As an exhibitor at Hotel & Resort Design South, you’ll receive dedicated support in the run-up to the show.
This page will be your information hub for all things show-related; we recommend bookmarking this page as it will be updated regularly with important information.
To stay up-to-date and ensure you don’t miss any important information, subscribe to our emails here.
Exhibitor Journey
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Follow these essential steps to ensure a smooth experience as you prepare to exhibit with us.
1. Onboarding
Thank you for your booking! Here’s what to expect next:
After our sales team confirms your booking, you’ll receive a welcome email with all the important details and next steps.
You’ll also have the option to book an onboarding call with our Customer Experience team, where you can ask questions and get helpful tips. If this is your first HRDS show, we highly recommend scheduling the call.
Important Email Information:
- Your welcome email will come from: info@hotelresortdesign-south.com
- Your invoice(s) will come from: accounts@closerstillmedia.com
- For any questions or queries regarding accounts or invoicing, email accounts.elite@closerstillmedia.com
We’re excited to have you onboard and look forward to helping you have a successful experience!
2. Marketing & Promotion
Booth Exhibitors
Complete or update your listing using the Exhibitor Listing Form:
This information will appear on our Meet the Exhibitors page, mobile app, and may be included in marketing and promotional materials. Make sure all details are accurate and kept up-to-date.
Share your exhibitor banners:
Personalized exhibitor banners – Coming soon
If you require any further assets such as email signature banners, please contact Ollie Carter.
Promotional Opportunities:
Do you have a latest product launch, project case study, or other exciting news?
Share it with us at info@hotelresortdesign-south.com for a chance to be featured in our newsletter or social channels!
Product Showcase Suppliers
Complete or update your listing using the Product Listing Form:
This information will appear on our Meet the Exhibitors page, mobile app, and may be included in marketing and promotional materials. Make sure all details are accurate and kept up-to-date.
Share your exhibitor banners:
Personalized exhibitor banners – Coming soon
If you require any further assets such as email signature banners, please contact Ollie Carter.
Promotional Opportunities:
Do you have a latest product launch, project case study, or other exciting news?
Share it with us at info@hotelresortdesign-south.com for a chance to be featured in our newsletter or social channels!
3. Booth or Product Showcase Build
Booth Exhibitors
Your Booth Space:
To view your booth size and location, please refer to our Live Floor Plan. All stands are sold as space-only, meaning you will receive a marked-out area on a concrete floor.
Online Service Center (OSC)
The Online Service Center is the platform where you can review all show guidelines and order any booth-related services.
Accessing the Online Service Center:
- Your nominated booth build contact would receive access instructions from Expo Convention Contractors (info@expocci.com). They are our official booth build partner and host the platform. To see an example of the login access email, please click here.
- Only one person per exhibiting company can access the Online Service Center, and this contact must have a matching company email domain.
- If you need to change your booth build/operations contact, please notify directly by email.
Product Showcase Suppliers
PODIUM ARTWORK
Included in your Product Showcase booking is the opportunity to create your own podium artwork to help display your product/ brand at the showcase; this can include graphics, text, images and logos.
Find out more about the artwork specifications, examples from previous years, and how to upload yours via the dedicated artwork submission page.
PRODUCT SET UP
On Tuesday 9 June, please bring your product between 08:30 hrs – 09:30 hrs. You will not be able to place your product on your plinth after 10:00 am. Please collect your product no later than 17:00 hrs on Wednesday 10 June.
To set up your plinth, please go to the HRDS Conference Lounge & Product Showcase area. Each plinth will be arranged back-to-back.
There is no storage available, only bring the product you are displaying on the plinth. Do not bring any marketing materials or additional product samples. Products that are displayed on the plinth are left at your discretion; we accept no responsibility for loss or damage.
Showcase Venue:
Hotel & Resort Design South Lounge, booth 111
Halls A&B
Miami Beach Convention Center
1901 Convention Center Drive
Miami Beach
FL, 33139
USA
4. Mandatory Form Deadline
Booth Exhibitors
All exhibitors must submit a completed Booth Health and Safety Declaration Form, including the following documents:
- Booth build plans and design
- Risk Assessment
- Copy of Public Liability Insurance
- For complex builds, additional information may be required
All documents must be submitted via the form in the “Forms” page of the Online Service Center by the stated deadline.
Early submission is strongly recommended. Late submissions, incomplete forms, or unanswered questions may result in delays, additional fees, and/or difficulties obtaining approval for your booth design.
Submission Deadline: Monday, 13 April 2026
5. Registration
Exhibitor registration will go live in May.
We recommend that exhibitors purchase a Lead Capture Scanner for smooth collection of contact details during the show. Lead Capture will be available to purchase at the time of exhibitor registration opening.
6. Preparing to Attend
Please review the ‘Key Exhibitor Information’ section below. This will help you prepare for the event, including information on hotels, travel, visas, venue details, and more.
During the show, you’ll also have access to the HRDS Show App, which offers live attendee details, messaging, networking event tickets, and more. We will release further information here closer to the show.
Other helpful pages on the HRDS Website:
- Floor Plan – Get your bearings ahead of your visit to the Miami Beach Convention Center
- Meet the Exhibitors – View your exhibitor listing and check out the other exhibitors taking part in this year’s fair
Key Exhibitor Information
Accomodation & Visa Requests
Accommodation:
Hotel bookings for 2026, in partnership with our accommodation platform; Hotelmap are now live. The rates on offer are live and always guaranteed at the internet’s best prices. Booking with us also means you’ll be staying with our VIPs, offering you even more networking opportunities.
Visa Supporting Letters:
We are happy to help any way we can in your journey to exhibit with us. If you are requiring a visa invitation letter, please complete the visa supporting doc request form.
We would kindly ask you to inform yourself about the valid entry requirements (i.e. visa requirement) and complete the necessary formalities in good time before the expo begins. Hotel & Resort Design South assumes no liability in the event that your visa application is denied, your visa is received too late or in case you are not able to travel to the event due to any other reasons.
Accounts, Invoicing & Company Address
Your booth/ sponsorship invoice will be sent from accounts@closerstillmedia.com.
Should you have any questions about your invoice or payments please contact accounts.elite@closerstillmedia.com.
Please add both these email domains to your safe senders list.
Note our new registered company address:
Elite Exhibitions Ltd: CloserStill Media Limited
3rd Floor
The Foundry
77 Fulham Palace Rd
London
W6 8JA
Registration Number: 11554301
Company registered in England and Wales.
Industry Scam Warning
Be aware of scam emails offering fake data lists, event guide listings, and accommodation services for Hotel & Resort Design South. This is an on-going industry scam, so please be alert. If you have any questions about potential scam emails, please contact us.
Our team will never contact you in an attempt to sell Attendee lists.
International Freight Agent
Booth Exhibitors
We work with European International Fairs Ltd for Hotel & Resort Design South.
European International Fairs can help you with every step of your journey from your HQ to HRDS. From packaging your products and booth materials, to global freight via air, sea, or road, as well as assistance with customs paperwork, they can make your logistics planning as easy as possible.
If you have any further questions accessing it, please get in touch with Caroline Chong.
Product Showcase Suppliers
More information about Freight Services for HRDS will be released at the time of the Online Service Center going live.
Freight Services should not be confused with shipping which is the cost of transporting your podium product to and from the show.
It is possible to hand carry your item in through the front entrance but any shipments requiring carts or arriving through the back freight doors will require the services of Expo Convention Contractors, Inc. You can contact them through info@expocci.com.
Lead Capture
A lead capture license will enable up to 4 members of your team access to an app for your smartphones. Using the app, you can scan badges to collect contact details from the people you connect with at the show. Each exhibiting company will only need to purchase one license. The data you collect over the show days will be sent to you after the show.
Lead Capture will be available to purchase in May.
Speed Networking
Speed Networking is our dynamic platform that connects you the exhibitor, to the hotel designs decision-makers and buyers.
All Product Showcase suppliers will have a Speed Networking pass within their booking. Booth exhibitors may have additionally booked a pass for Speed Networking; providing you with eight tailored meetings, each lasting five minutes. If you are yet to purchase a Speed Networking pass and would like to know more on how to upgrade your booth space to include one, get in-touch with your sales contact at Hotel & Resort Design South.
If you’re new to HRDS and looking for a guide on the logistics of Speed Networking, or are interested in knowing further to potentially book a pass in the future, please see our latest blog.
Any further questions about Speed Networking, please contact Nikita.
Sponsors
Sponsor Listing:
Promote your presence as a HRDS sponsor with your sponsor listing. You can view your current listing on the Sponsors & Supporters page, and if you wish to update your company’s listing, simply complete the Sponsor Listing Form.
If you have any questions about your sponsorship package, please get in touch with Lauren.
Venue
Miami Beach Convention Center
1901 Convention Center Dr
Miami Beach
FL 33139
USA
See the Miami Beach Convention Center website for location, directions, and parking.
Any further questions...
