To start — here is a checklist to make sure you’ve got everything covered before the show.
If this is your first time exhibiting, we know union regulations and event logistics can sound intimidating—but they’re in place to keep everyone safe and ensure a smooth, professional show experience.
Expo CCI – Our Official Decorator and full-service General Contractor for booth design, logistics and exhibitor services. They will send login information to the Exhibitor Kit AFTER your booth contract is processed.
Cvent – Our Official Event Technology provider. Manage your exhibit booth application, modify company profile and submit required documents.
Union Labor Requirments
Some tasks, such as moving large freight, electrical services, or heavy booth setup, require union labor. Smaller tasks, like hand-carrying items, can be done by your own team. If you’re unsure what applies to you, we’re happy to help.
Understanding Your Event Costs
In addition to booth rental, most exhibitors plan for the following expenses:
Union Labor (for required setup or services)
Material Handling (moving deliveries and shipments to your booth)
Additional Services such as electricity, Wi-Fi, furniture rentals, or signage
Pro Tip: Experienced exhibitors recommend budgeting about 1.5x your booth rental fee to comfortably cover all event-related expenses.
Need help or not sure where to start? Our team is here to support you every step of the way—reach out anytime, or review the Union Guidelines for more details.
Booths are assigned on a first-come, first-served basis, with priority given to returning exhibitors and sponsors. If your preferred booth choices are unavailable, we will find a comparable location. Please ensure you’ve indicated your top 3 booth preferences in your application/contract through Cvent.
Final booth numbers will be confirmed approximately 30 days before the event. You can track updates via email or by checking the live floor plan.
There are discounts if you exhibit at multiple shows. Please reach out to our sales department for info.
All exhibitors must provide General Liability Insurance with coverage of $1,000,000 per occurrence and $2,000,000 aggregate. The insurance must name National Fitness Productions/ TheFitExpo, Expo Convention Contractors, and any other entities listed in the Exhibitor Contract as additional insureds. See the Required Forms section below for city-specific insurance requirements.
Booth decorations must follow fire and safety regulations. The maximum booth height is 8 feet for standard booths, and any structures extending beyond your booth footprint require prior approval from show management. For more information, please download this PDF.
All fabrics and materials in the booth must be certified as “Flame Proof” or “Flame Retardant” by the California State Fire Marshal. Flame proof certificates must be kept in the booth for Fire Marshal review. Flame proofing certificates from other states (or countries) will not be accepted. If the Fire Marshal cannot locate proof of certification tags on your decoration, they will leave a notice with instructions on how to provide documentation to them directly prior to show opening. Otherwise, you will need to take down the canopy/tent or decoration.
For Anaheim events, please read the Anaheim Fire Marshal info for Exhibitors.
Contests & Giveaways are allowed and encouraged, but they must remain within your booth space and not obstruct aisle traffic or disturb neighboring booths. For full details on booth activities, see the exhibit booth application.
Music is allowed as long as it is kept at a low volume. If the music disturbs nearby exhibitors, you will be required to lower the volume.
The Amplified Sound Policy
We respectfully ask that you keep your music and/or PA systems to a level that does not adversely impact your neighboring exhibitors. If complaints are received, security will ask you to turn down the volume to a reasonable level. You must keep the volume at that level for the duration of the show. Please also refrain from playing media containing profanity or other objectionable material. We strive for a family-friendly environment at The FitExpo. See exhibit booth application for more details.
Food, beverage, dietary supplement, and pet food sampling is allowed only with an approved Temporary Food Facility (TFF) Health Permit and Sampling Authorization specific to TheFitExpo and the convention center. Sampling portions are limited to 2 oz per item for both food and beverages. Anything an attendee (or pet) can eat, taste, or drink—including supplements and pet treats—is classified as food and requires a permit.
To receive approval, exhibitors must submit the TFF Health Permit Application, required fees, and documentation by the deadline. This includes manufacturing public health permits (FDA/PFR or CDFA), product images, and ingredient labels. Full requirements, rules, and forms are outlined in the Health Permit Packet which is sent to the primary exhibitor contact or can be downloaded from the Required Forms section of this page.
Permit requirements vary by location; Click here to determine which permit is needed.
Any food and beverage booths serving food outside of sealed packaging must have a hand washing station, which can be rented from the convention center or purchased through Amazon or Home Depot. Ice and water may be purchased onsite or reserved through the convention center’s catering company Aramark. Please contact Helen to arrange.
Regarding CBD: only hemp-derived topical CBD products may be sampled or sold by properly licensed businesses. CBD consumables are strictly prohibited, as are cannabis-derived CBD products and vaping products. All CBD products must comply with state labeling laws and the CDPH CBD Guidelines.
Approval for these services require additional forms and professional liability. Please inquire with your sales representative for full details.
All the convention centers are Union regulated. Exhibitors must comply with union rules and regulations. Exhibitors who plan to have an EAC (other than Expo CCI, the official contractor) unpack, erect, assemble, dismantle and pack displays and/or equipment must abide by the rules set forth by the exhibitor manual. It is the exhibitor’s responsibility to advise its independent contractors of all the rules and regulations. No one under the age of 18 is permitted in on the loading docks, in truck bays or in the loading dock yard; or in the exhibit hall during move-in/move-out.
Any properly licensed business may provide samples or sell exclusively hemp derived topical CBD. Cannabis derived CBD is not allowed. Per state law, proper labelling is required on all products. ABSOLUTELY no CBD consumables can be sampled or sold at any time. Vaping products not allowed per no smoking policy. Please abide by the CDPH FAQ per CBD Guidelines.
Airspace (Balloons, Drones, etc.): No devices may be flown or tethered within the confines of the Exhibit Hall. This includes helium balloons and helium filled products, drones, or any lighter than air objects either powered or unpowered.
Aisle Obstruction: Any demonstration or activity that results in excessive obstruction of aisles or prevents ready access to a nearby exhibitor’s booth shall be suspended for any period specified by show management. All demonstrations and/or activities must take place within the confines of your booth.
Building & Equipment Protection: Nothing shall be tacked, stapled, nailed, screwed, taped or otherwise attached to the drapes, columns, walls, floors, doors, or other parts of the building or furniture.
Flammable Materials: No flammable fluids, substances, or materials of any nature, including decorative material, which is prohibited by national, state, or city fire regulations may be used in any booth. If you have an overhead tent in your booth space, proof of fire retardant material is required to be in the booth at all times. Helium balloons are prohibited. All curtains, drapes, and decorations must be constructed of flameproof material. The use of lanterns, candles, and fog machines is prohibited.
Security Information: Security is a major concern at every exhibition. It is crucial that every exhibitor work closely with show management to ensure that the exhibition is as secure as possible. Every effort has been made by show management to ensure the safety of your property. After regularly scheduled exhibit hall hours, the exhibit hall will be locked, when possible. Show management’s objective is to implement reasonable measures designed to minimize the risk of loss of your property. However, because such reasonable measures cannot absolutely guarantee the prevention of loss, the facility, National Fitness Productions, show management, and Expo CCI are not liable for any loss of merchandise or equipment from your booth before, during, or after the event. It is ultimately your responsibility for safeguarding your exhibit.
Suggestions/Precautions:
Please submit your booth application and payment by registering an account at the links below. Once your registration has been confirmed, check your email inbox for further instructions.
You must provide a Certificate of Insurance before move-in. Your certificate must show $1M/$2M General Liability coverage and indicate that the required Additional Insured Parties are included on your policy, with all supporting endorsements attached. Workers’ Compensation is required only if you have employees working onsite (Canadian exhibitors may provide provincial coverage if employees attend). Please upload your Certificate of Insurance in with your contract or email us. City and State Government agencies may submit proof of self-insurance instead of a COI.
Anaheim Insurance Requirement PDF
All exhibitors selling tangible products onsite are required to submit BOE Form 410d and provide a California Sellers Permit. If you do not have one, you can register for a Temporary California Sellers Permit and provide your temporary permit to show management.
If you are sampling (aka giving away samples) or selling any consumable product, please see the above Food & Supplement Sampling rules for more information.
Permit requirements vary by location. Review the health packet below for more information.
Your booth is your stage. With the right setup and team, you can turn quick interactions into lasting connections.
Login to Expo CCI to see a list of approved vendors for each expo.
Need design help? Review the Booth Design Requirements, or reach out to our team for guidance.
Early dismantling is prohibited by Fire Marshal regulations
Union labor is required for:
– Large freight
– Motorized equipment
– Heavy lifting
Outside contractors require an approved EAC form and COI (both forms are found in the exhibitor kit) to be submitted 30 days prior.
Hand Carry from Parking Structure
No wheeled carts permitted; parking is cashless
For more information on the fine print, please refer to the Expo CCI Exhibitor Services site and the Move-In email sent to the primary and secondary contacts listed for each booth.
All outbound shipments must have an Expo CCI Material Handling Agreement on file. All carriers must check in at the loading dock by 7:30 PM on Sunday or they will be rerouted.
Full instructions available on Expo CCI’s website or in your exhibitor manual
Email Us for additional details.
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