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2025 Rules & Regulations | Service Manual | Pre-Show Checklist
As an exhibitor at WUI, we want to make sure you have a positive experience. This page will be your first stop for all the logistical information and forms needed to set-up your exhibit. Order forms, including housing and exhibitor registration details are below.
Don't miss out on this important show task managment and marketing tool! An Access Key is required and should have been emailed to the main exhibitor contact. For additional assistance, contact exhibits@iafc.org. Within the portal you can:
| myWUI Login |
| Full Schedule-At-A-Glance |
Schedule is subject to change
| Wednesday, March 26 | 1:00 PM - 4:00 PM | Vehicle Move-In* (form required) |
| 1:00 PM - 4:00 PM | Exhibitor Move-In | |
| Thursday, March 27 | 8:00 AM - 3:00 PM | Exhibitor Move-In |
| 8:00 AM - 11:00 AM | Vehicle Move-In* (form required) | |
| 3:00 PM | All booths must be set-up | |
| 4:30 PM - 6:30 PM | Show Open (Reception) | |
| Friday, March 28 | 9:00 AM - 1:30 PM | Show Open |
| 12:00 PM -1:30 PM | Lunch with Exhibitors | |
| 1:30 PM - 5:00 PM | Exhibitor Move-Out | |
| 5:00 PM | All exhibitors must be moved-out. |
*Vehicle displays MUST submit a Form prior to Move-in.
| 2025 | |
| Jan. 2 | Final Payments Due - Login to your myWUI to pay online or download your invoice. Access Key required, contact exhibits@iafc.org for assistance. |
| Jan. 3 | Late Fee ($200) added to any outstanding balances more than 30 days past due. |
| Feb. 24 | Expo Group Discount Deadline (service manual) |
| EAC Authorization Form | |
| Feb. 27 | Vehicle Request Form |
| Mar 3 | Hotel Reservations Deadline (more info) |
| Shipments begin to be accepted at Advance Warehouse | |
| Mar 18 | Pre-Show Attendee List sent to those that purchased. (Purchase Now) |
| Mar 19 | Last Day for Advance Warehouse receiving without additional surcharge. |
| Mar 26 | Move-In begins |
| Mar 27 | Direct Shipment receiving begins |
| All exhibits must be set by 3:00 PM | |
| Mar 28 | All carriers check-in by 3:00 PM |
| All materials must be removed by 5:00 PM | |
| Apr 7 |
Post-Show Attendee List sent to those that purchased. (Purchase Now) |
Kansas City Convention Center - Hall A
301 West 13th Street, Suite 100
Kansas City, MO 64105
Ph: (816) 513-5000
Loews Kansas City Hotel
1515 Wyandotte Street
Kansas City, MO 64108
Ph: (816) 897-7070
Book Your Hotel
In order to secure WUI conference room rate, please only use the links provided on the Hotel page. Booking outside of room block will not guarantee you the listed rates. Housing deadline is Monday, March 3 by 5:00 PM CT or until the block is full.
2025 Room Rates:
Loews Kansis City Hotel: $239/night plus taxes
Exhibits Facility
Exhibits are located in Exhibit Hall A. All freight will be offloaded via pallet jack. Please contact exhibitorservice@theexpogroup.com if you require a fork lift to unload your vehicle. Be sure to complete the Vehicle Display Form, if you will have a vehicle in your booth, form deadline is February 27.
Parking Info
There are several parking garages surrounding the Kansas City Convention Center. Attendees are encouraged to make parking reservations in advance. View additional travel info.
Please complete the form and return by Thursday, February 27, 2025.
Move In Schedule:
Apparatus and trailers to be displayed in your booth can move in between:
Wednesday, March 26 1:00 pm - 4:00 pm or Thursday, March 27 8:00 am - 11:00 am.
Registration is open - Booth Personnel Registration
Registration changes, contact IAFC Conference Team: email / (703) 273-0911
Exhibitor promo code questions, contact IAFC Exhibits: email / (703) 896-4830
Booth Package / Each exhibiting company receives:
Not included with booths: A/V, Electrical, Furniture, Shipping
Here are all the official vendors for WUI 2025. Watch for the deadlines and remember, ordering prior to the deadlines can save you up to 30%!
SERVICE CONTRACTOR - THE EXPO GROUPAn EAC will only be granted access to the show floor if show management has received the EAC Work Authorization Form and a valid Certificate of Insurance (COI). There will be no exceptions. EAC Forms and COIs are due February 24.
Full payment is due within 30 days of booth reservation. Please note that payments more than 30 days past due are subject to a $200 late fee. Login to your myWUI - Exhibitor Login to pay online or download your invoice. Access Key required, contact exhibits@iafc.org for assistance.
IAFC has partnered with specific official vendors/contractors. For insurance and safety reasons, the official contractors designated must be used for the following services (no exceptions will be made). To view a list of the vendors and their info please refer to the Exhibitor Service Manual.
**Important Notice to Exhibitors**
Beware Unofficial Vendors
Companies approaching Exhibitors or Sponsors not found in the exhibitor manual are not officially affiliated with the Show and IAFC cannot assist with any disputes or issues. In addition, materials brought into the facility for display purposes, etc. by companies not on this list may be charged for material handling fees in addition to the fees charged by an UNOFFICIAL vendor.
Beware of Poachers
Exhibitors are often contacted by various vendors looking to get your business. Some of these companies may misrepresent themselves as being associated with IAFC. You may be solicited by companies selling attendee lists, housing companies, etc. If you have any questions, please contact us prior to ordering. Note, IAFC is the only provider with access to attendee lists.
Email the the IAFC Exhibits Team at Exhibits@IAFC.org or call us (703) 896-4830.