Sponsor Display Information & Instructions

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 16 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 17, 2022
On Display: Monday, October 17 through Wednesday, October 19 Monday & Tuesday: 7:00am – 6:00pm; Wednesday: 8:00am – 11:30am
Tear Down: Wednesday, October 19 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.

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. You may also call the Bell Stand at extension 4030.

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

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
Storage Charges
  • Under 3 days Complimentary
  • Over 3 days: Box $ 5.00 per day
  • Pallet $ 50.00 per day

Sponsor Presentations

If you or someone from your team will be speaking during the Industry Updates session scheduled Tuesday, October 18 during lunch in the Palms Ballroom, please remember to submit your PowerPoint presentation file at the conference Registration desk the day prior or email it in advance. Staff will ensure your presentation loads and projects correctly and familiarize you with the equipment. Your presentation will be set-up in advance to facilitate a smooth transition from one speaker to the next.

Registration Inserts

If your sponsor level includes an insert, remember to ship your items to our office by Monday, October 10.

Address for Shipping Inserts

FL Master Gardener Volunteer Conference
Attn: Beth Miller-Tipton
Office of Conferences & Institutes
2311 Mowry Road, Bldg. 78
PO Box 110750
Gainesville, FL 32611-0750

Address for shipping

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

Hotel Accommodations

If you have not already done so, remember to make your hotel reservation if you need accommodations during the conference. The group block rate is $135/night plus taxes.

Reservations must be made by Thursday, September 15, 2022 in order to receive the discounted group rate. Reservations received by the hotel after Thursday, September 15th will only be accepted based on availability, and the group rate is not guaranteed on possible remaining rooms.

To make your reservation: Call the Embassy Suites Orlando-LBV South at 407-597-4000, request Reservations, and identify yourself as a participant of the Florida Master Gardener Volunteer Conference to receive the discounted rate. Use the group code (FMG) or click here to book online.


If you have any questions about your sponsorship or display, please do not hesitate to contact me at bmt@ufl.edu.

Thank you for joining us as a sponsor of the Florida Master Gardener Volunteer Continued Training Conference. We look forward to seeing you soon!

UF/IFAS Extension

Extension is a partnership between state, federal, and county governments to provide scientific knowledge and expertise to the public. The University of Florida (UF), together with Florida A&M University (FAMU), administers the Florida Cooperative Extension Service. UF/IFAS Extension encompasses thousands of Extension faculty members, scientists, educators, administrative staff, and volunteers, all working to provide solutions for your life.


OCI stands for the Office of Conferences & Institutes. It is a full service conference planning agency at the University of Florida. OCI was created to support the Institute of Food and Agricultural Sciences (IFAS) mission to develop knowledge in agriculture, human and natural resources, and to make that knowledge available to people to sustain and enhance the quality of life.

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  • Address:
    2311 Mowry Road, Bldg. 78
    PO Box 110750
    Gainesville, FL 32611
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