Foodservice Conference Exhibitor Onsite Information

Get Ready!
Make sure you're fully prepared before arriving onsite. Review the Onsite Exhibitor Checklist and the information below to ensure a smooth experience at the event.

Expo Booth Inclusions 

Booths are 8 feet deep x 10 feet wide
Each space is equipped with pipe and drape (3 feet on the sides, 8 feet in the back)
The facility is carpeted; however, you may choose to order a different floor covering from Tricord, our general services contractor.
Before designing your booth, review the booth display guidelines.

Note: Tricord offers pre-designed booth packages that fit our guidelines. If you need one of these packages, be sure to order by July 9, 2025.

Exhibitor Setup and Dismantle

Exhibitor setup:

Thursday, July 31 from 9:00 a.m. until 5:00 p.m.
Friday, August 1 from 7:00 a.m. until 10:00 a.m.

Exhibitors that cannot set up their booth by 5:00 p.m. on Thursday, July 31 must notify Nancy Pickersgill by July 25.

For a more detailed schedule,  view the full exhibitor schedule.

Exhibitor dismantle:

Friday, August 1 from 4:30 p.m. until 6:30 p.m.
Freight carriers must check in by 5:30 p.m. for pick-up.

Remember to take any valuable items from your booth or showcase before leaving the facility. If you have stored empty containers, these will be returned to you approximately 30 minutes after the show closes.

Prepare for Move-Out:

Complete and submit the Outbound Shipping Form in advance; or you can pick up the Bill of Lading (BOL) from the TriCord Service Desk.
If you are using your own private carrier, you will need your own return labels for your crates/boxes. Please note, private carriers must be scheduled ahead of time.
Once your items are packaged, labeled, and ready to go, you will return the BOL to the TriCord service desk. Please do not leave it in your booth space.
If any items are left in your booth and a BOL is not completed, you will incur additional fees.

Badges are required for show floor access

Exhibitors receive three (3) free Conference Booth Badges. These grant access to the general session, the Thursday networking reception, and the show floor during setup, expo and tear-down hours. Tickets for the Women's Fresh Perspectives Reception must be purchased separately.

How to Register Complimentary Badges:

Log into your IFPA account and click the blue "Register" button
Enter the names and details for your 3 free badges
At checkout, enter the discount code that was emailed to your booth contact on file to bypass payment
Your account will then default to a zero balance for your 3 free badges

You may purchase additional badges at the published attendee rate. If you buy additional badges for staff, they may only enter the floor during expo hours. Badges are required for access to the show floor during setup.

You must register in advance of the show on your own personal electronic device. There will be no onsite registration kiosks; only badge pickup will be available.

Operators, retailers and distributors register for free, so save your 3 badges for your team members or other customers.

There will be a charge of US$100 to replace a lost/stolen/forgotten badge.

Registration times for badge pickup:

Wednesday, July 30 from 1:00 p.m. – 6:00 p.m.
Thursday, July 31 from 9:00 a.m. – 6:00 p.m.
Friday, August 1 from 7:00 a.m. – 5:00 p.m.

Registration is located in the Portola Hotel & Spa - Serra Lobby

Labor Restrictions (what exhibitors can and cannot do) 

Monterey is in a "union jurisdiction state", which means that union labor will be required for certain aspects of your exhibit handling. Exhibitors may hire labor through our official general service contractor (Tricord), or designate an Exhibitor Appointed Contractor (EAC). Exhibitors using an EAC must complete this form prior to the show. All EACs must be aware of and abide by all union rules and regulations.

The following outlines the work your company's staff is permitted to do: 

Set up your own exhibit display if only one (1) person can accomplish the task in less than one-half (1/2) hour without tools. 
Move materials that can be carried by hand, by one (1) person in one (1) trip, without the use of dollies, hand trucks or mechanical equipment. 
Plug in your own electrical plugs of 120 volts.

Please note, only Tricord is authorized to provide electrical services, installation/dismantle labor, and material handling. For additional information, review the show site work rules. 

Liability Insurance 

All exhibitors must hold liability insurance to gain access to the show floor.

Please review the necessary details required and upload your Certificate of Insurance here.

Insurance coverage must be no less than US$1 million general liability coverage per occurrence and US$2 million aggregate. 
Insurance must be in force during the lease dates of the event, July 31-Aug. 2, 2025 naming International Fresh Produce Association (PO Box 6046, Newark, DE 19714) as the certificate holder.
The Portola Hotel and Spa and Monterey Conference Center should both be listed as additional insured.

If you do not have insurance, or you would rather not use your own insurance, (similar to renting a car - so that claims would not be filed against your policy), we have set up a program with Rainprotection Insurance through which you can purchase compliant insurance instantly online.

Safety First

Make sure to review Fire Regulations for rules around booth materials, structures, gas, and heat-producing devices for exhibitors. If you plan on sampling anything, please review the Safe Food Handling Guidelines to avoid illness and contamination.

Parking Information 

For details on parking in the area, please review parking information and maps for public garages and lots provided by the City of Monterey.

Questions?

Kyle McMillan

Director, Trade Shows
International Fresh Produce Association

+1 (302) 607-2130 Email Kyle McMillan

Nancy Pickersgill

Trade Show Coordinator
International Fresh Produce Association

+1 (302) 781-5857 Email Nancy Pickersgill

Onsite Information

Be prepared before arriving at the event

Expo Booth Inclusions

Exhibitor Setup and Dismantle

Badges are required for show floor access

Labor Restrictions (what exhibitors can and cannot do)

Liability Insurance

Safety First

Parking Information

Questions?

Expo Booth Inclusions 

Exhibitor Setup and Dismantle

Labor Restrictions (what exhibitors can and cannot do) 

Liability Insurance 

Parking Information 