|Setup, Show & Removal Times||Exhibit Space Options||Registration & Staffing||Exhibit Hall
|Rules and Regulations|
|Reserve Exhibit Space||Confirmation, Cancellation & Refunds||Electricity||Internet||Official Exhibit Service Contractor|
Refer to the conference agenda for detailed refreshment and break times in the exhibit hall.
The Friday opening reception will be held in the exhibit area giving attendees first option to leisurely visit with you. The Saturday Early morning refreshments and AM refreshment break will also be held in the exhibit hall making it the primary gathering place for attendees. There is also dedicated time in Saturday’s program strictly for visiting with exhibitors thereby providing ample opportunities for networking.
|MOVE-IN||August 2 (Friday)||1:00pm — 5:00pm||- For safety, children under the age of 18 will be prohibited from the floor during exhibit set-up.
- The opening reception begins at 5:00pm in the exhibit room. We recommend having setup completed by 5:00pm.
|HOURS OPEN||August 2 (Friday)||5:00pm — 7:00pm||- The Friday opening reception is 5:00pm-7:00pm.
|August 3 (Saturday)||7:00am — 4:30pm||- Saturday Early morning refreshments and AM refreshment break will be held in the exhibit hall making it the primary gathering place for attendees.
- There is dedicated time Saturday afternoon strictly for visiting with exhibitors. Refer to the conference agenda.
- Exhibitors should remove materials only after closing of the show. There is no show on Sunday.
|MOVE-OUT||August 3 (Saturday)||4:30pm — 6:30pm||- For safety, children under the age of 18 will be prohibited from the floor during exhibit dismantling.
- After breakdown, we invite you to join the conference networking Social. Refer to the conference agenda.
|LOCATION||OHP, Exhibition Building, Room A; Parking Decal Required|
|Conference||August 2-4, (Friday through Sunday) See Agenda|
Reservation Data - All exhibit space includes:
Option #1: 10' deep x 10' wide exhibit space
$600.00 without electricity
$660.00 with five (5) amps electricity - Edlen Electric Regulations
Option #2: 10' deep x 20' wide exhibit space (linear booths only)
Option #3: Non-profit Educational Organizations Only* - 10' deep x 10' wide exhibit space
$300.00 without electricity
$360.00 with five (5) amps electricity - Edlen Electric Regulations
*One non-profit space per organization.
ALL exhibitors must be either a registered representative or a floor badge only representative to gain entrance to the exhibit room.
Complimentary registration for main exhibitor(s): At least one registration is provided complimentary with each exhibit package giving access to the exhibit floor. The registration also identifies the representative as a conference attendee giving full access to conference functions in addition to the exhibit floor. This includes the educational sessions, Saturday’s lunch and evening social, and Sunday’s breakfast. Refer to the exhibit space options for the designated number of complimentary registrations. Registration deadline is 6/1/13
Option to purchase additional floor badges: Each exhibit reservation also provides the option to purchase floor badges for additional representatives. For flexibility, the badge identifies the organization (no names), to allow exchange between departing and arriving representatives on the exhibit floor. The floor badge allows access only to the exhibit floor and does not give access to any function outside of the exhibit floor. Refer to the exhibit space options for the designated number of floor badges available with each option. Saturday Lunch and/or evening social tickets may be purchased with each badge. Deadline to purchase is 6/1/13
The Exhibit Hall floor is concrete and not carpeted. Carpet is optional. Carpet will be available for rent through the exhibit services kit available closer to the conference. If desired, you may bring your own carpet if it meets fire code standards.
Click here to view or print the exhibit floor diagram (pdf). Please note diagram is static and does not indicate space reserved. It is provided as a reference to floor layout
Please print and read these Rules and Regulations. The person completing the online exhibit space reservation must be authorized to bind your organization to the Exhibitor Rules and Regulations governing the conference.
Before you begin the reserve exhibit space process, please be prepare to respond to the following:
|Click Here to reserve exhibit space online.|
Confirmation of Reservation
Exhibitors may indicate several desired space locations during the reservation process. Assignment will be determined based on sponsor and exhibit level of participation in past conferences, level of current participation, receipt of payment date, type of display and overall space demands. The organizers will use their best efforts to honor exhibitor preferences. However, the organizers reserve the right to make final assignments. Space will not be held without payment in full. Acceptable forms of payment are credit card, check or wire transfer. Wire transfer information is available on request. Make checks payable to UFLEF – (University of Florida Leadership & Education Foundation, Inc.)
The organizers reserve the right to rearrange the floor plan and to relocate exhibits as necessary to adjust the floor plan to meet the needs of the exhibitors, and to promote the overall success of the event. The organizers reserve the right to accept or reject any application for exhibit space and to approve exhibitor displays. Spaces cannot be assigned, sublet or otherwise disposed of without consent of the organizers. Any space not claimed and occupied by the end of show setup hours may be reassigned by the organizers without refund.
Confirmation of booth assignment will be sent by June 21, 2013.
Cancellation & Refund Policy
Cancellation must be made in writing to the UFLEF, and will result in the following refund policy: 75% of the amount paid will be refunded for cancellations made by June 1, 2013. No refunds will be issued for cancellations after June 1, 2013. Email notice of cancellation to: firstname.lastname@example.org
When the wattage total is 500 or less (5 amps or less), take advantage of ordering the 5 amps option with the exhibit space reservation It is a $5.00 reduced price and saves you the hassle of completing and sending separate Edlen Order Forms.
Power will be located at the back of the booth on the floor and is provided for the duration. Power is only a box outlet. Bring an extension cord and possibly a power strip if connecting to more than one item. Keep in mind your total wattage.
Any exhibit using electricity should read Edlen’s Regulation and General Information to ensure compliance with their policies.
Orders for wattage over 500 (more than 5 amps), must go directly through Edlen Electric.
If ordering Electricity directly through Edlen, July 18 is the deadline for advance rates.
Extension cords and power strips can also be rented through the Edlen Electrical Form provided in the exhibitor kit. Cost is about $20 to $27 depending on order.
IMPORTANT: If ordering electricity directly through Edlen, pleases follow-up to confirm the order was received. Their contact information is located on the order form. Also contact Edlen Electric for questions about the order form.
Click Here to Access the EDLEN ELECTRICAL ORDER FORM
Calculating Power Usage
Power is based on voltage, then on total wattage or amperage of your items. Common home/office equipment that plugs into a standard wall outlet will require 120 volt power. The wattage or amperage of the item is usually located on the back or bottom. Add the wattage of each piece. If power usage is rated in amps, convert into watts as follows: 1 amp = 100 watts. For lighting, add the total wattage of the bulbs. Add the equipment and lighting wattages together for the total power requirements.
Internet access may be ordered directly through the Osceola Heritage Park (OHP).
Orders should be placed at least 10 working days in advance (July 18).
Please note the last page of the order form, page titled “Road Runner, Acceptable Use Policy” should be signed, dated and sent to the Accounting Manager along with the order form.
For questions about internet connectivity, contact the OHP IT department. Their contact information is on the order form. (OHP IT Department Tel: 321-697-3351)
IMPORTANT: we advise that you contact the OHP to confirm the order was received. Their contact information is located on the order form. (OHP Accounting Manager Tel: 321-697-3334)
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
PHONE: 813-623-1163; FAX: 813-623-5913
Exhibit Services, Inc. (ES) is the Official Exhibit Services Company. As the exclusive material handling contractor for this event, exhibitors are to contact ES for shipping, freight, equipment and decoration requirements.
Roughly 45 days prior to the event, Exhibit Services will email confirmed exhibitors a website link to retrieve the exhibitor services kit. The kit will contain order forms to make final booth arrangements, including orders for shipping and handling, internet access, additional electricity (if greater than 5 amps or not ordered initially with booth) and orders for booth décor such as carpeting, plants, furniture or any other items you would like to rent for your exhibit. Once you receive the kit, we recommend you review the material handling and labor guidelines to avoid unexpected charges.
The deadline to make final booth orders is typically two weeks prior to the show. Tentatively the deadline for additional orders is July 18th.
ES will charge the following rates: $70.00 per hundred pounds with NO OVERTIME CHARGES IN OR OUT! There is only a 100 pound minimum. ES will receive advance shipments at the advance warehouse until the day before ES move-in date without any late fees to exhibitor. Special Handling shipments are assessed a 25% additional handling fee. Shipments that arrive at the advance warehouse after the day before ES move-in date will be charged a late fee of 25% of drayage charges or a $105.00 delivery fee, whichever is greater.
* Please note the Osceola Heritage Park is not equipped to receive shipments, hold packages, or coordinate outbound mailing for exhibitors. Exhibitors may hand carry in their own materials. Exhibit Services has exclusive right to use all loading areas and entryway. All subcontracts, exhibitors and drivers must coordinate their movements through ES. Questions regarding the above should be directed to the ES.
ES will maintain a drayage service to provide the follows services for exhibitors:
a: Receive freight and store 30 days in advance of show move-in
b: Deliver freight directly to exhibitors’ booth
c: Remove and store empty containers & return at close of show
d: Load & reforward shipments at conclusion of show
e: Maintain system to track and locate shipments
Click here to view the Drayage FAQ, provided courtesy of exhibit services.
Exhibitors - Please note these important deadline dates.
If you have any questions about exhibiting, please feel free to contact us.
| Derek Barber
|UF/IFAS Office of Conferences and Institutes
This site is designed and maintained by the UF/IFAS/OCI Webmaster.
Abstracts for Educational Posters
June 7, 2013
Accommodations Reservation Deadline
July 1, 2013
Early Bird Special Registration
July 12, 2013
Registration is required to this event.
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Conference photos provided courtesy of UF, IFAS, ICS