Rules and Regulations

Booth Display Guidelines

Before designing/constructing your booth space, review the booth display guidelines to understand the different types/sizes of booths and their specific height and display guidelines.  

Inline booth exhibitors should note that items in the front half of the booth may NOT exceed 4 feet in height.
Solid walls are discouraged as they block sight lines to neighboring booths and should be kept to a minimum, if possible.
Exhibitors in a corner booth are permitted to remove the aisle-facing rail.
Booths shall be staffed during all official show hours. Dismantling early is not permitted. Penalties will apply for tearing down before 5:00 p.m. Friday.
Floor covering is not included with your booth, and it is required. You may bring and use your own or rent carpet/flooring from GES. If installing a raised floor, you must add a ramp to be ADA compliant.
Electrical appliances and cords must be U.L. approved. Temporary wiring will stay accessible and be free from debris and storage materials. Hardback booths must be at least 9 inches from the rear booth boundary line.

Fire Marshal Regulations 

Exhibitors must review the Fire Marshal Regulations for information about construction, display materials and cooking in your booth.

If you are cooking in your booth with gas or combustible materials, you must submit the Heat Producing Device Form for fire marshal approval (review all Fire Marshal cooking regulations).
Gas appliances must be isolated from the public by no less than 4 feet or a barrier. A portable fire extinguisher must be present in the booth.
All exhibit booths shall be constructed with non-combustible or limited-combustible materials. Wood booths must be 1/4 inch thick or greater.
Helium balloons are permitted if a Balloon Waiver is submitted. Helium tank storage inside the OCCC is prohibited.
To comply with fire safety regulations, use flame resistant materials or have materials coated or treated by approved methods to render them flame resistant. Certification proving flame resistance is required. When selecting artificial plants, look for options made from naturally flame-resistant materials or those treated with fire-retardant chemicals during manufacturing (see Flame Resistance information in the Fire Marshal Regulations document).
Gasoline, kerosene, diesel fuel, combustible gases and other flammable liquids may not be stored (permanently or temporarily) in the OCCC during an event.

Multi-Level/Covered Booth Regulations

All exhibitors with multi-level or covered booths must submit an application for review and approval by the Fire Marshal at least 60 days prior to move-in.

Multi-Level booths must provide booth plans that include a licensed structural engineer's stamp of certification.
The upper deck of a multi-level exhibit shall have at least two means of egress. Spiral stairways are permitted if specifically approved by the Fire Marshal and are not recommended.
Covered ceiling structures or enclosed rooms, including tents or canopies, must include one smoke detector for every 900 square feet of covered area.
All materials used in the construction of covered exhibits and all decorative materials within the exhibit must be noncombustible or flame-retardant.
Any fully enclosed areas (walls and roof/ceiling) that lead to exit access—such as stairs, aisles, corridors, ramps, or passageways—must be equipped with a battery-powered emergency lighting source.
Enclosed areas of the booth with 300 square feet or more shall have at least two (2) remote means of egress.
Additional information and conditions may be required for booths with 2 or more staircases.

Please note: IFPA will cover the cost of fire watch for all exhibitors; however, you must still submit any forms and information for approval.

Covered or multi-level booths constructed without approval may be denied occupancy or required to modify/remove structures onsite.
Exhibitors are responsible for all Fire Marshall fees, Fire Watch staffing, and compliance with applicable codes.

For full details and submission instructions, refer to the OCCC Multi-Level & Covered Booth Application and Guidelines.

Liability Insurance 

Exhibitors and Exhibitor Appointed Contractors must hold insurance to gain access to the show.  If you do not already have insurance, it can be ordered through Rainprotection Insurance.
Insurance coverage: Must be no less than US$1 million comprehensive commercial general liability insurance per occurrence and US$2 million aggregate, including a broad form endorsement and will waive subrogation against IFPA, the Orange County Convention Center, and their representatives.
Insurance must be in force during the lease dates of the event, October 10-17, 2026, naming the International Fresh Produce Association (601 Pennsylvania Ave. NW Suite 800 Washington, DC 20004) as the certificate holder. (We recommend coverage of your exhibit materials during transit to and from the show site.)
Additional insured: IFPA, GES (Global Experience Specialists), and the Orange County Convention Center must be named.
Deadline: Purchase or submit liability insurance before September 21.
If using your own: Make sure it's compliant and submit a copy, and make sure to keep a copy with you onsite.

Labor Jurisdictions

Florida is a "Right to Work" state. Full time employees* of the exhibiting company are permitted to do the following without hiring union labor:

Unpacking and placement of your merchandise
Set up exhibit space with the use of tools
Plug in equipment (once the electricians have delivered power to the booth)
Hand carry materials into the convention center with a personally owned 2-wheel cart.
Drop off materials in privately owned vehicles (park in the convention center lots for a fee and carry it in, without the use of a dolly), check in at the dock and pay drayage for GES to deliver it from the car to the booth, or hire cartload service for a 1-way trip).

*Employees must be prepared to produce some type of company identification when engaged in these activities.

Exhibitors using an EAC must fill out and submit the EAC form.

Set Up and Tear Down Rules

All exhibitors must be set up by Wednesday, October 14 at 2:00 p.m.

Please review the following in advance:

Freight Target Floor Plan Move-In, all exhibitors have been assigned a freight move-in day/time
Clean Floor Policy outlined in the exhibitor schedule

The show ends Friday, Oct. 15 at 5:00 p.m.

Early tear down is not permitted. Beginning to dismantle a booth before the show closes disrupts attendees and fellow exhibitors. Penalties will apply to anyone found tearing down early.

All exhibitors are assigned a freight move-out day and time. Be sure to review the Freight Target Floor Plan Move-out for details.

No wheeled carts are permitted on the show floor during show hours or move-out. No wagons or strollers are permitted on the show floor at any time.

Exhibitor Appointed Contractors (EACs) are not permitted on the show floor until 6:00 p.m. on Friday, October 16. Please do not schedule EACs to arrive before the show officially ends.

Required Labor

Exhibitors must hire labor for the following:

Material Handling: All freight loading and unloading at the docks is managed by GES and performed by union labor.
Hanging Signs: All rigging is handled by the Orange County Convention Center. Exhibitors are responsible for sign assembly and may supervise installation; however, only GES or OCCC personnel are permitted to operate lifts.

For additional details, please review the show site work rules.

Anti-Harassment Policy

IFPA is dedicated to providing a harassment-free convention experience for every person regardless of gender, gender identity/expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of convention attendees, exhibitors, or vendors in any form. Participants violating these rules may be sanctioned or expelled from the convention, without a refund, at the discretion of the convention organizers.

Harassment includes offensive verbal comments related to gender, gender identity/expression, sexual orientation, disability, physical appearance, body size, race, religion. It also prohibits sexually explicit images in public spaces, deliberate intimidation, stalking, following, harassment via photography or recording, sustained disruption of panels or other events, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behavior are expected to comply immediately.

If a participant engages in harassing behavior, the convention organizers may take any action they deem appropriate, including expulsion from the convention with no refund. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of IFPA staff immediately.

IFPA staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the convention. We value your attendance, and your safety is our primary concern.

Contact

Kyle McMillan

Director, Trade Shows
International Fresh Produce Association

+1 (302) 607-2130 Email Kyle McMillan

Nancy Pickersgill

Trade Show Coordinator
International Fresh Produce Association

+1 (302) 781-5857 Email Nancy Pickersgill

Rules & Regulations

The Global Produce & Floral Show