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 18-20, 2014, 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 5, space permitting, with payment due September 19, 2014. For information on being a conference partner, please e-mail 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 18 Exhibit Hall Set-up by National Expo 8:00 a.m. – 12:00 p.m. 
  Exhibit Hall Set-up by Exhibitors 12:00 p.m. – 4:00 p.m.
  Exhibit Hall Open 4:00 p.m. - 6:00 p.m.
Wednesday, November 19 Exhibit Hall Open 10:00 a.m. – 4:30 p.m.
  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 2013 conference attracted more than 750 participants.

Marketing Opportunities

  • Advertising Opportunities
    Several advertising opportunities exist for both exhibiting and non-exhibiting organizations.
    Deadline to submit print ad: September 5, 2014.
    Deadline to submit bag stuffer item and online ad: November 1, 2014.
  • Partnerships
    Partner packages are on a "first come, first serve" reservation system and are limited to ONE partner package per company until August 31, 2014. After September 1, companies may reserve additional partner packages if available.
  • Attendee List Order Form
    Exhibitors may order a list of attendees who gave permission for their contact information to be released. Permission is given, on average, by 70% of the attendees.
  • Door Prizes
    We are planning two big door prize drawing events for the attendees and would greatly appreciate your assistance. The first one will be on Wednesday, November 19, during the afternoon break and the other on Thursday, November 20, at the end of the closing session. 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 the drawings by submitting your door prize information.
  • 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.
    • Download the Game Card (PDF) - Available November 1, 2014

  • List of Charter Schools in Florida

Facility Information

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, 2014.

  • 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 18, 2014. Booths may not be taken down until 4:30 p.m. on Wednesday, November 19, 2014.

Caribe Royale loading dock map
Click for larger PDF.

Incoming Shipments

To reduce the "where's my booth shipment" anxiety on set up day if you are shipping booth material, please send your shipment to National Expo's warehouse in Orlando by Friday, November 14, 2014. Shipments can be received starting October 17, 2014.

National Expo will deliver your shipment to your booth in time for set up. Please refer to National Expo's service kit regarding the material handling fee incurred for all shipments.

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

National Expo offesr ABF as the onsite shipping company. Visit the National Expo service desk to make arrangements with the staff by filling out a Bill of Lading and they will schedule the pick-up for you.

Exhibitors using a shipping service other than National Expo's ABF must arrange their own pick-up and will be responsible for labeling and pick-up arrangements of their individual boxes.

PRIOR TO DEPARTURE: Any exhibitor shipping boxes to be picked up on Thursday, November 20, 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 19, 2014, will be allowed a refund less a $200 administrative fee. Cancellations after that date will be charged the FULL fee. Refunds for credit card payments made after 120 days from original transaction will be refunded by check.

  • Additional Exhibitor Representatives
    Each booth reservation provides complimentary registration for up to three exhibitor representatives. Additional representatives are $50 each. Changes after November 1 will be handled onsite.
  • Reserve a Booth
    The deadline to secure a booth is September 5, with payment due September 19, 2014.

Sold Out
Please email planner@charterschoolconference.com
to be placed on the waiting list.

  • 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.

The survey will be available November 20, 2014.

 

 

October 30, 2014

2014 Conference Home

General Information

Hotel Reservations

Conference Schedule

Exhibitor Handbook Home

Booth Information

Exhibit Schedule

Conference Audience

Marketing Opportunities

Facility Information

Exhibit Hall Contractor

Move In & Out

Incoming & Outgoing Shipments

Booth Reservation Information

Questions

Resources

Exhibitor Survey

Map of the Exhibit Hall

Corporate Partners

Exhibitors

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