Exhibitor FAQs

Expo Frequently Asked Questions

  • 8’ high black back wall drape
  • 3’ high black side rail drape
  • (1) 6’x30” black skirted table
  • (2) contour chairs
  • (1) wastebasket
  • (1) 7”x44” ID sign.

Exhibit Show Schedule

Tuesday, June 25, 2019 Exhibitor Move-in 8:00 am - 5:00 pm
Wednesday, June 26, 2019 Exhibitor Move-in 8:00 am - 5:00 pm
Thursday, June 27, 2019 Exhibitor Move-in 8:00 am - 5:00 pm
Friday, June 28, 2019 Influencer Access 11:00 am - 11:30 am
Show Hours 11:30 am - 7:00 pm
Unopposed by Sessions (busiest time) 11:30 am - 2:30 pm; 5:40 pm - 7:00 pm
Saturday, June 29, 2019 Show Hours 11:00 am - 7:00 pm
Unopposed by Sessions (busiest time) 11:30 am - 2:30 pm; 5:40 pm - 7:00 pm
Exhibitor Move-out 7:00 pm - 10:00 pm
Sunday, June 30, 2019 Exhibitor Move-out 8:00 am - 5:00 pm
Monday, July 1, 2019 Exhibitor Move-out 8:00 am - 12:00 pm

PLEASE NOTE:
- Exhibits may not be dismantled prior to 7:00 pm on Saturday, June 29, 2019.
- All exhibits must be dismantled and removed by Monday, July 1, 2019 at 12pm.

Yes, we moved to a two-day exhibit hall this year – Friday and Saturday, June 28-29. We added more open hours to the expo hall, and we added more unopposed hours to the schedule (time attendees aren’t in sessions). So, there will still be the same number of hours for attendees to visit your booth – just better organized. This way, it maximizes your investment by cutting down on some external costs like hotel room nights, and staff costs.

First, you must ensure you have purchased the lead scanning function. If you haven't, you may do so through the exhibitor portal. The only lead scanning available at the IDEA World Fitness Convention is through the IDEA Fitness Events App. It is supported on iPhone, iPad, and Android phones and tablets. It is not supported on Blackberry or Windows Phone.

If you purchase lead scanning, every person you assign as booth staff through the exhibitor portal will receive an email with instructions, one week before the event.

The main POC for your booth will be designated as the main administrator (there can only be one) to determine who has access to the lead scanning function for your organization. Everyone designated as booth staff through the exhibitor portal can scan attendee badges, anywhere, via the app. There is NO limit to the number of people you can assign as booth staff/lead scanners.

When you install the event app and log in, you’ll see a special menu option for “Leads”. This is how you will access the QR code reader to scan attendee badges.

At the end of each day, the main administrator will receive 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*, company*, the day and time the lead was scanned, and any notes taken during the lead scanning process.

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

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

The state of California mandates that all exhibitors who are selling merchandise in California hold a seller’s permit. You can do so by either applying for a temporary seller's permit, or add the location of our event to your already existing state of California seller's permit. More information is below for each situation:


For more information about obtaining a temporary seller's permit, please go here: Temporary Seller's Permit


If you have an existing seller's permit for the state of California, please add the event location to your permit, which is:


Anaheim Convention Center – Hall D – 800 W Katella Ave, Anaheim, CA 92802


For Show Management to ensure everyone is compliant, please complete this form and return to TCrowder@aimmedia.com no later than June 3, 2019: Return This Form


Yes, you are allowed to sample your products without any corkage.

Certain health requirements must be met in order for you to sample food or beverage products at the IDEA World Convention. The forms that must be filled out and returned can be found here.

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.



We offer a refrigerated truck at no charge. You're only responsible for the set-up fee and labor to retrieve product (see below for details).

**PLEASE NOTE REFRIGERATED ITEMS MAY ONLY BE SHIPPED DIRECTLY TO SHOW SITE**

IF YOU ARE SHIPPING TO THE SHOW:

A label 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. You can find that label here. Please also read the instructions here.

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 $25 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 RPM XPO of needed materials. Refrigerated items are still subject to standard material handling rates.

Yes, you can. Ice is $25 for a 20lb bag and $10 for a 10lb bag. Please use the last page of the exhibitor menu to order. Contact Kenyetta Suggars by email.

In 2019, we’re expecting around 14,000 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, since this show is open to the public. 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.

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.

Our general services contractor, RPM XPO, will have Accessible Storage options for you onsite at the event. Please contact them directly to arrange this. Information on how to do so is located in the Exhibitor Kit, or you may click here to fill out the form and return directly to them.

THE CHARGES FOR ACCESSIBLE STORAGE ARE AS FOLLOWS:

- STORAGE CHARGE — $25.00 per 16 square feet per day (size of a 4’ x 4’ pallet)

- LABOR CHARGE — 1/2 hour minimum labor charge per move, based on the rates set forth in this manual on the “Display Labor Order Form” ($99.50 per hour ST, $178.00 per hour OT)

THE FOLLOWING GUIDELINES APPLY IN THE ANAHEIM AREA.

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 Anaheim. 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 un-ion 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 withany 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.

IDEA has many options to assist with your pre, during and post marketing efforts. Please contact your Brand Strategist for more details.

Our attendees are there to shop and learn, so be sure to offer onsite 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.

There are a few wi-fi options onsite at the Anaheim Convention Center. They are listed in the exhibitor kit and can also be found here. For questions regarding wireless services or any of the other wired Internet and telephone services they provide, please call Smart City at (888) 446-6911 or email them csr@smartcity.com

Conference registration is not included in your booth purchase. Your company will receive 2 total stand-by tickets onsite, which will allow you into 2 total conference sessions on a stand-by basis (IE: you are allowed in if the session isn’t sold out). If you’d like to purchase a full conference registration, you can do so here

We have several different room blocks for the IDEA World Convention. You can find more information on those room blocks by clicking here.

There is no longer a coupon program. But, there are plenty other ways to drive traffic to your booth. Please contact your Brand Strategist for more information on how to do that!

It is not included in the price of your booth, but you may order it through the exhibitor kit online, or return this form to abby@rpmxpo.com

Planning your trade show marketing should start with objectives. So, before arriving onsite, 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 like: 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.

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

More stories can be found here

How do I register?
Online: Visit this link to sign up today! By Phone: Call our Inspired Service Team toll-free at (800) 999-4332, ext. 7. Outside the U.S. and Canada: dial (858) 535-8979, ext. 7. (7:00am-5:00pm Pacific Time, Monday-Friday) Please have your credit card number and expiration date ready.

Where does the IDEA World Convention take place?
All sessions, events and the expo will be held at: the Anaheim Convention Center, located at 800 W Katella Ave, Anaheim, CA 92802, the Hilton Anaheim Hotel, located at 777 W Convention Way, Anaheim, CA 92802 and the Anaheim Marriott Hotel, located at 700 W Convention Way, Anaheim, CA 92802.

Where do I check in?
Check in for all events at the Anaheim Convention Center, Hall D.

Where does the IDEA World Club & Studio Summit take place?
All sessions for the IDEA World Club & Studio Summit will be held at both the Anaheim Marriott Hotel, located at 700 W Convention Way, Anaheim, CA 92802. Please check in at the Anaheim Convention Center, Hall D.

Where does the IDEA World Nutrition & Behavior Change Summit take place?
All sessions for the IDEA World Nutrition & Behavior Change Summit will be held at the Anaheim Convention Center, located at 700 W Convention Way, Anaheim, CA 92802. Please check in at Hall D.

Where does the IDEA World Fitness & Nutrition Expo take place?
The IDEA World Fitness & Nutrition Expo will be held at the Anaheim Convention Center, Hall D, located at 800 W Katella Ave, Anaheim, CA 92802.

What are the Attendee Registration hours for questions/assistance?
Tuesday, June 25: 3:00pm - 6:00pm
Wednesday, June 26: 7:00am – 6:30pm
Thursday, June 27: 6:30am – 6:00pm
Friday, June 28: 6:30am – 7:00pm
Saturday, June 29: 6:30am – 7:00pm
Sunday, June 30: 7:00am – 11:30am

How do I get a group discount on event registrations?
For a discount on group registrations please contact IDEA Inspired Service at (800) 999-4332 ext. 7 for assistance.

Do IDEA Business Members have an event discount?
IDEA Business Members receive the discounted member price on unlimited registrations for conference and preconference sessions. Please contact IDEA Inspired Service at (800) 999-4332 ext. 7 for assistance.

Can people bring in their own equipment to use/demonstrate in sessions when working out?
No, because of safety concerns we cannot allow any other type of equipment (wearable, portable) other than the equipment that IDEA has provided in the conference session(s)..

I'm interested in the IDEA Support Squad? How do I join?
Being a Support Squad member is a fantastic opportunity to be involved behind the scenes, make life-long friends and Inspire the World to Fitness! If you’re reading this you must already know the reputation IDEA has for hosting the most energetic, thought-provoking and cutting-edge events in the industry. Space is limited for this exclusive group; don’t miss your chance and get your application in today!

To learn more about the benefits of joining this program and to apply, please visit this link: www.ideafit.com/assistant www.ideafit.com/assistant.

What should I bring?
Once on-site, you will want to make sure you have your registration confirmation, picture ID, a printed copy of sessions, water (bring a bottle and refill it at the water stations), snacks, a sweatshirt (sometimes the rooms get a little cool, especially after some exercise), a yoga mat (for mind-body sessions), a notepad and a pen or pencil, business cards for networking, the conference brochure (if you want to change a session) and session handouts.

Are there places to change and/or shower between classes?
Unfortunately, other than your hotel room, there are no shower facilities available to attendees in the hotel. Restroom facilities throughout the venue can be used for changing clothes, if needed.

Will handouts be available for event sessions?
Session handouts will not be available at the event. Attendees should print the handouts they need. Session handouts will be available to print at least 2 weeks prior to the event. To print handouts, click on Session Handouts. If you decide to change classes on-site, we will have Session Handout Printing Stations available throughout the conference venue.

How do I get CECs for the sessions I attend?
Your proof of attendance and CEC credits are on your CEC certificate, which you can access anytime after the conference at www.ideafit.com/myeducation. Workouts do not qualify for CECs. They are designed to be just that, a workout. No CEC-able education is associated with them.

Which certification agencies offer CECs for this event?
The credits you can earn at this event are recognized by the following agencies: ACE, ACSM, AFAA, BOC, NASM, NFPT, NSCA, W.I.T.S., Cooper Institute, NETA, NESTA, and NFPT. If your certification agency is not listed, simply check with the agency to see what credits it allows.

How many CECs can I earn at the event?
You can earn up to 21 CEC hours by attending the full event and even more if you attend the preconference sessions. That’s enough credits for your certification renewal! (Please check with your specific certification agency for their renewal criteria).

What do I do if zero credits are assigned to my scheduled session?
CECs are assigned by the certification agency, not IDEA. Certification agencies base credits on the education provided and presenter qualifications. If you would like to attend a different session that is offering CEC credit, simply make the change online to your schedule prior to attending the event, or to make changes to your schedule on-site, visit Attendee Registration.

How many CECs are offered for each session?
Generally, you’ll receive one CEC per contact hour for workshops and lectures. If you attend a 2-hour workshop, you’ll receive up to 2 credit hours. We are in the process of getting approvals from each of the agencies above and will post the credits in session selection as soon as they are available. That way you’ll know exactly how many credits the session you are interested in attending is approved for by your certification agency. Check out how many CECs were offered at last year’s event.

Do I get CECs for completing the preconference sessions?
Yes, at the end of the preconference session you’ll receive a Certificate of Completion that will include the number of CECs for attending. Make a copy for your records and send a copy to your certification agency.

What is the age you need to be in order to attend/register for the IDEA World Convention?
You need to be at least 18 years old in order to attend the IDEA World Convention. In response to attendee requests and to preserve the educational atmosphere of the convention, children under the age of 18 are not allowed in sessions, even to observe.

What is your policy on service animals?
If you require an Emotion Support Animal (ESA) please contact IDEA prior to arriving to the event. IDEA will require current documentation (not more than one year old) on letterhead from a licensed mental health professional stating (1) the attendee has a mental health-related disability listed in the Diagnostic and Statistical Manual of Mental Disorders (DSM IV); (2) having the animal accompany the attendee is necessary to the attendee’s mental health or treatment; (3) the individual providing the assessment of the attendee is a licensed mental health professional and the attendee is under his/her professional care; and (4) the date and type of the mental health professional’s license and the state or other jurisdiction in which it was issued. This documentation may be required as a condition of permitting ESA’s to accompany attendees. Under the Americans With Disabilities Act, ESA’s are not given the same rights and exemptions as Service Animals and approval of ESA’s in public areas and businesses are at the discretion of those entities. If prior approval is not given by IDEA, attendees will be asked to remove the ESA from the event.

What is the IDEA Cancellation Policy?
If we receive your cancellation notice 30 days prior to an event, the administrative processing fee is $100. There will be no refunds allowed after that date or for no-shows. You can cancel anytime prior to the event and a credit will be issued that can be used toward a future IDEA event. Credits issued will expire on December 31 of the following calendar year.

We’ve made it easier to switch names on event registrations at no charge. If you can’t make it, you may send a colleague in your place by contacting Inspired Service at least 7 days prior to the event (switches are subject to a fee increase based on member status). Contact Inspired Service for further assistance at 858-535-8979, ext. 7, or email at member@ideafit.com.

IDEA Health & Fitness Association is not responsible for any loss or damage as a result of a substitution, alteration or cancellation/postponement of an event. IDEA shall assume no liability whatsoever in the event this conference is canceled, rescheduled or postponed due to a fortuitous event, act of God, unforeseen occurrence or any other event that renders performance of this conference impracticable, illegal or impossible. For purposes of this clause, a fortuitous event shall include, but not be limited to: war, fire, labor strike, extreme weather or other emergency.

What is the cancellation policy for the Anaheim Adventures?
You may cancel your Anaheim Adventures session with full refund up until May 30, 2019. No refunds will be issued for cancellations received after this date. If you have any additional questions, you may contact Inspired Service at (800) 999-4332, x7, or email at member@ideafit.com.