exhibitor information
STAFDA TRADE SHOW
Monday, November 6, Noon — 5:00 p.m.
Tuesday, November 7, 9:30 a.m. — 2:00 p.m.
STAFDA’s Trade Show will be in Halls 1&2 of the Henry B. Gonzalez Convention Center.
Freeman is the official show contractor. Please click here for the Freeman Exhibitor Kit.
Shipping addresses and Quick Facts can be found here.
2023 Exhibitor Booth Fees:
10’ x 10’ = $1,500
10’ x 20’ = $3,000
10’ x 30’ = $4,500
20'x20' island = $8,500
50’ x 50’ island = $12,500
Exhibitors must also pay the $225 per person registration fee for booth personnel. This is not optional! The registration fee covers all events. (All fees are in U.S. funds.)
BOOTH ASSIGNMENTS
STAFDA Central is a 50’ x 50’ booth in the middle of the hall housing Association-related information. We assign booths based on a “hub and spoke” concept from STAFDA Central. Our policy is a first-come, first-served basis for booth assignments and to keep competitors and similar product lines apart.
Companies with multiple divisions occupying more than a 10’ x 60’ footprint, inline or across the aisle from each other (ex. 10’ x 30’ on one side of the aisle with another 10’ x 30’ directly across from it), will be assigned in quadrants of the hall from STAFDA Central.
Members reserving a 20’x20’ island or 50’ x 50’ island must have all their brands and/or divisions contained within the island footprint. They are not allowed additional space on the show floor for their affiliated companies.
“Reserving” a specific location is not permitted. 10’ x 20’ and 10’ x 30’ booths receive corner preference. No end cap booths are permitted. Booth sharing is NOT allowed: A 10’ x 10’ booth can be occupied by one member company only. 
Exhibitors wanting to purchase an additional 10’x10’ meeting space within their booth should contact the STAFDA office at info@stafda.org.
STAFDA does not allow outdoor exhibits or vehicles parked at the Henry B. Gonzalez Convention Center or on hotel property.
EXHIBITOR SET-UP HOURS
Exhibitors and reps are allowed to set up their booths during specified hours. They must have a badge to enter the exhibit hall.
Set-up times:
Friday, November 3: No set up
Saturday, November 4: 7:00 a.m. — 6:00 p.m. Exhibitors must pick up badges by 5:00 p.m. There will be no onsite registration between 5:00 — 6:00 p.m.
Sunday, November 5: 7:00 a.m. — 5:00 p.m.
Monday, November 6: Exhibitors and reps may enter the hall at 11:00 a.m. for final preparations. There is no access to the hall prior to 11:00 a.m.
Tuesday, November 7: Exhibitors and reps may enter the hall at 8:30 a.m. There is no access to the hall before 8:30 a.m.
PARTICIPATION
Distributors are represented by presidents, owners, and upper management. Associates’ booths should be staffed by policy-level executives. Independent reps who are STAFDA members must register under their own company name. There is a limit of 16 employees per associate and rep member company (not including spouses/companions). (There is no limit for distributor attendees.)NEW! POWER AISLE
Exhibitors may showcase a new product in the STAFDA Power Aisle on Saturday, November 4, 1:00 — 5:00 p.m. and Sunday, November 5, 7:00 a.m. — Noon. The Power Aisle will be open to distributors only during those times. “New Products” must have been introduced to market after STAFDA’s 2022 Trade Show (after November 2, 2022). This must be a truly new product — not just new packaging, enhancements to a previous product, or rebranded item. Exhibitors are encouraged to rent lead retrieval equipment or create a QR code to put near their product to gather distributor leads. Only one new product per company. There is no charge to participate in the Power Aisle.
LEAD RETRIEVAL
Expo Tracker provides optional lead retrieval services for exhibitors. An order form will be included in the Exhibitor Kit.
VIRTUAL/STREAMING SERVICES
Exhibitors wishing to stream video or have a virtual element in their booth should contact Freeman A/V to arrange this service. Information will be in the Exhibitor Kit or contact Freeman Event Technology at EventTechServices@freeman.com or 800-868-6886.
PRE-SHOW MAILINGS
Exhibitors may order STAFDA’s distributor mailing list on pressure sensitive labels with nearly 900 company names for $40. The list is not available electronically and does not include email addresses.
EXHIBITOR APPOINTED CONTRACTORS (EAC)
STAFDA members using Exhibitor Appointed Contractors must complete an EAC form and return it with proof of insurance to STAFDA by October 6.
CAMERA CREWS
No camera crews are allowed on the exhibit floor without prior approval from the STAFDA office. Email info@stafda.org to make arrangements for in-booth video or still photography.
EXHIBITOR SIGNAGE/ROOM DROPS
STAFDA does not allow banners or other signage in common areas to promote a company during STAFDA activities. Room drops at STAFDA hotels are prohibited. NEW! SPONSORSHIPS
STAFDA now offers exhibitors sponsorship opportunities. Please click here for sponsorshi p details. NEW! MEMBER MEETINGS
Exhibitors wanting to purchase an additional 10’x10’ meeting space within their booth should contact the STAFDA office at info@stafda.org. STAFDA also encourages manufacturers to hold larger meetings outside of the exhibit hall based on the timetable on the Meeting Room Request form. STAFDA handles meeting requests and assignments. To reserve space and available times, please complete the Meeting Room Request Form.
SUITES
Associate members are allowed to use hotel suites for entertaining or meetings during non-STAFDA event hours. NO distributor or rep members may be invited to suites during Trade Show hours.NEW! BUSINESS APPOINTMENT CENTERS (BAC)
Exhibitors may reserve time in 30-minute increments in the BACs located inside Hall 2 of the Trade Show. Please click here for details and register for meeting times using the online registration form. Each half-hour slot is $200 if reserved before Friday, October 30; the price increases to $300 per slot onsite, must be done at the STAFDA registration desk, and is based on availability.