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Exhibitor Handbook
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 14-16, 2011, in Orlando at the Doubletree Hotel at the Entrance to Universal Orlando.
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 Friday, September 2, space permitting, with payment due September 16, 2011. For information on being a conference partner, please review the Partnership packages.
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: $800 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 bag and 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
| Monday, November 14 |
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. |
| Tuesday, November 15 |
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.
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 2010 conference attracted more than 600 participants.
Marketing Opportunities
- Advertising Opportunities
Exhibiting companies who would like to advertise in the program book will need to complete the online form and non-exhibiting companies will need to contact Noelle Bonard. Advertisers are not required to have a booth.
- Partnerships
Partners are not required to have a booth. There are several partner packages available. Please contact Noelle Bonard for more details.
- Attendee List Order Form
Exhibitors may order a list of attendees who gave permission for their contact information to be released. Available here.
- Door Prizes
There will be multiple opportunities to distribute door prizes.
- 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 and receive a ticket for a door prize drawing.
- Auxiliary Events & Pre-conference Workshops
Several
pre-conference events will be taking place.
- List of Charter Schools in Florida
Facility Information
Order Deadline: Friday, October 21, 2011
- Catering
Dalton Morgan, Convention Services Manager
407-206-7044
- Internet
Dalton Morgan, Convention Services Manager
407-206-7044
$85 per wireless connection
Download Internet Order form
- Electrical Services
Edlen Electric
Louise Murray
407-854-9991
Download Electical Order form
- Audio Visual Services & Equipment
American Audio Visual
Kristen Davis
407-888-8300
- Onsite Business Center
The Self Service Business Center is conveniently located in the hotel lobby across from the South Tower elevators. It is open 24-hours.
- Parking
Parking is complimentary for conference participants who self-park. Valet Parking is $14.00 and Bus/ Motor Coach parking is $25.00.
The parking lot at the DoubleTree Hotel at the Entrance to Universal Orlando is gated. Please follow these directions to avoid the regular parking fee.
• If you are staying at the hotel, please check in before parking, as your room key will provide you access to the parking lot.
• If you are driving in for the day, proceed into the parking lot after taking a ticket at the gate, then take your ticket to the conference registration desk for validation.
Exhibit Hall Contractor
National Expo, www.natlexpo.com, requires password sent in confirmation email. Please email Noelle Bonard if you need the the information resent.
- Shipping
- Drayage and Material Handling
- Freight Services Information
- Floral/Plant Rental
- Furniture Rental
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 4, 2011. Shipments can be received starting October 1, 2011.
National Expo will deliver your shipment to your booth on Monday morning in time for set up.
Warehouse shipping address:
FCSC - "Your Company Name - Booth #"
C/O National Expo, Inc. / Exhibition Logistics
6800 Kingspointe Parkway, Suite 100
Orlando, Fl 32819
If you opt to ship directly to the hotel, you must contact the hotel to make arrangements as hotel charges will be charged to you. Shipments cannot arrive prior to the set up day and the hotel will not accept oversized shipments.
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 Wednesday, November 16, 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: last pick-up at 4:30 p.m.
- FedEx: last pick-up at 6:00 p.m.
Booth Reservation Information
- Rules & Regulations
Please read the Rules & Regulations before reserving booth space.
- Reserve a Booth
The deadline to secure a booth is September 2, with payment due September 16, 2011.
- Cancellations
Cancellations made on or before September 2, 2011, 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.
- 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 floorplan (279KB)
Questions
Still have questions? Please email Noelle at Noelle.Bonard@fldoe.org.
Resources
Promotional Items:
Adventures in Advertising: http://adventuresinadvertising.topbrandedproducts.com/
Exhibitor Survey
Please help us improve by completing the Exhibitor Survey after the conference.
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