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 Installation

Tuesday, June 26, 2018 8:00 am - 5:00 pm
Wednesday, June 27, 2018 8:00 am - 5:00 pm

Exhibit Hours:

Thursday, June 28, 2018 12:30 pm - 5:30 pm

Unopposed by Sessions (busiest time): 12:30pm - 2:00pm; 3:50pm - 5:00pm

Friday, June 29, 2018 11:30 am - 5:15 pm

Unopposed by Sessions (busiest time): 11:40am - 1:40pm; 3:30pm - 5:00pm

Saturday, June 30, 2018 11:30 am - 5:15 pm

Unopposed by Sessions (busiest time): 11:40am - 1:40pm; 3:30pm - 5:00pm

Exhibit Hall Dismantle:

Saturday, June 30, 2018 5:15 pm — 10:00 pm
Sunday, July 1, 2018 8:00 am — 5:00 pm
Monday, July 2, 2018 8:00 am — 12:00 pm

First, you must ensure you have purchased the lead scanning function. If you haven't, please contact your IDEA Brand Strategist in order to do so. 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 submit the paperwork and payment for lead scanning, every person designated as "lead scanner" while registering booth staff through the exhibitor portal will receive an email with instructions, one week before the event.

The main POC on your contract 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 setup as 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:

San Diego Convention Center – Halls D-H 111 W. Harbor Dr San Diego, CA 92101

For Show Management to ensure everyone is compliant, please complete this form and return to TCrowder@aimmedia.com no later than June 1, 2018: 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.

Send all forms back to: FHDtempevents@sdcounty.ca.gov

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).



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 on pg.2 here.


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.


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 and you should. Avoid late order fees by ordering by Friday June 15. You can view the form that must be filled out here. Contact Mary Forney by phone: (619) 525-5818 or by email.

In 2018, 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 the other two days, 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.


- 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)


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:


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 con-nections, 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


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 (forklifts, 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.


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 RPM XPO Service Desk. Three options for installation and dismantle labor exist in San Diego. Labor may be performed by full-time employees of the exhibiting company; or hired through RPMXPO Services, 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 RPM XPO 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 person in charge prior to leaving showsite.

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 San Diego 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 619-525-5500 or visit them online at www.smartcitynetworks.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.

As an IDEA World exhibitor, you have the exclusive opportunity to provide e-coupons with exciting deals and giveaways for all IDEA World registered attendees – over 3,400 people. To get started, just follow these simple steps:

• Choose your promotion, deal or giveaway. It can be anything you want – pre-event, during or post-event, or all of the above!

• Add your coupon details into the Exhibitor Portal. (You received these log-in instructions in your booth confirmation email.)

As soon as you add your promotion to the Exhibitor Portal, your information will go live on the 2018 IDEA World event website. It will stay live until August 31st, 2018.

IDEA will include a link to the Event Coupons page in attendee emails both pre- and post-event. Coupons will also be promoted in the IDEA Event App with a promoted post and its own dedicated navigation item. The sooner you update your company’s promotion, the sooner the word will start to spread.

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