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Sponsor Portal

Welcome to the Sponsor Portal

The sponsor manual is your comprehensive guide to the physical and logistical aspects of the show. It’s designed to support your planning and help you maximize your onsite experience at SubSummit. For any immediate sponsorship questions, please contact Madison Hintz. 

How to Use the Portal

Please use the menu bar on the left side of this page to find the information you need. The sections are organized for easy navigation. If you have any questions, please feel free to contact us directly in the “Contact Us” tab. 

We look forward to supporting your successful sponsorship experience!

Event Timelines

Hosted Meetings Guidelines & Timeline

  • Sponsor Guidelines & Timeline coming soon

Schedule for Move-in, Show Days, and Move-out

Below is our schedule outlining the exhibit hall move-in and move-out periods, as well as show open times and pre/post-show access hours for exhibiting sponsors.

Important Note

The registration desk will be operational for any support needed from the SubSummit, and you can also contact our team directly at (248) 808-0928. Freeman’s service desk will be operational for the duration of the move-in and move-out times. If support is needed outside of those times, please contact the Freeman team at (888) 508-5054.

Move-In Schedule

Date

Access

Time

Tuesday, May 12 2026

Exhibitors/ EAC ONLY

12pm-9pm CT

Wednesday, May 13 2026

Exhibitors/ EAC ONLY

7am-8:30am CT

Show Hours

Date

Access

Time

Wednesday, May 13 2026

All Attendees

9am-5pm CT

Thursday, May 14 2026

All Attendees

8am-5pm CT

Friday, May 15 2026

All Attendees

9am-12:30pm CT

Move-Out Schedule

Date

Access

Time

Friday, May 15 2026

Exhibitors/ EAC ONLY

12:30pm-5pm CT

Schedule Breakdown

Wednesday, May 13

Networking Break: Coffee & Pastries
Location: Lobby 2300
Who Attends: Everyone
Time: 8:00am-9:00am CT

Opening Ceremony & Remarks | Mainstage Theater Sessions
Location: General Session
Who Attends: Everyone
Time: 10:00am-11am CT

Lunch
Location: Expo Hall
Who Attends: Everyone
Time: 12:00pm-1:00pm CT

Hosted Meetings (Pre-scheduled)
Location: Hosted Meetings Command Center
Who Attends: Invite Only
Time: 2:10pm-4:13pm CT

Not a hosted sponsor? Schedule a call to learn more.

Welcome Reception
Location: Expo Hall
Who Attends: Everyone
Time: 5:00pm-6:00pm CT

Networking Break: Coffee & Pastries
Location: Lunch Area
Who Attends: Everyone
Time: 8:00am-9:00am CT

Hosted Meetings (Pre-scheduled)
Location: Hosted Meetings Command Center
Who Attends: Invite Only
Time: 10:15am-12:00pm CT

Not a hosted sponsor? Schedule a call to learn more.

Lunch
Location: Expo Hall
Who Attends: Everyone
Time: 12:00am-1:00pm CT

Networking Break: Coffee & Pastries
Location: Lunch Area
Who Attends: Everyone
Time: 2:30am-3:00pm CT

Hosted Meetings (Pre-scheduled)
Location: Hosted Meetings Command Center
Who Attends: Invite Only
Time: 4:00pm-4:51pm CT

Not a hosted sponsor? Schedule a call to learn more.

SubSummit Awards & After-Party
Location: General Session
Who Attends: Everyone
Time: 8:00pm-11:30pm CT

Secure your After-Party VIP booth today.  Schedule a call to learn more.

Networking Break: Coffee & Pastries
Location: Expo Hall
Who Attends: Everyone
Time: 8:45am-10:00am CT

Women in DTC
Location: Podcast Stage
Who Attends: Everyone
Time: 9:30am-11:00pm CT

2027 Sponsor Meeting
Location: Future Shows – Booth #819
Who Attends: Sponsors
Time: 10:00am-12:00pm CT

Floor Plan

SubSummit 2025 Floor Plan by SUBTA

General Sponsor Information

Hotel & Venue

Please note you can only book up to two rooms at a time; the link does not permit group bookings.

Sponsor Profile

  • If you haven’t already, please take a moment to complete your company profile as soon as possible. We recommend that company description submissions stay under 500 characters.
  • Completing the form will provide our team with the information to include you on our SubSummit website, create custom social sharing graphics, and include you in any upcoming sponsor announcements.

Security – “More info to come”

  • Security will patrol the expo hall in the off hours of the event.

Onsite Assistance

  • If you are on site and need assistance, our registration desk will be operating during show hours for support. You can also contact our team directly via text or call at 248-808-0928. 

WiFi Access

  • SubSummit will provide all attendees with access to the event Wifi. The network and password will be provided throughout the event.

Lead Retrieval Ordering

  • Validar is SubSummit’s 2026 badge and lead retrieval provider. More info to come.

Shipping Information

  • Any shipment over 30lbs per individual package or 100lbs total for collection of packages is considered freight and must ship directly to the show decorator either on-site during lease dates or off-site prior to lease dates. Please view the “exhibitor information”tab for the shipping address.
  • All FedEX, UPS, DHL, or Amazon under 30lbs per package or 100lbs total for collection of packages is considered non-freight and may be shipped directly to and from the Business Center at the Kansas City Convention Center.
  • The Business Center is open Monday – Friday, 8:00AM – 5:00PM. For extended hours regarding shipping please contact the Business Center at bartle@harvestkc.com. Additional hourly rates may apply. Business Center Location: Location 2200 Lobby (13th and Central)

Business Center Address

Kansas City Convention Center
Vendor Name
ATTN: Business Center
301 W 13th St
Kansas City, MO 64105
Phone number of onsite contact

Registration & Additional Tickets

  • If additional tickets are needed beyond your sponsorship package, sponsor rate tickets can be secured directly here.
  • Please note that sponsors’ tickets are limited and will be available on a first-come, first-served basis.

Print Deadlines

  • Any print material including assets in your sponsorship package or logo confirmations are due by Tuesday, April 7, 2026.

Hosted Meetings Program

For a general overview of what to expect in the Hosted Meeting Program, please review the Sponsor Guidelines & Timeline (coming soon) and additional terms and conditions here. If you have any additional questions, please contact our team at info@subsummit.com

Not a Hosted Sponsor? Explore Meetings Package

Exhibitor Information

SubSummit 2026 concludes on May 15 at 12:30 PM CT. Under no circumstances should any items be removed or packed from your booth before this time.

During show times, the Convention and Entertainment Facilities will provide monitoring of the aisles, trash removal in public areas, restroom cleaning and stocking, and dock and cleaning. The Convention Center does not provide trash removal or cleaning services within exhibit booths.

Type of Booth Builds
  • Exhibitor Appointed Contractor (EAC): You will appoint an external contractor to build your exhibit.
  • Turnkey Booth from SubSummit – Order Today!
    • Purchase By: April 3rd, 2026
    • Artwork Received By: April 10th, 2026
Order a Turnkey Booth
  • Custom Freeman Booth
    • Designed Received By: Tuesday, April 15, 2026
    • Contact Freeman directly here. 
  • Portable Booth (Pop-up): You will manage the setup and dismantling of your booth without external assistance. If you need access to the expo hall via a loading dock, please contact your sponsorship coordinator, madison@subsummit.com for more information.

More to come

Freeman Provided Information(update once I have the info from Taylor) 

Freeman Online can be accessed here for any booth ordering.

Important Dates: 

Advanced Warehouse

Shipped Accepted to Advanced Warehouse: April 13, 2026
Last Day to Receive at Advanced Warehouse: May 5, 2026

Show Site

Shipped Accepted to Show Site: May 12, 2026

For exhibitor general information for shipping, labels, labor, waste removal, and more please review Freeman’s FAQ Information and the Shipping and Material Handling Information. 

Need shipping labels? Please visit here.

Advanced Warehouse shipping address:

Exhibiting Company Name / Booth Number
SubSummit 2026
C/O Crane Freight / Freeman
10241 NW Transcon Dr
Kansas City, MO 64153 USA

Warehouse Shipping Information:

  • Freeman will accept crated, boxed or skidded material beginning April 13, 2026 at the warehouse shipping address. Material arriving after May 05, 2026 will be received at the warehouse with an additional after deadline charge.
  • Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or un-skidded machinery), cash on delivery (COD) shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 4,500 pounds or a single piece of freight beyond the dimensions of 108″H x 93″Wx 144″ L.
  • Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM – 3:30 PM.
  • Certified weight tickets must accompany all shipments.
  • If required, provide your carrier with this phone number: (888) 508-5054.

Show site shipping address:

Exhibiting Company Name / Booth Number
SubSummit 2026
Kansas City Convention Center
C/O Freeman
301 W 13TH STKansas City, MO 64105 USA

Show site shipping information

  • Freeman will receive shipments at the exhibit facility beginning May 12, 2026.
  • Shipments arriving before this date may be refused by the facility.
  • Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
  • Certified weight tickets must accompany all shipments.
  • Ensure your driver has the following information to expedite unloading and delivery to your booth: Show Name, Exhibitor Name, Booth #.
  • If required, provide your carrier with this phone number: (888) 508-5054.
Submit Your Booth Display

Please submit the following information for the Freeman team:

  • Company Name
  • Company Address
  • Street Address
  • City, State/Providence, Country, Zip/postal code
Please Submit Form

If your team is interested in ordering any food or beverage items for your booth, please contact your sponsorship coordinator directly at madison@subsummit.com.

Please note that all orders require a credit card authorization and include a 10% administrative fee. Payment for all food and beverage orders will be processed after the event.

More to come

Schedule a time with the Sponsorship Coordinator here to review your sponsorship package and address any questions you may have.

Onsite Branding & Marketing

Social Sharing Kit:

  • Please see this link to access your Social Sharing kit that includes a custom social graphic as well as  recommended LinkedIn and email copy.

Deliverable Specifications:

  • If your sponsorship package includes any marketing awareness, such as an SMS, Email Blast, Push Notification, and/or Video Wall Ad, you can see those specs here. Please contact madison@subsummit.com to confirm your correct due date.

Onsite Branding Print Deadline:

  • If your sponsorship package includes custom onsite branding, please contact madison@subsummit.com to verify the specs. All graphics are due to the SubSummit team by Tuesday, April 7th, 2026. 

Add-Ons

Health & Safety

Onsite Safety Reminder

  • Please note that upon arrival on-site, the exhibit halls will be in a state of construction. To ensure your safety, exhibitors must wear appropriate safety gear and their badges.

At a minimum, this includes:

  • Closed-toe, sturdy shoes
  • A high-visibility waistcoat.

Exhibit hall security will deny access to anyone not wearing the proper Personal Protective Equipment (PPE) during move-in and move-out periods. No exceptions will be made.

Important Notice: 

  • Exhibitors and their employees are strictly prohibited from using scooters, forklifts, genie lifts, pallet jacks, condors, scaffolding, scissor lifts, motorized dollies, or any similar motorized or hydraulic equipment on the premises at any time.

First Aid

  • If you are in need of first aid, please visit the registration desk immediately. 

EMERGENCY MEDICAL TECHNICIAN: A certified emergency medical technician must be secured for all events:

  • 1,000 people or more
  • Youth/sporting events
  • Other events deemed as necessary by the Executive Director or designee

KC MEDICAL
Shawn Simms, Manager
Email: Shawns@kcmedical.net
Phone: 913-962-6200
Mobile: 913-915-9912
Website: kcmedical.net

Have a question? Contact us!

Madison Hintz – Sponsor Relations Associate: madison@subsummit.com

Liz Oden – Director of Operations: elizabeth@subsummit.com

General Inquiries: info@subsummit.com

Text Us: 248-808-0928

See Who Goes to SubSummit!

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