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.
Exhibit Specifications
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:
- 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
- (1) 10x10' custom canopy structure with your all-white logo on the top and company name in capital letters across the awning
- (2) Custom-produced 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.
NOTES:
- 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:
- 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
Exhibit Art
EXHIBIT WALL ART IS DUE BY FEBRUARY 3, 2026.
Submit exhibit wall art in PDF vector format at actual size and 150 DPI. Ensure all images are embedded and fonts are outlined. If you have a 10×10′ space, specify which file is for your back wall and which is for your side wall.
Review the design template 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.
AFR
Furniture & Decor Rentals
Caron Cole Catering
Catering & Bar Services
Event Nerds
Custom Design & Fabrication
Warren Moore Events
Custom Design, Fabrication, & Flooring
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
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
Key Contacts
Catering & Bar Services
Sara Crawford
Sara@caroncole.com
Custom Design & Fabrication
W Dale Moore
dmoore@wmooreevents.com
Custom Design & Fabrication
Adam Klein
Adam@myeventnerds.com
Furniture
Mandy Diaz
mdiaz@rentfurniture.com
Shipments
Maureen Luna
maureen@eventlogisticsinc.com
GENERAL FAQs
Future Proof Exhibitor Support sponsorlogistics@futureproofhq.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.
