Speaker Presentations are now available!
Educational Posters are now available!
Conference Photos are now available!
Conference Program Book (PDF)


Become an Exhibitor

The annual Florida Small Farms and Alternative Enterprises Conference is an outstanding opportunity for your company or organization to connect with your target markets. Exhibitors at past conferences have been exceptionally pleased with their experiences. In 2011, 100% of the exhibitors surveyed say they reached their target audience! In fact, 99% percent of responding exhibitors said they would be back for the next conference!

With the expansion of the educational program to Friday, the Florida Small Farms and Alternative Enterprises Conference anticipates having over 800 attendees, including small family farms, transitional farmers, beginning farmers, experienced farmers, allied-industry representatives, educators, researchers, policy makers, small farm commodity associations, foundations, and others interested in continuing to strengthen the small farm community in Florida.

Once again, this conference is big enough to make exhibiting worthwhile, but small enough to build meaningful and personal relationships.

Setup, Show & Removal Times Exhibit Space Options Registration & Staffing Exhibit Hall
& Diagram
Rules and Regulations
Confirming Exhibit Space Reservation Cancellation & Refund  Electricity Internet Official Exhibit Service Contractor
-- Kit Now Available
Deadlines Exhibitor Listing Exhibit Room
Floor Plan
Questions RESERVE SPACE NOW*

* We are delighted you wish to reserve a booth for this event. Advance booth reservation is closed. Please contact Mandy Stage regarding booth availability.  Thank you!

Setup, Show Times and Removal

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   July 27 (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 July 27 (Friday) 5:00pm — 7:00pm Exhibitors should remove materials only after closing of the show. There is no show on Sunday.
July 28 (Saturday) 7:00am — 4:30pm
MOVE-OUT July 28 (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 July 27 – July 29, (Friday through Sunday) See Agenda
No exhibitor shall have the right to pack and/or remove materials prior to the closing of the show.

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Exhibit Space Options

Option #1: 10' deep x 10' wide exhibit space
         $600.00 without electricity
         $660.00 with five (5) amps electricity - Edlen Electric Regulations
*Exhibitor reserving space after 6/1 deadlines:
- We will include your description in the program book as long as the print deadlines allows;
- You have the opportunity to register your complimentary representatives through the online form, directly after reserving exhibit space.

Includes:


Option #2: 10' deep x 20' wide exhibit space (linear booths only)
          $1,000.00
*Exhibitor reserving space after 6/1 deadlines:
- We will include your description in the program book as long as the print deadlines allows;
- You have the opportunity to register your complimentary representatives through the online form, directly after reserving exhibit space.

Includes:


Option #3: Non-profit Educational Organizations Only* - 10' deep x 10' wide exhibit space
          $275.00 without electricity
          $335.00 with five (5) amps electricity (Edlen Electric Regulations)
*Limited to one per organization; this is a much reduced rate and only a limited number are available
*Exhibitor reserving space after 6/1 deadlines:
- We will include your description in the program book as long as the print deadlines allows;
- You have the opportunity to register your complimentary representatives through the online form, directly after reserving exhibit space.

Includes:

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Exhibitor Registration & Staffing

ALL exhibitors must be either a conference attendee or an exhibitor representative wearing a floor badge.

Complimentary conference registration is available for main exhibitor(s): At least one conference attendee registration is provided complimentary with each exhibit package. Refer to the exhibit space options for the designated number of complimentary registrations. The conference attendee registration provides access to the Friday evening reception, Friday-Sunday’s educational program, Saturday’s lunch and social, and Sunday’s breakfast. It does not include pre-conference/optional events. Deadline to register complimentary is June 1.

Option to purchase additional exhibitor representative floor badges: Each exhibit space reservation also provides the opportunity to purchase exhibitor representative floor badges. For flexibility, the badge will list your organization only (no personal name), and may be exchanged between representatives during the course of the day if desired. The floor badge allows access only to the exhibit floor. It does not include the educational sessions, Saturday lunch, Saturday social or Sunday activities. Refer to the exhibit space options for the designated number of exhibitor rep. badges available with each package. Lunch and/or social tickets with exhibitor rep. badges are available if pre-purchased by June 1. Due to advance guarantee requirements, tickets are not available after this date.

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Exhibit Hall DiagramExhibit Hall & Diagram

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 diagram (pdf)

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Rules and Regulations

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.

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Reserve Exhibit Space

Before you begin the reserve exhibit space process, please be prepare to respond to the following:

  1. The person completing the application must be authorized to bind their organization to the Exhibitor Rules and Regulations governing the conference. If you do not have the authority to bind your organization to Exhibitor Rules and Regulations please contact Mandy Stage at mstage@ufl.edu for more information so that we may better assist you and your organization.
  2. Provide the full contact of the person from your organization to receive exhibit information and the exhibitor kit for the conference. It will be included on the website as the point of contact for interested customers and clients. Note: This does NOT register the primary contact for the conference or exhibit floor. The opportunity to register exhibitors directly follows the space reservation process.
  3. List of all items you plan to exhibit. This is for internal purposes only and not for promotion.
  4. This action is Recommended - Provide a brief summary (approximately 30 words) about your organization or business to be included on the website and the onsite program for the conference participants. There is no need to repeat website or primary contact information as it will be included. We recommend you have this summary prepared before completing this application to easily copy and paste in the designated area. (Please note space must be paid for by June 1, 2012 to be incorporated in the onsite program).  Click here for an example of a summary (generic).
  5. This action is Optional - Indicate competing companies to avoid their placement directly next to your display.
  6. This action is Optional - Indicate three options for your booths preferred location. Refer to the exhibit diagrams page for assistance. (This option is no longer available)
  7. This action is Optional - Register your complimentary conference attendee(s). Deadline is  June 1, 2012
  8. This action is OptionalPurchase additional exhibitor floor badges along with Saturday lunch and/or Social tickets. Deadline is June 1, 2012

*Exhibitor reserving space after 6/1 deadlines:
- We will include your description in the program book as long as the print deadlines allows;
- You have the opportunity to register your complimentary representatives through the online form, directly after reserving exhibit space.

We are delighted you wish to reserve a booth for this event. Advance booth reservation is closed. Please contact Mandy Stage regarding booth availability.  Thank you!

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Confirming Exhibit Space Reservation

Full payment must be received to confirm space. 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.) A reservation for space is not considered confirmed until payment is received. Confirmation of booth assignment will be sent by June 15, 2012.

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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, 2012. No refunds will be issued for cancellations after June 1, 2012. Email notice of cancellation to: mstage@ufl.edu

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Electricity

If the wattage total is 500 or less (5 amps or less), take advantage of ordering the 5 amps option when reserving exhibit space. It is a $5.00 reduced price and saves you the hassle of completing and sending separate Edlen Order Forms.

If the wattage is more than 500 (more than 5 amps), you will need to order power directly through Edlen Electric.

When ordering electricity either with your booth or using the Elden Order form, be sure to read Edlen’s Regulation and General Information so that you are in compliance with their policies.

If ordering electricity, power is provided for the duration. It will be located at the back of the booth on the floor. Power is only a box outlet. You will need to bring an extension cord and possibly a power strip if connecting to more than one item. Keep in mind your total wattage.

If ordering Electricity directly through Edlen, July 11 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, we advise that you contact Edlen to confirm the order was received. Their contact information is located on the order form.

Click Here to Access the EDLEN ELECTRICAL ORDER FORM

Please contact Edlen Electric for questions about the order form. Their contact information is located on the order form.

The form will also be included in the exhibit kit provided closer to the conference by Exhibit Services.

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.

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Internet

Internet access may be ordered directly through the Osceola Heritage Park (OHP).

Orders should be placed at least 10 working days in advance (July 11).

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)

The OHP Internet Access order form will also be included in the exhibit kit provided closer to the conference by Exhibit Services.

Click Here to Access the OHP Internet Access Order Form

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Official Exhibit Service Contractor

Exhibitor Services Kit -- Now Available! -- CLICK HERE

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 11th.  

Material Handling*

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.

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Deadlines

Exhibitors - Please note these important deadline dates.

Also, please take a moment to review the exhibitor schedule and the conference agenda. It will help you to make your travel plans.

UPDATE
*Exhibitor reserving space after 6/1 deadlines:
    - We will include your description in the program book as long as the print deadlines allows;
    - You have the opportunity to register your complimentary representatives through the online form, directly
       after reserving exhibit space.

Please take a moment to review the exhibitor schedule, and the conference agenda.

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Questions

If you have any questions about exhibiting, please feel free to contact us.

Derek Barber
Exhibitor Co-Chair
Tel: 386-752-5384
Email: dlbarber@ufl.edu

Susan Kelly
Exhibitor Co-chair
Tel: 352-793-2728
Email: sakelly@ufl.edu

Mandy Stage
Conference Coordinator
Tel: 352-392-5930
Email: mstage@ufl.edu

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FL Small Farms and Alternative Enterprises Conference!
August 2-4, 2013
Kissimmee, Florida

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Deadlines

Accommodations Reservation Deadline
   June 26, 2012

Early Bird Special Registration
   July 9, 2012
Registration is required to this event.

Photo Recognition

Header photos have been provided courtesy of:
- UF, IFAS, ICS
- ARS, USDA
- N.C. A&T State University

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