The Essential Guide to ViVE 2027

A 🍏

Access

See here for details about event access and timings.

Age Restriction

All exhibitor personnel entering the show floor must be 18 years of age or older. No one under the age of 18 years old will be allowed on the show floor at any time, including move-in, show days, and move-out. For all evening events held at ViVE, everyone must be 21 years of age or older to attend.

Audio & Visual

More information coming soon.

B 🍌

Balloons

At no time are exhibitors allowed to bring helium balloons into the facility.

Booth Approval

All exhibitors with a custom booth 10’x20’ (200 sq ft) or larger who plan to build out their space must submit booth plans for approval. Please send a scaled drawing (PDF or CAD) to ViVE Show Management at sponsors@viveevent.com by Friday, February 5, 2027.

Submissions must include (if applicable):

Floor plan: overall booth dimensions; locations of walls, structures, platforms (with height), major features, large exhibits, and internal walkways.
Booth location & orientation: position within the exhibit hall and sides open to aisles.
Elevations: front, side, and rear views showing overall height and dimensions of all structures (including staircases or framework if applicable).
Materials specification: materials used for structures, flooring, finishes, and any glass elements.

This is a mandatory requirement. Booths without approved plans prior to move-in may experience delays in construction and restrictions on unapproved elements.

Booth Height Restrictions & Line of Sight

10x20 In-Line Booths:

All 10x20 in-line booths have a maximum back wall height limitation of 8 ft and will be set with an 7.75 ft h white backwall that CANNOT be removed.
- Sponsor provided back wall must not exceed 8 ft and leave enough space for the 7.75 ft white backwall.
All 10x20 inline booths may include side panels, provided they do not exceed 5 ft wide by 3 ft high.
Branding on side panels must face inward and may not be visible from neighboring booths. Any non-compliant elements may be modified or removed onsite at the sponsor’s expense.

Island Booths (20x20 & Larger, Aisles On All Four Sides):

Structures/Walls: While walls are permitted, standard practice is to keep them between 8 - 12 ft high.
Rigging (maximum) height: The absolute maximum height is 20 ft total to the top of the structure or hanging sign.
Visibility Expectations: If enclosing more than one-third of any side, solid walls should be avoided where possible. The intent is to maintain open sight lines, so shorter walls, see-through materials, or stepped/tiered designs are encouraged.
The goal is to keep island booths feeling open and accessible while preventing large solid structures from blocking neighboring booths or disrupting flow.
Hanging signs may be rigged above booths at a maximum height of 20 ft to the top of the hanging sign. Hanging signs are only permitted above 20'x20' and larger booths.
No graphics/branding may be applied to the reverse of any party walling that overlooks neighboring booths.
- The reverse of walls over 8 ft must be dressed in white down to the height of 8 ft.
- Recommend the use of low-height walling, translucent materials, or stepping the walling in to help maintain visibility for neighboring booths.

Branding Guidelines

ViVE Branding Guidelines can be found here. Official ViVE 2027 logos are available for sponsors and attendees to use in promotional materials. However, any use of the ViVE logo on vehicles, mobile activations, or other large-scale branded displays must be approved in advance by show management, especially if it is not part of an official sponsorship.

Business Service Center

MCC has a full-service Business Center, providing on-site services for shipping, mailing, faxing, and photocopying. The Business Center is located in the lobby on level two and specializes in digital distribution and printing of conference materials. Open a minimum of Monday through Friday, 8 a.m. to 5 p.m. To schedule services or obtain information on size limitations, call the Business Center at (615) 401-1495.

C 🐱

Catering (booth)

More information can be found HERE!

Cartload Service

To alleviate issues associated with exhibitors carrying small exhibit materials during move-in, T3 Expo is pleased to provide a Cartload Service. This service will be available during move-in and move-out.

Cartload Services are designed for use by privately owned vehicles (POVs). A POV is considered to be any vehicle that is primarily designed to transport passengers, not cargo or freight. Examples include cars, pickup trucks, passenger vans, taxis, limos, etc. Bobtails, box trucks or pickup trucks pulling small trailers are not considered POVs and Material Handling rates will apply. No cartload can have a combined weight of more than 300 lbs. Material Handling charges will apply to any loads greater than the limits listed above.

Special Freight Services – Small Passenger Vehicles Only! Maximum Weight 300 lbs

Each cartload will handle (8) pieces or less, weighing less than 300 lbs. total. Each exhibitor will be provided (1) laborer with (1) cart. Each exhibitor will be allowed a maximum of (2) trips from their vehicle to their booth for move-in and (2) return trips from their booth to their vehicle for move-out.
T3 Expo personnel will direct all vehicles. The cart is not authorized to enter or go to any parking structure. There must be two (2) people with your vehicle; one (1) person to go with your product to the booth space and one (1) person to remove your vehicle from the unloading area to the parking area once Cartload Service is complete.
The vehicles must be unload/loaded by full-time exhibitor personnel, by hand.
Material handling charges and processes will apply to any loads greater than the limits listed above and/or any vehicles that are deemed by T3 Expo not to be a POV. Hand-carry Information
This service is for those who have small hand-carry items, all of which must fit on the cart.

Code of Conduct

At ViVE, we strive to create and maintain a professional, inclusive, and welcoming environment in which everyone is invited to interact openly, bring their best ideas and talents, and experience equitable opportunities for professional growth. VIVE aims to operate free from harassment, discrimination, and any form of inappropriate behavior. This commitment spans all our events, digital platforms, and community interactions, ensuring safety, respect, and equal treatment for all as outlined in ViVE's Code of Conduct.

D 🐶

Donation Program

Music City Center accepts the following donations to help the local community:

Tote Bags / Backpacks
Giveaways
School / Office Supplies
Clothing
Unused Water Bottles
Furniture
Home Goods
Art / Craft Supplies

For more information, please reach out to sponsors@viveevent.com.

Dress Code

During move-in and move-out, closed-toe shoes must be worn at all times in the exhibit hall and docks. No open-toed footwear, sandals, or flip-flops allowed.

During show hours, exhibitor personnel must be dressed appropriately and confine their activities on behalf of the exhibitor to their space. The dress code is business casual.

Drones

More Information Coming Soon

E 🐘

Emergency Information

MCC has extensive emergency procedures, and each staff member has been specifically trained and assigned responsibilities in the event of an emergency. Additionally, digital signage throughout the facility will switch to emergency instructions. In an emergency, show managers, exhibitors, and attendees are to follow the instructions of MCC staff and digital signage.

Exhibitor Appointed Contractor (EAC) (Only Applicable for Space Only Booths)

To receive booth build clearance for ViVE 2027, exhibitors and their appointed contractors must submit all required booth plans and insurance documentation to show management. They are also responsible for ordering all necessary services (including electricity, dedicated internet, carpeting, rigging, etc.) and ensuring that the booth’s design and construction comply with all show and venue regulations.

Exhibitor Booth Floor Covering

Exhibitors are responsible for providing or arranging their own carpet/floor coverings for all custom booths. Carpeting/floor covering may be ordered through T3 Expo.

Note: Turnkey booth packages, viosks, pavilions, startup kiosks, meeting pods, and meeting cubes all come with standard carpeting.

F 🔥

Fire Regulations

All exhibitors must comply with Fire Regulations and safety rules as outlined below.

United States Fire Department Regulations For Exhibits, Exhibitions, Displays and Trade Shows – Public & Private

Booth Construction

Booths, platforms, and space dividers shall be of materials that are flame-retardant or rendered so, satisfactory to the Fire Department representatives. Coverings for counters or tables used within or as a part of the booth shall be flame-retardant. All electrical wiring and apparatus will be of a 3-wire UL approved type.

Fire Department

A permit shall be required for the following:

Display and operate any heater, barbecue, heat-producing or open flame device, candles, lamps, lanterns, torches, etc.
Display or operate any electrical, mechanical, or chemical device which may be deemed hazardous by the Fire Department.
Use or storage of inflammable liquids and dangerous chemicals.
Display any internal combustion engine (special requirements available upon request).
Use of compressed gases. (Permit available for 32CF bottles that are half full or less).

Obstructions

Aisles and exits, as designated on approved show plans, shall be kept clean, clear and free of obstacles. Booth construction shall be substantial and fixed in position in specified areas for the duration of the show. Easels, signs, etc., shall not be placed beyond the booth area into aisles. Firefighting equipment shall be provided and maintained in accessible, easily seen locations and may be required to be posted with designating signs.

Fire-Retardant Treatment

All decorations, drapes, signs, banners, acoustical materials, cotton, paper, hay straw, moss, split bamboo, plastic cloth, and similar materials shall be flame-retardant to the satisfaction of the Fire Department. Booth identification banners and signs shall be flame-retardant unless smaller than 1232 square inches (28" x 44") if separated from other combustibles by a minimum of 12" horizontally and 24" vertically. Oilcloth, tarpaper, nylon and certain other plastic materials cannot be made flame-retardant, and their use is prohibited.

Combustibles

Literature on display shall be limited to reasonable quantities (one-day supply). Reserve supplies shall be kept in closed containers and stored in a neat and compact manner in a location approved by the Fire Department. All exhibit and display empty cartons must be stored in an approved drayage area. If show is under a 24-hour approved manned security program, automobiles are allowed to retain one gallon or less of fuel, and gas caps must be taped. Batteries are to be disconnected and taped.

Storage behind booths is strictly prohibited.

Floorplan

View the ViVE 2027 Floorplan here.

Floral & Decor

Enhance your booth or meeting room with floral and decor! Purchase directly through Teasley's Convention Florist to create a polished and inviting space. Explore options here.

Food & Beverages

The Exhibit Booth Catering Menu is available exclusively to exhibitors and features a variety of offerings. See here.

Please call (615) 401-1360 or email Jenny.Brewer@NashvilleMCC.com for assistance.

H 🏠

Hand Carrying

Hand carrying by the exhibitor is only allowed if the item is easily hand-carried by one person without the use of any equipment, such as a hand truck/dolly.

If hand-carrying is possible for your freight, then you do not need to go through the marshalling yard, as you may carry it with you into the convention center.

Hotels

More information coming soon!

Hours

Registration

Sunday, March 14 – 8:30 AM - 7:00 PM (CT)
Monday, March 15 – 7:00 AM - 6:00 PM (CT)
Tuesday, March 16 – 7:30 AM - 5:45 PM (CT)
Wednesday, March 17 – 7:30 AM - 12:00 PM (CT)

Show Floor

Monday, March 15 – 8:00 AM - 5:45 PM (CT)
Tuesday, March 16 – 8:00 AM - 5:45 PM (CT)
Wednesday, March 17 – 8:00 AM - 12:00 PM (CT)

Meeting Room (Off the show floor)

Standard Meeting Room:

Sunday, March 14 – 9:00 AM - 6:00 PM (CT)
Monday, March 15 – 8:00 AM - 6:00 PM (CT)
Tuesday, March 16 – 8:00 AM - 6:00 PM (CT)
Wednesday, March 17 – 8:00 AM - 12:00 PM (CT)

Turnkey Meeting Room:

Sunday, March 14 – 9:00 AM - 6:00 PM (CT)
Monday, March 15 – 8:00 AM - 6:00 PM (CT)
Tuesday, March 16 – 8:00 AM - 6:00 PM (CT)
Wednesday, March 17 – 8:00 AM - 12:00 PM (CT)

I 🍦

Insurance Requirements

Booth Packages/Turnkeys, Meeting Pods, Meeting Cubes, and Kiosks:

ViVE provides required general liability insurance through our official vendor, Rainprotection. You will get sent a copy of your coverage before the show.
No Certificate of Insurance (COI) required.
Applies only to these exhibitors contracted directly with ViVE and T3 Expo and not using outside contractors.

10x20 Space-Only Booths (with Pre-Fixed Backwall):

If self-building or using a pop-up wall, ViVE provides required liability coverage.
If hiring an outside contractor, the contractor must submit a COI to ViVE before move-in.
No floor access will be granted without approved insurance documentation.

20x20 & Larger Custom/Raw Space Booths:

If using an Exhibitor Appointed Contractor (EAC) not working directly with T3 Expo, the EAC must provide a COI.
Insurance must be active from the first day of move-in through the final move-out.
No access to the exhibit floor without proof of required coverage.
Required coverage must:
- Be issued by an insurer in good standing.
- Meet minimum limits outlined on the following page.
- Include Commercial General Liability, including Contractual Liability and Product Liability (if applicable).

Internet

Complimentary WiFi will be provided on the show floor and in ViVE meeting space; however, ViVE cannot guarantee uptime consistency throughout the duration of the event. We strongly recommend a dedicated internet connection if you intend to stream audio/video content or conduct live demonstrations/presentations within and around your exhibit. See your dedicated internet options through Music City Center, HERE.

Important: The use of external/outside routers is strictly prohibited as they can disrupt and interfere with the existing Wi-Fi connections.

L 🍁

Labor Guidelines (for Nashville, TN)

Please view the Labor Guidelines on page 56 HERE.

Lighting

Overhead lighting is allowed; however, all lighting, fixtures, trusses, and overhead lights must remain within the boundaries of the exhibit space and must not create a distraction for neighboring exhibitors.

Exhibitors are prohibited from projecting logos onto the ceiling, aisles, facility walls, or adjacent booths. Additionally, spotlights may not be mounted to the ceiling outside the exhibitor’s designated space. ViVE reserves the right to remove or disable any lighting that does not comply with these guidelines. Any costs associated with this action will be the responsibility of the exhibitor.

M 🐵

Material Handling

Choose your carrier carefully. Be sure your carrier can deliver to a loading dock and obtain delivery confirmation. Some carriers have delivery restrictions that may result in delays or additional charges.
Personal vehicle (POV) deliveries may be subject to Material Handling fees. Please review the Union Regulations before bringing materials to the venue.
Package your shipment properly. Loose or unpackaged items cannot be accepted at the advance warehouse. Shipments should be crated, palletized, or securely packaged.
Avoid additional fees. Late warehouse arrivals, off-target deliveries, overtime, and weekend deliveries may incur additional Material Handling surcharges.
Outbound shipments: Before leaving the show, complete a Material Handling form at the T3 Expo Service Desk. All materials must be packed, labeled, and ready for shipment before submitting the form.
Carrier pickup deadline: All outbound carriers must check in by Thursday, March 18, 2027, at 10:00 AM. Shipments without prior arrangements may be rerouted through the official show carrier.
UPS/FedEx shipments: You must provide shipping labels for every package and schedule your own pickup. Shipments without labels or a scheduled pickup will not be collected. If the venue has a Business Center, it is recommended that small package shipments be taken there (additional facility fees may apply).

Media List

Media List release date coming soon!

Meeting Room Buildouts

Private meeting rooms that have custom buildouts must be pre-approved. Renderings, an EAC form, and a COI must be submitted to sponsors@viveevent.com no later than Friday, February 5, 2027.

The meeting room buildouts must be contained to the space inside the assigned room. Nothing is permitted to be built or placed outside the meeting room or in the hallway/public space. All buildouts must also adhere to the MCC meeting room rules & regulations.

Mother's Room

We will have a Mother’s Room with private pods available for nursing mothers who need a comfortable and quiet space. The room will be equipped with seating and essential amenities to ensure privacy and convenience.

Multi-Level Booths

Multi-level exhibits require prior approval by show management. You MUST submit a floorplan to scale with heights/width indicated on each structure and hanging sign to ViVE show management (sponsors@viveevent.com) for approval 60 days before move-in.

P 🍐

Parking

The MCC parking garage is a three-level, covered structure with 1,800 spaces, accessible from three entry points. The garage is monitored 24/7/365 by closed-circuit cameras and roving security. Valet parking is available on the third level (upon request and with advance notice). Handicap accessible parking is located on each of the garage’s three levels, next to the elevators. Electric vehicle (EV) charging stations, operated under the Blink Network, are located on each level of the garage for a total of nine (9) stations. Parking rates apply for all available spaces.

Power

Power is not included with custom/space only exhibit spaces (does not apply to turnkey packages). Power must be ordered separately from Event Service Electrical. All power cords must be confined to the Exhibitor’s space. Exhibitors are not permitted at any time to run power cords across or underneath the exhibit hall aisle carpet or any area outside of their allocated space.

Promotional Materials/Activities

All promotional materials/activities must be confined to your booth and/or meeting space. Exhibitors are not permitted to distribute promotional materials in any areas outside of their allocated space without prior approval from ViVE.

R ☔️

Rainprotection

To help streamline event participation and ensure compliance with venue requirements, ViVE provides liability insurance coverage for qualifying exhibitors based on booth type. Coverage is automatically included and meets all ViVE 2027 insurance requirements, eliminating the need to secure and submit your own compliant event insurance and simplifying the exhibitor onboarding process.

Booths Covered:

Booth Packages - Viosk, 10x10, 10x20, 20x20 & 20x30
Meeting Cubes - 10x10, 10x20 & 20x20
Meeting Pods
Kiosks - Standard & Premium
Startup Parent Pavilions

Registration

Every attendee must be registered and is required to wear a ViVE badge in order to access any part of the ViVE event, including sessions, meal functions, networking receptions, meeting rooms, and the show floor. Anyone who requires access to your booth during show hours must be registered for ViVE.

Rigging

Music City Center is the exclusive provider of rigging at ViVE 2027. For assistance, please reach out to the venue by emailing james@cprigging.com or calling (615) 401-1331.

Rules and Regulations

Exhibitors must abide by ViVE's Exhibitor Rules and Regulations.

S 🍓

Sampling (food and non alcoholic beverages)

Sample food and/or beverage products may not be distributed by sponsoring organizations except upon written authorization by our exclusive catering partner. Sampling is permitted only for vendors who normally produce or sell the product sampled. Such samples must comply with the established sample size policies.

Please reach out to jenny.brewer@nashvillemcc.com for further details.

Selling Products or Services

Selling exhibited products or services will not be permitted. At no time may the exhibit or product display be altered to fulfill a transaction. No signage or advertising of product pricing will be allowed. ViVE reserves the right to prohibit the sale of any product for any reason.

Service Animals

Pets or other animals are not permitted in the building, excluding service animals or those approved as part of an exhibit, activity, or presentation legitimately requiring the use of animals.

The ADA defines a service animal as any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability. If they meet this definition, animals are considered service animals under the ADA, regardless of whether they have been licensed or certified by a state or local government.

The care or supervision of a service animal is solely the responsibility of their owner.

Shipping

Advance Shipments to T3 Expo Warehouse Address

Information coming soon!

Direct Shipments to Show Site Address

Information coming soon!

Signage

Hanging signs/banners are only allowed above booths that are 20’x20’ (400 square feet) or larger.

Hanging signs/banners may not exceed the length of any side of your booth space or hang over the common aisle space. The top of any hanging banner may not exceed the maximum height restriction of 20’ high.

To facilitate exhibitor move-in, hanging signs MUST be shipped in advance to T3 Expo’s warehouse using the custom hanging sign labels found on the Access Times & Shipping page. Hanging signs will not be accepted onsite.

Exhibitors are not permitted to display signage in any areas outside of their allocated booth/meeting space without prior approval from ViVE. No outside decor or signage is allowed to be affixed to the physical kiosk structure. The use of pop-up banners is prohibited on the show floor and in the public space at all times.

Stay on track with Your Sponsor Portal! Keep up with important deadlines and tasks by reviewing your Sponsor Portal. Check your task list here.

Sound

Sound must be maintained at a level that is not disruptive or determined to be offensive to neighboring exhibitors.

T 🐯

Timetable

See here for details about event access and timings.

V 🧛🏻‍♀️

Vaccines

If you intend to host a vaccination station, please note that there are specific pre-show requirements that must be met for approval.

Videography/Photography

If you wish to have your own videographer/ photographer onsite capturing activity on your booth, this is permitted, provided they are in possession of a valid ViVE pass. Please note that it is not permitted to film/ photograph away from your booth, or to capture ViVE content on the stages, etc.

Vehicles

Vehicles that are to be brought into the facility must be pre-approved by show management, and the Music City Center. All require individual permits and Fire Marshall approval. Any approved vehicle that remains in the exhibit hall as part of a display must conform to all fire regulations. See Exhibit Hall | Fire Marshal Requirements on page 8. No vehicles may be displayed or driven in the lobby or prefunction areas of MCC.

Venue regulations

Please refer to the MCC's Planning Guide for venue-specific regulations and guidance.

Questions? Contact Us: sponsors@viveevent.com.