Exhibitor Information & Resources
Here you will find all the important information as well as marketing & sponsorship opportunities available to exhibitors to help you get the most out of your participation in the Food Safety Summit taking place May 8-11, 2023 at the Donald E. Stephens Convention Center in Rosemont, IL.
Download Exhibitor deadlines (pdf)
Click on each headline to learn more information.
INCLUDED IN EXHIBIT SPACE
Your exhibit space includes:
- 8’ high blue and white booth backdrape.
- 3’ high blue side dividers.
- Company ID sign with company name and booth # hung on the back drape.
- (3) complimentary full-conference exhibitor registrations per 100 nsq
(example: 10x10 = 3; 10x20 = 6)
- FREE admission to all networking functions
- FREE publicity & marketing opportunities
- Company listing in Show Guide and event mobile app
- Use of Event logo & marketing collateral
- Opportunity to send (1) pre- and post-show email to registered attendees
- Company press releases posted to event website
- Registered press list & distribution of on-site press kits
*Exhibit spaces do not come carpeted or furnished.* All exhibitors are responsible for ordering carpet and any other furnishings and services for their booth which are detailed in the Exhibitor Service Kit.lead
MOVE-IN/OUT SCHEDULE & EXHIBIT HALL HOURS
MOVE-IN DEADLINE = May 9, 2023 @ 2:00pm
MOVE-OUT DEADLINE = May 11, 2023 @ 7:00pm
- Monday, May 8, 2023 – 12:30pm - 4:30pm
- Tuesday, May 9, 2023 – 8:00am - 2:00pm
All exhibits must be fully installed by 2:00pm on Tuesday, May 9 , 2023 – no exceptions.
Exhibit Hall Hours
- Tuesday, May 9, 2023 – 5:00pm - 7:00pm Welcome Reception held in Exhibit Hall
- Wednesday, May 10, 2023 – 10:30am - 2:30pm
- Thursday, May 11, 2023 – 10:30am - 2:30pm
- Thursday, May 11, 2023 – 2:30pm - 7:00pm
All exhibit materials must be removed from exhibit hall by 7:00 pm on May 11, 2023.
BOOTH GUIDELINES, HEIGHT RESTRICTIONS & HANGING SIGNS
Exhibit Display Guideline
The Food Safety Summit follows the International Association of Exhibitions and Events (IAEE) Guidelines for exhibition displays. Contact show management for any specific questions regarding your booth.
Height Restrictions / Hanging Banners:
Hanging signs and banners are only permitted for Island and Peninsula booths, 20'x20' or larger. The maximum height limitation on hanging signs/banners is 16ft., meaning the top of a banner/sign may not exceed 16ft. Most banners/signs are hung 11' from the ground to the bottom of the banner. Some island booths may have higher clearance and height restrictions may be increased upon request to show management.
Further information on height restrictions or hanging signs please reference the Exhibitor Service Kit or please contact:
Rosemont Exposition Services, Inc.
EXHIBITOR SERVICE KIT
DISCOUNT DEADLINE = April 19, 2023
Rosemont Exposition Services (RES) is the official show decorator of the Food Safety Summit. The Exhibitor Service Kit includes important details and deadlines for furniture, carpet, electrical, labor, shipping and other important services you may need for your booth. REQUIRED: Carpet or floor covering is required in every booth.
For questions or assistance placing your booth order, please contact:
Rosemont Exposition Services (RES) at firstname.lastname@example.org
DISCOUNT DEADLINE = April 14, 2023
On every attendee badge is a QR code that will serve as their electronic business card. You'll collect full contact information with a quick scan while in your booth or at networking functions.Why use event provided Lead Retrieval services?
- Easy to scan & capture attendee contact + key demographic information.
- Digital qualifiers & note taking
- Lead data available in real-time & post event (saved in Cloud for up to 60 months)
- Onsite technical support included
- Easily manage your exhibit booth team’s leads
- Customization and seamless integrations into your existing CRM system available.
Questions? Contact ATS directly at 985-240-5507 or email email@example.com
CERTIFICATE OF LIABILITY INSURANCE (required)
INSURANCE DEADLINE = April 1, 2023
Having insurance will protect your company, employees, and volunteers should a claim arise against you for something that occurred at your booth. As a standard requirement for all of our exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing.
Your certificate of liability insurance MUST include the following:
- Minimum policy limits of $1,000,000 per occurrence.
- Insurance coverage must be in force during event dates: May 8 – May 11, 2023.
- Certificate Holder: BNP Media (2401 W. Big Beaver Rd., Suite 700, Troy, MI 48084)
- Named as additional insured: BNP Media and Donald E. Stephens Convention Center.
How to submit your COI form
Insurance forms are accepted by email-only. Email your certificate of liability insurance to Ceci at firstname.lastname@example.org and be sure to include the exhibiting company name and 'Food Safety Summit' in your message.
ADVANCE WAREHOUSE = April 10-May 5, 2023
DIRECT SHIPPING = MAY 8 & 9, 2023 - only
Detailed shipping instructions including shipping labels, rates, maps and timing issues are included in the Exhibitor Service Kit.
For shipping questions or to confirm delivery of your warehouse shipment, please call RES Warehouse 847-678-0374. Normal warehouse hours are 7:00am - 3:00pm Monday thru Friday.
Plan to hand carry your items?
Exhibitors can bring anything in/out on their own provided it can be carried/rolled without assistance and done from a designated parking space. The convention center does not allow vehicles to pull into the turn-around drive at the main entrance to unload.
REGISTRATION DEADLINE = April 26, 2023
Each exhibitor receives three (3) complimentary exhibitor registrations per 100nsf of exhibit space. (example: 10x10 = 3, 10x20 = 6). Exhibitors will be provided with a custom complimentary registration code via email to register their staff online. If additional badges are needed above and beyond the complimentary allotment, they can be purchased at a discounted exhibitor rate
Exhibitor badges include: access to sessions, exhibit hall, lunch, and networking functions (excludes certification courses). Your badge also grants access to the floor during move-in/out hours and before the floor opens to attendees each day.Register Now!
Questions? For assistance or to have your exhibitor code resent, contact:
LISTING DEADLINE = March 31, 2023
Exhibitors receive a company listing in the on-site Show Directory and event mobile app. A standard listing includes: company name, address, phone number, website, booth #, company description (100 word limit) and up to 3 product categories.
Make your company stand out in the Show Program and mobile app by upgrading to Premium Company Listing
SPONSORSHIP & MARKETING OPPORTUNITIES
Increase your exposure at the Food Safety Summit Conference & Expo by becoming a sponsor or take advantage of the many marketing opportunities that will give your company significant presence to a targeted audience of food safety professionals.
PRE-SHOW EMAIL REQUEST DEADLINE = APRIL 14, 2023
POST-SHOW EMAIL REQUEST DEADLINE = JULY 20, 2023
As an exhibitor, you have the opportunity to send an email directly to event attendees that opted-in to receive third-party communications. Each exhibitor has the choice of sending one Pre-show and/or one Post-show email to registered attendees.
Pre-show emails can be scheduled to deploy from March 10 - May 8, 2023. Post-show emails can be scheduled to deploy from May 12, 2023 - August 9, 2023. Deployment dates are available on a first-come, first-served basis. Email request form must include email material (HTML) to schedule a date.
Please select the link below for more details and to get started.Pre-Show Request Post-Show Request
Avoid list rental scams. The Food Safety Summit does not sell/rent registrant lists.
Questions? Contact Adriene Cooper, Senior Event Manager, Food Safety Summit email@example.com
PRESS & MEDIA EXPOSURE
One of the top five reasons exhibitors participate in a trade show is to gain exposure through media coverage. BNP Media has teamed up with Riemer Communications to provide exhibitors a cost effective way to communicate messages about their new products and services to editors, reporters and bloggers that have been invited as well as those that have registered for the Summit. News stories that come out of a trade show can make a company's entire year. For a new company or product, it can put them on the road to success.
The Food Safety Summit offers exhibitors many free ways to help get their name out to the media.
- Post Your Company Press Releases on Event Website –
The Food Safety Summit will post your company press release to the Industry News feed at no charge. This section on our website is where we are directing all of the press & media to find out the latest news from the show and our exhibitors. We invite you to submit your press release concerning new product announcements, important company news or any features regarding your show participation.
- Share Your News with the Invited & Registered Press –
BNP Media has several publications under the Food & Beverage Packaging sector. We are also very lucky to have a great relationship with Food Safety news, Food Quality & Safety, Quality Assurance and other media outlets. Many of them are working on their pre-show issues and planning show coverage, we recommend you connect with the editors with your press material and also invite them to visit your booth at the Summit.
- Drop off Media Kits in the On-site Press Office –
We encourage exhibitors to bring display company information in the Press Room for media access. Up to 25 press kits may be dropped off in the Press Room on-site. We suggest you have copies on hand in your booth as well in case a reporter stops by. The press room will be open to working members of the editorial press. Have an interview scheduled? You are welcome to use the press room for those meetings.
Media & Press Manager
Food Safety Summit
Stay Connected with the Food Safety Summit.
We encourage you to post your news to all of our social media channels about your involvement at the Food Safety Summit.
Make sure to include our official event hashtag #FoodSafetySummit so you will listed on our feeds.
Some suggestions include ‘Looking forward to #foodsafetysummit, stop by our booth (list your booth #)’ or ‘Come see our new products in booth (list your booth#) #foodsafetysummit’.
EVENT LOGO & WEB AD DOWNLOAD
Find event logos and web ads here
Wish to customize the web ad with your booth number? Contact: Betsy Speer, marketing manager at Speerb@bnpmedia.com
HOTEL & TRAVEL
HOTEL DISCOUNT CUTOFF = April 23, 2023
Hotel Reservations: PASSKEY™ managed by Executivevents is the only official housing vendor for the Food Safety Summit. By booking in the Food Safety Summit's room block you will receive considerable discounts on room rates. For best rates at the most popular hotels we encourage you to book your rooms early. All hotels in Food Safety Summit room block offer complimentary airport shuttles from O'Hare International Airport.
Avoid companies falsely posing as a partner of the Summit. For your protection, only book via our official hotel partner, PASSKEY™ managed by Executivevents.