Sponsor Display Information

Display Area

Each sponsoring organization will receive one complimentary 6' x 30" table for display space to exhibit materials throughout the conference, providing you a valuable opportunity to spend time with participants and meet with them one-on-one. Displays will be marked with name tents so you know where to set-up. Once set, displays should stay up for the duration of the conference, or until the sponsor representative(s) depart. Display materials should stay on top of the table-top space so that traffic flow is comfortable for fellow sponsors and participants. Although the conference center will be locked in the evenings, please be sure to secure any electronics or valuables before the end of each conference day. The host hotel nor conference organizers are responsible for lost or missing items.

Display Itinerary

Set-Up: Sunday, October 20 4:30pm – 6:30pm
Sunday set-up is recommended, but if it is not possible, we suggest completing set-up before official conference programming begins, by 8:00am Monday, October 21, 2024
On Display: Monday, October 21 through Wednesday, October 23 Monday & Tuesday: 7:00am – 6:00pm; Wednesday: 8:00am – 11:30am
Tear Down: Wednesday, October 23 By 1:00pm
Location: Palms AB Foyer
Embassy Suites Orlando – Lake Buena Vista South Conference Center

Shipping Materials

If you plan to ship any materials to the host hotel in advance, please note the following:

Inbound Shipments

The Hotel’s Package Room, maintained by the Bell Captain, is available for the receipt, holding and delivery of small packages to the guests occupying guestrooms and meeting space. All inbound packages will be weighed upon arrival and handling charges will be assessed to the guest’s room. If an event attendee is not staying at the host hotel, they may pay the handling fee by credit card. The Package Room is not available to store exhibits, pallets or large crates. All packages must be pre-approved for delivery by the Convention Services Manager. Due to limited storage, no shipment will be accepted earlier than three (3) days prior to the event start date.

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Package Pick-up

Please proceed to the Bell Stand for assistance and a front desk agent will dispatch the proper person to deliver your package to the desired location.

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Shipping Instructions

All materials must enter via the loading dock; it is not permissible to load/unload anywhere except the loading dock. Bringing materials in through the public entrances of the convention center is not permitted. Shipments should be addressed as follows:

Vendor Name (Recipient)
Conference Name / Show Dates
c/o Embassy Suites
4955 Kyngs Heath Road
Kissimmee, FL 34746

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Incoming / Outgoing Handling Charges

Package charges: Pallet charges:
*$5.00 per 24 LBS and under *$100.00 Per 200 LBS or less
*$10.00 per 25 LBS and over *$150.00 Per 201 LBS to 400 LBS
*$25.00 Per 50 LBS and over *$200.00 per 401 LBS or more
*$50.00 Per 100 LBS and over
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Storage Charges

Under 3 days: Complimentary
Over 3 days: $5.00 per day
Pallet: $50.00 per day

Sponsor Presentations

If you or a representative from your team will be presenting during the Industry Updates session scheduled for Tuesday, October 22, during lunch in the Palms Ballroom, please ensure that you submit your PowerPoint presentation file either at the conference registration desk the day before or via email in advance.

Registration Inserts

If your sponsor level includes an insert, remember to ship your items to our office by Monday, October 7.

Address for shipping

FL Master Gardener Volunteer Conference
Attn: Hunter Perez
2311 Mowry Road, Bldg. 78
PO Box 110750
Gainesville, FL 32611-0750


If you have any questions about your sponsorship or display, please do not hesitate to contact Hunter Perez.