Event Information & Guidelines

Booth Display Regulations Safety & Security Information Code of Conduct Freeman Quick Facts

Important Event Related Information

Each booth will include	8' high blue back drape and 3' high blue side dividers. Booths 300 sq. ft. or less will receive a one-line identification sign. The booths and exhibit areas are carpeted with the existing hotel carpet. To enhance your booth, rental carpet is available through Freeman.
No Early Break Down	All stands must be staffed during all expo hours. Exhibitors are NOT allowed to break down or remove any part of their exhibit, equipment, display material or merchandise from the exhibit hall before the official close of the event at 1:00 PM Wednesday, May 14. Please review the Event Schedule and plan accordingly when booking travel for the event.
No Visitors Under 18	No one under the age of 18 will be allowed in the Exhibit Hall during the event. This rule applies to both visitors and exhibitors.
Booth Design Regulations	Booth regulations vary depending on your booth type (peninsula, island, perimeter, in-line). Exhibit design regulations and diagrams can be found in Booth Design Regulations. All exhibiting companies must submit the Booth Approval Form no later than April 11, 2025.
Booth Vacuuming & Trash Removal	Booth vacuuming & trash removal/porter service must be ordered through Freeman directly and paid for directly if you require these services. Freeman also now has safety and sanitization products available to rent.
Carpet / Floor Covering	The Exhibit Area is carpeted in a multicolored print. Consequently, exhibitors are not required to provide floor covering for their booth. Exhibitors wishing to enhance the appearance of their booth may bring their own carpet or order rental carpet through Freeman.
Catering / Food & Beverage	All food items and all beverages (alcoholic and non-alcoholic) must be purchased through the Loews Sapphire Falls Resort catering services, the exclusive catering provider and licensed liquor holder for the venue. Outside food or drinks are NOT allowed to be brought into the facility by any person or outside service. Bringing alcoholic beverages into the building is strictly prohibited. For more view the Order Event Services page to order booth catering through Loews.
Custom Booths	Exhibit displays must arrive pre-finished and ready to be assembled. No painting or additional carpentry will be allowed inside the halls. At the close of the event, all exhibit displays must be removed from the hotel at the expense of the exhibitor.
Drones	Operable drones are not permitted to be used under any circumstances.
Eligibility of Exhibit Space	Event Management reserves the right to determine eligibility of all exhibit space applicants and individual products to be exhibited. Applications to exhibit, and proposed exhibits, will be accepted or rejected based on certain criteria, including, but not limited to, the products’ or services’ professional or educational benefits to the attendees; the products or services consistency with the mission and goals of IOFM Spring; past history of exhibiting at IOFM Spring; sponsorship level, if any; and space constraints in the exhibit areas. Submitting the exhibit application does not guarantee a place in the Exhibit Hall.
Event Management Office	Diversified Communications will maintain a show office on-site where Event Management may be reached from move-in, throughout the event and during move-out.
Exhibitor Evaluation	All exhibitors will receive an evaluation shortly after the event. Your cooperation in completing this survey will help us to improve the event and will serve as an information link between exhibitors and Event Management.
Give-Aways & Lotteries	Exhibitors may sponsor raffles, giveaways, and lotteries within the area defined as their booth space as long as they are free and open to everyone. As a reminder, all food and beverage items must be purchased through the official catering services, including giveaway prize food and beverage items.
Helium Balloons / Adhesive Materials Other Materials & Popcorn	Event Management does not allow helium balloons to be used as part of an exhibitor's display nor may they be distributed. The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company.
Liability Insurance	Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to always secure their valuables.
Maintaining Professionalism	Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter, or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
Music, Photographs And Other Copyrighted Material	Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs, and other copyrighted material in the exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast, or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Producer that the exhibitor has, or does not need, a license to use such recorded music or copyrighted material. Event Producer reserves the right to remove or prohibit from the exhibit hall all or any part of any booth or display which incorporates recorded music, photographs, or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify, defend, and hold Event Producer, its directors, officers, agents, and employees harmless from all loss, costs, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents, or employees of any patent, copyright, or trade secret rights or privileges.
Off-Site Events	Your Exhibitor Application and Agreement prohibits hosting off-site events during conference hours and receptions. Please respect these constraints; our aim is to make IOFM Conference & Expo a community event for our industry. If you decide to host an event during authorized hours, we ask that you please share your plans with us in advance. Please contact Caitlin Cornell at 207.842.5666 or ccornell@divcom.com.
Operating Your Exhibit	All activities must be contained within the exhibit area described in your application for exhibit space. No selling or promoting will be allowed in the aisles, other exhibitor booths, entrance/exits, or other public areas. Promotion of other events is strictly prohibited. Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles. Music may not exceed background audio level. All speakers must be facing into the exhibitor’s booth and not away from the booth. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Event Management will enforce this on site.
Photographs and Videos Limited	Due to the sensitive nature of new products and unique displays accessible at the Event, photographs or video of the stands of other Exhibitors' booths on the Event exhibit floor or screen shots of others' virtual booths are prohibited. Attending personnel of exhibitors or qualified press must seek advance written approval from Diversified to photograph, film, or make audio recordings of the Event and must abide by all conditions imposed.
Show Colors	IOFM Spring Conference and Expo will be decorated with BLUE back and side drapes. Changes in drape patterns and colors are not allowed.
Solicitation by Non-Exhibiting Companies	For the protection of all IOFM Spring exhibitors, only those companies whose Application for Exhibit Space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the show floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity.

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

Important Information

Recently IOFM Spring Conference & Expo has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising, and data services. Many of our customers have reported that these groups who are not our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems. We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our Official Vendor List before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at customerservice@divcom.com. Please note that IOFM Spring Conference & Expo and its official vendors DO NOT sell attendee lists under any circumstance. Companies or groups offering such lists are not affiliated with IOFM Spring Conference & Expo in any way and cannot possibly have accurate attendee data. Buyers should beware!