Confirmed Sponsors and Exhibitors can use this space to access resources needed to get prepared and set up for their exhibitor experience. Below you will find critical dates and information that your team should be aware of and items to complete. If you are not a sponsor, SIGN UP HERE.
Attention: Please help your staff attending the AHF show understand their badge type.
Tradeshow (or Exhibit Hall) Only Badge – Provides access to only the AHF Tradeshow on Tuesday August 8th as well as set up and breakdown. Does not provide access to receptions, meals or sessions. Email Leah Reily to upgrade your passes. A separate ticket can be bought for the opening reception during badge registration for $250 or on site if needed.
Full Conference Registration Pass – Access to all sessions, receptions, meals, and the Tradeshow.
Register for your badges at the link below. To redeem complimentary passes included in your sponsor or exhibit package, use the code(s) provided to you by Leah Reily or Sarah Bennett. Can’t find your code? Email Leah at lreily@healthcarefoodservice.org
Booth Selection
AHF’s booth selection process is underway. Booth selection is done every year by sponsorship level and then by date of payment. If you have not yet been contacted, please know AHF is working as quickly as possible to move through our booth selection process to get everyone secured. You will be contacted by AHF’s Executive Director Leah Reily shortly with further information and links to get your booth set up and secured. If you have questions in the meantime, please let Leah know below. You may also explore the exhibit hall map below to get a sense of your preferred area. If you wish to upgrade your sponsorship level at anytime, please contact Leah for assistance.
Leah Reily, Executive Director
lreily@healthcarefoodservice.org
1-800-899-1109 x700
Exhibitor Storefront, Shipping, & Ordering (COMING SOON)
Access the storefront to order furniture, power, and all the items you need for your booth. This is also where you can find all information needed related to your booth, including shipping information and shipping labels. To access the storefront, you need to be a confirmed sponsor. If you have issues with the storefront, or questions about your booth purchases, furniture, and other items please contact our exhibit services company, Alliance Nationwide Exposition.
Alliance Nationwide Exposition
exhibitorassistance@alliance-exposition.com
888.528.2011
Ordering and Shipment:
It is recommended that you ship exhibition materials to the advanced warehouse to ensure materials are in your booth in time for setup. The standard warehouse material handling charge will be honored for all shipments received by the listed deadlines. Any shipments sent directly to the facility will be required to be handled by Alliance Nationwide Exposition Company. The prevailing warehouse material handling rate plus a 20% minimum surcharge will be added to all direct shipments.
Advance Shipment Receiving Opens – July 6, 2023
First day warehouse will begin receiving advance shipments without surcharges.
Advance Order Discount Deadline – July 6, 2023
All orders must be received with payment in full by this date to receive discounted pricing.
Advance Order Deadline – Rental Exhibits & Custom Table Throw – July 13, 2023
All orders must be received with payment in full by this date to guarantee production of the order for the show. These items will not be available to order after the deadline date.
Advance Shipment Deadline – August 1, 2023
Last day for advance shipments to arrive at warehouse without surcharges.
Onsite Schedule: (tentative, please wait for exhibitor kit to release)
Monday August 7, 2023 – 8:00-5:00PM – Exhibitor Move-in
Tuesday August 8, 2023 – 8:00-10:00 AM – Exhibitor Move-in
Tuesday August 8, 2023 – 12:00-3:30 PM – TRADESHOW HOURS
Tuesday August 8, 2023 – 4:00-6:00 PM – Exhibitor Move-Out
Wednesday August 9, 2023 – 8:00-10:00 AM – Exhibitor Move-Out
Wednesday August 9, 2023 – 9:00 AM – Carrier Check-In Deadline
Wednesday August 9, 2023 – 10:00 AM – Outbound Shipping Agreement Deadline (all exhibitors must submit outbound materials handling agreement to the exhibitor services desk)
Wednesday August 9, 2023 – 10:00 AM – Re-Route Deadline (Shipments not picked up by the exhibitors carrier and/or remaining on the exhibit floor will be re-routed at this time)
Rules For Carrying / Taking Material/Product to your booth
Hand Carry: Generally full-time employees of the exhibiting company are allowed to hand carry in their own materials provided they do not use material handling equipment to assist them, generally a small two-wheel dolly such as a luggage dolly is acceptable, for one trip. When exhibitors hand carry material, they are not permitted access to the loading dock/freight door areas.
Brokers: AHF and Alliance have also made special consideration for brokers delivering locally. These will be defined as deliveries of 25 lbs or less via a local broker with multiple exhibitors in one delivery. Each exhibitor within the delivery will be charged. Deliveries greater than 25 lbs will be subject to standard material handling rates.
- Personally Owned Vehicles: If there are local exhibitors who wish to deliver in a privately-owned vehicle (POV) at the foreman’s discretion they will qualify for a special cart service under the following criteria. Cart service is one flat cart and one laborer to assist:
– A POV is a privately owned (not company-owned or rental) vehicle primarily designed for passenger use such as a car, pickup truck, SUV, passenger or minivan, taxi, or limousine, and is not constructed or intended for transport of cargo or freight.
– Length of delivery vehicle does not exceed 24’
– Content of vehicle does not require any mechanical handling devices such as a pallet jack or forklift to unload or transport
– Content of vehicle can be stacked and positioned safely on one flat cart for delivery to the exhibitor’s booth
– Total weight of delivery does not exceed 350 lbs.
– This is to ensure POVs are unloaded and immediately leave the loading dock area, no cars may be left while the exhibitor goes to the booth.
Please email edwardl@mmsmeetings.com if you have questions about delivering (or carrying in) your product, equipment, and supplies to the show.
Food Sponsorship Collection Form (COMING SOON)
Due by July 24
To help us ensure AHF can track all products being sent as well as your exhibit booth needs, please complete the form below. This form should be completed by all sponsors providing F&B product at their exhibit booth as well as anyone providing F&B product for an event or meal throughout the conference. However especially those shipping PERISHABLE items must complete the form and their shipments MUST be labeled with an AHF 2023 shipping label (which can be found in the exhibit booth ordering portal above).
Refrigerated, Frozen, and Dry Food Product for use in meals or use in exhibitor Marketplace booths may be shipped to the Omni ChampionsGate in advance, to arrive between: Friday, August 4 and Monday August 7th. Do NOT send product to arrive earlier than August 4th.
Do not send perishable food product to the advance warehouse.
Please complete the online Food Sponsorship Collection Form included in the PDF below, and submit by: TBA.
What’s Included in a STANDARD Booth?
Each 10×10 standard booth package will include:
8’H White Backwall Drape
3’H White Siderail Drape
1 – 6′ White Skirted Table
2 – Side Chairs
1 – Wastebasket
Standard Booth Identification Sign
**The Exhibit Hall is Carpeted
*If you will be using a cooking device in your booth, a Fire extinguisher is required (Bring your own, or rent from Alliance Exposition). Only electric or butane cooking equipment is permitted for use in the Exhibit Hall. All other cooking equipment is prohibited (i.e. no open flames, propane, etc.). You may provide your own fire extinguisher or order one through the booth portal above.
What’s Included WITH NEW/EMERGING BRAND TABLE?
New/Emerging Brand spaces are unique. They are smaller, but comfortable networking spaces meant for first-time brands to experience the power of the AHF community. New/Emerging Brands will be contained in a comfortable “networking area” behind the AHF lounge. The AHF Lounge will not block the view of the New/Emerging Brand lounge.
Each New/Emerging Brand table and space include:
Networking area with 1 high boy table 42″ high and 32″ diameter
2 Chairs
Space to include x1 pop-up banner with a maximum size of 3 ft wide and 8 ft high
Triangular Booth Identification Sign
**The Exhibit Hall is Carpeted
Certificate of Insurance:
All exhibitors must provide a certificate of liability insurance if not sending booth products through AHF’s primary vendor, Alliance Expositions, and using a third-party broker for setup or delivery. Certificates of liability must be sent to edwardl@mmsmeetings.com by July 10th. The certificate information and requirements are below:
– $2,000,000 General Liability (Each Occurrence).
– $1,000,000 Automobile Liability.
– $1,000,000 Workers Comp.
CERTIFICATES SHOULD INCLUDE:
Association for Healthcare Foodservice (AHF)
4201 Wilson Boulevard, Suite 110-267
Arlington VA 22203
2023 SANITATION & Safety Rules
As we plan to meet safely in Orlando, FL, we want to provide you with any updated policies and procedures related to sanitation. All participants in the expo hall must be in compliance with the regulations set forth below.
– Food and beverage can be served – and is encouraged (please note that AHF’s marketplace is the lunch so we encourage you to serve food and drinks), but should be served in single-serving containers.
– If serving food you will need a sanitation station at your booth (e.g. bowls to wash hands, hand sanitizer, sanitation wipes, towels for cleaning) – Basically, a way to sanitize your station properly throughout the show.
– If serving food and drinks from your booth, the booth attendants serving and preparing food must wear gloves