Exhibitor Policies
Outlined below are the Exhibitor policies for all Exhibitors, Sponsors, and Costuming Groups that have Exhibit space at Fan Fusion. While it is a comprehensive list, it is not a complete list and it is ever evolving to keep information as up to date as possible.
GENERAL
All Exhibit, Sponsor, and Costuming Group spaces inside the Exhibit Hall, Gaming Hall, 120 Ballroom, and the Lower Level Lobby 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 renewals.
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.
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.
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.
No children under the age of 16 on the show floor during load-in and load-out.
DISPLAY SPACES
Displays, chairs, tables, and set up must stay within the allotted space.
Flyers and handouts can only be handed out within exhibit space. Common areas are not to be used for promotional purposes.
Exhibitors must not damage the decorations they receive with their space. This includes but is not limited to the pipe, drape, tables, chairs, etc.
Exhibitors must not damage the facility when moving through the facility. This includes, but is not limited to damage to walls, carpet, tile, elevators, escalators, etc.
Any damage caused by Exhibitors will be the Exhibitors responsibility to compensate.
SECURITY
All Exhibitors must go through Security checkpoints every show day. All bags, boxes, tubs, containers, etc. are subject to search. The prop and weapons policies apply to Exhibitors.
FOOD & BEVERAGE
Food and Beverage service for all Phoenix Convention Center & Venues events is provided by their exclusive food and beverage partner, Aventura Catering. Phoenix Fan Fusion has no control over the food policy.
All outside food and beverage is strictly prohibited. The Convention Center will make reasonable accommodations for those with medical conditions or parents with infant children. Empty refillable water containers are allowed.
There are several locations to purchase food and beverages throughout the Convention Center including the PHX Kitchens Downtown Food Hall, Exhibit Hall concessions, and vending machines. The facility typically has food trucks during our show as well.
For specific medical or dietary restriction questions, please contact the Phoenix Convention Center directly at 602-262-6225, through their "Contact Us" page on their website: https://www.phoenixconventioncenter.com, or email pccmarketing@phoenix.gov.
WEAPONS VENDORS
Any replica weapons resembling a gun or firearm are not permitted to be sold during the show or on the premises of the Phoenix Convention Center.
Replica foam swords may be sold and do not need to be zip tied down and out of reach of attendees.
Replica swords that are made of metal must be zip tied down and out of reach of attendees. Sales can be done on the floor, but the items must be delivered off Phoenix Convention Center property.
Unsharpened butterfly knives must be zip tied down and out of reach of attendees. Sales can be done on the floor, but the items must be delivered off Phoenix Convention Center property.
TAX & BUSINESS LICENSES
Phoenix Fan Fusion does not require Exhibitors to have a tax or business license. All licensing is handled through the city and state by the Exhibitor.
LIMITED CELEBRITY/GUEST EVENTS
Exhibitors are not permitted to utilize their Exhibitor Badges for early access to exclusive signings and celebrity areas. Exhibitors will be asked to leave the line queues if they are there before the doors open.
SUBLETTING & SHARING EXHIBIT SPACE
Subletting exhibit space is not permitted at Fan Fusion. If an exhibitor is unable to make the event, contact the Exhibit Team immediately.
While sharing exhibit space is permitted, only one business name and one contact name will be associated with the space. Information about the additional Exhibitor must be shared with the Exhibit Team. That main contact will receive all Exhibitor Information, renewal information, and be able to renew space.
Sharing a space does not qualify for its own returning Exhibitor application and does not grant first priority from new applications.
RENEWALS
All Exhibitors wanting to Exhibit in next year’s show must fill out an Exhibitor Application. Approvals, same space type, and same location are not guaranteed.
Exhibitors that do not adhere to convention policies (including facility, local laws and statutes, etc.), may not be offered an application to return.