Exhibitor Information & Resources

• 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
  • Inclusion in (1) pre- and (1) post-show, multi-sponsored email to registered attendees that have opt-in for contact
  • Company press releases posted to event website
  • Access to 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 Manual.

MOVE-IN DEADLINE = May 13, 2025  @ 2:00pm
MOVE-OUT DEADLINE = May 15, 2025 @ 6:00pm

Move-In /Setup Hours

• Monday, May 12, 2025 – 12:30pm - 4:30pm
• Tuesday, May 13, 2025 – 8:00am - 2:00pm
  All exhibits must be fully installed by 2:00pm on Tuesday, May 13 – no exceptions.

Exhibit Hall Hours

• Tuesday, May 13, 2025 – 5:00pm - 7:00pm Welcome Reception held in Exhibit Hall
• Wednesday, May 14, 2025 – 10:30am - 2:30pm
• Thursday, May 15, 2025 – 10:30am - 2:30pm

Move-Out/ Dismantle Hours

• Thursday, May 15, 2025 – 2:30pm - 6:00pm
  All exhibit materials must be removed from exhibit hall by 6:00 pm on May 15, 2025. 

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 Manual or please contact:
Brian Kester
Rosemont Exposition Services, Inc.
847-993-4668
BKester@rosemontexpo.com

DISCOUNT DEADLINE = April __, 2025

Rosemont Exposition Services (RES) is the official show decorator of the Food Safety Summit. The Exhibitor Service Manual 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.

The 2025 Exhibitor Service Manual and pricing will be available Fall 2024. For reference, you can view the 2024 Exhibitor Service Manual here.

Exhibitor Service Manual

For questions or assistance placing your booth order, please contact:
Rosemont Exposition Services (RES) at customerservice@rosemontexpo.com

DISCOUNT DEADLINE = April _, 2025

Take the next step in your booth traffic funnel by ordering lead retreival. Capture the great conversations for post-event discussions, relationship-building and long-term marketing.

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.

• 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.

Order Lead Retrieval Online

Questions? Please contact ATS directly at 985-240-5507 or email orders@american-tradeshow.com

INSURANCE DEADLINE = April 1, 2025

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. Having insurance will protect your company, employees, and volunteers should a claim arise against you for something that occurred at your booth.

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 12 – May 15, 2025.
• Certificate Holder: BNP Media (550 W Merrill St., Suite 200, Birmingham, MI 48009, 248-362-3700)
• 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 Randi Jannette at jannetter@bnpmedia.com and be sure to include the exhibiting company name and 'Food Safety Summit' in your message.

Detailed shipping instructions including shipping labels, rates, maps and timing issues are included in the Exhibitor Service Manual on pages 69-76.

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 1, 2025

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.

Questions? For assistance or to have your exhibitor code resent, contact:

   Maddie Berglund
   Registration Manager
   844-644-7449
   FSS@executivevents.com

LISTING DEADLINE = March 31, 2025

Exhibitors receive a company listing on the website's floor plan, in the Pocket Guide, and event mobile app. A standard listing includes: company name, address, phone number, website, booth #, and up to 3 product categories.

Make your company stand out by upgrading to a Premium Company Listing!

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 _, 2025

POST-SHOW EMAIL REQUEST DEADLINE = JULY __, 2025

As an exhibitor, you have the opportunity to be included in an email to event attendees that opted-in to receive third-party communications. Each exhibitor has the choice of one pre- and one post-date and the option to upload their company logo/image, text and URL with their date request. Dates available on a first come, first served basis.

Please select the link below for more details and to get started.

Avoid list rental scams. If you are solicited by telemarketers or email marketers stating they have an event registration list, these companies are NOT affiliated with us, and their offer is a scam. The Food Safety Summit does not sell attendee registrant lists.

Questions? Contact: Randi Jannette, Event Coordinator, Food Safety Summit jannetter@bnpmedia.com

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.

Press Contact:
     Amy Riemer
     Media & Press Manager
     Food Safety Summit
     978-475-4441
     amy@foodsafetysummit.com

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 be 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’.

Find event logos and web ads here

Wish to customize the web ad with your booth number? Contact: Alexis Diaz, marketing manager at Diaza@bnpmedia.com

HOTEL DISCOUNT CUTOFF = April __, 2025

Hotel Block: 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.
Executivevents is the only official housing vendor for the Food Safety Summit.
Avoid companies falsely posing as a partner of the Summit. For your protection, only book via the online booking links provided on our travel page.
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