2026 Exhibitor Schedule
Deadline to Register: Friday, December 26, 2025
Exhibitor Load-In: Thursday, January 22, 2026
Expo Open: Friday, January 23, 2026
Expo Open: Saturday, January 24, 2026
Exhibitor Load-Out: Saturday, January 24, 2026
Race Day: Sunday, January 25, 2026

*Schedule TBD and subject to change

KEY DATES TO KEEP IN MIND
Advance Warehouse Opens: Monday, December 22, 2025
Discount Deadline – Custom Furnishings/ Ordering/ Graphics: Friday, January 2, 2026
Discount Deadline – All Orders: Friday, January 2, 2026
Advance Warehouse Closes: Thursday, January 15, 2026
Late Warehouse Window (surcharge will be included): Friday, January 16, 2026
Portal Closes: Monday, January 19, 2026

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 Mana Wynwood Convention Center entrance and hand-carry items to their booth (15 min max) an exhibitor load-in pass will be provided by the Life Time team. 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.

Option 2. Loading Dock

Larger vehicles may back into a loading-dock bay. If exhibitors are unable to unload their own personal vehicles, show decorators will unload the vehicle at the loading dock and bring materials to the booth space (additional freight fee will be applied). Small vehicles will pull up to the front of Mana Wynwood Convention Center, while trucks will be unloaded directly from the loading dock. 

The Mana Wynwood Convention Center offers self-parking for $10 for 24 hours plus fees. The Life Time team will give you a parking pass required to have access to the exhibitors parking.

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 black draping. For additional tables/chairs or specialty booth items, exhibitors must order through Vista.

Additional flooring is available for rent through our Show Decorators.

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.

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. Vehicles do not have in/out privileges during expo days.

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.

AUDIO VISUAL & LIGHTING
AV and lighting equipment for your booth must be purchased through Everlast Productions prior to load-in. 

INTERNET ACCESS
Internet access can be ordered directly from Smart City Networks.

ICE
Ice is also available for $15 per 25 lb. bag Orders must be placed via EventHub.

STORAGE
Non-accessible storage of boxes, crates and other materials will be available from our Show Decorators for a fee.

• Sampling (Food): All samples must be reviewed and approved by Life Time.
• Sampling (Non-Alcoholic Beverages): All samples must be reviewed and approved by Life Time. Additional forms and requirements are outlined below. All sampled products must be served via biodegradable, compostable disposable wear.
• Sampling (Alcoholic Beverages): All samples must be reviewed and approved by Life Time. Liquor license is required. Samples are restricted to 3 ounce portions. Additional forms and requirements are outlined below. All sampled products must be served via biodegradable, compostable disposable wear. COI Sample
• Selling (Food & Non-Alcoholic Beverages): All food or beverage sales must be reviewed and approved by Life Time.

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, trucks only, no support

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

A fee will be associated with this method and it should be scheduled in advance with our Show Decorator.

Option 4. Outbound Shipping

All Bill-of-Ladings must be submitted to our Show Decorator no later than 10:00 PM on Saturday. 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 10 PM on Saturday. All post-event shipments must be picked up on Saturday evening.

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 Mana Wynwood Convention Center promptly at 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.

Please note, 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.