Sponsor portal
Exhibit Show Schedule
Future Proof Festival Exhibitor Event Timeline at a Glance
8:00 AM – 5:00 PM PT
Exhibit Set Up
8:00 AM – 12:00 PM PT
Exhibit Set Up
There will be no exhibiting on Monday.
9:00 AM – 6:30 PM PT
Exhibiting Hours
9:00 AM – 6:30 PM PT
Exhibiting Hours
8:00 AM – 12:00 PM PT
Exhibit Tear Down
Tear down prior to Thursday is strictly prohibited.
Exhibit checklist
Download this step-by-step PDF checklist to follow along in the Sponsor Portal, track key deadlines, and ensure all required items are completed leading up to the event.
EXHIBIT INCLUSIONS
Explore the options and features available with your contracted exhibit footprint.
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
- Furniture, power, flooring, decor is NOT included with your exhibit space. You are welcome to customize as you see fit!
- 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.
- All booth elements MUST remain within your contracted footprint due to fire code.
INCLUDES
- 10x20' space allotment
- (1) 10x20' custom canopy structure with your all-white logo on the top and company name in white capital letters across the awning
- Choice of (1) back wall OR (1) back wall + (2) side walls. Ability to custom brand the interior of the tent walls.
- NEW! Option to forgo the provided tent for a custom tent or structure at your own cost. **IF you are facilitating a custom tent/ structure in lieu of the provided canopy, you must have a back wall. The back wall should be clean in the back, as you may have neighbors directly behind you.
NOTES
- 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.
- Furniture, power, flooring, decor is NOT included with your exhibit space. You are welcome to customize as you see fit!
- IF you are facilitating a custom tent/ structure, engineer stamped calculations and drawings are required by June 25, 2026.
- All booth elements MUST remain within your contracted footprint due to fire code.
INCLUDES
- 20x20 footprint, this space is yours to customize from the ground up!
NOTES
- A tent is not included with your 20x20 exhibit, so feel free to get creative!
- Furniture, power, flooring, decor is NOT included with your exhibit space. You are welcome to customize as you see fit!
- For all custom tents/ structure, engineer stamped calculations and drawings are required by June 25, 2026. If you are working with Code Four, they will manage this on your behalf.
- You have the choice of working with our preferred vendor (Code Four) or your own agency. If you are working with your own agency, they must complete the EAC application below.
- All booth elements MUST remain within your contracted footprint due to fire code.
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) Co-branded walls: one on the side and one in the back. This is a "step and repeat" style design featuring your logo and Future Proof's logo. Future Proof will manage creating these graphics.
- (1) Highboy Table (2) Barstools
NOTES:
- Your walls will be designed by Future Proof. This is a step and repeat style design, featuring your company logo alongside the RetailClub 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.
EXHIBIT WALL ART
EXHIBIT WALL ART IS DUE BY FRIDAY, JULY 31
If you have a 10×10 or 10×20 booth, please find the graphic specifications and submission link for your tent walls below.
For questions or if you cannot access the submission link, please email sponsorlogistics@futureproofhq.com.
Exhibit Add-Ons
Listed below are all Future Proof preferred vendors. Click view profile to see their product and service offerings, contact details, and deadlines. These are all optional enhancements to your booth space.
CUSTOM EXHIBITS
CODE FOUR
BEVERAGE SERVICES
LIQUID CATERING
CATERING
SUZANNE'S CATERING
FURNITURE & DECOR RENTALS
AFR
AUDIO VISUAL
CODE FOUR
Lead Retrieval
FUTURE PROOF
Exhibitor Appointed Contractors
An exhibitor-appointed contractor (EAC) is defined as any outside vendor that is NOT on the Future Proof Preferred Vendors list above. To work with a vendor outside of the approved vendor list, please see the process below to get started!
Step 1
EAC APPLICATION
Exhibitor-appointed contractors are subject to a brief review process. The vendor may complete this form directly, or you may submit it on their behalf. You can expect a response within 48 hours of submitting the application.
APPLICATIONS DUE
- Custom Build EACs: June 18, 2026
- All Other EACs: July 24, 2026
Step 2
EAC LOGISTICS CALL
Once your EAC application is approved, a Future Proof representative will contact you to schedule a logistics call so we can align on all details related to show site access, activation plans, and more.
Step 3
SUBMIT DOCUMENTATION
Once your EAC application is approved & your logistics call is completed, a Future Proof representative will contact you with next steps, including a request for additional documentation.
DOCUMENTATION DUE
- COI: August 3, 2026
- Structural Drawings (Custom Built Exhibit Structures Only): June 25, 2026.
- TFFs (F&B Vendors Only): August 7, 2026
Step 4
SECURE CREDENTIALS
Upon receiving all required documents, you will be provided with a link to secure EAC credentials. Please select the button below to review available credential options.
*Please note that any vendor who is not approved or does not submit the required documentation and/or credentials will not be permitted access to the show site. Please review the Rules & Regulations for full details.
SHIPPING DETAILS
inbound shipping timeline
Advanced Shipment to the warehouse is the only option for delivery directly to your booth. Direct shipments to the show site will not be available. Please plan accordingly and ship your materials within the shipping window.
On-time receiving will begin July 20 and closes September 1. Receiving hours are Monday – Friday, 9:00 AM PT – 4:00 PM PT. If a contact phone number is required for your carrier, please use (714) 465 – 6245.
Any items shipped/received outside these dates are subject to festival-imposed fees. (SEE “SHIPPING FEES” TAB).
SHIPPING INSTRUCTIONS
STEP 1: Complete, Print, and Affix Labels.
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.
Please click here to download the shipping label.
IF YOU ARE UNABLE TO USE THE PROVIDED LABEL, SEE INSTRUCTION BELOW
If you are shipping from Amazon, for example, and are unable to label your package please ensure you include the following address & labeling system.
STEP 2: Submit the Information Summary Form
Please click here to complete the Information Summary Form.
**We will not be able to deliver boxes to your exhibit space without this form completed first!
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
OUTBOUND SHIPPING INSTRUCTIONS
Future Proof Festival 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 AND UPS PICK-UP
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 are typically shipped out within the 3-4 days post event.
THIRD PARTY CARRIERS
Must be scheduled by the exhibitor and communicated to inventory. We request 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?
EXHIBITOR BOX DROP OFF PROCEDURES
Exhibitor Services will not be accepting outbound shipments prior to Thursday September 17.
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 Thursday September 17 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. Exhibitors must remain with their boxes until they are scanned in.
● Visit the Exhibitor booth to schedule a post-event pickup
● Call the Exhibitor Line 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.
DISPOSAL
Note For Exhibitors – ANY ITEMS NOT RETRIEVED BY 12:00 noon Thursday, September 17 will be disposed of.
We do not have extra empty boxes available on-site! We are happy to hold on to your empty boxes after you are finished unpacking them. We can then return them during tear down on Thursday. Please see details below!
EMPTY BOXES HELD DURING SHOW
EMPTY HOLD BOX PICKUP
1. Complete Empty Hold Label Exhibitors must complete a “HOLD EMPTY BOX LABEL” (linked here) for each box or case to be
returned after the show’s close.
2. Attach Empty Hold Labels Exhibitors must 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 The Box Pickup Exhibitors must keep boxes inside of their exhibit space, and remain with their empty boxes until they are picked up.
● Option A Pre-Schedule: Contact the inventory team 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. Additional labels can be obtained at the Exhibitors Service Tents. Any boxes or cases left outside the exhibitor’s designated space will
be discarded to maintain clear aisles.
EMPTY HOLD BOX RETURN
Empty boxes will begin returning to booths at 8:00am on Thursday, September 17, 2026.
Early tear down is strictly prohibited, boxes may not be returned prior to Thursday.
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, it is strongly encouraged to pre-schedule this in advance with the inventory team. Please contact mark@codefour.com to arrange for box storage and delivery prior to the event start.
BOX HANDLING FEES
Cost includes the receiving & trucking of packages to the show site + distribution to each sponsor booth.
Delivery Hours: 9am – 4pm PT Monday – Friday. If a contact phone number is required for your carrier, please use (714) 465 – 6245.
ON-TIME ARRIVAL
July 20, 2026 – September 1, 2026
$50.00 per box
$325.00 per pallet
LATE ARRIVAL
Materials arriving after September 1 will be received at the Inventory Warehouse and incur an after-deadline charge (see below).
1-3 DAYS LATE (Arrival September 2 – September 4, 2026)
$75.00 per box
$375.00 per pallet
4-7 DAYS LATE (September 5 – September 11, 2026)
$100.00 per box
$400.00 per pallet
AFTER September 11, 2026
Items received at the Warehouse after September 11 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.
OUTBOUND SHIPPING
$50.00 per box
$325.00 per pallet
.
more details coming soon!
Click to expand the options on the right hand side for insight on what else is being added to the sponsor portal and when to expect it. Our team will also send a communication when these features are available.
We'll be adding an entertainment/ game rental vendor to our preferred vendor list this year! You can expect to see more details on "Exhibit Add-Ons" page of the Sponsor Portal soon!
We are currently evaluating flooring solutions! We will have options to share by June 15, 2026
**extended from June 8, thank you for your patience!
RULES AND REGULATIONS
Please review the show rules and regulations here.