Please read carefully, as exhibitors will select one of the three load-in options to complete expo registration. All exhibitors must check in with expo staff at Exhibitor Check-in upon arrival for their scheduled load-in. Assigned load-in times and instructions will be distributed in the Final Exhibitor Details email, which will be sent one week prior to the Expo.

Option 1. Hand Carry/Self Sufficient 

Exhibitors may unload their materials in the Miami Beach Convention Center parking lot and hand-carry items to their booth. Expo management recommends this load-in method for exhibitors that are entirely self-sufficient and have their materials in a suitcase or very few boxes/bins. Hand carts are not permitted through the front entrance.

Exhibitors will not be permitted to park their vehicle at the front/curb/entrance to unload. If this option is selected, exhibitors must be able to transfer their materials from their parking spot in the parking lot to the building.

Option 2. Loading Dock

Small vehicles will need to be unloaded from the ramp next to the loading dock, while larger vehicles may back into a loading-dock bay. If exhibitors are unable to unload their own personal vehicles, Vista will unload the vehicle at the loading dock and bring materials to the booth space. Small vehicles will pull up to one of the ramps, while trucks will be unloaded directly from the loading dock. 

Please note: If during load-in exhibitors request the assistance and/or use of equipment from the Vista team, the cost for labor will be covered by Life Time as a courtesy to our partners. 

Option 3. Advance Shipment to Vista Warehouse/On-Site Delivery

Exhibitors have the option to advance ship their materials to Vista for a fee. Exhibitors must direct all advance shipments to Vista, beginning Monday, January 2. Please refer to the Vista Exhibitor Kit for pricing and detailed instructions.

• Shipments will be received beginning Monday January 15, 2024.
• Shipments received after the deadline of Friday, January 19, 2024 will be charged an additional 25% surcharge
• Shipments received after 3:30pm will be charged overtime rate.
• Advance shipments warehouse receiving hours are Monday through Friday, 8:00 AM – 3:30 PM
• Warehouse shipments will not be received on weekends or holidays
• All advance shipments need to be organized directly with Vista.

The Miami Beach Convention Center offers self-parking for $20/day. Overnight parking at the Miami Beach Convention Center is not permitted. All vehicles parked within the parking facility must have a minimum vertical clearance of 8 feet 5 inches.

Looking for parking around the Miami Beach Convention Center? Use this interactive map to find available parking lots and garages in the Miami Beach area!

Want to reserve a spot and pay for parking ahead of time? Download the Miami Beach ParkMe mobile app (available in Google and Apple app stores) to view available lots and garages and pay for parking straight from your smartphone! Check out additional information here: 2024_Miami Marathon Expo_Parking Details

Parking in the loading dock will not be permitted after load-in. All cars must be moved to the MBCC parking garage or street parking after unloading.

Oversized Vehicle parking info can be found here: 2024_Miami Marathon Expo_Oversized Vehicle Parking Details

Expo management will assign booths to exhibitors and sponsors based on contract requirements and the products being displayed. All exhibitors will receive confirmation of booth assignment in the Final Exhibitor Details email, which will be sent prior to the event. Exhibitors are not to activate outside of their assigned booth space.

All 10×10 booth spaces will be equipped with (1) 6’x2′ black draped table, 2 chairs, 1 wastebasket, an ID sign and draping. For additional tables/chairs or specialty booth items, exhibitors must order through Vista.

Floor is carpeted.  Additional flooring is available for rent through Vista. All orders must be placed by Friday, January 5, to receive the advanced payment discount. Please refer to the Vista Exhibitor Kit for more details and ordering information.

Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors. Exhibitors are not to activate outside of their assigned booth space. No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval. Exhibitors must remain open at all times during expo hours. The expo is non-exclusive.

SET-UP LABOR
See pages 19-22 of the Vista Exhibitor Kit for information on Use of Non-Official Contractors and Official Contractors for set-up labor. All labor orders must be placed by Friday, January 5, 2023.

SIGNAGE 
Signage is permitted; however, it must adhere to all fire marshal requests, stay within booth space guidelines and cannot be adhered to the venue or cover venue signage. As such, expo management will remove signage that does not adhere to these instructions without notice. The venue prohibits exhibitors from distributing stickers of any type.

TENTS & FLAGS
Note that pop-up tents are permitted in this venue; however, they may restrict an exhibit’s options for booth placement. Pop-up tents must be fire retardant and porous. Please consider in-booth lighting when deciding whether or not to utilize a tent. Flutter flags and additional signage are permitted, but they must adhere to all fire marshal requests and stay within booth space guidelines.

VEHICLES ON DISPLAY
Vehicles are permitted to be on display as part of an exhibitor’s activation. Please refer to the Vista Exhibitor Kit for additional instructions and associated fees. Exhibitor must designate their intent to display a vehicle within the form below & vehicles must be available to be set within venue on Wednesday, January 26 between 12 – 6 pm. Vehicles do not have in/out privileges.

SUBLETTING
Subletting of space is strictly prohibited. The only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time.

Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors.

NO CANNABIS, CANNABINOID (CBD), OR RELATED ITEMS MAY BE PRESENT AT THE EXPO WITHOUT PRIOR APPROVAL FROM LIFE TIME. Expo management and Life Time staff reserve the right to restrict and remove anything that has not been pre-approved.

Exhibitors are responsible for transportation of equipment, materials, etc. and for any incidentals not included in the booth package, such as parking, power, ice, etc.

TRASH & RECYCLING
All excess packing materials that are not being kept for load-out should be placed in the aisle in front of your booth. The venue cleaning service will remove all trash and recycling materials during set-up. In addition, there will be continuous trash and recycling removal during the event.

POWER
Power for your booth must be purchased through Edlen prior to load-in. View Edlen MBCC Order Form: Edlen MBCC Order Form. Advance (Discounted) Payment deadline date is Friday, January 5, 2024.  Final deadline for purchase is Thursday, January 25, 2024. No orders will be accepted after Thursday, January 25. Purchases/requests cannot be made on-site. Your indication to purchase below does *not* secure your order. All orders must be placed via the Edlen Kit by creating an account online at www.edlen.com.

AUDIO VISUAL & LIGHTING
AV and lighting equipment for your booth must be purchased through Everlast Productions prior to load-in. Orders must be completed via the order form prior to January 11. View the Everlast Order Form.

INTERNET ACCESS
Internet access can be ordered directly from Smart City Networks. For more information, visit the Smart City MBCC Exhibitor Ordering Guide. Internet can be purchased online or via the Smart City MBCC Order Forms. All orders must be placed by January 10, 2024. 

ONSITE REFRIGERATION, ICE, FOOD & BEVERAGE STORAGE  
Refrigeration is available onsite for an additional cost via Sudexo Live!. Ice is also available for $15 per 25 lb. bag with an additional $25.00 delivery charge for orders under $75. Delivery charges are per delivery to your booth space. 

Orders must be placed via Sudexo Live!: Sudexo Live! MBCC Sampling Form 

Payment Instructions: Sudexo Live! Payment Instructions

CATERING
MBCC offers catering services for Expo Exhibitors through their partnership with Sudexo Live!. Please, reference the menu below and order using the Sudexo Live! forms above.

Catering Menu: Sudexo Live! MBCC Exhibitor Catering Menu

STORAGE
Non-accessible storage of boxes, crates and other materials will be available from Vista for a fee. Vista Exhibitor Kit for more information. 

• Sampling (Food): All samples must be reviewed and approved by Life Time. Samples are restricted to 2 ounce portions. Insurance requirements are outlined below.
• Sampling (Non-Alcoholic Beverages): All samples must be reviewed and approved by Life Time. Samples are restricted to 3 ounce portions. Insurance requirements are outlined below.
• Selling (Food & Non-Alcoholic Beverages): All food or beverage sales must be reviewed and approved by Life Time. Insurance requirements are outlined below. Additional fees may be incurred.

Exhibitors are responsible for obtaining any required health permits. Any exhibitor selling or sampling food & beverage in their booth space must notify Life Time in advance via the form below. ON-SITE COOKING IS PROHIBITED.

Sudexo Live! Outside Sample Policy

Any exhibitor selling or sampling food & beverage agrees to maintain commercially reasonable insurance coverage, as outlined in the Sudexo Live! Outside Sample COI. Exhibitor agrees to name Sodexo Live!, OVG 360, The Miami Beach Convention Center and the City of Miami Beach as additional insureds. Exhibitors will need to provide COIs for Sudexo Live!. Please see examples for guidance: Sudexo Live! Sample COI.

All sampled products must be served via biodegradable, compostable disposablewear. No food or beverage may be sampled outside of exhibit halls, ballrooms, or common areas of the Miami Beach Convention Center. If a request for sampling exceeds the predetermined size portions or seems to be quantities exceeding sampling guidelines, it will be deemed by Sodexo Live! to assess a Buy Out or Corkage Fee per item brought in.

Exhibitors selling products or services are required to abide by the Florida Department of Revenue sales tax requirements. Please refer to the Sales and Use Tax on Trade Show and Convention Exhibitors file for more information.

Security will be provided at all times, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours. Overnight security will be present on Wednesday, Thursday and Friday nights.

CREDENTIALS
Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in the form below. Exhibitors must wear credentials at all times.

EMERGENCY NOTIFICATION
The safety of our athletes, exhibitors, and staff is the top priority during the weekend’s events. As such, the exhibitor’s primary contact number shall be programmed to receive text message notifications via GroupMe from expo management. Expo management will only use this one-way communication in the event of an incident that warrants widespread notification. The recipient will NOT receive any automatic push notifications.

FIRE, SAFETY & HEALTH REGULATIONS
Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.
There is absolutely no cooking allowed inside the venue. Anyone that has a hot plate, open flame, etc. will be asked to remove it from the building.

Please read carefully, as exhibitors will select one of the four load-in options to complete expo registration. All exhibitors must wait until the close of the expo on Saturday to begin load-out.

Option 1. Hand Carry

Exhibitors may walk their materials out of the venue to their vehicles without assistance.

Option 2. Loading Dock, no support

Exhibitors may drive their vehicle to the loading dock area and move materials without assistance. Before entering the dock area, exhibitors must receive a dock pass from the Exhibitor Check-out staff. Exhibitors may need to wait for dock access. Be prepared for delays.

Option 3. Loading Dock, with support

Vista will manage the loading of trucks that have palletized items. All trucks must enter and exit the North Loading Dock via the 18th Street and Convention Center Drive entrance. Before entering the dock area, exhibitors must receive a dock pass from the Exhibitor Check-out staff. Vista will operate a pallet jack or forklift to transport the items from the exhibitor’s booth. A fee will be associated with this method and it should be scheduled in advance with Vista. Please refer to the pricing within the Vista Exhibitor Kit.

Option 4. Outbound Shipping

All Bill-of-Ladings must be submitted to Vista/Liberty no later than 10:00 PM on Saturday, January 28. Exhibitors are welcome to arrange their own post-event shipping with any company of their choosing, but ALL MATERIALS must be removed from the venue by 11 PM on Saturday, January 27. All post-event shipments must be picked up on Saturday evening. Please refer to page 29 of the Vista Exhibitor Kit for more information and instructions for a successful shipment.

Option 5. Transport of Items to the Finish Festival

If an exhibitor has a reserved space at the event day Finish Festival, event staff can potentially transport their items from the Expo to the Finish Festival via a Miami Marathon truck. The truck will depart the Miami Beach Convention Center at approximately 10:00 PM on Saturday evening. If approved for transport, exhibitors must stay with their materials until they are loaded into the truck. Security will be on-site at the Finish Festival on Saturday evening, but Life Time, Inc. is not responsible for any lost, damaged or stolen property. The truck will not be unloaded until Sunday morning for 5:00 AM Finish Festival set-up.

Exhibitors must indicate below how much material they would like transported on the truck to ensure that there is enough space. Expo management will notify exhibitors with approval decisions.

Please refer to https://www.lifetime.life/media.html for Life Time’s Insurance requirements. Exhibitors must adhere to these requirements and provide documentation if requested by Life Time. If you are sampling, please refer to COI requirements above.

Deadline Checklist: IMPORTANT: Please review the below items and their deadlines to ensure your plans are all set for the Expo.

Before 12/28/2023:

• EventHub Registration Deadline – Please review your EventHub portal to ensure you have completed your registration form and selected a preferred booth location. You can find the EventHub page here: 

Before 1/5/2024:

• Power/Edlen: Early deadline for Electric orders due | Edlen MBCC Order Form
• Sampling, Ice, & Catering – Sudexo Live! – COI for brands that choose to sample consumable products due | See sampling & selling

Before 1/5/2024:

• Internet – Smart City: Internet orders due | Smart City MBCC Order Forms 2023
• AV & Lighting – Everlast Productions: AV & lighting orders due | Everlast Order Form

Before 1/12/2024:

• Sampling, Ice, & Catering – Sudexo Live!: Sampling forms due | Sudexo Live! Outside Sample Policy
• Sampling, Ice, & Catering – Sudexo Live!: Ice orders due | Sudexo Live! Outside Sample Policy
• Decorator – Vista Tradeshow Services: Booth setup addl. items due (tables, carpet, etc.) | Vista Exhibitor Kit
• Decorator – Vista Tradeshow Services: Set-up labor orders due | Vista Exhibitor Kit

Before 1/22/2024:

• Decorator – Vista Tradeshow Services: Material handling deadline | Vista Exhibitor Kit
  • Advance shipment window: 1/2/2023-1/23/2023
  • Show Site shipment window: 1/26/2023-1/27/2023

Before 1/25/2024:

• Power – Edlen: Final date to order power, power cannot be ordered onsite | Edlen MBCC Order Form

Before 1/27/2024:

• Decorator – Vista Tradeshow Services: By 10pm – Outbound material handing deadline | Vista Exhibitor Kit