Exhibitor Information

We are excited to partner with you in our upcoming April Expo in Hickory, NC. This guideline covers expectations including MDI and the Hickory Metro Convention Center policies.

IMPORTANT: Please read and familiarize yourself with all details PRIOR to creating Expo collateral and display items or scheduling any deliveries. No refunds or reduction in booth space will be allowed after Monday, February 17, 2025. Thank you in advance for helping to deliver a memorable experience for our MDI customers.

Theme: Dress for success! That is right, our April 2025 theme is: From Blooms to Books: Your One-Stop Shop for Spring, Summer, and School. Be sure to set your booth up for success that will entice, enhance and be the talk of the show. The prize and award presentation will take place at 1:30 PM on Thursday, April 24, in the Catawba 6 meeting room, immediately following lunch. Vendors will be selected based on customer votes.

Floor Layout: 2025 April MDi Expo Flooy Layout - Please do not print or download. Refer back to this link as needed

Booth Fees: *each 8'x8' booth will allow up to two (2) tables and two (2) chairs. *

• Early Bird Registration (January 24 – January 30): $2,700 per 8’x8’ booth
• Standard Registration (January 31 – February 6): $3,200 per 8'x8' booth
• Late Registration (February 7 – February 13): $3,700 per 8’x8’ booth
  • *Any registrations after February 17 are subject to space availability and additional flyer submission fees.

Design Request: Please sumbit your design request for your booth no later than February 3, 2025 via the link below.

Vendor Design Request Form

Pre-Expo:

• Flyers
  • Please thoroughly review and verify the content of your flyers within the allocated time frames:
    • Flyer submission is open Monday, February 17 through Sunday, March 2.
    • Center store flyers will be emailed from mdiexposhowflyer@mdi.com for review on Monday, March 3.
    • Center Store and Fresh corrections / sign offs are due on Sunday, March 9 by 6 pm EST.
    • Fresh department flyers should be submitted to your respective category department by Friday, February 14. Produce Submissions - Meat & Seafood Submissions - Bakery & Deli Submissions 
    • The pricing on flyers is final after the proofing process and is expected to be honored at the show.  
    • Release dates prior to Friday, June 20, 2025, will not be accepted.
    • Items featured should cover June 20, 2025 through October 17, 2025 with spread out deliveries.
    • To ensure a consistent experience for attendees, we do not permit the use of flyers created outside of the above process. Please work with your Category Manager (CM) for MDI approved flyers.
• Digital Imagery
  • All images for products featured in the Expo are due no later than Saturday, March 29, by 6 pm EST.
    • Please email images to your designated Category Manager
      • Note: submissions sent after March 29 are subject to a late fee.
    • Image Requirements:
      • Square image
      • 600 pixels x 600 pixels
      • JPEG or jpg file format
• Aerial Signage
  • Starting with the April 2025 Expo, vendors will be responsible for a $100.00 fee per aerial sign. This fee helps cover the costs associated with displaying signs in the aerial space during the event.
  • If you wish to have an aerial sign for the upcoming expo, please be sure to indicate you will have an aerial sign when you register. $100.00 payment for each sign will be requested.
  • We appreciate your understanding and cooperation as we work to enhance the expo experience for all participants. If you have any questions or need further details, feel free to contact Lindsay Clapp at Lindsay.clapp@mdi.com.
• Food Sampling /Cooking on the Show Floor
• All Food and Beverage sampling must follow the North Carolina Department of Health and Environmental Control (NCDHEC) standards for food/beverage safety.  All vendors must be licensed food manufacturers or suppliers. A DHEC Food Inspector may choose to perform a safety audit at their discretion.
• Vendors are subject to Fire Marshal approval if cooking on the show floor.  See policies below regarding Fire Safety. 
• All alcohol served at the Hickory Metro Convention Center must be purchased through Hickory Metro Convention Center.  If you wish to sample alcohol with a food item, it must be purchased through Hickory Metro Convention Center and served by Hickory Metro Center staff.  Product and labor charges will apply.
• Cooking/Warming devices should be located 4 feet from the front and back of a booth.
• Please contact Amber Howard, our Director of Events, regarding any questions or needs. amber@hickorymetro.com (828) 324-4254.
• Drayage
  • IMPORTANT: Due to the Hickory Metro Convention Center, deliveries CANNOT be shipped directly to the venue. All shipments must be consigned to the show’s official decorating company (Hollins Exposition) or MDI. The Center is not responsible for shipments of freight leaving the building.
  • Hollins Exposition Services will be handling drayage for our Expo. If you need to ship your materials or displays, please ship directly to:

Hollins Exposition Services

Dock 1

121 North Chimney Rock Road

Greensboro, NC 27409

• Please see the Material Handling Documents and Form below on pages 8-12 for more information.
  • • • Exhibitor shipments need to arrive no later than April 17, 2025, at Hollins Exposition Services Warehouse.

• Handbills
  • • Center Store / Dry Goods – Submissions are due Friday, April 11
    • Fresh Departments – Submissions are due Tuesday, April 15
• Product Samples
  • If samples are being sent to MDI Warehouse, shipments need to arrive no later the following dates:
    • • Center Store / Dry Goods – Deliveries are due Monday, April 14
      • Perishables (excluding produce) - Deliveries are due Thursday, April 17
      • Produce – Deliveries are due Friday, April 18
    • Any samples received after the dates listed above may not arrive at the Convention Center.
    • Shipping samples to MDI - Please label and send shipments to:

MDI Warehouse

5005 Alex Lee Blvd,

Hickory, NC 28603

Attn: Mark Abernethy / April 2025 Expo

• Load In/Load Out Parking
  • Access to loading docks is at the front, east side of the building. Please see the Vendor Parking Map on page 10. 
  • Monday, April 21 exhibitors can drop off items at their booth. Drop off ONLY between 5:00pm – 7:00pm ET by appointment only.
    • • Note: booth set up is not allowed during this time.
    • Booth setup is permitted on Tuesday, April 22 – 7:00am – 5:00pm ET and on Wednesday, April 23 – 7:00am – 1:00pm ET.
  • Access is not permitted from the front of the building.

• Load in is only through the back of the Convention Center in the designated Dock or Docks that are assigned for our event.
• An Access Control Officer will allow access to the back of the building during designated times.
• Once you have unloaded your equipment, please move your vehicle to a designated parking spot and do not leave cars parked behind the building near the load in doors.
• Parking in the circle drive (the front of the building) or in a non-designated area is strictly prohibited and subject to being ticketed or towed.
• Load Out: Please make sure that your booth is packed and clean before bringing your car to the Loading Dock.

• Onsite Check-In
  • Check-in at the Registration desk during registration hours to receive your name badge.
    • • All attendees will need a badge to enter during show hours. Please pick up only your name badge.
• Flyer Pick Up
  • MDI is gradually transitioning to a paperless and more sustainable approach. As part of this effort, we will be reducing the number of printed vendor flyers. 
  • All flyers will need to be picked up at registration during registration hours.
    • When picking up flyers, please provide your booth number and vendor number (where applicable) to allow for faster check-in. Vendor or Broker Rep should be designated to retrieve flyers.
    • To enhance order accuracy and provide greater convenience for our customers, we are promoting digital ordering through their My MDI accounts. If customers require assistance with placing digital orders, please direct them to the My MDI Booth, where our team is ready to support them. 
• Booth Set-Up and Requirements
  • Tuesday, April 22 between 7:00am–5:00pm ET and Wednesday, April 23 between 7:00am – 1:00pm ET. Exhibitors can set up their booth(s). Fire Marshall walk-thru will take place prior to the show opening.
  • Vendors will be provided with an 8’x8’ area that includes up to 2 tables with tablecloths (if selected at registration).
  • Booth locations will be pre-determined and laid out to ensure the safety of everyone.
    • Due to safety needs and Fire Marshall layout approval: DO NOT move or reconfigure your allocated booth space outside your pre-determined space.
    • Dress for success! That is right, set your booth up for success to entice our retailers, enhance their show experience and be the talk of the show.
• Décor Guidelines:
• The following are prohibited by the HMCC:
  • • • Glitter, confetti, or rice
      • Cotton, hay, paper, straw, moss, split bamboo, wood chips, etc.
      • Drapery must be flame retardant with proof of treatment- including tablecloths, curtains, linen of any type.
      • Helium balloons
      • Removable decals or stickers are not permitted on any NCCC surfaces or equipment (including dance floor pieces).
      • Fog/Smoke machines (including dry ice, aka “cloud dancing”)
      • The use of staples, nails, tacks, tape (including Command Strips) or screws into any surface or equipment is strongly prohibited.
      • All decorations or props brought into the building are required to be removed and/or properly disposed of by the vendor!
• Fire & Life Safety
• A fire extinguisher with a minimum rating of 3A40BC must be displayed in each booth that features any form of cooking. Vendors must provide!
• Open Flames/Candles are prohibited. Sternos for catering are permitted and must be away from flammable material and have a fire extinguisher at the booth. Must be electric warmers.
• Drapery must be flame retardant with proof of treatment- including tablecloths, curtains, linen of any type.
• Pop-up Tents/Structures must be approved in advance, and the location identified within the building. Tents can only be 8’x8’ and there needs to be space between the tents. An enclosed structure must have a working fire detector and fire extinguisher. Approval by the HMCC and the North Carolina Fire Marshal is required, or it will be subject to removal.
• A separation of 20 feet shall be provided between tent or canopies from open flame or cooking.
• The following items may not be used without prior written approval from the HMCC and the Fire Marshal's Office:
  • Cotton, hay, paper, straw, moss, split bamboo, wood chips, etc.
  • Welding or cutting equipment for demonstration purposes.
  • Salamander heaters
  • Compressed gas cylinders
  • Generators
  • Flammable or combustible liquids/gas
  • Display or storage of liquid, propane, gas (LPG)
  • Gas-fired appliances for demonstration purposes

Expo Event Days:

• Booth Expectations and Best Practices
  • Expo hours: Wednesday, April 23 from 1:00pm – 5:30pm ET and Thursday, April 24 from 9:00am –3:00pm ET.
  • Staffing is expected during the entire show's duration and exhibitors must have at least 1 representative available. If staffing will be an issue, please contact your relevant CM representative.
  • The Expo ends on Thursday, April 24 at 3:00pm ET.
    • • Note: Breaking down booths prior to 3:00pm is prohibited and non-compliance may result in applicable fines
  • Please remember our independent retail customers have traveled to Greenville to meet exhibitors, view your products, offerings and services, and place orders. Thank you for ensuring a customer-focused approach, by providing a warm welcome and attending promptly to their needs during the entire show's duration. Customers will be wearing YELLOW lanyards.
  • Displays showcasing actual products and sample giveaways (where possible) are recommended and encouraged.
  • Food sampling is encouraged.
    • Exhibitors not in compliance will be asked to remove food items from the facility. 
  • Distributing bags as giveaways is not permitted, as they may facilitate unauthorized removal of products from your tables.
  • During set up, any recyclables and trash will need to be placed in the designated areas to keep a safe and clean show floor.
• Event Teardown
• Items/Structures returning to MDI storage must be palletized, wrapped, and properly labeled with department and description.
• At the conclusion of the event, all equipment must be removed from your area as this will help the decorator in striking vendor tables and pipe and drape.
• Please clean your space of trash, papers, and boxes and dispose of them in the proper trash or recycling receptacle.
• “Leave it how you received it” – At the conclusion of the event, any space including but not limited to the Exhibit Halls, Pre-function, and Suites utilized for our event must be cleared of all materials. All trash must be properly disposed of in corresponding bins. If the space is left not in compliance with these standards, then an additional labor fee may be added to your invoice.
• Please follow the Load In/Load out policy stated above when removing your items/structures from the facility back to your vehicle.
• Food Donations
  • Leftover food items will be donated to several agencies that serve the Hickory Metro communities.   Any leftover food items must be sealed and unopen to qualify for donation.  Please leave them in your booths at the end if the show and a Team of local volunteers will pick up. If possible, please separate the donated items into perishable and non-perishable goods.

SPONSORSHIP - If you are interested in sponsoring or donating items to showcase your product, please reach out to Lindsay Clapp at Lindsay.Clapp@mdi.com