2025 EDF Host Exhibitor Guide by mmbccontinuum

HOST SPONSOR & EXHIBITOR GUIDE

Welcometothe 2025EconomicDevelopmentForum!

Dear Valued Sponsor and Exhibitor,

Welcome and thank you for partnering with us for the 2025 Economic Development Forum! We are thrilled to have you join us for this year’s dynamic experience, themed “Future Focused.”

Your commitment to innovation, empowerment, and small business advancement plays a critical role in shaping the future we’re all working toward. Your presence at the EDF is more than just a booth or a banner it’s a bold investment in community, commerce, and connection. Whether you’re showcasing transformative technology, offering essential services, or engaging directly with our entrepreneurial audience, your contribution sets the tone for meaningful impact

. This Sponsor & Exhibitor Guide is your go-to resource for maximizing your engagement and success throughout the Forum. Inside, you’ll find:

Important Dates & Deadlines

Event Schedule & Key Highlights

Booth Setup & Logistics Information

Branding and Promotion Opportunities

Vision Vault Details

Onsite Engagement Tips

Contact Directory for Event Support

We encourage you to use this guide to plan, prepare, and get excited about what’s ahead. The 2025 EDF promises to be an unforgettable gathering of thought leaders, changemakers, and entrepreneurs—and thanks to your support, it will be more impactful than ever.

We can’t wait to see you there!

www.reallygreatsite.com

With gratitude,

The EDF Planning Team

SPONSOR DELIVERABLES: GRAPHICS & PARTICIPATION CONFIRMATION

To prepare for your presence at EDF 2025, we require all sponsors to submit their branding assets and confirm participation in key engagement opportunities. This ensures your organization is properly represented in event materials and allows us to plan accordingly for exhibitor activations.

Deadline for Submission

All deliverables must be submitted no later than Thursday, August 22, 2025. Submissions received after this date may not be included in printed or digital materials.

What You Need to Submit

1. Company Logo

High-resolution PNG (preferred for digital use)

Transparent background preferred

2. Digital Ads

File format: PNG or JPEG

Resolution: 300 dpi minimum

Dimensions and specifications will be provided (e.g., full-page, half-page, digital screen ratios)

3. 30-Second Video Ad

4. Participation Confirmation

Confirm if your organization will participate in: Hiring Fair (workforce initiative opportunities) Corporate Connections (procurement and supplier engagement)

Why Timely Submission Matters

Logos received after the deadline may not appear on pre-printed materials, signage, or digital assets prepared ahead of the forum. Early submission allows the event team to ensure your branding is represented accurately and prominently.

YOUR2025SPONSORSHIP& GUESTREGISTRATIONPROCESS

Up to 20 Registrations to the following:

Private Reception

Power Breakfast with Keynote

Continental Breakfast

Lunch on Day 1

Luncheon with Keynote Day 2

Reserved Seating for 20 at Awards Gala

Additional Benefits:

Access to All Seminars and Workshops

Access to Exhibit Hall throughout Day 1

Logo Featured in the Event App

Half Page Digital Color Ad

1 – 10 x 10 Exhibit Booth in the Exhibit Hall

Access to Corporate Connection Zone

Guest Registration Process

Your sponsorship package includes 20 All Access registrations. To ensure you and your guests can register without being charged, we've set up a custom coupon code that will waive the registration fee.

Please follow the steps below to register your attendees:

1. Click here to access the 2025 EDF Eventbrite page.

2.Apply the promo code provided in your welcome email.

3. Before proceeding to checkout, click "Enter promo code" (located at the top of the ticket window).

4. Enter the promo code provided in your welcome email to activate your free registration.

5.Complete Attendee Details:

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6. Fill out each attendee’s name, email, and any required details.

7.Confirm and Submit:

8. Review the information, then complete the registration. You and your guests will receive a confirmation email with event details.

If you have any questions or need assistance during registration, feel free to contact me at Bgaines@mmbc-memphis.org or at 901-525-6512.

EXHIBITORMOVE-INANDMOVE-OUT

Exhibitor Move-In Details

Date: September 9, 2025

Time: 8:00 am – 4:00 pm

Location: Ramp entrance located on Front Street

Check-In

Please check in at the Help Desk, located at the ramp entrance, for booth assignments, badge pick-up, and general assistance.

Move-In Parking

Designated move-in parking is available. Please limit loading and unloading to two (2) vehicles. Additional parking will be available in the exhibitor lot located next to the loading ramp entrance. A photo of the ramp and exhibitor lot entrance is below for reference.

Badge Pick-Up

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Please pick up your badges at the registration table when you arrive or during the Opening Reception.

Opening Reception

The Opening Reception will take place on September 9 at 5:30 pm. All Access Pass holders will enjoy food and networking during the official kick-off of the 2025 EDF.

Exhibitor Move-Out

Date: Septe

Time: 4:00 p

RENASANTEXHIBITORDOCKPROCEDURES ANDRULES&REGULATIONS

Loading Dock Procedures

• Loading docks are for exhibition materials and displays only.

• Maximum vehicle time: 20 minutes.

• Unattended vehicles left on the dock for over 20 minutes are subject to being towed at the owner’s expense.

• Blocking dumpsters or stalls is strictly prohibited.

• Docks are not part of leased event space; they remain under RCC control.

• Refrigerated trailers or storage use requires prior approval.

• Dock guards will direct vehicle parking.

Exhibitor Rules & Regulations

• No taping, tacking, Velcro, or affixing anything to walls, doors, floors, or furniture.

• Prohibited Tape: Duct tape or high-residue adhesive.

• Approved Tape: Kendall 105, TC1900, or Gaffers' Tape.

• Remove all tape and markings during load-out.

• Protect doorways, carpet, and floors when moving heavy items.

• You will be responsible for any damages to carpet or flooring.

• Hardboard required for concrete-to-carpet transitions.

• Forklifts must have non-marking tires.

• Allowed tools: pallet jacks, two-wheeled dollies, four-wheeled rubber-tired carts.

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• RCC personnel cannot loan tools or ladders to non-RCC staff.

• Decor must be flame-retardant or non-combustible; have proof on-site.

• Tents, canopies, pop-up covers are prohibited.

• Helium balloons are not allowed.

• No fog machines, hazers, pyrotechnics, or drones without RCC approval.

• Facility is smoke-free; use designated smoking areas.

• Outside food or drink is not allowed. Sample giveaways require approval.

• Dispose of all trash in designated receptacles.

YOUREXHIBITORBOOTH

Standard Exhibit Setup

Your 20x20 exhibit booth will include two (2) 6-foot tables covered with black linen, accompanied by four (4) chairs, a trash can, and company name signage. This setup ensures every exhibitor has a professional, uniform presence on the show floor.

Enhancing Your Booth Experience

Sponsors are encouraged to elevate their booth beyond the standard setup to create a memorable impression. Consider adding:

Branded signage or backdrops to showcase your logo and key messaging. Decor elements such as floral arrangements, lighting, or branded table coverings for added visual appeal.

Interactive activities like product demos, prize wheels, or hands-on experiences that encourage attendee engagement.

Digital displays or tablets for presentations, sign-ups, or showcasing company videos.

For additional décor or specialty furniture, we recommend Event Rentals by Hick’s in Memphis, TN, a trusted local vendor for event rental support.

Convention Add-Ons - Electrical & Wi-Fi Orders

Electrical and Wi-Fi services must be ordered directly through the Renasant Convention Center:

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1.Visit the Renasant Convention Center website → Exhibit at an Event → Order Services Online.

2.Select “Exhibitor Store” and choose the appropriate event.

3.Select the services and quantities needed.

4.First-time users must create an account prior to checkout.

5.Payment is due at the time of ordering (Visa, Mastercard, Discover, American Express accepted).

6.Advance rat ar days prior to the first exhi

STEPINSIDETHEVISIONVAULT

Where Innovation Meets Opportunity

Details

Date and Time: September 10th, 10 am – 4 pm

Admission: Free to the Public | Bring the Entire Team

Attire: Business Casual | Branded Business Polos Encouraged

Concessions: Food & Beverages Available Onsite

Parking: Paid parking is available in the on-site garage. Pay at the kiosk upon arrival.

What Awaits Inside

Welcome to the Vision Vault, the centerpiece exhibit hall of the 2025 Economic Development Forum—an immersive destination designed to spark ideas, foster connections, and inspire growth. Open to the public and curated for entrepreneurs, business leaders, and curious minds, this experience goes beyond the traditional trade show floor.

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The Innovation Zone

Explore cutting-edge concepts, prototypes, and future-focused solutions presented by bold thinkers and builders. Whether you're scouting tech, tools, or talent, this zone is your launchpad.

➤ Apply to Showcase in the Innovation Zone

THEVISIONVAULT

Silent Workshops

Learn without leaving the action. The Silent Workshops were designed with one goal in mind: to keep the energy of the Vision Vault alive. Instead of stepping away from the exhibit hall to attend a seminar, guests can simply slip on a pair of headphones and dive into curated, hour-long sessions all without ever leaving the hub of innovation and connection.

Whether you're interested in funding tips, branding strategies, or operational insights, these focused sessions allow you to gain valuable knowledge while staying fully plugged into the event atmosphere. Learn. Network. Repeat.

Corporate Connections

Forge partnerships that fuel growth. This is where leading corporations and procurement teams meet innovative small businesses ready to deliver products, services, and fresh solutions.

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Corporations gain direct access to vetted vendors and emerging talent, while small businesses get the rare opportunity to present their capabilities, ask questions, and explore new contract pathways. Whether you’re seeking suppliers or seeking opportunities, this is the place to start conversations that can lead to lasting business relationships and real impact.

Giveaways & Good Vibes

Don’t leave empty-handed! Enjoy exclusive giveaways, product samples, and surprises throughout the day. Simply select “Yes” on the deliverables form, and one of the planning team members will contact you.

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Who Should Represent Your Booth?

Your booth team plays a critical role in maximizing your return on investment at EDF 2025. Beyond simply staffing your table, these individuals should actively engage attendees, network across the exhibit hall, and represent your brand with confidence and knowledge.

The Vision Vault is Open to All

In addition to your All Access Pass holders, the Vision Vault exhibit hall is free and open to all forum attendees. This means you can bring additional team members—beyond those holding passes—to maximize coverage at your booth, engage in hallway networking, and gather fresh insights from other exhibitors and sessions. Having a strong, visible presence increases your brand’s touchpoints and creates more opportunities for relationship-building.

Tips for Maximizing Your Booth Presence

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Rotate your team so your booth remains staffed while others attend sessions.

Encourage staff to “work the room” — walking the hall, attending panels, and networking outside the booth area.

Prepare talking points and key messages in advance to ensure consistent, on-brand communication.

Ensure representatives know how to capture leads (business cards, QR scans, sign-up forms) for follow-up after the conference.

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Procurement Representatives

Ideal for exploring new suppliers or strengthening relationships with current partners.

Can quickly assess vendor capabilities and identify partnership opportunities on the spot.

2. Recruitment & Workforce Development Staff

Perfect for engaging job seekers and promoting your company’s workforce initiatives.

Can answer questions about company culture, benefits, and career pathways.

3. Sales & Business Development Professionals

Skilled at building relationships and converting casual interactions into leads.

Can share product or service details, pricing, and next steps for collaboration.

4. Marketing & Community Engagement Teams

Great for creating buzz and amplifying brand visibility both in-person and online.

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Can manage giveaways, interactive experiences, and real-time social media coverage.

5. Product or Technical Specialists

Provide in-depth knowledge and answer detailed product or service questions.

Ideal for demonstrations, troubleshooting, and building trust with prospective partners.

ALLACCESSPASSES &SINGLETICKETS

Sponsors can purchase additional All Access Passes for team members or add individual event tickets to invite clients, partners, or special guests. This flexibility ensures you can tailor your participation to match your organization’s goals and maximize your presence throughout the forum.