Exhibitor rules & regulations
Thank you for exhibiting at Sun Shading Expo — we look forward to seeing you in Orlando.
Orlando has very specific local regulations, so Show Management has compiled the commonly applicable rules below. This does not cover every regulation. Exhibitors are expected to ensure their company, personnel and booth comply with all event and local rules. The complete set is available through Freeman Online and the exhibitor service manual.
Start with the basics: the 2026 Exhibitor Service Manual, the 2026 Rules & Regulations, and the venue’s local regulations.
Official service providers
Electric — Orange County Convention Center
All electrical services must be ordered through the Orange County Convention Center, for all electrical work including but not limited to:
- Distribution of electrical under flooring
- Distribution of electrical overhead and throughout the booth structure — mounting monitors and lights, connection or hard wiring of exhibitor equipment, installation of electrical headers and light boxes
- Labour needed to connect machines to high voltage power
Food & beverage — Sodexo Live!
Sodexo Live! is the exclusive caterer for the Orange County Convention Center. Outside food of any kind is not permitted.
Installation and dismantling labour — Freeman
Freeman has an agreement with the local IATSE union to provide labour for display erection and dismantling. Full-time employees of exhibiting companies may set their own exhibits without assistance. Any labour beyond what your full-time employees can provide may be rendered by the union, and can be ordered in advance online or on site at the service desk.
Internet, telephone and cable — SmartCity Networks
SmartCity Networks is the exclusive provider for voice, data, internet, cable TV and networking services.
Material handling — Freeman
Exhibitors may move material that is hand-carriable by one person in one trip, without dollies, hand trucks or other mechanical equipment. Anything beyond that requires Freeman labour.
Plumbing — Orange County Convention Center
Exhibitors are prohibited from making service connections and from removing material and equipment at the close of the show. Electricity and electrical labour to connect and operate plumbing apparatus is not included and must be ordered separately.
Rigging — Orange County Convention Center
The OCCC is the exclusive rigging service provider. All overhead hanging must be assembled, installed and removed by the OCCC. If an exhibitor orders rigging without the proper labour to assemble the sign, the OCCC may place the required labour order on the exhibitor’s behalf and invoice them directly.
Booth requirements
Booth display maximum height
Exhibitors are responsible for ensuring their booth display complies with all exhibit dimension regulations.
Booth flooring — no exclusive provider
All booths are required to have carpeting or floor covering. Booths without approved floor covering will be carpeted by the exhibit service contractor at the exhibitor’s expense. You are not required to order flooring through Freeman, though you may.
Exhibitor Appointed Contractor (EAC) form
If your company plans to use a contractor other than an official contractor, the EAC form must be completed by the published deadline. Failure to do so will result in the contractor being unable to serve your exhibit. All EACs must be signatory with Local Union 831.
Insurance — Rainprotection
Exhibitors are responsible for providing sufficient insurance protection. All companies must submit a certificate of insurance (COI) with adequate coverage to Rainprotection.
Suitcasing
Sun Shading Expo North America 2026 operates a zero-tolerance suitcasing policy, including registration requirements for non-exhibiting suppliers. Read the full policy.
Contacts
Exhibitor services — Orange County Convention Center exhibitor.services@occc.net · 800-345-9898
Show logistics — Freeman 888-508-5054
Show and floor management — Messe Stuttgart Inc. elyse.cyr@messe-stuttgart.us
Exhibitor insurance — Rainprotection sales@rainprotection.net
Exhibitor hours
| Exhibit hall — Tuesday, November 3, 2026 | 9:00 AM – 4:00 PM |
| Exhibit hall — Wednesday, November 4, 2026 | 9:00 AM – 4:00 PM |
| Exhibit hall — Thursday, November 5, 2026 | 9:00 AM – 1:00 PM |
Move-in and move-out times for the 2026 edition will be published in the exhibitor service manual.
See also exhibitor resources and staff badge information.