SFMA ANNUAL CONFERENCE EXHIBITOR RESOURCES

The 2026 SFMA Conference and Exhibition will take place in Fort Worth, TX from January 18-22, 2026.

Exhibition days are Wednesday, January 21 and Thursday, January 22.

Thank you for your participation in the Sports Field Management Association Exhibition. SFMA appreciates your presence and the value you bring to our event.

To ensure that you have all the information and resources necessary for a successful exhibition experience, SFMA has dedicated a resource page specifically for you.

You are encouraged to visit this page frequently as it will serve as a hub for all your needs.

If you have questions or need assistance with your booth please contact, Nicole, our exhibits manager at Tradeshow@Sportsfieldmanagement.org

What Are the 6 Most Important Things to Do Before December 6, 2025.

1. Register your team
2. Hotel Information updates for 2026 – Our process has changed please review additional information on our Hotel and Travel page
3. Order services through the online Exhibitor Kit
4. Submit your certificate of Insurance (REQUIRED)
5. Submit a booth plan if your booth is larger than 10×10 for approval
6. Submit a notification to gain approval for any gas-powered machinery or vehicles you intend to display.

QUICK LINKS:

• 2026 Floor Plan
• Sponsorship Opportunities
• Conference Schedule at a Glance
• EXPO FAQ’s
• IAEE Booth Guidelines
• Rules Governing the Exhibition
• Exhibitor Graphic Tool Kit

Exhibition Hours:

• Wednesday, January 21 – 1:30 – 6:30 pm
• Thursday, January 22 – 10 am – 1 pm

Certificate of Insurance (COI)

Approval of the COI is required before you can gain access to the Fort Worth Convention Center for booth set-up. You can upload the COI here.

General liability and fire insurance is the responsibility of the Exhibitor. A certificate must be furnished naming SFMA as co-insured with limits of liability of at least $1,000,000 combined single limits including bodily injury and property damage.

Before uploading your certificate of insurance, please confirm that it meets the following requirements:

1. Certificate must list the Sports Field Management Association with our address as additionally insured. The address is: PO Box 1673, Lawrence, KS 66044
2. Dates of coverage must be listed at a minimum of January 18-22, 2026
3. The venue’s proper address must be listed as the event location on the certificate. Public Events Department / Fort Worth Convention Center: 1201 Houston Street, Fort Worth, Texas 76102.

Exhibitor Appointed Contractor (EAC)

An EAC is a company or contractor hired by the exhibitor, who is NOT an employee of the exhibiting company or an official show contractor (i.e., Shepard). EACs are most often independent installation & dismantle companies but this also includes supervisors, technicians, photographers, audiovisual, floral, furniture, flooring, and any other contractors who aren’t official show contractors but provide a necessary service during move-in & move-out.

Designating your EAC provides the show organizer visibility into who is working on the show floor and helps the organizer, you as the exhibitor, and the EACs.

There are THREE steps to the EAC Designation Process:

• Step One [Exhibitor Action]: Designate your EAC by completing the Submit an Intent to use EAC Form + and submitting. Note: you must complete a separate form for each EAC company working in your booth.
• Step Two [Exhibitor / EAC Action]: The EAC Company must submit their information you should send this form to your EAC to complete . This includes providing onsite contact information, acceptance of the rules & regulations, uploading a valid Certificate of Insurance (COI).
• Step Three: [Exhibitor / EAC Shepard Access]: Please review the EAC & Third Party guidelines for account access and registration through Shepard.

Exhibitors are responsible for informing EACs of the requirements and ensuring compliance. 

SAFE FOUNDATION-LIVE AUCTION ITEMS NEEDED!

Get your product in front of hundreds of attendees beyond your booth! Donating to the live auction is a fun and high-impact way to showcase your brand, let attendees experience your product, and even gain new customers.

Past donations have ranged from $5 to $5,000 — all are welcome! Ship your item with your exhibitor materials or directly to the winner.

👉 Want to donate? Complete the donation form!

📅 Live Auction: Wednesday, January 21, 2026

📍 Fort Worth Convention Center – Outside the Exhibit Hall

🕠 6:30 PM

Next updates:

Under quick links:

• Labor Rates
• Hanging Sign Shipping Label
• Marshalling Yard Location
• SFMA exhibit booth Sales for 2027
  • We will use priority points to make booth reservations for the 2027 conference.
  • Booth Sales will open Mid-December
  • All 10×10 booths will be required to make payment in full at the time of reservation.
• 2026 Exhibition Rules – Terms & Conditions