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:

• Draped 8’ high back wall and two draped 3’ high side dividers
• One 6' skirted display table, two folding chairs and one wastebasket
• One 7" x 40" identification sign with company name, city, state and booth number
• Brief description in the Florida Small Farms and Alternative Enterprise program if space is contracted and paid by June 1, 2012
• Post-conference list of participants sent within three weeks after the event. The list will include primary attendee name, organization and mailing address. Email address will be optional and included if permitted by the conference attendee.
• TWO complimentary conference attendee registrations giving access to all conference functions for two main booth representatives. Deadline 6/1/12
• Option to purchase up to four exhibitor representative floor badges at $30/each. (Access to exhibit floor only; Does not include conference educational sessions, lunch, Saturday social or Sunday activities. Saturday lunch and/or Social tickets are available for purchase at an additional cost.) Deadline: 6/1/12

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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:

• Five (5) amps Electricity; (Edlen Electric Regulations)
• Draped 8’ high back wall and two draped 3’ high side dividers
• One 6' skirted display table, two folding chairs and one wastebasket
• One 7" x 40" identification sign with company name, city, state and booth number
• Brief description in the Florida Small Farms and Alternative Enterprise program if space is contracted and paid by June 1, 2012
• Post-conference list of participants sent within three weeks after the event. The list will include primary attendee name, organization and mailing address. Email address will be optional and included if permitted by the conference attendee.
• TWO complimentary conference attendee registrations giving access to all conference functions for two main booth representatives. Deadline 6/1/12
• Option to purchase up to four exhibitor representative floor badges at $30/each. (Access to exhibit floor only; Does not include conference educational sessions, lunch, Saturday social or Sunday activities. Saturday lunch and/or Social tickets are available for purchase at an additional cost.) Deadline: 6/1/12

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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:

• Draped 8’ high back wall and two draped 3’ high side dividers
• One 6' skirted display table, two folding chairs and one wastebasket
• One 7" x 40" identification sign with company name, city, state and booth number
• Brief description in the Florida Small Farms and Alternative Enterprise program if space is contracted and paid by June 1, 2012
• Post-conference list of participants sent within three weeks after the event. The list will include primary attendee name, organization and mailing address. Email address will be optional and included if permitted by the conference attendee.
• One complimentary conference attendee registration giving access to all conference functions for one main booth representative. Deadline 6/1/12
• Option to purchase up to two exhibitor representative floor badges at $30/each (Access to exhibit floor only; Does not include conference educational sessions, lunch, Saturday social or Sunday activities. Saturday lunch and/or Social tickets are also available for purchase at an additional cost.) Deadline 6/1/12

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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 & 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 Optional – Purchase 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.

• June 1 – Deadline to register complimentary booth representative(s). If this step was not completed with the exhibit space reservation, contact Mandy Stage. Email: mstage@ufl.edu; tel: 352-392-5930; Reference exhibit space option for number of complimentary representatives available with each space.
• June 1 – Deadline to purchase additional floor only badges. Floor badges should be purchased only after the complimentary registration(s) is exhausted, and if representative is not participating in any educational session and/or meal functions. Reference exhibit space option for number of badges available with each space.
• June 26 – Hotels/Motels supporting the conference at Reduced Rate - Discounted rates begin to expire. If your representatives need lodging, encourage them to make a reservation now. See accommodations section of the website.
• Monday, July 9 – Conference Early Registration Deadline - Use ONLY after the complimentary registration(s) available with your exhibit space is exhausted, and floor only badge is not a viable option or not available.
• July 11 – Edlen Electric Deadline – Only if you did not order electricity when you purchased your booth, you may order it directly with Edlen at an advance price of $65.00. Complete and return electrical order forms directly to Edlen Electrical. It is advisable to confirm the order was received.
• July 11– Internet Order Deadline – Final day to order internet with your booth. Cost varies from complimentary to $185, depending on level selected. Refer to the Internet information. Complete and return form directly to the OHP. It is advisable to confirm with the OHP that the order was received.
• July 11 – Exhibit Services’ Discount Deadline - Final day to order furnishings at discount prices and assure availability. Information will be available through the website once posted.
• July 26 (Estimated Deadline)  - Exhibit Services Freight Deadline – Final day for your freight to arrive at the advanced warehouse of Exhibit Services. Late fees will be charged for freight received at the advanced warehouse after this date. Further information will be provided once available.
• July 27 – Exhibitor Move In: 1:00pm — 5:00pm; OHP Exhibition Building;
  PRINT OUT REQUIRED PARKING DECAL TO PLACE IN YOUR VEHICLE
• July 27 - Show Open: 5:00pm — 7:00pm
• July 28 – Show Open: 7:00am — 4:30pm
• July 28 – Exhibitor Tear Down /Move out:  4:30pm — 6:30pm;
  (Conference social begins at 5:30pm)
• July 29 – No exhibits this day, but conference continues until noon.

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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Deadlines

Accommodations Reservation Deadline
   June 26, 2012

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

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Header photos have been provided courtesy of:
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