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Exhibitor FAQ

What comes with my booth?

  • 8’-high back wall drape
  • 3’-high side rail drape
  • (1) 6’ x 30” white skirted table
  • (2) contour chairs
  • (1) wastebasket
  • (1) 7” x 44” ID sign
  • Unlimited complimentary exhibitor badges
  • 24-hour security
  • Opportunity to add your company description to the live exhibitor map
  • Basic listing in the mobile app
  • Online Exhibitor Service Manual

What are the set-up days, show-dates, and dismantle dates?

Exhibit Show Schedule

Tuesday, July 11, 2023 Exhibitor Move-in 8:00 am - 5:00 pm
Wednesday, July 12, 2023 Exhibitor Move-in 8:00 am - 5:00 pm
Thursday, July 13, 2023 Exhibitor Move-in 8:00 am - 5:00 pm
Friday, July 14, 2023 Show Hours 10:00 am - 5:00 pm

Unopposed by Sessions (busiest time) 11:30 am - 2:00 pm

Saturday, July 15, 2012 Show Hours 10:00 am - 5:00 pm

Unopposed by Sessions (busiest time) 11:30 am - 2:00 pm

Exhibitor Move-out 5:00 pm - 10:00 pm

Sunday, July 16, 2022 Exhibitor Move-out 8:00 am - 3:00 pm


  • Exhibits may not be dismantled prior to 5:00 pm on Saturday, July 15, 2023.
  • All exhibits must be dismantled and removed by Sunday, July 16, 2023 at 3pm.

How does lead scanning work through the IDEA Fitness Events App?

First, you must ensure you have purchased the lead scanning function. If you haven't, you may do so by contacting Vivian Griggs at [email protected].

In order to use the Lead Scanning you will need to download an App that will be sent to you after purchase and prior to the event. A lead scanning license can only be used on one device. You may purchase multiple licenses if necessary.

Administrator(s) will have access to a detailed list of all scanned leads. The lead report will provide you with real-time data on: name, email, scanner (who from your company scanned that lead), phone*, title* and company*.

*Denotes that these items are provided if available, as some leads may opt out of providing this information.

How do I accept Purchases?

Most of our current exhibitors use these methods: credit card, Square Inc., cash, check, etc.

Do I need a tax permit for selling?

Sales conducted at IDEA World Fitness and Nutrition Expo will be subject to sales tax as laid out by the California Department of Tax and Fee Administration. Each exhibitor is responsible for registering with the Tax Department and paying any and all applicable taxes.

The California Tax Department website can be accessed here - https://onlineservices.cdtfa.ca.gov/_/

Am I allowed to sample nutrition products from my booth?

Certain health requirements must be met in order for you to sample food or beverage products at the IDEA World Fitness and Nutrition Expo.

If you plan on sampling food in any size please complete the sampling forms in the Exhibitor Kit .

NOTE: If you will be handling food or beverages at all (IE taking the items out of their original wrapping), you need a hand washing station. Please see guidelines in the Exhibitor Kit.

Appropriate permits will need to be secured by June 14, 2023, and a copy sent to Vivian Griggs ([email protected]). If the permit has not 20 been secured no food or beverage will be permitted in your booth. For an additional fee of $90 an extension date of June 28, 2023, is an option. No permits will be accepted past June 29, 2023.

My product must be refrigerated upon arrival. What are my options?

Refrigerated accessible storage is available for $500 per exhibitor. Union labor will need to be hired each time a pallet or box needs to be delivered to your booth. Refrigerated storage can be secured through RPMxpo ([email protected])

IF YOU ARE SHIPPING TO THE SHOW: On the following page is a label that was created specifically for product/items that need to be refrigerated upon arrival to the conference site. This is not to be used in place of your carriers shipping labels, this is just to mark the freight to be delivered to the correct location.

IF YOU ARE BRINGING YOUR ITEMS IN A PERSONALLY OWNED VEHICLE/VAN: You will still need to attach these labels to the pieces you need to be refrigerated. The loading dock will be staffed by freight personnel whom you can inform of the marked pieces that will be refrigerated when you arrive.


RETRIEVING YOUR REFRIGERATED ITEMS: Items stored in the refrigerated unit will be billed a $500 set-up fee and ½ hour labor each time you need to retrieve these items. There will be a service desk for the full duration of the show which you can visit to inform me of needed materials. Refrigerated items are still subject to standard material handling rates.

How much product should I bring with me to the show?

In 2023, we’re expecting around 10,000 fitness professionals to visit the Expo. Review the busiest expo hours above when planning for the largest crowds. Also, typically, Saturday brings more consumers than Friday. Please keep in mind the shipping and material handling fees. Full details on material handling and shipping options can be found in the Exhibitor Kit.

Is there a flat rate for apparel material handling?

Yes. If your Exhibit Materials are strictly clothing, a special material handling rate will apply. Materials will be unloaded from inbound trucks and delivered to the exhibitor’s booth. At the close of the show, the materials will be picked up from the exhibitor’s booth, taken to the loading dock and loaded on the outgoing truck. There will be a roundtrip flat rate charge of $475.00 per each 10’X10’ space occupied.

Where do I store everything during the show? Is there a cost to do that?

Our general services contractor, rpmXPO, will have Accessible Storage options for you on-site at the event. Please see the Material Handling Rate Schedule in the Exhibitor kit for details. All rates include: Unloading crated freight (the warehouse cannot receive uncrated shipments); storing at warehouse for up to 30 days (any materials stored beyond 30 days will incur additional costs applied to your invoice); reloading onto trucks and delivery to the exhibit site; unloading freight and delivery to your booth; picking up, storing, and returning empty shipping containers; and reloading freight for return to your specified destination from exhibit site.

What are the union regulations?


We are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. To help you understand the jurisdiction that the various unions have, we ask that you read the following:

ELECTRICAL LABOR & PLUMBING Responsible for assembly‚ installation, and dismantling of anything that uses electricity as a source of power to the building electrical system. This includes: electrical wiring, electrical signs, multiple TV and VCR connections, videotaping using multiple video cameras‚ including camera operation‚ audio and lighting. Responsible for all plumbing supplies. This includes: air, water, gas lines, tanks and venting

LABOR — UNION The Union has jurisdiction for the operation of all material-handling equipment, all unloading and reloading, and the handling of empty containers. Exhibitors may unload their own vehicles provided they do not use any material handling equipment (fork-lifts, flatbeds, dollies, pallet jacks, etc.) For the efficiency of the trade show as a whole, an area will be set aside for these self-unloading exhibitors.

INSTALLATION & DISMANTLE LABOR — UNION All hired labor must belong to Local union. Labor can be ordered in advance by returning the enclosed form, or on show site, at the RPMXPO Service Desk. Three options for installation and dismantle labor exist in LAS VEGAS. Labor may be performed by full-time employees of the exhibiting company; or hired through RPMXPO, the official general service contractor; or hired through an exhibitor appointed contractor that complies with the local union jurisdiction.

PLEASE NOTE: Please do not tip any employee. Do not give coffee breaks, for union employees have a fifteen minute paid break mid-morning and mid-afternoon. Any attempt by an employee to solicit a gratuity for any service should be reported immediately to RPMXPO and/or Exhibit Management. Union employees are paid a good wage scale, and tipping is strongly discouraged and is not an accepted policy of any Official Service Supplier. If you encounter any difficulty with any laborer, or if you are not satisfied with the work performed, please bring this to the attention of RPMXPO. Please refrain from voicing complaints directly to craft personnel. The person in charge of your exhibit should carefully inspect and sign all work order forms. If there are any questions about any bills, bring the bill to the appropriate Service Desk and discuss it with the per-son in charge prior to leaving show site.

How do I market my product/service pre, during, and post event to event attendees?

IDEA has many options to assist with your pre, during and post marketing efforts. Please contact Vivian Griggs at [email protected] for more details.

How do I engage attendees at the event from my booth?

Our attendees are there to shop and learn, so be sure to offer on-site discounts on your products/services. The most successful booths are interactive, drawing attendees into their booth to try out their product, taste their samples, or learn about their services, first-hand.

What are the Wi-Fi Options?

Smart City Networks offers on-site wireless services for both attendees and exhibitors. Our Complimentary Internet is offered free of charge and is available in all public spaces and meeting rooms. Our Exhibitor Internet is available facility-wide on a 5 GHz wireless network, at speeds of 3 Mbps up/down per device. Depending on where you are in the facility, you may see both SSIDs (network names), but only Exhibitor Internet is supported in all areas.

Please see the On-Site Wireless services information in the Exhibitor Kit for more information.

Is conference registration included in my booth purchase?

Conference registration is not included in your booth purchase. If you’d like to purchase a full conference registration, you can do so HERE .

Is there an exhibitor badge I can post on my website showing I'm exhibiting?

Yes, you can get the exhibitor logo here.

What hotels are within the IDEA World Convention room block?

The host hotel is the JW Marriott. In addition to JW Marriott, there are three additional hotel options. More information can be found HERE.

Is an electrical connection included in my booth?

It is not included in the price of your booth, but you may order it through the Exhibitor Kit.

How do I maximize my trade show investment?

Planning your trade show marketing should start with objectives. Before arriving on-site, during all of your pre-event planning and preparations, determine what those objectives are and then put into place a system to quantify and measure the results.

Tips to Maximize Your Investment:

Pre-show: Pre-show marketing is a part of every successful trade show campaign. Never assume customers or prospects that are attending the trade show you’re marketing at will simply stop by. You must implement your pre-show marketing plan well in advance.

Build buzz via your social media channels, add information to your website about the upcoming trade show, send personalized emails to invite current customers and attract prospects to your booth, utilize pre-event sponsorships allowing promotion via the hosts’ marketing channels (email, event app posts, daily e-newsletter ads), include a special incentive: exclusive prize raffle for visitors, giveaway every day for those who provide you with their contact information, etc.

During-Show: Stand apart from other businesses next to you. According to the Center for Exhibition Industry Research (CEIR), the average visitor to a trade show booth is 5-15 minutes. That’s not much time to make a lasting impression or to close a sale before the person walks down to your competitor’s booth. So, have a high impact trade show display and lead generation tools in place such as scheduled demonstrations, contests, and raffle/drawings.

Select People who represent the company well to manage your booth:

-Someone who is experienced with trade shows

-Someone who is engaging and inviting (people matter most - dynamic booth staff is a must)

  • Choose the people who know your product or service inside and out and know your event goals the best

Post-Show: Follow-up: Part of your planning before the show should be putting together a strategy for following up with your leads from the trade show

Determine the staff and a process for following up with everyone immediately after the trade show instead of letting the connection go cold without follow up for weeks or months. Making follow up a priority can pay off and cover the trade show investment with increased lead conversion and sales.

Do you have any examples of client success stories?

Yes, we have several testimonials from previous clients:

“The expo hall was busy non-stop the entire show. We love the excitement. My advice to new exhibitors is be prepared to interact with an engaged audience. These are very creative people at the top of their field and they will stop, talk, workout and do business with you."

- Fred Helm, VP Brand, Power Plate

“We were a startup last year. Now we’re in 17 countries and IDEA is a huge part of that. The show is so great this year. Non-stop. The floor is incredible. You can see every booth. The scope of products is amazing, nutrition, clothing, equipment and the sheer volume of interested shoppers."

- Darya Bronston, Founder, Core Fitness Roller/Annovium

“The booth has been busy all day long; we’re selling a lot of product. We really want to be at the forefront of the mind of all fitness professionals and that’s why we keep coming back. IDEA is the best partner we can have."

- Johnice Graham, Senior Marketing Manager, Reebok

"We are launching our brand in the US (from Australia) and we knew it was important to reach the key influencers at IDEA World. We’re so excited; we’ve already booked this same space for next year!"

- Lorna Jane Clarkson, Founder, Lorna Jane Activewear