Exhibitor Service Kit

2023 Exhibitor Service Kit

   
Conference Location

Rosen Centre

9840 International Drive

Orlando, FL 32819

www.rosencentre.com 

 Exhibit Dates and Hours

See detailed conference schedule below.
 

Monday, June 12 3:00 PM – 6:30 PM

(Opening Reception in Exhibit Hall 5:30 – 6:30 p.m.)

Tuesday, June 13 7:00 AM – 3:00 PM

Wednesday, June 14 7:45 AM – 11:00 AM

Move-In

Monday, June 12 9:00 AM – 2:00 PM

Move-Out

Wednesday, June 14 11:00 AM – 12:00 PM

Important Contacts

Partner/exhibitor benefits or opportunities:

Melody Marrs CFRE

Co-Chair, Partners & Exhibitors

melody.marrs@goodwill-suncoast.com

813-727-6722

Courtney Weatherby-Hunter

Co-Chair, Partners & Exhibitors

courtney@jaxpef.org

904-635-1941

Conference logistics:

Nann Philips

Conference Producer

planetphilanthropy@scurrystreet.com

(214) 915-2210

IMPORTANT SHIPPING INFORMATION

As you make your final preparations for Planet Philanthropy, please make a special note of the shipping instructions below. If you are providing an item for the conference bag, in addition to distributing items at your exhibit table, it is very important to label your packages correctly to ensure they are routed to the right place. Items received after Saturday, June 10, will not be included in the conference bag. 

For conference bag items:

Hold for exhibitor: Your Name
Exhibiting company name
Planet Philanthropy Conference June 12-14, 2023
**CONFERENCE BAGS**
Rosen Centre Hotel
9840 International Drive
Orlando, FL 32819-8122
Ph. #407-996-9840 

For your exhibit table 

Hold for exhibitor: Your Name
Exhibiting company name
EXHIBIT TABLE #______
Planet Philanthropy Conference June 12-14, 2023
Rosen Centre Hotel
9840 International Drive
Orlando, FL 32819-8122
Ph. #407-996-9840

Exhibitors are responsible for all shipping and handling fees, as detailed in the exhibitor service kit. When you arrive at the Rosen Centre Hotel, please contact the package room to make arrangements to claim your packages and settle your handling charges (407) 832-7926.

Important Deadlines

Conference Agenda

Exhibitors are invited to participate in all plenary sessions, educational track sessions, and networking/ social events. Online registration deadline is Wednesday, May 31, 2023. After this date, you may register onsite. 

Booth Information

Each tabletop exhibit package includes:

• (1) 6’ skirted table

• Two (2) chairs

• Information and/or ad specialty item inside conference bag*

• Conference Attendee List provided in advance and final Conference Attendee List (opt-ins only)

• (1) Complimentary conference registration**
  
  All exhibitor packages are tabletop exhibits only. All components of your exhibit must fit within an overall footprint of no more than 8 ft wide x 4 ft deep. Full-size backwall displays will not be permitted, unless they fit entirely within this footprint and withing your contracted exhibit space. Tabletop pop-ups and floor-standing pull-up banners are acceptable. No part of the exhibit may spill into the aisle, block or interfere with the flow of traffic, fire alarms, emergency lighting, or other hotel fixtures.
  

*Conference Bag inserts

If you wish to participate with a specialty item in the conference bag, all items must be received no later than Saturday, June 10. Please see Shipping and Receiving information. 

**Optional Sponsor/Exhibitor Guests

All sponsors and exhibitors must be registered for the event. Each exhibit package includes one (1) complimentary registration. Additional exhibit staff are $415 per person (limit of two additional staff at this rate and inclusive of all meals, sessions and activities) and may be purchased online. 

Registration

All exhibitor representatives must be registered for the conference. Exhibitor packages include one (1) complimentary registration to the conference. Additional registrations for staff or representatives attending may be purchased online for $415 each. Registrations include full access to all conference meals, sessions, and benefits.

Online Registration Deadline May 31, 2023, after this date, registrations may be made on site
Registration Questions

Nann Philips
Conference Producer
plaentphilanthropy@scurrystreet.com
(214) 915-2210

Exhibitor Services

Drayage/shipping, storage, electricity, pipe/drape are NOT included in exhibitor or sponsor rates and will require additional charges to be paid directly to the hotel and their vendors.  Internet will be available through a network specific to the conference, which is accessible by all conference sponsors, exhibitors, and attendees. Dedicated internet bandwidth will be available at exhibitor cost.

A/V and Electricity

Audio-visual and electrical services may be ordered through the hotel. Please contact Zacharia Harvey Senior Sales Manager with Encore, zacharia.harvey@encoreglobal.com or 407-996-8555.  Please see additional information.  When ordering electricity online, use code JUNE23ENCORE to receive a 20% discount.

Shipping and Receiving

All exhibit-related items, including bag insert materials, must be received by the hotel no later than Saturday, June 10, 2023. Materials received after this date will not be included in the attendee bags. All inbound and outbound shipping charges are the responsibility of the sponsoring or exhibiting company. Please see detailed information regarding handling, storage, and outbound shipping procedures.  

General Information

Internet
Complimentary wireless internet will be available in the exhibit space. If additional connectivity services are required, please see additional information or contact Zacharia Harvey, Senior Sales Manager with Encore, zacharia.harvey@encoreglobal.com or 407-996-8555.

Security
Exhibitors are responsible for safeguarding of their goods, materials, equipment and always exhibits. Do not leave valuables unattended.

Parking

Self-parking

$15 per vehicle, per night

LINK TO SHIPPING INFORMATION

LINK TO ENCORE ONLINE ORDER FORM

2023 Planet Philanthropy Exhibitor Terms and Conditions

1. Application and contract: The application for space is subject to approval by the AFP Planet Philanthropy Planning Committee, which reserves the right to, at its sole and absolute discretion, accept, reject, or limit the exhibit or sponsorship opportunities requested by any organization. The application for space and the formal notice of assignment by the AFP Planet Philanthropy constitutes a contract for the right to use the space allotted.

2. Assistance to persons with disabilities: Persons with disabilities who plan to attend this meeting who may need auxiliary aids or services are requested to contact the conference management office at (214) 915-2210 or email planetphilanthropy@scurrystreet.com at least 10 working days prior to the conference so that the appropriate arrangements can be made.

3. Move-In and Move-Out: Exhibitors are required to use the loading dock at all facilities. Early dismantle is not allowed. Anyone moving out before the designated move-out time may be prohibited from exhibiting in future meetings. Exhibitors utilizing appointed contractors (EACs) must notify the exhibiting office or turn in an EAC form at least 30 days prior to the meetings. Proof of liability insurance must also be turned in from the EAC 30 days prior to the meeting.

4. Payment and cancellation: If paying by credit card, your card will be charged in full upon confirmation of your registration. If paying by check, your check must be mailed within 14 days of your registration. This application will not be processed unless accompanied by full payment. Once an application and payment have been received, sponsors and exhibitors will receive a confirmation with additional information. Cancellations received on or before March 10, 2023, will be refunded less a $50 service fee. Cancellations received after March 10, 2023, will not receive a refund. Force Majeure, Effect on Sponsorship Fee: Association Fund Raising Professionals AFP Planet Philanthropy (AFP) shall not be liable in damages for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to acts of God, government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable control of AFP Planet Philanthropy. Sponsor/exhibitor shall be released and discharged from any obligation or liability under this Agreement, including their obligation to pay a Sponsorship Fee to AFP Planet Philanthropy for an Event that is cancelled due to Force Majeure, and AFP Planet Philanthropy will promptly refund to sponsor/exhibitor any applicable portion of the Sponsorship Fee for such Event already received by AFP Planet Philanthropy.

5. Conference registration: All exhibitor representatives must be registered for the conference. Exhibitor packages include one (1) complimentary registration to the conference. Additional registrations for staff or representatives attending may be purchased online for $415 each. Registrations include full access to all conference meals, sessions, and benefits.

6. Liability and insurance: Sponsor/exhibitor shall indemnify and hold harmless AFP Planet Philanthropy, and its agents, third-party event planning company or affiliates from all liability which might ensue from any cause related to transporting, placing, or removing exhibits. The sponsor/exhibitor assumes all responsibility for any and all loss, theft or damage to exhibitor’s displays, equipment, and other property while on premises, and hereby waives any claim or demand it may have against AFP Planet Philanthropy or its affiliates arising from such loss, theft or damage. In addition, the sponsor/exhibitor agrees to defend (if requested), indemnify and hold harmless AFP Planet Philanthropy., and its respective parent, subsidiaries and other related or affiliate companies, from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including, without limitation, attorney’s fees and costs, arising from or in connection with the sponsor/exhibitor’s occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission of the exhibitor or its employees, subcontractors or agents.

7. List agreement: If using the attendee list that is provided as part of the exhibitor package, the sponsor/exhibitor agrees that: 1) They will not disclose, transfer, duplicate, reproduce or retain any portion of the list in any form, nor will they permit any third party, agent, employee or contractor or their respective agents and employees to do so. 2) The attendee list provided as part of the exhibitor package is only to be used for one email during or after the conference. 3) Recipient email addresses must not be visible in the body or header of emails sent to attendees. The addresses must be in the bcc: line or otherwise disguised by an email client. 4) The attendee list provided to them shall only be used as permitted herein unless specifically approved in writing by AFP Planet Philanthropy.

8. Ancillary functions: Sponsors/exhibitors must notify the AFP Planet Philanthropy Planning Committee of any ancillary functions planned during the meeting, and these functions must be approved in advance by the Committee and may be subject to fees.

9. Floor plan / Space assignments: All dimensions and locations shown on the floor plan are believed, but not warranted, to be accurate. AFP Planet Philanthropy reserves the right to make modifications, to whatever extent deemed appropriate, to the floor plan as may be in the best interest of the meeting. AFP Planet Philanthropy may decline, reassign, or prohibit any exhibit that, in their judgment, is out of keeping with the character of the meeting. All sponsors/ exhibitors shall ensure that their booths are not impeding on other spaces via aisles or height of signs. 

10. Fire Regulations: To ensure the safety of all participants, exhibitors shall observe all state and local fire regulations. The cost for repairing any damage to the hotel caused by the exhibitor will be billed to the responsible exhibitor. Nothing can be posted, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling or furniture.

11. Control of Events: AFP Planet Philanthropy shall maintain full control over all meeting planning, including content, quality, scientific integrity, implementation, promotion, evaluation, selection of presenters and moderators, and selection of planning committee members, or other persons and organizations that will be able to control meeting content. AFP Planet Philanthropy will ensure that meeting presenters and moderators have the requisite qualifications, training, and expertise to conduct such meeting and will not solicit input from sponsor/exhibitor on meeting program content.

12. Sponsor/Exhibitor Representations And Warranties: Sponsor/exhibitor agrees to abide by applicable state and federal laws, regulations, and policies.

13. Trademarks: Sponsor/exhibitor hereby grants AFP Planet Philanthropy a non-exclusive limited license to use, display, and reproduce its logos, trademarks, service marks, and trade names only in connection with the promotion and advertisement of the meetings and any listing of the sponsors of the meetings during the term of this Application and Contract. Sponsor/exhibitor represents and warrants to AFP Planet Philanthropy and unconditionally guarantees that all their Trademarks are owned by them or that they have permission from the rightful owner to use each of these elements.

14. Nature of Relationship: The parties agree that nothing in this Application and Contract shall be construed as creating a joint venture, partnership, franchise, agency, employer/employee, or similar relationship between the parties, or as authorizing either party to act as the agent of the other. Nothing 

in this Application and Contract shall create any obligation between either Party or a third party.1. Application and contract: The application for space is subject to approval by the AFP Planet Philanthropy Planning Committee, which reserves the right to, at its sole and absolute discretion, accept, reject, or limit the exhibit or sponsorship opportunities requested by any organization. The application for space and the formal notice of assignment by the AFP Planet Philanthropy constitutes a contract for the right to use the space allotted.