Everything you need to prepare for a smooth, intentional, and impactful presence at ScentXplore
Welcome
“This event is more than a showcase — it’s a space for real connection, sharp strategy, bold ideas, and scent at its most intentional.”
Your brand plays a vital role in that experience. This guide includes every key detail and tool you need to prepare for a smooth and impactful presence at the 8th edition of ScentXplore.
• Location & Hotels
• Scentxplore Contacts
• Scentxplore 2026 Event Theme
• Move-in & Move-out Schedule
• Material Handling & Logistics
• Diamond Exhibitors Space Build-out Guidelines
• Turnkey Booth Exhibitors Guideline
• Audio/Visual, Lighting & Power Distribution
• Wi-fi / Internet Access
• Cleaning Services
• Gift bags & Samples – Diamond & Platinum Exhibitors
• Exhibitor Access Badges
• Artwork Requirements
• All Exhibitors – Important Deadlines
• Additional Sponsorship Opportunities
Event Overview
CENTER415
415 5th Avenue
Between 37th & 38th Streets
New York, NY 10016
Subway lines: B · D · F · M · N · Q · R
Parking: nyc.bestparking.com
Discounted rates available through ScentXplore’s hotel partners.
NH Collection NY Madison Ave
Hotel Hendricks
Refinery Hotel
AKA Nomad
The Draper New York – Collection by Hilton
Exhibitors Booth & Logistics Coordination
Founder, ScentXplore
Head of Operations & Marketing
Head of Sales & Sponsorship Development
General inquiries: info@scentxplore.com
Fragrance is the most invisible of arts, yet the most enduring. A scent can outlast the hand that made it, carrying memory, place, and meaning across generations. This year, ScentXplore turns toward what perfumery leaves behind, and what it passes forward.
Heritage is the inheritance: the raw materials drawn from a particular soil, the techniques refined over decades, the houses built by those who came before. Legacy is what we choose to do with it. It is how each perfumer, each brand, and each wearer becomes a guardian of something larger than a single bottle.
We see fragrance as a continuum. The perfumer composes, the house preserves and reinterprets, and the wearer carries the scent into the world, completing a circle that began long before any of us and continues long after. No one creates alone. Every fragrance is a conversation between the past that shaped it and the future it will help define.
This edition, we invite exhibitors to make that lineage visible. Tell us where your story begins: the founder's vision, the ingredient that anchors your identity, the moment that set everything in motion. Show us how you honor what you inherited while leaving your own mark on the craft.
Transform your booth into more than a display. Let it become a living archive, a space where attendees can trace the thread from origin to creation to the hands that will carry it forward. Through intentional design, meaningful storytelling, and, above all, your fragrances, give visitors something they will remember long after they leave the room.
Because the most powerful legacies are not declared. They are felt, invisibly and lastingly, in every scent that endures.
The event runs across three days at CENTER415. Exhibitors must have their booths fully staffed at all times during event hours — booths must not be left unattended at any point. Please plan to have adequate staff coverage to allow for breaks and ensure continuous representation at the booth.
Move-in will take place exclusively through the side door on 38th Street at the freight lobby on the 38th Street side of the building. The freight elevator will be used along the designated "Delivery Path".
The use of passenger elevators for load-in is strictly prohibited.
*Event hours are subject to change. Exhibitors will be notified accordingly.
Please note: Exhibitors are required to have their booth staffed at all times during event hours. Booths must not be left unattended at any point. Please plan to have adequate staff coverage to allow for breaks and ensure continuous representation at the booth.
Any materials or boxes left in or around the exhibitor booth after the designated move-out time without proper shipping labels will be considered abandoned and disposed of as trash. The exhibitor will be responsible for all related removal and disposal costs, which may include dismantle labor, forklift labor, and/or dumpster fees.
Failure to comply with the designated move-out hours will result in overtime charges billed to the exhibitor, starting at $1,000 per hour.
Materials will be received, stored, and then delivered directly to the venue (to the designated booth) during move-in by the appointed event general contractor — FB International(rates/fees apply for this service). This ensures timely delivery and helps avoid delays on show days.
Hand-carried materials may be brought into the venue on move-in day. If a local exhibitor hires labor other than FB International, a non-official contractor 'Exhibitor Appointed Contractor' (EAC) Form must be completed in advance for approval.
Shipping receiving does not begin until September. Detailed shipping forms, warehouse address, deadlines, and material handling rates will be shared with all exhibitors ahead of that date. Please do not arrange any shipment until these documents have been provided.
To ensure smooth logistics and coordinated handling, there is a set allowance for the quantity and size of product boxes each exhibitor may bring into the event, based on participation tier. Allowances are maximums, not requirements.
All exhibitors must contact our team for approval prior to making any shipment arrangements. Shipments that have not been pre-approved may be declined upon arrival.
Materials arrival deadline: September 14 – October 2, 2026
Product receiving services will begin in September. Advance service forms and labels will be provided ahead of time for submission.
All exhibitors must contact the team for pre-approval before shipping. If not confirmed by the due date above, the Standard Material Services Rate will apply.
Materials arrival deadline: October 3 – October 23, 2026
Freight received after October 23 will incur a 25% late handling fee. FB International is not liable for any shipment received after October 23, 2026.
Please check the allowed maximum boxes/weight section for your tier.
Hand-carried materials may be brought in directly on move-in day. If you hire labor other than FB International, an EAC (Exhibitor Appointed Contractor) Formmust be submitted in advance for approval.
Exhibitors are responsible for their own equipment (dollies, hand trucks, carts, etc.) for products hand-carried during move-in and move-out. Should assistance be needed, it must be arranged in advance through FB International material handling services.
Larger items, such as furniture, may be accepted subject to FB International's terms and conditions.
FB International will receive, store, and deliver materials to the venue during move-in. Shipments exceeding the allocated limit will not be accepted.
Contact the team at exhibitors@scentxplore.comto confirm arrangements.
Please note: Any materials received by FB International are subject to material handling charges and are the exhibitor's responsibility. This applies to all items not ordered through the Official Show Vendors.
Please refer to the Inbound & Outbound Material Handling Forms for rates. Contact exhibitors@scentxplore.com to receive the forms.
To ensure consistency, safety, and smooth operations during build-out and teardown, all Diamond Exhibitors with raw space will be introduced to our official partner, FB International, for an initial consultation.
FB International is both a general/construction contractor and a full-service production company, offering in-house design, build, furnishing, and installation capabilities. With manufacturing facilities in New Jersey, and as a longstanding partner of Center415, they have a deep understanding of the venue regulations and logistics.
Should exhibitors choose to engage an alternative contractor (booth builds applies only for Diamond exhibitors), the following requirements must be met:
A completed and signed 'Exhibitor Appointed Contractor' Form must be submitted to our team by September 25th, 2026.
Proof of insurance meeting venue insurance requirements. Production vendors will not be permitted on the premises if COI has not been received by October 2nd, 2026.
Diamond exhibitors planning custom builds must submit detailed renderings with dimensions to ScentXplore for review by no later than September 25, 2026. In addition, exhibitors must provide a detailed move-in and move-out schedule, including delivery of materials, equipment, installation activities, and dismantling plans in advance.
All activities must comply with the designated move-in and move-out procedures and hours established by ScentXplore. Exact move-in hours will be defined by FB International. Move-out hours are the standard hours on Sunday, November 8th, from 8:00 am to 11:00 am.
A signed agreement holding the organizer and venue harmless for any damages caused by your contractor.
Full names and roles of all staff working on your booth installation and dismantle.
Primary onsite contact information for coordination during setup and event days.
These documents must be submitted and approved by the deadlines, prior to any contractor gaining access to the venue.
Failure to comply with these requirements may result in delays, denied entry for your contractor, or additional charges.
Diamond Exhibitors with raw space will participate in an initial consultation with the event's designated production partner to review booth plans, venue requirements, and build specifications. Should the Exhibitor elect to engage an external general contractor following this consultation, the contractor must comply with all requirements, deadlines, insurance provisions, and operational guidelines set forth below:
All booth walls, structures, signage, branding elements, and any installed or suspended components within the booth structure must not exceed 10 feet (10'0") in height, measured from the floor to the highest point of the element. Walls or structures exceeding 10 feet are not permitted.
Exhibitors are responsible for ensuring their build — including any contractor-fabricated elements — complies with this limit. Any structure exceeding 10 feet may be required to be modified or removed at the exhibitor's sole cost, and ScentXplore and the venue reserve the right to deny installation of non-compliant builds.
Laminated graphics applied to the venue's walls or floors may not be produced or installed by an exhibitor's outside contractor. Any laminated graphics on the walls or floor must go through the venue's required graphics partner.
If your booth project includes laminated wall or floor graphics, you must contact the ScentXplore team first to obtain a quote before proceeding. Do not arrange this work with your own contractor.
Any items placed on the venue's walls or floor may only be affixed using blue painter's tape — no other adhesive is permitted on any venue surface.
Non-adhesive carpet is permitted and may be used within your booth space.
Only blue painter's tape is permitted on walls and floors. No other adhesive — including gaffers tape — may be used on any venue surface.
Violations carry a fine starting at $500 depending on the severity of damage. No drilling into walls or ceilings is permitted without prior approval, and damage charges may apply.
Any booth construction or alterations must be performed by licensed contractors carrying Commercial General Liability insurance (Primary and Non-Contributing), with coverage that does not exclude injuries to the contractor's own employees.
If temporary walls obscure existing fire EXIT signage, the exhibitor must supply additional EXIT signs consistent with the approved venue layout.
Booths must remain within the exhibitor's assigned footprint; using space outside the assigned area will incur additional fees. Exhibitors and their vendors may not use venue ladders or scissor lifts and must supply their own equipment and labor.
Any production or build vendor an exhibitor engages (for any work within their booth space) other than FB International must submit a Certificate of Insurance listing the required additional insureds.
Vendors without a COI on file will not be permitted on-site for load-in. Please see Section 2 and/or Section 4 of this guideline for the respective information pertaining to each booth tier.
The following are strictly prohibited at all booths:
Nothing may be shipped to the venue directly. All booth materials, equipment, and property must be arranged and notified to the ScentXplore team prior to shipment.
All booth materials, equipment, and property must be removed at the end of the event — anything left behind without written approval will be charged. Booth areas must be left free of trash; excessive cardboard or wood disposal may incur additional garbage fees.
Venue WiFi supports only a limited number of devices. Exhibitors who need additional reliable connectivity for payment systems, displays, or interactive elements should plan to arrange their own or contact the ScentXplore team for additional internet services.
The use of passenger elevators for exhibitor load-in is strictly prohibited. Any products, materials, displays, or equipment related to booth setup must be brought into the venue via the designated freight elevator located on 38th Street.
Exhibitors are responsible for providing their own equipment and personnel for handling any products or materials that require the use of dollies, hand trucks, carts, pallet jacks, or other material-handling equipment during move-in and move-out.
Should an exhibitor require assistance, such services must be arranged in advance through FB International and comply with the established material handling deadlines.
All turnkey booth packages include the booth structure and standard production elements. The booth structure is standardized and may not be altered, modified, reconfigured, dismantled, or otherwise changed by the exhibitor or any third party.
FB International offers a wide range of additional services, including custom graphics, furniture rentals, shelving modifications, and other booth enhancements for exhibitors wishing to further customize their space within the approved booth configuration.
Any additional elements, décor, furnishings, floral arrangements, or services that require the involvement of a third-party vendor other than FB International and not contracted by ScentXplore and/or Center415 — the exhibitor must notify the ScentXplore team in advance for review and approval.
To ensure consistency, safety, and smooth event operations, the following information must be submitted no later than September 25, 2026:
A completed and signed 'Exhibitor Appointed Contractor' Form must be submitted to our team by September 25th, 2026.
A detailed description of the proposed activation, installation, or service, including its purpose and operational requirements.
Images, renderings, dimensions, technical specifications, and placement details for all proposed elements.
Company name, primary contact, email address, and phone number of the third-party vendor.
A valid Certificate of Insurance meeting venue requirements must be submitted no later than September 25th, 2026.
Any special delivery, installation, storage, or dismantling requirements associated with the activation. This must be coordinated in advance for review and approval by the ScentXplore team.
Full names and roles of all vendor personnel requiring access to the venue.
Primary onsite contact information for coordination during setup and event days.
All proposed activations, vendors, and installations are subject to review and approval by ScentXplore and Center415. Approval is not guaranteed.
No third-party vendor, installation crew, or activation provider will be granted access to the venue without prior approval from ScentXplore and submission of all required documentation.
Failure to comply with these requirements may result in denial of the proposed activation, denied venue access for the vendor, removal of unauthorized elements, and/or additional charges.
Center415 has a designated and exclusive A/V and lighting provider for all audio, visual, lighting, rigging, and power distribution services within the event space.
One dedicated power drop. Additional devices may be distributed via the provided power strip.
One power drop. Additional devices may be distributed via the provided power strip.
Exhibitors wishing to install special lighting, TV screens, monitors, audiovisual equipment, or other custom electrical installations within their booths must coordinate these services through the venue's exclusive A/V provider, Sound Investment AV. These services may not be contracted through outside vendors and must be executed by Sound Investment AV.
Any additional costs associated with these services are the responsibility of the exhibitor.
For inquiries or to arrange services, please contact our team at exhibitors@scentxplore.comand we will connect you with a representative from Sound Investment AV.
General cleaning of aisles and common areas will be provided by the venue during event days. Exhibitors are responsible for maintaining the cleanliness and organization of their individual booth spaces, including the removal and proper disposal of packaging materials, boxes, promotional materials, and other debris.
Venue cleaning personnel are not authorized to handle exhibitor property, move exhibitor materials, or clean booth surfaces, displays, furniture, or merchandise without the exhibitor's consent. Exhibitors are therefore responsible for ensuring their booth remains clean and presentable throughout the event.
Should the exhibitor require additional or special booth cleaning services (e.g., vacuuming, equipment, furniture), these can be arranged at the exhibitor's expense through the venue's designated cleaning staff. Please contact our team at exhibitors@scentxplore.comand we will connect you with the appropriate Center415 cleaning services.
At the end of the event, booths must be left in clean condition and free of trash or excessive materials. Additional cleaning fees may be charged if a booth is left in a state that requires extra cleanup.
Center415 requires paid internet access. To ensure reliable connectivity for all exhibitors, ScentXplore has arranged complimentary high-speed Wi-Fi for one (1) POS connectivity per exhibitor, as part of the exhibitor's participation package. This allocation is intended to support essential functions and general booth operations.
Should the exhibitor require high-speed Wi-Fi connectivity for additional devices, the option to purchase extra access is available through Center415's internet service provider.
Standard Wi-Fi connectivity will be available to all attendees throughout the event.
NV Events — Internet: For inquiries or to arrange additional connectivity, please contact our Exhibitors & Sponsor Coordinator at exhibitors@scentxplore.com.
Diamond, Platinum and Spotlight Loungeexhibitors are requested to contribute samples for inclusion in the attendee gift bags.
Gold and Silver exhibitors may have samples available at their booth for distribution by their team.
Providing samples is one of the most effective ways to drive attendee engagement and on-event or post-event sales. Each attendee receives a curated gift bag filled with exhibitor samples, giving them the chance to experience your products firsthand. Many attendees return to purchase full-size products from the brands they discover in these bags.
Each exhibitor is allocated a specific number of complimentary badges. Any badge requests exceeding the allotted quantity must be purchased and paid for in advance.
Exhibitors will receive a registration link closer to the event date to confirm the names of members and guests attending. Exhibitors are required to submit the names of all booth personnel and/or guests no later than October 29, 2026.
Badge requests received after this deadline cannot be guaranteed and may be subject to additional processing fees.
Exhibitors are strictly prohibited from requesting additional badges ON-SITE for team members, guests, or affiliates. Any approved additional badges will be subject to applicable fees and must be arranged prior to the event.
Should an exhibitor wish to invite content creators, photographers, videographers, influencers, media representatives, or other special guests to assist with or participate in their activation, these individuals must either:
Individuals who are not registered and approved prior to the event may be denied access to the exhibition floor.
All booth members and guests must be registered in advance by the due date and badged for access to the exhibition floor. Only staff and/or guests included in the final confirmed list will be granted access to the event.
Exhibitors are prohibited from inviting or adding additional staff or guests on-site during event days — additional badges must be purchased in advance.
Files must be named using the show name, exhibitor name, booth number, and art size, in that order.
Example: ScentXplore 2026-ArtPerfume-S1-289x284
Wall graphics
Wall graphics
Wall graphics
Wall graphic
Important: For dimensions, please check your booth tier graphic templates provided by the ScentXplore team.
All images embedded, all fonts outlined. Resolution 120–150 DPI.
Flattened, single-layer artwork. Resolution 120–150 DPI.
Only for cut vinyl production (stickers).
Files must be submitted to info@scentxplore.comvia WeTransfer.com (preferred) or other FTP site by no later than October 2nd.
Spelling, grammar, layout, and overall brand presentation are the sole responsibility of the submitting exhibitor.
The ScentXplore team will receive the submitted files and forward them to FB International for production. FB International will review files for correct proportions based on the ordered item, appropriate color profile, and final print resolution.
Please note: Neither ScentXplore nor FB International will review or comment on spelling, grammar, design, branding, or pixelation issues contained within the submitted artwork.
In addition to your booth presence, ScentXplore is offering tailored sponsorship opportunities designed to elevate brand visibility and engagement throughout the event. From premium branding placements to exclusive activations, these options allow you to stand out and connect with attendees in meaningful ways beyond the exhibit floor.
Wall and/or window graphics throughout CENTER415 for maximum dwell-time visibility.
Sponsor a curated coffee cart experience and have your brand present at every break.
Keep attendees refreshed with your brand front and center across the floor.
Create a branded touchpoint in high-traffic areas throughout the event space.
Keep attendees powered up and your brand top of mind with sponsored charging stations on the event floor.
For a detailed overview of available sponsorships or to discuss a custom package, please contact our Exhibits & Sponsors Coordination team.
