Last updated: 4/15/2025
Welcome to the Exhibitor Information Page! The information below is for Exhibitors, Sponsors, Costuming Groups, and Guests that will be participating in our Lower Level Exhibit Hall, Lower Level Lobby, Upper Level Gaming Hall, Upper Level Lobby, and 120 Ballroom.
We know it is a lot of information, and ask all Exhibitors to read it and understand it. All this information will help us all have an awesome show!
The Fan Fusion Exhibit Team is available to answer questions and can be reached via email at exhibitor@phoenixfanfusion.com or via text at 480-331-5611.
We look forward to seeing you at Phoenix Fan Fusion 2025!
Exhibitor Policies & IMPORTANT INFORMATION
These policies apply to all Exhibit spaces inside the Lower Level Exhibit Hall, Lower Level Lobby, Upper Level Gaming Hall, Upper Lever Lobby, and 120 Ballroom.
Policies can be found here: https://www.phoenixfanfusion.com/policies/exhibitor-policies
All spaces MUST be set up before the end of day on Thursday, June 5, 2025. If your space is not set up by the EOD Thursday, we reserve the right to reallocate your space without a refund and you may not be eligible for application to subsequent years events.
The Fire Marshal walk through is Friday morning and we cannot open until sign off is received. The sooner all Exhibit spaces are set up, the sooner we receive approval, then we can open on time.
All aisles must be clear of pallets, boxes, packaging, and trash by the end of the day on Thursday, June 5, 2025.
No children under the age of 16 on the show floor during load-in and load-out.
All aisles must remain clear and Exhibitor set ups must remain with their spaces during the show.
Exhibitors should be restocked and be ready to open by 9:30 am each day.
Dock access is NOT available on Friday, Saturday, or Sunday morning.
Exhibitor signs must be prominently displayed in their spaces.
At the end of each day, trash bins and bags must be left outside of exhibit space to be dumped.
Exhibitors must be present and at their space for all show days.
Exhibitors are required to wear their badges at all times when entering and participating in the event.
Exhibitors must adhere to all policies, rules, regulations, laws, and statutes related to participation in Fan Fusion.
Phoenix Convention Center policies can be found here: https://www.phoenixconventioncenter.com/faq
Convention supplied Exhibitor sign, or an Exhibitor banner with business name matching space registration, must be prominently displayed within the exhibit space.
The distribution of samples, printed materials, and any form of promotional content is limited to the exhibit booth.
Helpful Guides
COMING SOON!
Exhibitor List & Maps
Below are the links to the Exhibitor List and the Hall maps. The information in the Exhibitor List and Maps is the information that will be used for the Program Guide, mobile app, and website.
If your business name or website needs to be updated, reach out to the Exhibit Team at exhibitor@phoenixfanfusion.com. Updates must be submitted by Wednesday, April 30, 2025 to reflect correctly in the program guide.
Lower Level Exhibit Hall Map
120 Ballroom Map
What comes with your space
Lower Level Exhibit Hall
Corner Booths (no In-line spaces)
10ft x 10ft, come with one (1) 8ft table, two (2) chairs, three (3) Exhibitor Badges, and an Exhibitor sign.
8' tall red and white pipe and drape behind the booth, with a 3' high pipe and drape between the next booth.
Tables are skirted in either red or white.
One (1) free pallet for load-in/out.
Artist, Author, Creator, and Dealer Tables
6ft x 8ft, come with one (1) 6ft table, two (2) chairs, three (3) Exhibitor Badges, and an Exhibitor sign.
8ft tall black pipe and drape behind the space.
Tables skirted in black.
All Front Endcap and Endcap must leave space behind their setups for their neighbors to move in and out of their space.
Upper Level Gaming Hall
Corner Booths (no In-line spaces)
10ft x 10ft, come with one (1) 8ft table, two (2) chairs, three (3) Exhibitor Badges, and an Exhibitor sign.
8' tall red and white pipe and drape behind the booth, with a 3' high pipe and drape between the next booth.
Tables are skirted in either red or white.
One (1) free pallet for load-in/out
Purchasing additional exhibitor badges
Exhibitors may purchase an additional three (3) Exhibitor Badges for $77/ea + taxes and fees. These may be purchased onsite on Wednesday & Thursday with a credit card.
Additional Exhibitor Badges are per Exhibitor, not per space. For example, if you purchased one space, you can purchase an additional three (3) badges. If you purchased four spaces, you may still only purchase an additional three (3) badges.
Decorator: Convention Services + Innovation (CS+I)
CS+I is Phoenix Fan Fusion’s decorator. They offer a wide range of services including additional decoration needs for your space, pallet service to move your items in/out for loading, carpet, freight and shipping, and much more.
CS+I has sent out their packet of information and it is linked. Make sure to review the information above for what comes with your space BEFORE you order additional decorations. Spaces come with specific decorations that are outlined above.
Pallet Service
Lower Level Exhibit Booths receive one free pallet per booth for pallet service. Additional pallets may be purchased before the show and onsite.
Artist, Author, Creator, and Dealer Tables do not receive a free pallet
Upper Level Gaming Hall Booths receive one free pallet per booth. Additional pallets may be purchased before the show and onsite.
Freight
If you are using a freight or carrier service (bill of lading) that is NOT associated with CS+I to deliver or pick up your stock from the event, you will be subject to fees from CS+I.
Contact now for more information: cs@convention-si.com
See the Packet for early ordering deadlines.
PACKET COMING SOON
Power: Commonwealth
The primary power, water, and air provider within the Phoenix Convention Center. You can now order online!
Early order deadline: May 19, 2025
Internet: SmartCity
The primary internet (wireless and wired) and phone services provider within the Phoenix Convention Center. There is cellular service available in the facility. Internet Services are available if needed.
Early order deadline: May 19, 2025
Load-in Information
Lower Level Exhibit Hall & Lobby
For the Lower Level Exhibitor Hall, load-in will take place on Wednesday, June 4 from 3:00pm to 9:30pm and Thursday, June 5 from 7:00am to 9:30pm.
The Lower Level Exhibit Hall & Lobby are located on the Lower Level of the Phoenix Convention Center and Exhibitors will use the NORTH LOWER LEVEL DOCK.
To load-in through the dock, Exhibitors MUST go to the Tonto Marshaling Yard (see information below) where they will receive their dock pass and line up to access the dock. Once at the dock entrance, a Fan Fusion crew member will check the dock pass and time, then direct you to the LOWER LEVEL NORTH DOCK.
Exhibitors MUST RSVP for access to the dock. The RSVP time is when you will access the Tonto Marshaling Yard. The RSVP Form is posted below.
Exhibitors have 30 minutes to unload their vehicles. Once unloaded, remove the vehicle from the dock, then return to set up the space.
Those with Exhibitor Booths will receive one (1) free pallet per booth for load-in. You will receive a pallet pass(es) at the Tonto Marshaling Yard to then turn it into the Dock Master once you arrive at the dock. The Dock Master will have your pallet(s) delivered to your vehicle so you can unload your stock onto them. Additional pallet service may be purchased with the Decorator, CS+I (see information below).
Those in Artist, Author, Creator and Dealer Tables must pay for pallet service.
Check in will be done at the Exhibit Manager's Booth within the Lower Level Exhibit Hall.
Dock access stops at 9:00pm and all Exhibitors must be off the dock and out of the facility by 9:30pm.
Upper Level Gaming Hall
Gaming Hall load-in will take place on Wednesday, June 4 from 3:00pm to 9:30pm and Thursday, June 5 from 7:00am to 9:30pm.
The Gaming Hall is located on the Upper Level of the Phoenix Convention Center and Exhibitors will use the UPPER LEVEL NORTH DOCK.
Exhibitors will come directly to the dock entrance on 5th St just north of Washington St. Check in with the Fan Fusion crew at the dock entrance for a dock pass. Then you will be directed to the UPPER LEVEL NORTH DOCK.
Exhibitors have 30 minutes to unload their vehicles. Once unloaded, remove the vehicle from the dock, then return to set up the space.
Those with Exhibitor Booths will receive one (1) free pallet per booth for load-in. You will receive a pallet pass(es) at the Tonto Marshalling Yard to then turn it into the Dock Master once you arrive at the dock. The Dock Master will have your pallet(s) delivered to your vehicle so you can unload your stock onto them. Additional pallet service may be purchased with the Decorator, CS+I (see information below).
Check in will be done at the Exhibit Manager's Booth within the Gaming Hall.
Dock access stops at 9:00pm and all Exhibitors must be off the dock and out of the facility by 9:30pm.
Exhibitors with Spaces in Exhibit AND Gaming Hall
Our preference is that all stock and items be loaded in on Wednesday to the Lower Level, then the Freight Elevators can be used to move all items upstairs to the Gaming Hall.
120 Ballroom
The 120 Ballroom load-in will take place on Wednesday, June 4 from 3:00pm to 9:30pm and Thursday, June 5 from 7:00am to 9:30pm.
To load-in, Costuming Groups and Science Groups will use the Monroe St pull-out. To access this, Exhibitors will need to drive North on 5th St, then turn left onto Monroe St. A PRIDE security staff will be there to check you in. This area is for Exhibitors in the 120 Ballroom ONLY!
Costuming Groups and Science Groups wanting to use the cart service must pre-schedule with the Director of Operations by Sunday, May 4.
Exhibitors have 30 minutes to unload their vehicles. Once unloaded, remove the vehicle from the dock, then return to set up the space.
Check-in will be done throughout the day with the Director of Operations.
Monroe St access stops at 9:00pm and all Exhibitors must be out of the facility by 9:30pm.
5th St - Street Level Load-in
Exhibitors may load-in from the street off of 5th St between Monroe St and Washington St. This is the ONLY available street level load in. Only passenger vehicles will be allowed to access this load-in area. All Uhauls, vehicles with trailers, or large vehicles will be directed to the Tonto Marshalling Yard to load-in through the dock.
The loading area will be blocked off with cones/cement blocks with an entry point where Exhibitors will check in with a Fan Fusion crew member. Exhibitors will receive an access pass, then directed where to park.
Exhibitors have 30 minutes to unload their vehicles. Once unloaded, remove the vehicle from the load-in area, then return to set up the space.
Fan Fusion crew and Phoenix PD will be monitoring the area and the flow of vehicles for this loading area.
RSVP Form
This form is only required for Exhibitors in the Lower Level Exhibit Hall and Lobby, and the Upper Level Gaming Hall who will use the dock to load-in.
If you do not submit an RSVP to access the Tonto Marshalling Yard, be prepared to wait in line to access the dock during load-in.
FILL OUT THE FORM ONLY ONCE. IF YOU NEED TO MAKE AN UPDATE TO YOUR LOAD-IN TIME, CONTACT THE EXHIBIT TEAM.
RSVP FORM
Exhibitor Show Day Access
Please note that all weapons, prop, and security policies will be in effect on Friday, Saturday, and Sunday and apply to Exhibitors.
No dock access will be given during show days or hours.
Entrance E
This entrance is located on the East side of the North Building on 5th St between Washington St and Monroe St.
If you are bringing in stock, boxes, bins... anything larger than a backpack, you will need to enter the facility through Entrance E. Entrance E will be opening at 7:30am to allow Exhibitors in early.
Entrances A, B & C
These entrances open at 8:30am on Friday and Saturday, and 9:00am on Sunday. Exhibitors may use these entrances if they do not have boxes, bins, restock, etc that need to be searched.
What are the Hall hours and when can we get in?
The Lower Level Exhibit Hall, the Upper Level Gaming Hall, and the 120 Ballroom will be open to attendees on Friday & Saturday from 10:00am to 7:00pm, and on Sunday from 10:00am to 5:00pm.
Exhibitors may access the halls as early as 8:00am each day and stay until 8:00pm on Friday and Saturday. Exhibitor Badges are required for early and late access to the halls.
Those in the Lobby areas must be set up by 8:30am each day. Security opens at 8:30am and attendees will have access to the lobbies.
Security will be onsite in all halls before and after hours.
LOAD-OUT
Reminder
Load-out is the hardest part of any show. While we've had up to a day and half to set up, we only have a handful of hours to pack up and load-out the show. We ask everyone to be patient, be safe, and be kind.
All Exhibitors must be packed up and loaded out by 11pm.
Lower Level Exhibit Hall & Lobby
Notes:
Exhibitors may start packing up their spaces at 5pm when the hall closes.
Priority to the dock will be given to those in Artist, Author, Creator, and Dealer Tables. Once the tables are cleared, vehicles can be brought into the facility for a faster load-out.
The Tonto Marshaling Yard does not open until 5pm. Do not block streets or access to the Marshaling Yard.
Security will be managing lines and access to elevators and escalators.
For dock access, Exhibitors will need to completely pack up their spaces to receive a Tonto Pass. Without this pass, you cannot access the Tonto Marshaling Yard. Once checked in at the Tonto Marshaling Yard, Exhibitors will be given a dock pass, lined up, then directed to the dock once space is available.
At the dock entrance, a Fan Fusion crew member will check your dock pass and time, then direct you to the LOWER LEVEL NORTH DOCK.
Our goal is to have Artist, Author, Creator and Dealer Tables cleared by 8:30pm. Once tables are cleared, we can pull vehicles into the facility to have load-out go faster.
Upper Level Gaming Hall
Notes:
Exhibitors may start packing up their spaces at 5pm when the hall closes.
Security will be managing lines and access to elevators and escalators.
Exhibitors do not need to use the Tonto Marshaling Yard to access the Upper Level Gaming Hall.
Exhibitors in the Upper Level Gaming Hall can access the dock starting at 4:00pm. However, they must remain in their vehicles until the hall closes at 5pm. At that time, they may enter the hall through the dock to start loading out.
At the dock entrance, a Fan Fusion crew member will check your dock pass and time, then direct you to the UPPER LEVEL NORTH DOCK.
120 Ballroom
Costuming Groups should be packed up before accessing the Monroe St pull out. Access is limited, so be mindful of when and how long you are accessing the pull out.
5th St - Street Level Load-out
Exhibitors may load-out from the street off of 5th St between Monroe St and Washington St. This is the ONLY available street level load in. Only passenger vehicles will be allowed to access this load-in area. All Uhauls, vehicles with trailers, or large vehicles will be directed to the Tonto Marshaling Yard to load out through the dock.
The loading area will be blocked off with cones/cement blocks with an entry point where Exhibitors will check in with a Fan Fusion crew member. Exhibitors will receive an access pass, then directed where to park.
Exhibitors have 30 minutes to load their vehicles.
Fan Fusion crew and Phoenix PD will be monitoring the area and the flow of vehicles for this loading area.
TONTO MARSHALING YARD
Tonto Marshaling Yard - 1102 E Tonto St, Phoenix, AZ 85034
The Marshaling Yard is the first step to access the docks for load-in and load-out. Once an Exhibitor checks in at Tonto, Exhibitors will receive a dock pass, then directed to the dock when space is available.
Access times - Load-in:
RSVP Required
Wednesday, June 4 at 2:30pm
Thursday, June 5 at 6:30am
Tonto will close at 8:00pm on Wednesday and Thursday.
Access Times - Load-out:
Tonto Pass required
Sunday, June 8 at 5:00pm
Click on image below to view a map with directions from the Tonto Marshaling Yard to the Convention Center. These directions will be available on a handout at check in at the Marshaling yard.
Exhibitor Parking
More Information Coming Soon!
Passenger Vehicles (overnight available)
Ace Parking: https://space.aceparking.com/events/reserve/5936
Exhibitor Lunch
Exhibitors have the option to purchase lunches ahead of time to be delivered during the event.
More Information Coming Soon!
EXTRA EXHIBITOR ACTIVITIES
Exhibitors may have the opportunity to participate in fun aspects of the show. Donations to charity events, scavenger hunts, etc. These activities will be posted here for Exhibitors to review.