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Exhibitor Handbook
Welcome
The Florida Department of Education's Office of Independent Education and Parental Choice is pleased to announce the Florida Charter School Conference will be held November 19-21, 2013, in Orlando at the Caribe Royale.
Providing conference attendees the chance to connect with companies like yours is an important part of the overall conference experience. Your company is invited to support the conference by reserving a booth in the exhibit hall. Booth reservations will be accepted online until September 6, space permitting, with payment due September 20, 2013. For information on being a conference partner, please contact Noelle Bonard.
We hope you make the choice to exhibit at this year's conference. See you in Orlando!
The Florida Charter School Conference Team
Booth Information
Booth rate: $850 per 8' deep x 10' wide space
Fee includes the following:
- 8' deep x 10' wide carpeted booth areas with 2' x 6' draped table and 2 chairs
- Pipe railing, 8' high curtain back wall, and 3' high curtain side dividers
- Identification sign listing company name
- Descriptive listing in the Program book
- One conference program book
- Three exhibitor representative registrations which include meal events and entrance to all sessions
Any additional needs, such as electricity, Internet, A/V, Food & Beverage, are at the exhibitor’s expense. Please see below for service providers.
Exhibit Schedule
| Tuesday, November 19 |
Exhibit Hall Set-up by National Expo |
8:00 a.m. – 12:00 p.m. |
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Exhibit Hall Set-up by Exhibitors |
12:00 p.m. – 4:00 p.m. |
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Exhibit Hall Open |
4:00 p.m. - 6:00 p.m. |
| Wednesday, November 20 |
Exhibit Hall Open |
10:00 a.m. – 4:30 p.m. |
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Exhibit Hall Break Down |
4:30 p.m. – 6:00 p.m. |
Security will be provided overnight.
• Full Conference Schedule
Conference Audience
The Florida Charter School Conference draws attendees from charter schools across the entire state. Participants include charter school authorizers, operators, administrators and educators. The 2012 conference attracted more than 750 participants.
Marketing Opportunities
- Advertising Opportunities
Several advertising opportunities exist for both exhibiting and non-exhibiting organizations. Available starting May 1.
Deadline to submit ad: September 6, 2013.
- Partnerships
There are limited number of partner packages available.
Will be available for reservation starting June 1.
- Attendee List Order Form
Exhibitors may order a list of attendees who gave permission for their contact information to be released. Available starting October 1.
- Door Prizes
We are planning a big door prize drawing event for the attendees on Thursday, November 21, at the end of the closing session and would greatly appreciate your assistance. You are also welcome to do your own door prize drawings from your booth during exhibit hall hours. Please let us know if you would to be part of the big drawing by submitting your door prize information. Available starting October 1.
- Exhibit Hall Game Card
For the past several years, an Exhibit Hall game card has been included in the participants' bags. It is our way to encourage attendees to visit all the exhibitors.
Will be available starting October 1.
- Download the Game Card (PDF)
- List of Charter Schools in Florida
Facility Information
- Catering
Luisa Guilarte, Convention Services Manager
407-238-8422
lguilarte@cariberoyale.com
- Internet
Please email Noelle Bonard by Friday, November 8, to order wireless Internet access.
- Electrical Services
Edlen Electric
Download Electical Order form
- Audio Visual Services & Equipment
American Audio Visual
Kristen Davis
407-888-8300
Download AV Order form
- Onsite Business Center
For your convenience, the Caribe Royale has two Business Center locations: the Reception Building (open 24 hours) and the Grand Caribe Convention Center.
- Parking
Parking is free. Please email Noelle Bonard if your vehicle needs special parking arrangements.
Exhibit Hall Contractor
National Expo, www.natlexpo.com, is the official general services contractor for the conference. They will be sending each exhibitor's booth contact an e-mail 4-6 weeks before the event with directions for ordering booth items.
Please e-mail customerservice@natlexpo.com if you do not receive your National Expo welcome e-mail by October 15, 2013.
- Shipping
- Drayage and Material Handling
- Freight Services Information
- Floral/Plant Rental
- Furniture Rental
Move In & Out
Exhibitors must use the loading dock at the back of the convention center to move in and out. Loading in and out by way of the front door is prohibited by the hotel. Booths need to be ready by 4:00 p.m. on Tuesday, November 19, 2013. Booths may not be taken down until 4:30 p.m. on Wednesday, November 20, 2013.
Click for larger PDF.
Incoming Shipments
To reduce the "where's my booth shipment" anxiety on set up day, please send your shipment to National Expo's warehouse in Orlando by Friday, November 15, 2013. Shipments can be received starting October 15, 2013.
National Expo will deliver your shipment to your booth in time for set up.
Warehouse shipping address:
FCSC - "Your Company Name - Booth #"
C/O National Expo c/o ABF Freight System
3732 Bryn Mawr Street
Orlando, FL 32808
The hotel will NOT accept shipments to the exhibit hall. All exhibitor shipments must be sent to the National Expo warehouse. Deliveries to individual sleeping rooms will incur a $25 fee for every hundred pounds.
Outgoing Shipments
PRIOR TO DEPARTURE: Each Exhibitor must arrange pick-up with an outside shipping service and will be responsible for labeling and pick-up arrangements of their individual boxes.
Any exhibitor shipping boxes to be picked up on Thursday, November 21, must provide the following to the convention services manager prior to departure as proof of scheduled pick-up:
- Name of Shipping Company
- Date of Expected Pick-up by Shipping Company
- Number of Packages to be Picked Up by Shipper
- Location of Packages in the Hotel in order to direct shipper when picking up
- Pick Up Number provided by Shipping Company
Pick-up Times:
- UPS: Must call for a pick-up
- FedEx: last pick-up at 4:30 pm, Monday - Friday
Booth Reservation Information
- Rules & Regulations
Please read the Rules & Regulations before reserving booth space.
- Cancellations
Cancellations made on or before September 20, 2013, will be allowed a refund less a $200 administrative fee. Cancellations after that date will be charged the FULL fee.
- Additional Exhibitor Representatives
Each booth reservation provides complimentary registration for up to three exhibitor representatives. Additional representatives are $50 each. Please email Noelle any changes.
- Reserve a Booth
The deadline to secure a booth is September 6, with payment due September 20, 2013.
- Exhibit Hall Floor Plan
Exhibit space will be assigned by the conference coordinator in the order in which payments are received after Partners have made their booth selection.
PDF of the floor plan (PDF)
Questions
Still have questions? Please email Noelle at planner@charterschoolconference.com.
Resources
Promotional Items for booth give-aways and bag stuffers:
Adventures in Advertising: http://adventuresadv.mypromohq.com/
Exhibitor Survey
Please help us improve by completing the Exhibitor Survey after the event.
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