Why Exhibit

The 2009 conference attracted 800 attendees and even more are expected this next year. According to last year’s exhibitor evaluation, eighty-six percent said they were able to see their targeted audience. It was so successful that ninety-two percent of the exhibitors completing an evaluation said they would be back for the next conference.

As in 2009, attendees will include small farmers, allied industry representatives, researchers, educators, policy-makers, small farm commodity associations, foundations, and others interested in continuing to strengthen the small farm community in Florida. The conference is big enough to make exhibiting worthwhile but small enough to build meaningful and personal relationships.

Exhibits will be on display both days of the conference. Also all refreshment breaks will be held in the exhibit hall making it the primary gathering place for attendees and giving exhibitors ample opportunities for networking. In addition to break periods, we have dedicated time in Saturday’s program strictly for visiting with exhibitors. Lastly, we have incorporated many of last year’s suggestions to make the 2010 program even better!

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Exhibitor Location and Diagram

Exhibitors will be located in the Exhibition Building at the Osceola Heritage Park (OHP). The exhibition building is also the conference’s main location where the opening session, daily lunches, three of the six sessions and registration take place.

Click here to download a pdf version of the exhibit diagram.

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Booth Rental Packages

Booth Rental Package Option #1

Booth Space is 10' deep x 10' wide
$600.00 without electricity - OR - $650.00 with electricity (5 amps; Exhibitor must be in compliance with Edlen Electric Regulations)

Includes:

• TWO complimentary conference attendee registrations*
• 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, 2010
• Post-conference list of participants sent within six 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.
• Option to purchase up to four, one day exhibitor representative floor badges at $30 each*. (access to exhibit floor only; conference educational sessions and lunch are not included). Deadline 7/12/10

*All booth representatives must be either a registered conference attendee or a one day exhibitor representative. If you wish to register more than allotted complimentary conference attendee registration, refer to the conference registration section of the website. Deadline to purchase one day floor exhibitor representative badges is July 12.

Booth Rental Package Option #2

Booth Space is 10' deep x 20' wide (linear booths only)
$1,000.00

Includes:

• Electricity (5 amps; Exhibitor must be in compliance with Edlen Electric Regulations)
• TWO complimentary conference attendee registrations*
• 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, 2010
• Post-conference list of participants sent within six 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.
• Option to purchase up to four, one day exhibitor representative floor badges at $30 each*. (access to exhibit floor only; conference educational sessions and lunch are not included). Deadline 7/12/10

*All booth representatives must be either a registered conference attendee or a one day exhibitor representative. If you wish to register more than allotted complimentary conference attendee registration, refer to the conference registration section of the website. Deadline to purchase one day floor exhibitor representative badges is July 12.

Booth Rental Package Option #3

Non-profit Educational Booth - 10' deep x 10' wide
$275.00 without electricity - OR - $325.00 with electricity (5 amps; Exhibitor must be in compliance with Edlen Electric Regulations)
Limited to one per organization - this is a much reduced rate and only a limited number are available)

Includes:

• ONE complimentary conference attendee registration*
• 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, 2010
• Post-conference list of participants sent within six 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.
• Option to purchase up to two, one day exhibitor representative floor badges at $30 each* (access to exhibit floor only; conference educational sessions and lunch are not included). Deadline 7/12/10

*All booth representatives must be either a registered conference attendee or a one day exhibitor representative. If you wish to register more than allotted complimentary conference attendee registration, refer to the conference registration section of the website. Deadline to purchase one day floor exhibitor representative badges is July 12.

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Display Setup, Removal and Show Times

Exhibitor MOVE-IN: Friday, July 30, 3:00pm to 8:00pm

Exhibitor MOVE-OUT: Sunday, August 1, 2:00pm to 5:00pm

Hours Open:
Saturday, July 31, 7:00am to 4:30pm
Sunday, August 1, 7:30am to 2:00pm

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Exhibitor Rules and Regulations

Click here for a printable copy of Rules and Regulations.

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Need to Know Information

1. The person completing the online booth rental application and contract should be the representative authorized to bind your organization to the Exhibitor Rules and Regulations governing the conference.

2. Booth space is NOT carpeted; Exhibit Hall floor is concrete. Carpet is optional. Carpet will be available for rent through the exhibit services kit sent at a later date or, if desired, you may bring your own carpet if it meets fire code standards.

3. Anyone wishing to visit the Exhibit Hall (or a specific exhibitor) must be a registered attendee for the Florida Small Farms and Alternative Enterprises Conference and all booth representatives must be either a registered conference attendee or a one day exhibitor representative.

4. At least one conference attendee registration is provided complimentary with each booth rental package. (Refer to the individual rental packages for the designated number of complimentary registrations). The conference attendee registration provides access to the educational program and Saturday and Sunday lunches featuring products from Florida’s small farms. If you wish to register more than the allotted complimentary attendee representative(s), refer to the conference registration portion of the website.

5. Each booth rental package also provides the option to purchase a limited number of one day exhibitor representative floor badges at $30 each. The badge will identify your organization, and may be exchanged between representatives during the course of that day. The badge is strictly to gain access to the exhibit floor, and the conference educational sessions and lunch are not included. However, a lunch ticket may be purchased at $25 per ticket with each one day badge. The deadline to purchased lunch tickets is July 12. Due to advance guarantee requirements, lunch tickets are not be available after July 12 or available onsite at the conference.

6. The conference refreshment breaks will be held in the exhibit hall making it the primary gathering place for attendees and giving exhibitors ample opportunities for networking.

7. All exhibitors purchasing electricity must be in compliance with Edlen’s Regulations and General Information, whether through the booth rental or directly with Edlen Electric.

8. The booth rental application and contract provides three choices for designation for your booth’s desired location. (This option is no longer available, please contact Mandy Stage about booth location. mstage@ufl.edu or 352-392-5930.)

9. As an exhibitor, you will be required to detail all items that you plan to exhibit when you reserve space, so please have your list prepared.

10. You will have the opportunity to list any competing companies to avoid their placement next to your display.

11. You will have the opportunity to include a brief summary (25 words or less) about your organization or business to be included in the onsite program if space is reserved and paid by June 1, 2010. We recommend you have this summary prepared before reserving space to easily copy and paste in the designated area.

12. Full payment must be received to confirm booth rental. You can conveniently pay by credit card OR check using the online form. We recommend that you have your payment information on-hand, such as credit card, check number or purchase order number, if we are to invoice your institution. Wire transfer information is available upon request.

13. Cancellation of booth rental must be made in writing to the UFLEF, Inc., Office of Conferences (OCI), and will result in the following refund policy: 75% of the amount paid will be refunded for cancellations made on or before June 1, 2010. No refunds will be issued for cancellations after June 1, 2010. Email notice of cancellation to: mstage@ufl.edu.

14. Exhibit Services, Inc. (ES) is the Official Exhibit Services Contractor. Prior to reserving space, please read the section about the Official Exhibit Service Contractor and services offered.

15. If ordering electricity or internet connection, please read the section titled “FAQ on Electrical and Internet Orders” for information on pricing structure and additional guidance.

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Official Exhibit Service Contractor

Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
PHONE: 813-623-1163; FAX: 813-623-5913

CLICK HERE TO ACCESS THE EXHIBITOR SERVICES KIT

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 is now posted on this website: http://www.exhibitservices.net/smallfarms/ 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 Thursday, July 15th.

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.

The attached Drayage FAQ is provided courtesy of exhibit services.

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FAQ on Electrical and Internet Orders

Electrical – provided by Edlen Electric

I am considering ordering electricity. How much power do I need?
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.

If the wattage total is 500 or less (5 amps or less), then you probably want to take advantage of the 5 amps options with the booth as this is a reduced price ($15 reduction). Please be sure to read Edlen’s Regulation and General Information to be sure you are in compliance with their policies.

Click here to access Edlen’s Regulation and General Information

If the wattage is more than 500 (more than 5 amps), then you will need to order power directly through Edlen Electric.

Click here to access Edlen Electrical order form if ordering more than 5 amps

If ordering electricity directly through Edlen, be sure to confirm the order was received. Please note Edlen Electrical order form will also be included in the later kit provided by Exhibit Services.

Does the power come with extension cords or a power strip?
No, the power is only a box outlet. You will need extension cords and possibly a power strip if connecting to more than one item. Keep in mind your total wattage.

Must I rent power strips or extension cords or can I bring my own??
Exhibitors can use their own equipment as long as the equipment is in good working condition. 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.

Is the price for power per day?
Power is priced for the duration of the event, not per day.

Where will the power be located?
Power is provided at the back of the booth on the floor.

Who do I contact if I have questions about ordering electricity?
Please feel free to contact Edlen Electric. Their contact information is located on the order form.

Internet Connection – provided by the Osceola Heritage Park (OHP)

I’m considering ordering Internet Connection. What is the cost?
The cost for internet is $185 if the order is received at least 10 working days in advance.

Click here to access the OHP Internet Access Order Form

Please note the Internet Access order form will also be included in the later kit provided by Exhibit Services.

If ordering internet connection, be sure to confirm the order was received.

Is the price for internet per day?
Internet connection is priced for the duration of the event, not per day

What type of connection do I receive?
The connection is hardwired, high speed internet.

If I have two laptops that require internet access, do I need to purchase more than one high speed connection?
No, the basic order comes with up to four hookups to the internet so up to four laptops will have access to the internet. Only if you have special requirements and need more than one IP address, should you contact the OHP IT department to request more IP address. (Most people need only one IP address). There is no additional charge for up to five IP addresses, but the OHP must setup the connections in advance of your arrival.

Who do I contact with Internet connection questions?
Please contact the OHP IT department. Their contact information is on the order form.

Is there anything else I need to do when ordering internet connection?
Yes, the last page of the order form, page four titled “Road Runner, Acceptable Use Policy” should be signed, dated and sent to the Accounting Manager along with the order form. Once sent, be sure to follow up and confirm your order was received.

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Reserve Exhibit Space

Become an exhibitor by completing the ONLINE Booth Rental Application and Contract.

Full payment must be received to confirm booth rental. You may conveniently complete the online form and pay by credit card, mail a check or select invoice. We recommend that you have your payment information on-hand, such as credit card, check number or purchase order number, if we are to invoice your institution. Wire transfer information is available upon request.

Cancellation of booth rental must be made in writing to the UFLEF, Inc., Office of Conferences (OCI), and will result in the following refund policy: 75% of the amount paid will be refunded for cancellations made on or before June 1, 2010. No refunds will be issued for cancellations after June 1, 2010. Email notice of cancellation to: mstage@ufl.edu.

Hello,
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!
Pho ne: 352-392-5930
mstage@ufl.edu

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Questions?

Susan Kelly, Exhibitor 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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For Further Information

Danielle Treadwell, Committee Co-Chair
University of Florida, IFAS
Horticultural Sciences Department
PO Box 110690
Gainesville, FL 32611-0690
Tel: 352-392-1928
Email: ddtreadw@ufl.edu

Mandy Stage, Conference Coordinator
University of Florida, IFAS
Office of Conferences & Institutes (OCI)
PO Box 110750
Gainesville, FL 32611-0750
Tel: 352-392-5930
Email: mstage@ufl.edu

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