Plan Your Exhibit

As an exhibitor at FRI, we want to make sure you have a positive experience. This page will be your first stop for all the logistical information and forms needed to set-up your exhibit. Order forms, including housing and exhibitor registration will be available in late spring 2022.

We are looking forward to gathering in San Antonio, August 24-26, 2022. Final payment deadline was December 31, 2021. Please note that after February 1, 2022 a $200 late fee will be applied to any outstanding balance. Login to your exhibitor dashboard to pay online or download your invoice. Password required, contact exhibits@iafc.org for assistance.

Exhibit Schedule

Sunday August 21 8:00 AM - 5:00 PM Vehicle Staging and Move In
Monday, August 22 8:00 AM - 5:00 PM Exhibitor Setup (400 sq ft and larger)
Tuesday, August 23 8:00 AM - 5:00 PM All Exhibitor Setup
Wednesday, August 24 8:00 AM - 10:00 AM All Exhibitor Setup
Wednesday, August 24 4:00 PM - 7:00 PM Exhibit Hall Hours
(Reception in the evening)
Thursday, August 25 10:00 AM - 4:30 PM Exhibit Hall Hours
Friday, August 26 10:00 AM - 2:00 PM Exhibit Hall Hours
Friday, August 26 2:00 PM - 9:00 PM Exhibitor Move Out

*Schedule is subject to change. Detailed Exhibit Hall Access Hours

General Information

  • Final payment deadline was December 31, 2021. Login to your exhibitor dashboard to pay online or download your invoice. Password required, contact exhibits@iafc.org for assistance.
  • Late Fee: Outstanding balances after February 1, 2022: A late fee of $200 will be added to balance due. 
  • FRI Rules & Regulations
  • Exhibitor Deadlines:
  • Badge Registration:
    • Registration for FRI 2022 is open. The primary contact on record for FRI 2022 exhibits will receive an email with a link from conferences@iafc.org. This is the link to use for Exhibitor Badge Registration. *Please allow 48 hours for the registration system to be updated and to receive a link.
    • Registration Questions: email Questions@american-tradeshow.com or call (985) 240-5511
  • Hotel Registration:
    • Once badge registration is complete, you will be directed to the hotel reservation site.
    • Hotel Reservation Questions: email FRI@maritz.com or call (864) 208-2937
  • Exhibitor Manual:
    • Furniture, Carpet, electrical, etc. are not included with your booth. Linear booths with pipe and drape will receive one 7" x 44" company identification sign.
    • Furniture, electrical, etc. may be ordered through the exhibitor service manual.
  • Exhibitor Tips:
    • Beware of Poachers: Exhibitors are often contacted by various vendors looking to get your business. Some of these companies may misrepresent themselves as being associated with IAFC. You may be solicited by companies selling attendee lists, housing companies, etc. If you have any questions, please contact us prior to ordering. The Expo Group is the official contactor for freight, furniture, etc. for your booth and IAFC is the only provider with access to attendee lists.
    • Submit electrical and telecommunications floorplans in advance. This allows The Expo Group and the facility to review prior to your arrival onsite.

Exhibitors and EACs (Exhibitor Appointed Contractors) have access to the exhibit hall based on the following schedule. Note: This is NOT the show hours, the times listed below are the times exhibitors and EACs will have access to the show floor with their badges/wristbands. EACs must have completed the EAC form and provided compliant certificate of insurance before they will be permitted into the Exhibit Hall.

Standard Access Hours with Badges or Wrist Bands

 
Move-In
 Sunday August 21 8:00 AM – 5:00 PM Access: Exhibitor Badge or EAC Wristband (Apparatus Move-In Only)
Exhibitors with Apparatus in booths may begin set up. Priority for carpet and electrical to be in prior to apparatus move-in
10:00 AM - 6:00 PM Apparatus may begin move-in per scheduled time. Specific times to be provided approximately 2 weeks before move-in to all companies that submitted the Vehicle Request Form
Monday August 22 8:00 AM – 5:00 PM Access: Exhibitor Badge or EAC Wristband
Target Move-in for all booths 400 SF or large
Tuesday August 23 8:00 AM - 5:00 PM Access: Exhibitor Badge or EAC Wristband
All exhibitor move-in
Show Days
Wednesday August 24 8:00 AM – 4:00 PM Access: Exhibitor Badge or EAC Wristband
All exhibitor move-in (booths must be set by 10:00 AM)
4:00 PM - 7:00 PM Access: Exhibitor Badge
Exhibit Hall Hours  (Reception in the evening)
Thursday August 25 10:00 AM – 4:30 PM Access: Exhibitor Badge
Exhibit Hall Hours
Friday August 26 10:00 AM – 2:00 PM Access: Exhibitor Badge
Exhibit Hall Hours
2:00 PM - 9:00 PM Access: Exhibitor Badge or EAC Wristband
Exhibitor Move Out (Apparatus will exit first, empty return and POV dock access will begin around 4:00 PM)
Move-Out
Saturday August 27 8:00 AM – 12:00 PM Access: Exhibitor Badge or EAC Wristband

*schedule is subject to change
 

Further information will be updated as we get closer to the show. 

Facility Info
  • The exhibits will be located:
    • Henry B. Gonz├ílez Convention Center
      900 E Market Street
      San Antonio, TX 78205
    • Phone: (210) 207-8500
      Exhibits are located on the lower level in Halls 1-3

Vehicle Move-In

With the number of large vehicles at FRI 2022 we will be following a target move-in schedule. All exhibitors displaying a vehicle or apparatus must submit the Vehicle Display Form by July 25. Please note the dates and times listed in the Exhibitor Schedule below.

San Antonio Regulations
Any fuel-powered vehicle on static display must:

  • Vehicles on display are required to have the level of fuel as mandated by the licensor and the local fire department of the jurisdiction where the event is being held.
  • Batteries are disconnected except where the Fire Code Official requires that the batteries remain connected to maintain safety features.
  • SPECIAL DISPENSATION: Emergency vehicles with diesel fuel may enter the exhibit hall with FULL tanks. Please note tanks must be completely full or follow the regulations below.
  • Fuel in fuel tanks does not exceed one-quarter tank or 5 gallons (whichever is least).
  • Fuel tanks and fill openings are closed and sealed to prevent tampering.
  • Vehicles, boats or other motorcraft equipment are not fueled or defueled within the building.
  • (2018 IFC, Section 314.4)
    • Vehicle operation is limited to brief parade type display specifically approved by the Fire Marshal.
    • A floor plan of the display area must be submitted at least 15 days prior to move-in for the Fire Marshal’s approval.
    • Keys to the vehicle shall remain at the exhibit area, so the vehicle can be removed in case of emergency.
    • Show vehicles with LPG tanks shall not be permitted inside the exhibit area without prior approval from the Fire Marshal.
  • No vehicle shall be parked in designated fire lanes.
  • All vehicles not on display are required to be removed from the building prior to the opening of the event.
  • Vehicle checks: Vehicles will be inspected PRIOR to entering building at every event.
    • Vehicles arriving after hours, on weekends or on holidays will be inspected at Overtime rates.
  • Vehicle staging is only for vehicles (including trailers) that will be on display in the exhibit hall.

Official Vendors
Below is the list of official vendors partnered with IAFC. Please note: For insurance and safety reasons, the official contractors designated in this manual must be used for the following services (no exceptions will be made):
Electrical Plumbing Booth Cleaning
Telephone Material Handling / Drayage Rigging

Important Notice to Exhibitors - Beware Unofficial Vendors
Companies approaching Exhibitors or Sponsors not found in the exhibitor manual are not officially affiliated with the Show and IAFC cannot assist with any disputes or issues. In addition, materials brought into the facility for display purposes, etc. by companies not on this list may be charged for material handling fees in addition to the fees charged by an UNOFFICIAL vendor. 

More Info

Can't find what you're looking for? Contact Exhibits@IAFC.org with your questions or comments.

New Phone Number

Our phone number has changed.  You can reach the exhibits team at (703) 896-4830.