Smith Expo Exhibitor Services & Shipping

According to the Smith Expo 2027 Exhibitor Service Kit, the standard booth setup includes:

• Backwall Drape: 8' black
• Sidewall Drape: 3' black
• Table: One 8' long x 2' wide x 30" high black spandex-skirted table
• Seating: Two folding chairs
• Signage: One identification sign
• Trash: One wastebasket
• Flooring: Ballroom carpet

Smith Expo provides two primary shipping options: Advance Warehouse Shipping and Direct-to-Show-Site Shipping.

Advance Warehouse Address

Direct-to-Show-Site Address

Shipments must be sent prepaid. Collect shipments will be refused.

Shipments are billed per 100 pounds, subject to the applicable minimum shown above.

The Smith Expo kit provides a separate advance warehouse designation for New Product Showcase shipments.

Showcase advance shipments are due by 3:00 PM on Wednesday, June 9, 2027.

The Smith Expo material-handling rate for a Showcase shipment is $40 per 100 lbs. with no minimum.

Empty-container stickers are available at the Smith Expo Service Center.

Each empty item should be labeled with:

• Company name
• Booth number
• Piece count

Smith Expo collects properly labeled empty containers during move-in and returns them after the Vendor Exhibition closes.

After the show, exhibitors should properly package and label all outbound freight and leave the shipment inside the booth.

A copy of the outbound Bill of Lading (BOL) must be provided to the Smith Expo Service Desk.

If You Use Your Own Carrier

• The exhibitor is responsible for scheduling the carrier pickup.
• The carrier picks up from the Kalahari show site.
• Smith Expo loads the shipment when the carrier arrives.
• Exhibitors must provide the required carrier-specific labels.

If You Use TForce Freight

TForce Freight is identified in the Smith Expo kit as the official outbound show carrier.

After the shipment is packed, visit the Smith Expo Service Desk for the outbound BOL and shipping labels.

Leave properly prepared freight in your booth for handling by TForce Freight.

Smith Expo does not pay vendor freight charges. Inbound and outbound freight charges are paid directly by the exhibitor to the carrier.

Exhibitors are responsible for handling their own outbound UPS or FedEx prepaid packages.

Smith Expo does not provide carrier-specific UPS or FedEx labels, although labels may be printed at the Smith Expo Service Center when needed.

Exhibitors must schedule their own carrier pickup and provide the appropriate prepaid shipping labels.

Yes. Smith Expo offers additional tables, chairs, stools, carpet, counters, televisions, labor, and other booth accessories.

For additional items not listed in the Smith Expo order form, contact Smith Expo at hsmith@smithexpo.com or 317-362-6890.

• Smith Expo orders must be paid in full in advance of the show.
• Orders received on or before the advance deadline are processed at the advance price.
• Orders received after the deadline or at show site are processed at the standard price.
• Payment may be made by credit card or through an online payment link provided by Smith Expo.
• Purchase orders are not considered advance payment.
• All Smith Expo accounts must be settled before show closing.
• Cancellations made after move-in begins are charged 50% of the original price.
• No credits are issued after show closing.
• Smith Expo identifies a $50 service charge for each returned check or declined credit card.
• Outstanding invoices are subject to a 1.5% monthly finance charge (18% annually).

Yes. Exhibitors bringing their own materials may unload and load their own vehicles in the designated loading area.

Exhibitors must keep aisles clear of crates, boxes, and exhibit materials during move-in and move-out.

This is required for emergency access, forklift service, and consideration of neighboring exhibitors.

An Exhibitor Appointed Contractor (EAC) is a company other than Smith Expo hired by an exhibitor to perform show-related services.

Examples identified in the Smith Expo kit include:

• Audio visual
• Carpet or flooring
• Computer rental
• Exhibit or booth rental
• Exhibitor marketing
• Furniture
• Installation and dismantling labor
• Temporary personnel or models
• Photography, video, or film
• Transportation or freight carriers

EAC Insurance Requirement

Smith Expo requires an EAC Certificate of Insurance to be received four weeks before the event.

The certificate must identify the EAC being insured and the exhibiting company for which work is being performed.

Smith Expo, the official show contractor, and the facility must be named as additional insureds.

Additional EAC Requirements

• EAC personnel must be properly credentialed.
• Company photo identification must be displayed while on property.
• EACs must comply with move-in and move-out schedules.
• EACs may operate only within their client's booth area.
• EACs may not solicit business on the show floor.
• The exhibiting company is responsible for ensuring its EAC complies with show rules.

Smith Expo's service kit states that exhibitors are responsible for ensuring their materials are appropriately insured from the time they leave the exhibitor's facility, while at the show, and until they are returned after the event.

Smith Expo identifies limitations on liability for loss or damage, including materials that are uncrated, improperly packed, left unattended, or affected by circumstances outside its direct control.