTER MARCH 6
Items received at the Warehouse after March 6th will be charged a fee plus the cost of transport to show site.
- Transport within 24 hours of arrival: $200.00
- Transport on same day of arrival: $400.00
- Special Handling Fees: Quoted when details are provided
have questions about shipping?
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!