Hotel housing block deadline: Friday, June 27

Furniture/carpeting order deadline: Monday, July 7

Advanced Warehouse shipment: June 30 - July 25

Direct ship to convention center: Sunday, July 27

For hotel block and group rate information, click here.

To register additional booth staff, click here.

To order carpet/furniture from Fern, click here.

To order Wi-Fi or electrical from the convention center, click here.

Policy Regarding Official Service Contractor and Regulation for Exhibitor Appointed

An Exhibitor Appointed Contractor (EAC) is a company other than Fern, the Official General Service Provider that requires access to your booth during installation and dismantle. The above is to be completed by the Exhibitor Only. An EAC will not be allowed to work inside your booth without the submission of this information. The EAC Certificate of Insurance must be returned to Fern no later than July 7, 2025.

Exhibitors may employ the service of EACs to supervise the installation and dismantle of their display, providing that the Exhibitor and the installation/dismantling contractor comply with the following requirements:

1. The Exhibitor, in writing, must notify Show Management and Fern of their intention to utilize an EAC no later than the given deadline date, furnishing the name, address and telephone number of the firm. Letters as such from EACs are neither valid nor acceptable.
2. Only the exhibitor named EAC's employees will be authorized on the show floor. Employees of third parties named or subcontracted by the Exhibitor named EAC will not be authorized admittance on the show floor unless those employees are named and badges as specified in the following article.
3. The EAC must furnish Show Management and Fern with the names of all on-site employees who will be working on the exposition floor prior to the first move-in day and see that they have and wear at all times identification badges supplied by the EAC containing the EAC name, employee name, and Exhibitor company name, plus wear an exhibitor work pass supplied by Show Management.
4. The EAC must have all business licenses, permits and Worker's Compensation insurance required by the State and City government and the Convention Center Management prior to commencing work and shall provide Fern with evidence of compliance.
5. The EAC must carry a minimum of $1,000,000.00 in Commercial General Liability Insurance and shall provide Fern with a certificate of insurance showing coverages and amounts and listing Fern Expostion Services LLC as the Certificate Holder and Fern, its officers, directors, employees, agents and affiliates as additional insured.
6. The EAC must follow the scheduled work times or pay any additional costs incurred because of extended work hours.
7. The EACs may not solicit business on the exhibit floor.
8. The EACs must confine their operation to the exhibit area of their clients. No service desks, storage areas or other work facilities will be located anywhere else in the building. The show aisles and public spaces are not part of the Exhibitor's booth space.
9. The EACs must comply with all labor agreements and practices and must not commit or allow to be committed by persons in their employment any acts that could lead to work stoppages, strikes or labor problems.
10. The exposition floor, aisles, loading docks, service and storage areas will be under the control of the Official Service Provider, Fern. The EACs must coordinate all of their activities with Fern.
11. For services such as electrical, plumbing, telelphone, floral, booth cleaning and drayage, no contractor or supplier other than the Official Service Provider/Supplier will be approved. This regulation is necessary because of licensing, insurance, and work done on equipment and facilities owned by parties other than the Exhibitor. Exhibitors shall provide only the material and equipment they own and is to be used in their exhibit space.
12. EAC agrees to keep freight aisles clear at all times. If it is required to rearrange any materials situated in a clearly marked "No Freight Aisle", the exhibitor or the EAC depending on the billing arrangements will be charged labor and material handling to rearrange.

For more information and to submit the acknowledgement of the EAC policies, click here.

Registration/Badge Pick-Up

• Expidite the badge pick-up process. Pre-register staff online before arriving.
• ALL booth personnel must check-in at the Registration desk.
• Registration Location: Park Exhibit Hall Concourse (Level 2)
• Registration Hours:
  • Sunday, July 27: 11:30 AM - 7:00 PM
  • Monday, July 28: 7:00 AM - 6:00 PM
  • Tuesday, July 29: 7:00 AM - 2:00 PM

On-Site Contacts

WPC Exhibits
admin@kytnwpc.org

Fern
Cynthia Barton
(800) 774-1251 ext. 8425 | cbarton@fernexpo.com
Available 8:00 AM - 5:00 PM | During Move-in and Move-out

Electrical & Internet 
Angela Darden
(865) 333-9915 | angela.darden@asmknoxville.com

A/V 


Move-Out Info
DO NOT begin packing or dismantling your booth prior to 1:30 PM.

Shipping with Fern

Move-Out

Security will be ensuring all attendees are off the exhibit floor for safety reasons. Once security provides clearance, Fern will remove aisle carpet, this process will take one hour to complete. At that time, Fern personnel will begin the process to return all empty containers, cardboard boxes, wooden crates, pallets, etc. It is estimated that it will take an additional 1-2 hours for the completion of all empties to be returned. Please note that this is an estimate, not a guarantee that your empties will be returned within this amount of time. It is important to keep all aisles clear so the crews can return the empty containers without unnecessary delays. Please plan your schedule accordingly, the first empty container will be returned onto the exhibit floor one hour after closing and the last one could be 2 or more hours after closing.

All exhibitors must fill out a material handling form (Bill of Lading/BOL). Any open balances with Fern must be paid in full to receive the BOL. Once your exhibit materials have been packed, leave your shipment in your booth however, please return BOL document to the Fern Exhibitor Service Desk. This is the process to communicate to Fern your shipment is ready to be picked up from your booth space. Fern will not accept BOL prior to show closing. Please make sure your name and mobile number are legible on the document. It is recommended you verify with your carrier pick up time and address. You will be asked in the event your carrier fails to show what option would you prefer for shipping, (1) ship out Fern Transportation, or (2) Return to Fern warehouse house at your expense for carrier to pick up at later date. *Please note warehouse storage is not available in all markets.

Fern Transportation is the official show carrier. You may choose an alternate carrier; however, exhibitor representative is responsible for making the arrangements for pick up. Carriers must check in by 2:30 pm on July 29, 2025. Fern will make final arrangements for re-routing exhibitor materials remaining on the exhibit floor.

Freight Pick Up Address

Knoxville Convention Center
701 Henley Street
Knoxville, TN 37902

Payment

All remaining balances must be paid in full by July 27, 2025.

Cancellations

We will continue to offer an expanded refund period this year. You have the flexibility to cancel your registration for a full refund up until May 15, 2025. Cancellations received May 16, 2025, through July 15, 2025, will be refunded 25%.

Refunds

No refunds are provided for cancellations (for any reason, including but not limited to illness, quarantine, change in corporate travel policy, et. al.) received after July 15, 2025. This policy excludes all sponsorships (general conference and golf), which are non-refundable.

WPC has partnered with specific official vendors/contractors. For insurance and safety reasons, the official contractors designated must be used for the following services (no exceptions will be made). To view a list of the vendors and their info please refer to the Exhibitor Service Manual.

**Important Notice to Exhibitors**
Beware Unofficial Vendors
Companies approaching Exhibitors or Sponsors not found in the exhibitor manual are not officially affiliated with the Show and WPC cannot assist with any disputes or issues. In addition, materials brought into the facility for display purposes, etc. by companies not on this list may be charged for material handling fees in addition to the fees charged by an UNOFFICIAL vendor.

Beware of Poachers
Exhibitors are often contacted by various vendors looking to get your business. Some of these companies may misrepresent themselves as being associated with IAFC. You may be solicited by companies selling attendee lists, housing companies, etc. If you have any questions, please contact us prior to ordering. Note, WPC is the only provider with access to attendee lists. 

Union Labor claims jurisdiction for installation and dismantling labor as well as for all material handling services. As Tennessee is a "right-to-work" state, full-time employees of an exhibiting company are allowed to install and dismantle their own exhibit without assistance from the local trade unions. Local authorized union personnel must render any labor services that may be required beyond what your regular full-time employees can provide.

Full-time employees of an exhibiting company may hand-carry their own materials. The use of rental dollies, flat trucks, and other mechanical equipment, however, is not permitted. Fern will maintain control and access to the loading docks to ensure a safe and orderly move-in/move-out. Local union personnel will unload trucks or other vehicles utilizing the loading docks. Local union personnel exclusively will operate all material handling equipment.