The Archway

Vendor Checklist

✅ Sign your contract and pay the fees by July 1, 2025.

✅ Complete the Vendor RSVP form by July 1, 2025.

✅ Complete the Vendor Hotel Request and Food Preferences form by July 30, 2025.

✅ Archway Passport materials (high resolution logo, company bio, images, key contacts and show specials) to Shannon Reinhart is due by August 10, 2025.

✅ Complete the Vendor Load-In Form by August 15, 2025 if you require access to the loading dock.

✅ Raffle and award items shipped to Catherine Warren by August 25, 2025.

✅ Shipping window for booth materials to arrive at the site is August 29-September 3, 2025.

✅ September 3, 2025: Vendor arrivals begin

✅ September 4-5, 2025: Expo days

More Ways to Participate

Gifting & Raffles

Vendor sponsored raffles prizes and attendee giveaways are encouraged. There will be approximately 300 attendees.
Ship raffle and giveaways to Catherine Warren, 200 NW 7th Street, Boca Raton, FL 33432 by August 25, 2025.

Spa & Treatment Rooms

If you'd like to book a treatment room to offer Archway attendee appointments, contact Wendy Portes. Cost: $1000 single, $2000 double.
Utilize an online scheduling tool (ie. Calendly, Setmore) for ease of booking appointments. Submit the booking link by August 15, 2025 to Shannon Reinhart to be included in attendee communications.

Vendor Schedule

(All times listed below are EDT)

Wednesday, September 3
Arrivals Begin
8:00am – 6:00pm | Onsite UPS Open for Package Pickup

Thursday, September 4
6:00am – 1:00pm | Load-In and Set-Up Begins in ERC Ballroom 1
12:00pm – 1:00pm | Lunch in Mona Lisa
1:00pm | All exhibits set and ready
1:00pm – 6:00pm | Expo Open to Conference Attendees
6:00pm | Expo Closes for the Day
7:00pm – 10:00pm | Networking Dinner in Eden Roc Garden (included meal for vendors)

Friday, September 5
8:00am – 9:00am | Breakfast in Pompeii Ballroom (included meal for vendors)
8:00am – 2:00pm | Expo Open to Conference Attendees
9:00am – 9:30am | Opening Remarks in Pompeii Ballroom
12:00pm – 1:30pm | Lunch in Pompeii Ballroom (included meal for vendors)
2:00pm | Expo Closes; Breakdown & Load-Out

Hotel Reservations for The Archway

Each vendor is entitled to two nights (Wednesday, September 3 and Thursday, September 4, 2025) at the hotel that is included in the conference fee. Additional room nights outside of these two nights will need to be booked separately by the vendor by using this booking link.

Rates for Additional Nights:

Standard Room: $249 per night for a Run of House Room, Resort, Bay, or Ocean View Room, plus applicable taxes and fees.
Triple Occupancy: $269 per night
Quad Occupancy: $289 per night

Resort Fee: A fee of $10 per room, per night, plus applicable taxes will apply. This includes:

Wi-Fi Access
Welcome Drink upon arrival
24-Hour Ocean View Fitness Center Access
Access to Fitness Classes
Two Beach Lounge Chairs
Domestic and Toll-Free Calls
In-Room Lavazza Coffee/Tea Service
One Hour of Hotel Bicycle Usage Daily
Access to Three Pools

Check-In and Check-Out Times:

Check-In: 4 PM
Check-Out: 11 AM

Room confirmations will be sent in late August. Please ensure your requests are accurate to avoid any changes or additional charges.

Vendor Checklist

Onsite Audiovisual

Expo Materials

More Ways to Participate

Archway Preferred Vendor FAQ

Share the Experience!

Vendor Schedule

Hotel Reservations for The Archway

Recommended Attire

Preferred Vendor Program Passport