Shoptalk 2025 Sponsor & Exhibitor Resources

General Information 

When should I arrive/depart from Shoptalk? 

We recommend arriving Sunday, March 23, 2025 and departing Wednesday evening, March 26 2025. 

Exhibitors should reference the Exhibit Hall Move-In and Move-Out schedules and plan their dates of arrival and departure accordingly. You may find you want to arrive up to two days earlier, on March 22 or 23, or leave later to ensure you can send back all materials. 

Where can I find a map of the Mandalay Bay? 

Click here to view a map of the Mandalay Bay Resort. 

Click here to view a map of the Exhibit Hall, on the second floor of the South Convention Center. 

For convenient navigation, an interactive map of Shoptalk event spaces will become available on our mobile app in the days leading up to the event dates. 

Is there a dress code? 

The dress code is business or business casual. Please note that the Exhibit Hall is very air-conditioned, so we recommend bringing a light jacket to wear inside. 

Will there be WiFi at the event? 

WiFi will be available to all attendees at the event. However, this WiFi is only meant to be used for browsing the internet and/or checking email. If exhibiting, we strongly recommend ordering a dedicated hardline for your booth. The attendee WiFi is not meant to be used by Exhibitors in their booth, and you may find it too weak for activities such as demonstrations of your product.  

To order internet for your booth, please contact Mandalay Bay Exhibitor Services. 

Will there be WiFi at the event? 

WiFi will be available to all attendees at the event. However, this WiFi is only meant to be used for browsing the internet and/or checking email. If exhibiting, we strongly recommend ordering a dedicated hardline for your booth. The attendee WiFi is not meant to be used by Exhibitors in their booth, and you may find it too weak for activities such as demonstrations of your product.  

To order internet for your booth, please contact Mandalay Bay Exhibitor Services. 

What do I do if I receive a solicitation from a third party to purchase the Shoptalk attendee list? 

Please be aware of any solicitations from third parties for both hotel room booking and attendee list sales. Shoptalk has been informed of unauthorized communications to our sponsors, attendees, and speakers by third parties for hotel room booking and attendee list sales. Shoptalk has no connection to these companies or individuals, and we do NOT sell or share your contact information with sponsors or other attendees. Please feel free to contact us at info@Shoptalk.com with any questions or to report unauthorized activities. 

We recommend that you do not reply to or speak with any organization claiming to sell the Shoptalk attendee list and do not share your credit card information. 

Registration 

How much does it cost to attend Shoptalk? 

The current registration price is posted on our website here. Sponsors and Exhibitors have access to special rates. Please note that all ticket rates increase every few weeks. 

How do I apply for the Retailer and Brand registration rate? 

Click here to view the Retailer and Brand registration pricing and qualification criteria. All registrations for the retailer and brand rate are subject to approval. 

What is included with my sponsor ticket? 

Sponsor Tickets include access to: 

• Our Meetup networking platform (subject to registration deadline of February 9) 

• All days of Shoptalk 

• The Exhibit Hall 

• Meals (breakfast and lunch as stated on the Shoptalk agenda) 

• Shoptalk sessions and networking events (excluding sessions and networking events that are private/invitation only, or specific to certain groups of attendees). 

• White Out Beach Party! 

Are there one day or Exhibit Hall-only tickets? 

No, we do not offer any one day or Exhibit Hall-only tickets. Tickets provide access to all aspects of Shoptalk, including sessions, Meetup, networking events, breakfasts, lunches, receptions, exhibits, etc. that are not private, specific to a particular group of attendees, or arranged by sponsors independently. We do not offer any partial attendance rates. 

If you are an Exhibitor and require a crew badge for your vendor to access the Exhibit Hall, please review our Crew Badge Guidelines and fill out the form. 

How can I see who is registered under my organization? 

If you have been assigned as the Organization Admin*, you can login to our registration platform and navigate to the “Manage Participants” screen to view all registered attendees. Alternatively, please feel free to reach out to our registration team or your Shoptalk Sponsor Logistics Lead. 

*any registered attendee can nominate an Organization Admin via our platform. If you will not be registering on a ticket, please nominate yourself via the Organization Admin form, subject to Shoptalk approval. 

Can I transfer my ticket to a colleague? 

Yes! Registered attendees may transfer their ticket in the platform at any time prior to the registration deadline of August 28, 2025. 

Simply log in to our platform using your registration confirmation email details. In the menu on the left-hand side, click “Transfer Ticket,” and enter in the new attendee’s name, email address, and pronouns when prompted! 

Your colleague will receive an email inviting them to accept the transfer, which opens a form they must fill out to complete the transfer request. Our team approves all ticket transfers. Once your colleague has accepted the transfer and we have approved it, you will lose access to the platform and they will receive a registration confirmation email. 

WARNING: Once the Meetup process has begun you will not be able to transfer your ticket. If a ticket change is required during this time, please reach out to your Sponsor Logistics Lead or to registration@shoptalk.com for further assistance. 

Exhibit Hall 

What is the price to become an Exhibitor? 

Please contact our Sales Team at sales@Shoptalk.com or fill out an application form. 

If you purchase a space-only booth, the price will not include booth structures, furnishings, flooring, installation and dismantle, electrical, material handling, etc. Freeman is the official show general contractor and Mandalay Bay Exhibitor Services is the in-house service provider for Mandalay Bay - we have compiled some of their rates for labor and electrical for an idea of potential additional costs. 

Where is the Exhibit Hall located? 

The Exhibit Hall is in Bayside Exhibit Hall on Level 1 of the Mandalay Bay South Convention Center. 

Where is my booth located? 

You can view your booth location on the online floor plan here. If you are not sure of your booth number, please reference the email sent from your logistics lead - or just ask! 

When are Exhibit Hall move-in, open hours and move-out?

*Hours are subject to change 

When can I schedule meetings to take place at my booth in the Exhibit Hall? 

All meetings can only be scheduled during the Exhibit Hall open hours: Tuesday and Wednesday 10:00 am - 5:30 pm PT, and Thursday 10:00 am - 4:00 pm PT. All meeting participants must be a registered Shoptalk attendee with a badge to access the Exhibit Hall. 

Attendees registered under a non-exhibiting company will NOT be allowed entry during move-in and move-out hours and will be advised to relocate or reschedule any meetings. 

Can I bring in my own food and beverage for my booth? 

No, Mandalay Bay is the exclusive provider of all food and beverage in the Exhibit Hall. This includes pre-packaged snacks, plastic water bottles, candy, etc. All catering must be ordered through Mandalay Bay Exhibitor Services. The only exception to this is if you approved to buy out with a corkage fee. 

You may be charged if you bring your own food and beverage without approval from Mandalay Bay. 

Can I display balloons in my exhibit space? 

No, balloons are prohibited throughout the facility. Click here to view the Exhibitor display guidelines. 

Can I bring a car or robot into my booth? 

Please contact your Shoptalk Sponsorship Logistics Lead for vehicle and robot requirements. These items are subject to additional approvals, permits, and insurance requirements. 

Are the Exhibit Hall carpeted? 

In the Bayside Exhibit Hall, only the aisles will be carpeted. Flooring for your booth is not required and is not provided for you. Carpeting can be purchased through Freeman Online.  

Where can I order services and materials for my booth? 

Freeman is the official show general contractor and Mandalay Bay Exhibitor Services is the in-house service provider for Mandalay Bay. Below is a breakdown of services that each vendor provides. 

1. Freeman provides​: booth furnishings, carpet, shipping, rigging (under 200 lbs.)*, installation and dismantle labor services, all material handling*, and audio/visual services. Orders can be placed through FreemanOnline. 

1. Mandalay Bay Exhibitor Services provides​: electrical* (may not be included with your booth), internet*, furnishing, plumbing (compressed air, water, drainage)*, rigging (over 200 lbs. or including electrical)*, telecommunications*, catering* and booth cleaning*, and floral & plant services. Order forms can be found on the Mandalay Bay Exhibitor Services order site. 

*exclusive provider, no other vendor can be used for this service 
 
Should you choose to source a third-party vendor to provide services and materials for your booth, you must notify us via the Permission to Exhibit Form and ensure they do not perform any services exclusive to the above vendors. 

Where should I ship my booth materials? 

To avoid delays, we strongly recommend shipping in advance to the Freeman Warehouse. Items must be delivered to the warehouse beginning September 5, 2025, to October 1, 2025. Freeman also offers outbound shipping for your convenience during move-out. Please refer to the Freeman Online shipping page for material handling rates, order forms, and shipping labels. 

Detailed information and options can also be found on our shipping page! 

Will I be charged for material handling if I ship to the Freeman Advance Warehouse? 

Yes. Material Handling is the service to move and store your freight from the freight docks to your booth. This service includes off-loading from the delivery truck; delivery to your booth; removing empty crates and boxes; storing the crates and boxes during the show and returning them after the show: and finally, delivery of the crates and boxes to your carrier. This service is provided exclusively by Freeman. It is a one-time charge for incoming and outgoing. See the Material Handling page on Freeman Online for more information, rates, and order forms. 

What can I hand-carry into the Exhibit Hall? 

As an Exhibitor you may “hand carry” certain items. Hand carry is defined as small items such as packages or cartons an Exhibitor can carry. Any mechanical assistance is limited to a small dolly or assistance from the hotel bellman. The assistance of any motorized device or pallet jack is NOT permitted. When Exhibitors hand carry, they may not access designated material handling areas. Exhibitors must use the main entrance of the facility. 

If your freight is being delivered by a carrier, you must use Freeman to unload the freight and transport it to your booth or meeting room. You will also be charged a material handling fee. For more information on Material Handling, please visit Freeman Online. 

What are the Exhibitor Appointed Contractor (EAC) guidelines? 

Please click here to view the EAC guidelines and requirements. We require an EAC Form and certificate of insurance for every EAC. EACs must read and comply with all show rules and regulations as outlined in the Display Rules & Regulations, Exhibitor Terms & Conditions, and the Freeman Exhibitor Kit. 

EACs will be granted access to the Exhibit Hall during move-in and move-out only. Additional information will be sent to the EAC contacts submitted to us via the Permission to Exhibit Form. 

Can I distribute materials outside of my booth? 

No, distribution of materials outside of your booth is prohibited, including leaving material on tables or handing out brochures in the aisles or entrances of the show. 

How do I get approval for my booth? 

All space-only booths must submit documentation by February 6, 2025, to receive Permission to Exhibit.  

Show management keeps a level playing field across all Exhibitors and reserves the right to request changes be made AFTER Permission to Exhibit is granted should it be found at any point in time that any part of the booth will be of detriment to the experience or safety of attendees and other Exhibitors. Permission To Exhibit is granted to allow Exhibitors and their contractors to commence building on site. 

What are the height limits for my booth? 

• 10'x10', 10'x20', and10’x30’ booths have a maximum back wall height limitation of 8 ft high. Shared side walls cannot exceed more than 4 feet in height. 10'x10', 10'x20', and 10’x30’ Exhibitors are not permitted to have a hanging sign above their booth. No exceptions. 

• 20’x20’ or larger ISLAND booths have a maximum height restriction of 18 ft thigh, measuring from the floor to the top of the booth structure or hanging sign. No exceptions. 

• ALL booths MUST submit booth renderings by February 6, 2025, for Permission to Exhibit. 

Booth displays should be arranged in such a manner so as not to obstruct sight lines of neighboring Exhibitors. 

In order to facilitate Exhibitor move-in, hanging signs MUST be shipped in advance to the Freeman Warehouse using the custom hanging sign labels found in the Freeman Exhibitor Kit or on our shipping page. No exceptions! 

Click here to view additional Display Rules & Regulations. 

Can I hang a sign above my booth? 

Hanging signs are only allowed above booths that are 400 sq. ft. or larger. Hanging signs may not exceed the length of any side of your booth space or hang over the common aisle space. The top of any hanging sign may not exceed the maximum height restriction of 18 ft. No exceptions. 

All hanging signs in the Bayside Exhibit Hall must be rigged by Freeman (signs under 200 lbs.) or Encore (all signs requiring electrical and all signs above 200 lbs.). 

To facilitate Exhibitor move-in, hanging signs MUST be shipped in advance to the Freeman Warehouse using the custom hanging sign labels found in the Freeman Exhibitor Kit or on our shipping page. No exceptions! 

Click here to view additional Display Rules & Regulations. 

Who do I contact to order labor for my hanging sign? 

For non-electrical hanging signs under 200 lbs., please contact Freeman. For all other hanging signs, please contact Mandalay Bay Exhibitor Services. 

I am interested in having a booth custom built or renting a booth, who should I contact? 

Visit FreemanOnline’s Exhibitor Packages page to explore turnkey options or request a custom consultation. For custom booths, you can also contact solutions@freemanco.com. 

If you decide to use a third-party contractor to build your booth, please fill out the required forms and information here  once you have confirmed the vendor. EACs will need to provide a COI to Shoptalk and submit your booth rendering for Permission To Exhibit. 

Where can I find a printer or other local vendors and services in Las Vegas? 

There is a FedEx business center at the Mandalay Bay. Please be sure to check their hours and plan your pickup accordingly. 

The Las Vegas Convention and Visitors Authority also maintains an online searchable list of Las Vegas vendors and services. 

Disclaimer: Shoptalk does not guarantee the quality or reliability of any of the vendors listed. We recommend that you do your own research into any potential vendors that you are interested in doing business with. You are also responsible for ensuring that any outside vendor you hire does not perform any services which are exclusive to the show contractor, Freeman, or Mandalay Bay Exhibitor Services. 

What are the regulations for selling products at my booth? 

If you will be selling products from your booth and the product will actually be given to the buyer at your booth at the time of the sale, you will need to contact the Department of Taxation for the State of Nevada, http://tax.nv.gov/ and adhere to sales tax regulations. However, if you will only be taking orders and shipping the product after the event, you will not need to contact the Department of Taxation for the State of Nevada. It must also be approved with your Sales Representative and Shoptalk Sponsor Logistics Lead. Shoptalk reserves the right to prohibit the sale of any product for any reason. 

Can I bring a camera crew into my booth? 

Yes, you may film inside your booth; however, it must be contained to your booth. Exhibitors are not allowed to film other exhibit spaces without approval. Due to fire marshal regulations, tripods, lights and elaborate set ups are NOT permitted in any public area. All camera crew personnel MUST be registered as a Shoptalk attendee. 

Can I hire security for my booth? 

Sponsors can hire security for their individual booths through DTA Security Services using the Special Booth Monitoring Services Order Form. Please let your Shoptalk Sponsorship Logistics Lead know of your arrangement. 

Hotel Reservations 

How do I make a hotel reservation? 

Click here for hotel reservation information and to book your room in our discounted room block at the Mandalay Bay. The block will close on September 13, 2025, but may sell out sooner. Rooms go fast, so we recommend you book ASAP! 

How do I make a change to my existing reservation? 

To modify or cancel an existing reservation, please reach out to the Mandalay Bay Group Services Department directly at 877-632-9001, email team3@mandalaybay.com, or click here and click “Manage Existing Reservation” if you made your reservation through our Passkey site. You will need your acknowledgement number or hotel confirmation number. 

What do I do if I receive a solicitation from a third party to book a hotel room? 

We have been informed that a company offering hotel reservation services for our events has contacted several of our sponsors and asked for credit card information to book rooms. We have not authorized any company to contact you. Do not reply to or speak with any organization claiming to book hotel rooms for Shoptalk, and do not share your credit card information. If you need to book hotel rooms, please book them only through our Shoptalk website, by contacting the hotel directly, or by utilizing services you know to be safe and legitimate. 

Meetup and Hosted Meetings 

What is Meetup and how can I participate? 

Meetup is the largest and most advanced meetings program to ever exist in grocery/CPG. At Shoptalk 2025, we will facilitate 30,000 curated 15-minute, 1-to-1 meetings for our 5,000+ attendees. Meetup is open to every registered Shoptalk attendee (at no additional cost). It is the best way to meet everyone you want to meet at Shoptalk 2025. 

To participate, just get your ticket and complete the pre-event process leading up to the event on our registration platform. Get ready to meet new people, discover new organizations and create incredible new opportunities at the biggest meetings program ever held in the retail industry. You don’t want to miss it! 

What about the Hosted Retailers & Brands Program? 

Our Hosted Program lives on as part of the wider Meetup experience, providing complimentary tickets to Shoptalk and/or travel reimbursement to qualified retailers and brands, along with high-quality meetings for our sponsors. Approximately 12,000 of the 30,000 meetings taking place at Shoptalk 2025 will be Hosted meetings. 

How does the scheduling process differ from previous years? 

We recommend reading through the entirety of our Guidelines for the best understanding of the actions you must take! 

The scheduling process for Meetup at Shoptalk will all take place through our recently launched proprietary tech platform. The platform will bring together the best aspects of our previously used in-person events platform and our virtual events platform. 

Before the requests stage starts, every attendee must be registered for the event. Every participating attendee will need to complete an individual meetings profile, make their own meeting requests, and accept their own meetings. The names of individual attendees will be shared with every participant during the requests stage. 

Every sponsoring organization will also have an Organization Admin. Further, every registered attendee who you’d like to be assigned as a Hosted Meetings Rep must be assigned through our platform by an Org Admin. The Org Admin will have the option to complete tasks on behalf of all attendees through one centralized login. 

First, an Org Admin will be able to complete profiles on behalf of attendees, but the attendee must be registered already for them to complete this step. 

Additionally, Org Admins will have the ability to make selections on behalf of attendees, as well as opt-in to requests on behalf of attendees. 

The only step that an Org Admin will not be able to complete is “Accepting Meetings” on behalf of each attendee. 

What is the difference between Hosted Meetings and General Meetings? 

Any registered attendee can schedule general meetings with others via Meetup at no additional cost, though these meetings can occur for a variety of reasons. Hosted Meetings are typically used by sponsoring organizations for lead generation and a specific amount must be purchased by the organization in advance. 

Our Hosted Program uses the same proprietary tech as Meetup to generate meaningful, mutually opted-into meetings, but specifically pairs tech buyers from retailers and brands with tech providers from our sponsor contingent, helping the former find solutions to their most pressing needs and the latter generate new business. 

Should you choose to buy Hosted Meetings, you will gain the ability to send requests to our Hosted Retailers & Brands. We will prioritize scheduling Hosted matches for your organization before all general matches. Interested in joining the Hosted Program? Reach out to your Shoptalk Sales Representative now - the scheduling process will start more than a month out from the event! 

Am I guaranteed meetings? 

No; meetings are all based on a double opt-in process that takes into account several variables such as priority, availability and scheduling. The more selections you make and opt-ins you have, the more likely you are to have a higher number of mutual matches and meetings. Our team provides instructions and recommendations along the way to increase your chances of having a full meeting schedule. 

We will only schedule meetings if both parties have said “YES!” along every step of the way. 

Hosted Meetings that do not occur will be assessed for refund eligibility during our reconciliation process, which follows the completion of attendee meeting surveys and continues through the month following the event. Any Hosted Meetings you reject or cancel once schedules are finalized are not eligible for a refund. 

Can I manage the Meetup scheduling process for my attendees? 

Yes! There are two ways to become an Organization Admin and complete Meetup steps for your attendees. 

• If an Org Admin will be attending Shoptalk, they should be registered on a ticket first, then nominate themselves via “Organization Admins” on our registration platform. 

• If an Org Admin will not be attending Shoptalk, they can apply to be a non ticket-holding Org Admin here, or can be nominated by any registered attendee via “Organization Admins” on our registration platform. 

Organization Admins can access attendee’s profiles via their own to complete the pre-event steps of the Meetup and Hosted process - but they must first select the participants they want to manage via the “Manage Participants” screen. 

Organization Admins cannot accept final scheduled meetings; all individual attendees must accept them via their own platform login. 

Can I transfer meetings between colleagues? 

No. Since meetings are based on the selection of specific individuals and availability, you cannot transfer your meetings to someone else. If you can no longer attend your meetings for any reason, including if you are no longer in your role or with your organization, please contact the Shoptalk team immediately. 

Where do I take my meetings? When do meetings take place? 

Each meeting scheduled via Meetup will be assigned to a specific 1:1 table in our Meetup area inside Bayside Exhibit Hall. Tables are specific to meetings, not to organizations - be prepared to move around the area to get to your various meetings. Shoptalk staff will be in the area to assist you and will confirm attendance of all meeting participants. 

All meetings will be scheduled within 16 total fifteen-minute time slots, which do not conflict with any other official Shoptalk content. Our algorithm will determine the best timing based on both participants’ timeslot availability. When completing your profile, please be sure to uncheck any timeslots that you are unavailable to ensure the best schedule. 

Please check our Meetup page or agenda for the most up to date timing. 

What do I do if the participant doesn’t show up? 

If a Shoptalk team member did not already scan your badge to log the no show, please either find a team member at a Meetup Help Desk OR report the no-show in our app. 

Want to confirm your no-show was logged, or provide us more context on a meeting issue? Make sure to log back in after the event to complete your feedback survey. You will be able to give individual feedback on each of your meetings. 

Will I get contact information for the meeting participants? 

If you would like to follow up immediately, we recommend collecting contact information during your meeting. 

Following the event, you will be asked to complete a feedback survey on your meetings. This will include confirming which meetings did not occur. Once you submit your survey, a Meetings Summary report will be available for download from your platform homepage, which will include the contact information for attendees you met with while onsite. 

Can I get a list of my matches that didn’t get scheduled and their contact information? 

We do not share the list of attendees whom you opted in to meeting requests from. We take our participants’ privacy very seriously. Based on information you receive as part of the Meetup scheduling process, you can’t solicit participants (including individuals you’re scheduled to meet prior to your meetings) outside of the event other than as we permit. Do not assume that requests (or opt-ins) to meet with you as part of Shoptalk 2025 indicate any interest in meeting with you outside of Shoptalk 2025. 

Where can I find the full timeline and guidelines for Meetup? 

You can review the timeline at any time within our attendee platform, whether you are a participant, organization admin, or both 
We’ll be following up via email with tips and reminders every step of the way!