Exhibitor Services Manual

Exhibitor Services Manual

Welcome to the LightFair 2023 Exhibitor Services Manual (ESM). The information below showcases portions of the full ESM guide designed to help you throughout the planning process of exhibiting at this years event. Each section below is designed to share what you need through one click.

We encourage you to thoroughly review this document, especially those areas that pertain to you and your booth and ask questions for any areas you need further clarification on.

Deadlines & Forms

Exhibitor Q & A

  • Q: Where can I locate quick tips regarding the LightFair Show?

    A: Besides the Exhibitor Services Manual, you can find out quick information regarding show times, move in and shipping on the Freeman Quick Fact document located here.

  • Q: What is provided with my contracted booth space?

    A: If you are an island booth (400 sq ft or larger) you are supplied with the space to exhibit. If you are a Linear Booth, you are provided Black 8’ (back wall) and 3’ (side) drape to distinguish your booth space. Flooring, furnishings and electrical is the responsibility of the exhibitor, unless notated within your booth agreement (i.e. The Collective). To order booth services, please visit Freeman Online.

  • Q: Can I set up my own booth?

    A: Exhibitors may erect and dismantle displays which do not exceed 250 square feet and can be erected and/or dismantled by employees of the exhibiting company, without tools and ladders. Exhibitors may unpack, pack, and arrange their merchandise and products in their exhibit. Those performing the work above must be employees of the exhibiting company and must carry identification to verify the fact. See additional information in the Exhibitor Service Manual.

  • Q: When Can I move in/out?

    A: Exhibitors must move in using a Target Schedule. The target schedule is based on your booth size and location on the show floor. Please use the Target Floor Plan when scheduling your freight deliveries.

  • Q: Can I conduct early morning meetings in my booth?

    A: To accommodate exhibitors’ requests to conduct in-booth meetings prior to the 2023 show floor opening, a maximum of 5 guests per 10x10 space (non-booth staff) will be permitted access to your booth prior to normal show hours (the earliest beginning 9 am). Please review required steps for early morning access approval with your Sales Team representative or review this section in our Exhibitor Service Manual.

  • Q: How can I enhance my Exhibitor Footprint?

    A: Be sure to visit Map Your Show to review ways to enhance your exhibitor listing within the Exhibitor Directory. You can also reach out to our Sales Team to review other ways to promote your brand with our sponsorship opportunities. Take advantage of our branded graphics and other marketing tools available to you to promote your LightFair participation.

  • Q: How many Platinum Passes and discounted Exhibit Hall Passes do I get to invite my customers and prospects?

    A: Click here to learn more about discounted passes and Platinum Passes .

  • Q: Can exhibitors rent Meeting Rooms at LightFair?

    A: Yes, exhibitors may rent meeting space at LightFair. Please contact sales@lightfair.com to secure your space today.

2023 Exhibit Build Rules

  • It is important to follow the required build rules for LightFair 2023. You can review exhibitors’ rights and installation in the LightFair Exhibitor Service Manual that can be accessed in the Exhibitor Resource Center under the Exhibitor Service Manual Tile
  • Please be aware, that if you are a 1st time exhibitor, Pavilion Exhibitor, or an exhibitor that is 400 square foot or larger, you are required to submit your booth design for review. This is requested of exhibitors each year even if booths have been used in previous years.

Exhibitor Appointed Contractor (EACs)

If you are working with an Exhibitor Appointed Contractor (EAC) other than one of the Official Show Contractors, please be sure to complete the Exhibitor Designation Form and have your EAC Submit their information as well. You can find these documents here.

Target Move-In/Out

LightFair exhibitors are provided a Target move-in date for their freight or product to be delivered to the Convention Center. Please be sure to review the Target Plan to ensure you are aware of what date and time your shipments will be accepted.



If you want to request a change to your scheduled Target Move-In date and time, please complete the Target Change Form and submit to Freeman for review. Download the Full Manual

Shipping Information

Information on shipping and Material Handling can be located here.

If you are an International Exhibitor and will be shipping your freight from overseas and you have questions, please reach out to our International Broker partner, DSV Fairs & Exhibitions.

Booth Services: How to Order

All your booth service needs can be found on Freeman Online. However, services outside of Freeman can be located with the following links.


Booth Services – Other Approved Vendors

Javits Center Services – The Jacob Javits Center will be your one source for Electrical, Internet, and Plumbing needs. Please visit the JAKE Services link to order directly through the Javits Service Center.


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