RULES & REGULATIONS
Thank you for exhibiting at the Sun Shading Expo, we look forward to seeing you in Indianapolis!
With the very specific local regulations in Indianapolis, Show Management has compiled the following overview of commonly applicable rules for exhibitors. Please note that this does not include all regulations and exhibitors are expected to ensure their company, personnel, and booth are compliant with all event and local rules and regulations. All rules and regulations can be found at Freeman Online.
Start with the basics - download & review our quick guides:
- SSENA 2025 Service Manual
- SSENA 2025 Rules & Regulations
Provider: Indiana Convention Center
What exhibitors can/can’t do:
Exhibitors must order all electrical services through Indiana Convention Center for all electrical work including but not limited to:
- Distribution of electrical under flooring
- Distribution of electrical overhead and/or throughout the booth structure (ex: mounting monitors and lights, connection or hard wiring of all exhibitor equipment, installation of electrical headers and/or light boxes)
- Labor needed to connect machines to high voltage power
Provider: Sodexo Live!
What exhibitors can/can’t do:
Sodexo Live! is the exclusive caterer for the Indiana Convention Center. Outside food of any kind will not be permitted.
Provider: Freeman
What exhibitors can/can’t do:
Freeman has an agreement with the Local Stagehand Union to provide labor for display installation and dismantling. Full time employees of the exhibiting companies may set their own exhibits without the assistance of this Union. Any labor services that may be required beyond what your regular full time employees can provide must be rendered by the Union or an Exhibitor Appointed Contractor. Labor can be ordered in advance by ordering online, or at show site from the Freeman Service Center.
Provider: SmartCity Networks
What exhibitors can/can’t do:
SmartCity Networks (Technology Services) is the exclusive provider for client and exhibitor voice, data, internet, cable TV, and networking services.
Additional details: Internet, Data, Voice, Television, and Networking Services
Provider: Freeman
What exhibitors can/can’t do:
Exhibitors may move material that is hand carryable by one person in one trip, without the use of dollies, hand trucks or other mechanical equipment. If material exceeds these limits, the exhibitor must hire Freeman labor to complete it.
Additional details: Material Handling
Provider: Freeman
What exhibitors can/can’t do:
Exhibitors are prohibited from making service connections and removing material and equipment at the close of the show. Electricity or electrical labor to connect and operate any plumbing apparatus is not included. All electrical requirements must be ordered separately.
Provider: Freeman
What exhibitors can/can’t do:
All overhead hanging must be assembled, installed, and removed by Freeman. If an exhibitor orders rigging without the proper labor to assemble the sign, Freeman may place the required labor order on the exhibitor’s behalf and invoice the exhibitor directly.
Additional details: Hanging Sign Labor and Equipment Rules and Regulations
Indiana Convention Center Utilities – Indiana Convention Center
mark.mattingly@sodexo.com
customerservice@smartcitynetworks.com
Exhibitor Support
Exhibitors are responsible for ensuring their booth display complies with all exhibit dimension regulations.
Provider: NO Exclusive Provider
What exhibitors can/can’t do:
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 expense of the exhibitor.
While exhibitors are NOT required to order flooring through Freeman, they may do so at the following link.
If your company plans to use a contractor other than an official contractor, please complete this form by Sept. 16, 2024. Failure to do so will result in the inability of the contractor to serve your exhibit.
All EACs must be signatory with Local Union 831.
Provider: Rainprotection
Exhibitors are responsible for providing sufficient insurance protection. All companies must submit a certificate of insurance (COI) with adequate coverage to Rainprotection.
Sun Shading Expo North America 2024 will have a zero-tolerance suitcasing policy.
Any non-exhibiting attendee who is observed to be soliciting business as a supplier will be in violation of Show Management’s anti-suitcasing policy and will be asked to leave immediately and subject to additional penalties at the discretion of Show Management.
What is Suitcasing?
Suitcasing is when non-exhibiting companies solicit business at an Sun Shading Expo-affiliated location. This includes, but not limited to, the show floor, public spaces, events, restaurants, and hotels. While all attendees are invited, any non-exhibiting attendee who is observed to be soliciting business as a supplier will be in violation of Show Management’s anti-suitcasing policy.
Why it’s Important
Show Management’s anti-suitcasing policy is in place to protect the financial investment made by exhibitors. Sun Shading Expo exhibitors are paying for access to the attendee audience and therefore we will not allow non-exhibiting companies to take attendees’ time and business away from our legitimate exhibiting customers.
What Sun Shading Expo Show Management Will Do
Show Management will take preventative measures before Expo and respond to all suitcasing complaints onsite. Any attendee who is observed to be suitcasing will be asked to leave immediately and subject to penalty, including loss of the company’s exhibiting priority points. Please report any suspected suitcasers to Sun Shading Expo Show Management at elyse.cyr@messe.stuttgart.us.
SHOW & FLOOR MANAGEMENT Messe Stuttgart Inc. elyse.cyr@messe.stuttgart.com
Sales@rainprotection.net
EXHIBITOR Hours
Exhibitor Move-In
Monday, November 3, 2025 | 8:00 AM – 5:00 PM
Tuesday, November 4, 2025 | 8:00 AM – 5:00 PM
Exhibit Hall Hours
Wednesday, November 5, 2025 | 9:00 AM – 4:00 PM
Thursday, November 6, 2025 | 9:00 AM – 4:00 PM
Friday, November 7, 2025 | 9:00 AM – 1:00 PM
Exhibitor Move-Out
Friday, November 7, 2025 | 1:00 PM – 8:00 PM
Saturday, November 8, 2025 | 8:00 AM – 12:00 PM