Sponsor portal
Exhibit Show Schedule
Future Proof Citywide Exhibitor Event Timeline at a Glance
7:00 AM ET
Advanced Shipments May Begin Arriving at Warehouse
2:30 PM ET
Last Day for Advanced Shipments to Arrive at Warehouse Without Surcharges
8:00 AM – 5:00 PM ET
Exhibit Set Up
8:00 AM – 11:00 AM
Exhibit Set Up
There will be no exhibiting on Sunday.
9:00 AM – 6:30 PM ET
Exhibiting Hours
9:00 AM – 6:30 PM ET
Exhibiting Hours
8:00 AM – 5:00 PM ET
Exhibit Tear Down
Key Dates
Download this PDF for a comprehensive list of deadlines and milestones, ensuring you’re prepared for every stage of your sponsorship experience.
UPCOMING DEADLINES:
- January 23 EAC COIs Due (only if you are working with an outside vendor)
- February 3 Exhibit Wall Art Due (All Tents & AI Playground)
Exhibit Inclusions
Explore the Features and Options Available for Your Exhibit Space
INCLUDES:
- 10x10' space allotment
- (1) 10x10' custom canopy structure with your all-white logo on the top and company name in white capital letters across the awning
- (2) Custom-produced tent walls: one on the side and one in the back. The interior is fully brandable. The placement of the side wall will be determined by the Future Proof team based on optimal positioning and cannot be guaranteed in advance.
NOTES:
- Placement of the side wall (left vs right) is determined based upon placement and cannot be guaranteed prior to the graphics deadline. For this reason, we highly recommend against continuous artwork.
- Please note you are required to use the provided canopy and must have walls.
- Canopy colors are randomly assigned by Future Proof to provide a cohesive feel. We do not inform any partners of their canopy color before going to production and are unable to accept tent color requests.
- Flooring is not included, the event will take place on sand. You may order flooring as a booth upgrade!
- Furniture is not included, see the "add-ons" page for furniture options.
INCLUDES:
- 10x20' space allotment
- (1) 10x20' ALL-WHITE curved custom canopy structure.
- (1) Fully brandable Gable (top front of booth) OR option to forgo Gable entirely.
- (1) 20' back tent wall. Interior is fully brandable.
NOTES:
- Please refer to design templates and specifications on this page for the gable and tent wall art.
- You are required to use the provided canopy and must have a back wall.
- Removing the gable: You may choose to forgo the gable (top front brandable area of your tent). Without a gable there will be NO center beam in the front area of your tent (as this exists to support the gable), therefore opening up your space more. If you would like to remove the gable, please contact sponsorlogistics@futureproofhq.com.
- Flooring is not included, the event will take place on sand. You may order flooring as a booth upgrade!
- Furniture is not included, see the "add-ons" page for furniture options.
INCLUDES:
- 20x20' or larger space allotment with the ability to custom build your own exhibit structure.
- Optional Upgrade - 20x20+ Tent
- ALL-WHITE curved custom canopy structure
- (1) Fully brandable Gable (top front of booth) OR option to forgo Gable entirely.
- (1) 20' back tent wall. Interior is fully brandable.
Custom Build Exhibits - No Tent - See the exhibit add-ons for a list of Future Proof preferred vendors. To work with your own agency (not on the preferred list), please review the process for bringing outside vendors on the EAC Page of the Sponsor Portal. Activation plans and structural drawings will be due by December 8, 2026.
NOTES:
- Refer to your partnership agreement to confirm exhibit size and if you have a canopy structure included.
- Removing the gable: You may choose to forgo the gable (top front brandable area of your tent). Without a gable there will be NO center beam in the front area of your tent (as this exists to support the gable), therefore opening up your space more. If you would like to remove the gable, please contact sponsorlogistics@futureproofhq.com.
- Double Sided Wall Branding: Branding is included on the interior of your tent wall. As a 20x20+ exhibit, you will be placed in an island location with the back of your exhibit exposed. You may opt to include branding on both sides of your wall for an additional charge.
- Flooring is not included, the event will take place on sand. You may order flooring as a booth upgrade!
- Furniture is not included, see the "add-ons" page for furniture options.
INCLUDES:
- 10x10' space allotment in the AI Playground tent located within Future Proof's outdoor event space.
- (1) 10'w x 8'h back wall with a custom branded interior.
- (2) half walls, which are meant to serve as barriers between booth spaces. (Not brandable).
NOTES:
- Flooring is not included, the event will take place on sand. You may order flooring as a booth upgrade through Warren Moore Events.
- Furniture is not included, see the "add-ons" page for furniture options or the "Exhibitor Form" for standard offerings.
INCLUDES:
- 5x10' space allotment
- A ready-to-use kiosk under the shaded FinTech Pavilion located within Future Proof's outdoor event space.
- The FinTech Pavilion will be equipped with flooring.
- Company logo displayed on a graphic panel
- (1) counter for demonstrations and storage
- (1) display monitor
- (1) stool
- (1) standard electrical outlet and access to event Wi-Fi
INCLUDES:
- (2) Co-branded walls: one on the side and one in the back.
- (1) Highboy Table (2) Barstools
- (1) Small trash bin
- (3) Trash bin liners
NOTES:
- Your walls will be designed by Future Proof. This is a step and repeat style design, featuring your company logo alongside the Future Proof logo.
- Canopy colors are randomly assigned by Future Proof to provide a cohesive feel. We do not inform any partners of their canopy color before going to production and are unable to accept color requests.
- The placement of the side wall (left vs right) will be determined by the Future Proof team based on optimal positioning.
- Flooring is not included, the event will take place on sand. You may order flooring as a booth upgrade!
Exhibit Art
EXHIBIT WALL ART IS DUE BY FEBRUARY 3, 2026.
GABLE ART IS DUE BY JANUARY 16, 2026. *Applies for 10×20+ booths
Please review the design templates below for guidance.
Exhibit Add-Ons
Listed below are all Future Proof approved vendors. Click view profile to see their product and service offerings, contact details, and deadlines. These are all optional enhancements to your booth space.
FLOORING
Furniture & Decor Rentals
Catering & Bar Services
AUDIO VISUAL
NEW!
LEAD RETRIEVAL
NEW!
Audio Visual
Entertainment
RENTALS & CUSTOM DISPLAYS
New!
Lead Retrieval
New!
Exhibitor Appointed Contractors
An exhibitor appointed contractor (EAC) is defined as any vendor that is not on the Future Proof approved vendors list. To work with a vendor outside of the approved vendor list, please see the process below. Outside caterers will not be permitted for logistical reasons.
Step 1
EAC APPLICATION
Exhibitor appointed contractors are subject to a short review process. You may have the vendor fill this out or complete it on their behalf. You can expect to hear back within 48 hours of completing the application.
APPLICATIONS DUE
- Custom Build EACs: December 8, 2025
- All Other EACs: January 9, 2026
Step 2
EAC LOGISTICS CALL
A Future Proof representative will contact you to set up a logistics call so we can align on all logistics related to accessing the show site, activation plans, and more.
Step 3
SUBMIT DOCUMENTATION
Once your EAC Application is approved, a Future Proof representative will contact you with the next steps which includes a request for additional documentation.
DOCUMENTATION DUE
- COI: January 23, 2026
- Structural Drawings (Custom Built Exhibit Structures Only): December 8, 2025
Step 4
SECURE CREDENTIALS
You will be provided a link to secure EAC credentials upon EAC application approval. Select the button below to review available EAC credential options.
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. If required, provide this number for your carrier: 954-649-4771
Receiving will begin Monday, January 26th through Friday, February 27th. Receiving hours are Monday – Friday, 7:00 AM ET – 2:30 PM ET.
SHIPPING INSTRUCTIONS
IMPORTANT NOTES
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
Please click here to complete the Information Summary Form.
**This MUST be completed and submitted before items ship to ensure succesful delivery to your exhibit space.
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.
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.
EMPTY BOXES HELD DURING SHOW
For outbound shipping, please follow these instructions if you wish to have any boxes or cases held for return.
1. Print and complete a “HOLD EMPTY BOX LABEL (CLICK TO DOWNLOAD)” for each box or case you want returned after the show’s close.2. Attach the completed label to the box(es) or case(s) and leave it inside your tent area to prevent accidental removal during trash collection.3. Scheduling your Box PickupPlease keep boxes inside of your exhibit space, and remain with your empty boxes until they are picked up.
- Option A Pre-Schedule: Contact the inventory team (maureen@eventlogisticsinc.com) in advance to coordinate a box pickup date and time.
- Option B Arrange On-Site: Contact Exhibitor Services for box pickup (Call/ text/ visit desk front). Wait times will apply
- Note: Replacement boxes will not be available onsite, so plan accordingly. Additional labels can be obtained at the Exhibitors Service Tents. Any boxes or cases left outside your designated space will be discarded to maintain clear aisles.
4. Box ReturnEmpty boxes will be returned at 8:00AM EST on Wednesday, March 11..
BOX RETENTION & DELIVERY DURING SHOW
If you wish to hold items back of house and have them delivered to your exhibit space throughout the show, you may pre-schedule this in advance with the inventory team. Please contact maureen@eventlogisticsinc.com to arrange for storage and delivery prior to the event start.
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 Wednesday, March 11th, before 12:00 PM ET to drop off for post-event shipping. Exhibitor Services will not be accepting outbound shipments prior to Wednesday, March 11.
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
Breakthru Experiences
Check out the Breakthru Experiences Sponsor Guidelines for more detailed instructions on the pre-event process, what to expect, and how to facilitate your activity.
Deadline to Complete Breakthru Experience Listing Form
Attendees Select Breakthru Experiences They Are Interested In
Deadline for Activity Admins to Register for Future Proof Citywide
Prioritize Attendees Who Have Selected Your Breakthru Experience
Attendees Receive Calendar Invites
Invite Your Colleagues
Breakthru Experiences Take Place
Attendees Complete Feedback Survey on Breakthru Experiences
Receive Attendance List From Your Breakthru Experience
Have Questions?
Email us at breakthru@futureproofhq.com for support.
Planning
Your Breakthru Experience
Everything you need to know to schedule, host, and manage your Breakthru Experience at Future Proof Citywide
Breakthru Experiences can take place during the event hours, but cannot overlap with Breakthru Meetings. See Breakthru Meeting times here.
Breakthru Experiences can be scheduled on:
- Monday, March 9 - before 9:15 AM, 11:20 AM - 3:05 PM, and after 5:10 PM*
- Tuesday, March 10 - before 9:15 AM, 11:20 AM - 3:05 PM, and 5:10 PM - 7:00 PM
- Wednesday, March 11 - 6:30 AM – 11:30 AM ET
*If you’d like to host a dinner for Financial Advisors, you will need to host one of the Future Proof Advisor Networking Dinners. Please contact sales@futureproofhq.com for more info.
Option 1: In Your Exhibit Space
Must stay within your contracted exhibit footprint.
Must adhere to our exhibitor rules and regulations. (ie: no open flames, no outside alcoholic beverages, etc.)
Examples include product demos, podcasts, book signings, happy hours, activations with “grab and go” F&B.
Option 2: At Another Location
Should be within walking distance to the event.
Examples include beach workouts, charity beach cleanups, receptions
When you submit your Breakthru Experience, you’ll be asked to share its ideal outcome. This helps attendees understand what to expect and why they should join. You’ll include this in your description on the platform for attendees so the purpose is clear.
Example:
“Our goal is to create a relaxed networking environment where women in RIAs can connect, share challenges, and leave with new peer relationships.”
Pro Tip:
Think about what attendees should walk away with - whether that’s making new connections, getting new product knowledge or having a fun shared experience. The more specific your goal, the more appealing your activity will be.
Every Breakthru Experience needs at least one Activity Admin. Activity Admins prioritize attendees who have selected their Experience, can invite colleagues to join, and have the ability to scan attendees into the activity on-site.
Ideally, this is someone who will be on-site (not required). You can assign as many Activity Admins as you’d like in the Breakthru Experience Listing Form. If you need to add additional admins later, just email breakthru@futureproofhq.com.
Activity Admins vs. Org Admins:
- Org Admins manage your organization’s Breakthru Meetings (complete Breakthru profile, send Meeting requests, opt into Meeting requests, etc.).
- Activity Admins manage your Breakthru Experiences.
- These roles can be held by the same person, but they are separate responsibilities.
Prioritize 3X Attendance Limit
We recommend you mark as “Accept”,”‘High Interest” or “Medium Interest” 3x the configured attendance limit for your Experience. This will give the best chance of scheduling your Experience to the attendance limit. For example, if your Experience has a configured attendance limit of 20, we recommend prioritizing 20 x 3 = 60+.
Keep Your Attendees Scheduled After Invites Are Sent
Once calendar invites go out, attendees are looking forward to joining your Experience! Removing them will impact their schedules and create confusion. Activity Admins can add colleagues at this time, but we recommend not removing any scheduled attendees.
Breakthru Meetings
Check out the Breakthru Program Guidelines for more detailed instructions on the pre-event process, what to expect, and how to facilitate your activity.
Complete Your Profile
Request Meetings
Opt-In to Meeting Requests You’ve Received
Accept Meetings
Accept Any Additional Meetings (if applicable)
Accept Breakthru Meetings Calendar Invites
Attend Onsite Meetings
Complete Feedback Survey & Download Meetings Report From Your MyExperience Page
Receive Meeting Reconciliation Report
Have Questions?
Email us at breakthru@futureproofhq.com for support.
Maximizing Your Breakthru Meetings
How to set up your team, secure better matches, and maximize every meeting on-site.
- Assign Organization Admins and Meeting Reps before the Breakthru Profile completion stage begins on February 2.
- MyExperience login is always email attendee registered with (username) and registration confirmation number (password).
- Send 4x the amount of meeting requests (PER MEETING REP) as total meetings purchased.
- DO NOT send the same requests for every single meeting rep on your team - this will significantly decrease the amount of mutual matches your firm receives and ultimately impact the amount of meetings scheduled for your group on-site.
- ACCEPT ALL OF YOUR MEETINGS! Any meetings that are not accepted will not be scheduled, leaving you with no meetings while you are on-site.
- Download the Future Proof app to easily access your personalized meeting schedule while on-site.
Mutual Match Introductions turn missed connections into meaningful opportunities, connecting you with advisors who showed mutual interest but didn’t end up on your on-site meeting schedule. These intros don’t replace scheduled 1:1 on-site meetings, but they expand your network with aligned, high-quality leads. It's an efficient, tech-enabled way to spark meaningful conversations that can continue well beyond the event.
To get started, an Organization Admin needs to log in to their MyExperience page and choose how many Mutual Match Introductions they’d like to secure for your firm. Mutual Match Intros are available for purchase until Sunday, March 8.
Best Practices:
- Receive your Mutual Match Intros by Friday, March 6. Reach out before the event to schedule a time to meet up at your exhibit or at a local restaurant, to maximize your time at the event.
- Send a quick follow-up after the event using the contact info provided for a simple way to keep the momentum going after your on-site connection.
Yes! Join the Future Proof team for virtual workshops to get you prepped and confident at every stage of the Breakthru Meetings program. Each session focuses on just one phase (ex. Send Meeting Requests), so you can jump in where you need it most. We cover what’s new, FAQs, best practices, live Q&A, and more. You won’t want to miss it!
Check back soon for the next available workshop!
Key Contacts
GENERAL QUESTIONS
Have questions about exhibiting? We are happy to help!
sponsorlogistics@futureproofhq.com
Furniture & Decor rentals
Mandy Diaz
mdiaz@rentfurniture.com
Shipments
Maureen Luna
maureen@eventlogisticsinc.com
FLOORING
W Dale Moore
dmoore@wmooreevents.com
Audio visual
Cindy Kenna
cindyk@mpgproductions.com
Catering & Bar Services
Sara Crawford
Sara@caroncole.com
EXHIBIT ART
Jennie Reynoso lmgjennier@gmail.com
FREQUENTLY ASKED QUESTIONS
If you have a 10×10 exhibit, the color of your canopy is pre-determined by Future Proof in order to provide a cohesive feel. We do not inform any partners of their canopy color before going to production as they are randomly assigned. You are able to customize the inner panels of your exhibit walls.
If you have a 10×10 or 10×20 exhibit, you are required to use the Future Proof provided canopies. You may have custom elements within this space.
If you have a 20×20 exhibit or larger you can forgo the included canopies for a custom structure.
We will have complimentary WiFi available for all Future Proof Citywide attendees. If you are streaming a demo or require a secure connection we highly recommend ordering dedicated Internet for your space. Please remember that if you are ordering dedicated Internet you will also need to order power. Internet can be ordered in the Exhibitor Form and is due by January 6, 2026.
You may have alcohol in your exhibit space, but it MUST be supplied by Future Proof’s preferred vendor. Alcohol from alternative suppliers is strictly prohibited and is in violation of our liquor license.
You do not need to complete an EAC form if you are using a Future Proof Preferred Vendor. (See “Add Ons” Page for list of preferred vendors). If you are using a vendor outside of this list, you will need to complete an EAC application form. Please note that all EACs are subject to approval by Future Proof.
See the EAC Page for more information.
If you are working with a vendor that is NOT on the Future Proof preferred vendors list, they are considered an “EAC” and will require credentials to access the event space. You will be provided a link to secure EAC credentials once your vendor’s EAC application has ben approved. See more details EAC Page.
Activation Plans are a simple list of everything you plan on doing in your exhibit space. (ie: will have a table and chairs, giveaways, monitor for screening demos). Activation Plans should be shared in the Exhibitor Form by January 6, 2026.
Yes, the event will take place entirely on sand and flooring is not included with your exhibit space. You may order flooring with Warren Moore Events or choose to embrace the sand as a part of the experience!
Direct to show site shipping is not available for Future Proof Citywide. All shipments must be sent to the Advanced Warehouse. Please view the Shipping Page for more insight.
Packages will be charged a per-box/pallet rate.
Boxes are $50/each and pallets are $325/each.
Please note that any packages received after February 27, 2026, will incur late fee(s) and possible special delivery charges.
Items delivered to the advanced warehouse will be delivered to your exhibit space. For this reason, we highly recommend shipping to the advanced warehouse.
The warehouse will not accept uncrated/ boxed freight, COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds, or a single piece of freight beyond the dimensions of 108”H x 93”W.
All packages will be delivered directly to your booth on the date you requested on your Information Summary Form.
For the first step, please indicate this on the Information Summary Form so that we know what to look for. Second step, please make sure the shipping address includes your company name and even a phone number (if possible) in the shipping address so the warehouse team can contact you to confirm receipt.