Exhibitor Information

EVOLVE Conference
The Cosmopolitan | Las Vegas | May 5-7, 2025

Thank you for exhibiting at BDO Alliance USA's 2025 EVOLVE conference! This page is designed to guide you in your preparation for our event. We will continue to update it as we get closer to the conference with important information.

GENERAL INFORMATION

The conference begins on Sunday, May 4th with a pre-conference BRN Summit (1:30-4:30 pm) for all BRN firms, followed by a cocktail reception. The room location for these events at the Cosmopolitan will be available in the conference app.

Tradeshow

Our ever-popular tradeshow event will take place on Monday, May 5th, the first day of the conference, immediately following the Opening General Session.

HOW TO PARTICIPATE:

All BRN firms interested in exhibiting must complete an Exhibitor Form by March 17, 2025. The form can be viewed, edited and completed by anyone in your company. Changes are cumulative, so edits can be made and revisited at any time leading up to the conference. The form completer will receive a confirmation email each time the form is edited and re-submitted. Ensure that you have uploaded all of your information.

SET-UP HOURS:

Sunday, May 4th | 12:00 pm - 5:00 pm
Monday, May 5th | 8:00 am - 1:45 pm

LOCATION:

Belmont Ballroom, Level 4 @ Cosmopolitan | See Table Numbers

EXHIBITING HOURS:

See below for when you should plan to be at your table:

All Exhibitors/Non-Sponsors

Monday, May 5th, 4:30 pm - 7:30 pm (main event)

Silver & Bronze Sponsors (includes partial extended hours)

Monday, May 5th, 8:00 am - 2:00 pm (attendee arrivals, pre-sessions, and lunch)
Monday, May 5th, 4:30 pm - 7:30 pm (main event with all exhibitors)

Diamond, Platinum & Gold Sponsors Only (includes full extended hours)

Monday, May 5th, 8:00 am - 2:00 pm (attendee arrivals, pre-sessions, and lunch)
Monday, May 5th, 4:30 pm - 7:30 pm (main event with all exhibitors)
Tuesday, May 6th, 6:30 am - 8:00 am (breakfast)
Tuesday, May 6th, 11:40 am - 1:00 pm (lunch)

*Not sure if you're a sponsor, or what type? Check here.

SHIPPING INFORMATION:

Boxes and equipment should be shipped to the FedEx Office Business Center at the Cosmopolitan. Please 1) use the address below for shipping via your carrier and 2) affix one of these special labels on each box as well:

(Guest/Client Name) (Guest Cell Number)
c/o FedEx Office at The Cosmopolitan
3708 Las Vegas Blvd South
Las Vegas, NV, 89109
Ref: BDO EVOLVE/Exhibitor # or Belmont Ballroom

To avoid storage fees, your packages/materials need to arrive between April 21 and May 1; note they cannot arrive any earlier than April 21. There is no limit on boxes that can be sent. Packages shipped for a last-minute Monday, May 5 arrival will NOT be processed until at least noon and will not be available until later that afternoon (during the show).

If your packages are labeled correctly, they should be waiting for you on your table in the Belmont Ballroom during the set-up hours noted above.

Review full shipping information and handling fees from FedEx Office Business Center.

For Oversized Shipments: If you chose to work with a third-party to deliver large or oversized items directly to the hotel (e.g., your shipment requires crates, pallets, truck delivery, etc.), you must reserve a time in advance at the Cosmopolitan's loading dock for a scheduled delivery. There is no storage space for your large items outside of the loading dock, so please follow the Loading Dock Procedure and Guidelines to make sure you have a smooth experience. Drivers should be prepared to unload your cargo from their trucks onto the dock; Cosmopolitan and FedEx Office staff are not permitted to board trucks and help to offload.

Promotional Items: If you plan to give away branded merchandise at your table, please ship those items directly to FedEx Office, using the instructions and labels above. There is no place to store leftover items when your exhibit time is done. You will need to ship them back immediately (see "Teardown Hours" below), bring them to your hotel room, or discard.

PRINTING AND SIGNAGE SERVICES:

FedEx Office is a full-service business center located right in the hotel (3rd floor). They offer everything to meet your convention needs, including printing, collateral and innovative displays. Consider them for convenient, on-site services!

Review their flyer for more details; note they are offering a 20% discount for early orders placed by April 18th. Avoid the rush, and have your order done and waiting for you when you arrive.

EXHIBIT SIZE:

Diamond: (2) 6 x 2.5 ft. tables and four chairs
Platinum: (2) 6 x 2.5 ft. tables and four chairs
Gold: (1) 6 x 2.5 ft. table and two chairs
Silver: (1) 6 x 2.5 ft. table and two chairs
Bronze: (1) 6 x 2.5 ft. table and two chairs
Non-Sponsors: (1) 6 x 2.5 ft. table and two chairs

All sponsors receive premium locations in the ballroom.
Planning something special for your table? Reach out to Courtney Bullock right away to discuss.

TABLE ELECTRICITY:

Included at no charge for Diamond, Platinum, Gold, Silver and Bronze sponsors. A $300 charge applies for non-sponsor exhibitors.

If you need electricity for your table, even if you are a Sponsor, ensure you have indicated that on our Exhibitor Form no later than March 17, 2025.

TEARDOWN HOURS:

Non-Sponsors, Silver and Bronze: Must tear down on Monday evening, immediately following the Tradeshow (7:30 pm). Anything left (and not labeled) will be discarded.

Diamond, Platinum and Gold: May continue to exhibit through Tuesday's lunch, but tear down no later than Tuesday at 1:00 pm. Anything left (and not labeled) will be discarded.

Before the Tradeshow closes, we will be distributing "return ship forms" to each table/exhibitor. These will need to be completed and left on top of your boxes on your table at the conclusion of the show. You may bring your own return-ship labels with you to affix (e.g., FedEx, UPS, etc.), or the FedEx Office staff will be onsite in the ballroom to assist anyone with their return shipments if you don't have labels. (For sponsors with extended exhibit hours, FedEx Office will be onsite on Tuesday afternoon to help you close down as well.)

FINAL CHECKLIST:

Complete Exhibitor Form, including:
- A high-resolution logo for use on table signs and in the mobile app.
- A company overview for the mobile app, including contact info.
- Information about any prize drawings for extra promotion in the mobile app.
- Electricity orders, if needed (due 4/1).
- Contact names for future communications on logistics.
Be sure to use the additional shipping labels provided on all boxes.

FAQs

As an exhibiting firm (non-sponsor), what type of display can I bring for my table?

BDO will provide a simple tablecloth and a 9" x 12" table sign with your logo. You may bring your own branded tablecloth, giveaways, a backdrop display (as long as it fits in a 6-foot wide space and is not double-sided), a tabletop display (also no larger than 6 feet), or a floor pop-up banner that sits behind the table. See pictures from last year's show as a reference.

If we sign up for a tradeshow table, is that the same as registering for the conference?

No, signing up for a tradeshow table should be done in addition to conference registration. All individuals from your company who will be at The Cosmopolitan attending the EVOLVE conference and/or exhibiting need to formally register for a name badge, too.

How can I register additional attendees to help support our table?

Additional attendees (beyond your guaranteed spots) and tradeshow-only attendees can register during our open registration period, beginning Monday, February 24.

If my company is a Sponsor and eligible for 'extended hours,' can our tradeshow-only attendees be at our table during those additional hours?

Yes, they can at the table during those hours. However, typically no more than two people are needed during the extended hours, especially Tuesday's breakfast and lunch.

Will I get to choose my table location?

No, BDO assigns locations and will notify you of your number.

When will I be notified of my exhibitor number?

Table numbers will be assigned in April. They will also be visible in the mobile app. Note the floorplan layout will not be distributed before the conference, but we will have a large printout available in the ballroom beginning on Sunday morning, May 4th, during setup.

Can personal guests or non-registered attendees attend the tradeshow?

No, unfortunately we cannot accommodate guests. Everyone needs to be a registered attendee with a name badge to enter all conference sessions, including the tradeshow and all meals.

When will the attendee list be released?

The attendee list will be distributed after registration fully closes (and closer to April 1st) to those who were registered and who opted in to share their information with others. It will be provided in a PDF format, listing company names and attendee names only. BDO will only re-share that list with attendees who opted in, so if you are part of a marketing/events team at your company, please check with the attendees themselves or have them reach out to us (we cannot release the list to you). Please also read our policy around list usage. The app will be released during the last week in April, too, which will also include attendee names; instructions on how to use the app will accompany the email announcement to all registered attendees.

For questions, please contact the individuals below:

Tom Takasaki
BRN National Practice Leader
ttakasaki@bdo.com

Courtney Bullock
Alliance Administrator
cbullock@bdo.com