2024 Partner/Exhibitor Service Kit

Conference Location

Rosen Centre Hotel, 9840 International Drive, Orlando, FL 32819. www.rosencentre.com

 

Exhibit Hall Dates and Hours

The exhibit hall is in the Grand Ballroom, adjacent to the General Session area, and will be open continuously during these hours. Please plan to staff your exhibit during non-conflicting times. See detailed conference agenda on Page 2 for information.

 

Monday, June 3                   1:00 PM – 6:00 PM

     Exhibitor Kickoff 1:00 – 2:00 PM

     Opening Reception in Exhibit Hall 5:00 – 6:00 PM

 

Tuesday, June 4                  8:00 AM – 9:00 PM

                                            Casino Night Social Event in Exhibit Hall 6:00 – 9:00 PM

 

Wednesday, June 5             8:00 AM – 9:00 AM

 

 

Move-In

Sunday, June 2                  1:00 PM – 4:00 PM

Monday, June 3                 8:00 AM – 12:00 PM

Move-Out

Wednesday, June 5           9:00 AM – 12:00 PM

 

 

Important Contacts

Partner/exhibitor benefits and opportunities:

 

Courtney Weatherby-Hunter

Co-Chair, Partners & Exhibitors

courtney@jaxpef.org

(904) 635-1941

 

Michelle D. King, CFRE

Co-Chair, Partners & Exhibitors

mking@hcc4kids.org

(561) 452-5791

 

Conference logistics:

Nann Philips

Conference Producer

planetphilanthropy@scurrystreet.com

(214) 915-2210

 

 

Important Deadlines

 

Tuesday, April 30

Deadline to cancel individual registrations with 50% refund minus $50 administrative fee. Registrations may be transferred with no additional fee. Individual registrations cancelled after this date are not eligible for a refund.

Wednesday, May 1

For Partners: upload your logo for the printed conference program

 

Wednesday, May 1

Upload your ad for the printed conference program; see prospectus for ad specs and instructions. See also Additional Promotional Opportunities.

 

Friday May 10

Reserve your hotel room(s) at the discounted group rate. After registering your exhibit representatives, you will receive instructions for making hotel reservations at the discounted rate. Hotel block may sell out prior to this date; please make reservations as soon as possible.

Wednesday, May 29

Items for conference bag must be received at the hotel (400 qty). All partners and exhibitors can provide one (1) item for the conference bags. See Shipping information below for details.

Click this link for Shipping details:  https://community.afpglobal.org/afpflcaucus/planet-philanthropy-2023515/sponsorshipopportunities208145/2024-partners155479/exhibitor-shipping-receiving--delivery

Conference Agenda

Registered partners and exhibitors are invited to participate in plenary sessions, educational track sessions, and networking events. Online registration deadline is Friday, May 31, 2024. Agenda is current as of April 15, 2024, and subject to change. View current agenda online.

Non-conflicting times appear in blue.

Monday, June 3

8:00 AM - 12:00 PM

Exhibitor Set-up

9:00 AM - 10:15 AM

Pre-Conference Sessions

10:45 AM - 12:00 PM

Pre-Conference Sessions

1:00:00 PM - 2:00 PM

Exhibitor Kick-Off in Exhibit Hall

2:00 PM - 3:30 PM

Opening Plenary

3:45 PM - 5:00 PM

Educational Sessions

5:00 PM - 6:00 PM

Opening Reception in Exhibit Hall

Tuesday, June 4

8:00 - 9:00 AM

Breakfast

9:00 - 10:15 AM

Educational Sessions

10:30 - 11:45 AM

Educational Sessions

12:00 PM - 1:15 PM

Lunch Plenary

1:30 - 2:45 PM

Educational Session

3:00 - 3:30 PM

Coffee Break in Exhibit Hall

3:45 - 5:00 PM

Educational Sessions

6:00 - 9:00 PM

Casino Night Social Event in Exhibit Hall

Wednesday, June 5

8:00 AM

Breakfast

9:00 AM – 12:00 PM

Exhibitor Move-Out
Must be complete by 12:00 PM when the closing plenary begins

9:00 - 10:15 AM

Educational Sessions

10:30 - 11:45 AM

Educational Sessions

12:00 - 1:15 PM

Closing Plenary & Lunch

 

Exhibit Package Information

Each tabletop exhibit package includes:

 

         (1) 6’ skirted table

         Two (2) chairs

         Information and/or specialty item inside conference bag*

         Pre- and post-conference attendee list (opt-ins only)

         (2) Complimentary conference registrations

 

*Conference Bag inserts

If you wish to participate with a specialty item in the conference bag, all items must be received no later than Wednesday, May 29. Please see Shipping and Receiving information.

  Additional Promotional Opportunities

Donate a gift basket

Enhance your presence during the Casino Night social event with a gift basket donation! Attendees will use their casino chips to bid for chances to win, and all basket donors will be recognized. If you would like to donate a gift basket for Casino Night, please contact the conference social co-chairs, Anthony Sutton asutton@pinecastle.org or Christina Criser christina.criser@uwcf.org.

 

Program ads

Most partnership packages include a program ad; check the prospectus for your inclusions. If not, it’s not too late to add one! Deadline to purchase and submit artwork is May 1.

 

1.       To purchase, visit https://secure.qgiv.com/for/afflo/event/planetphilanthropy2024partnerexhibitor/

2.       Scroll down to the “Add Ons” section

3.       Make your selection and scroll down and click NEXT to complete the purchase

 

Print-ready files should be emailed directly to Michele Peters, mcalvopeters@gmail.com. Please see instructions below and let us know if you have any questions. 

 


 

 

Registration

All exhibitor representatives must be registered for the conference. Exhibitor packages include two (2) complimentary registrations. Please refer to the registration instructions you received by email for your registration codes. Additional registrations for staff or representatives attending may be purchased online at the prevailing rate. Registrations include full access to all conference meals and sessions.

Online Registration Deadline          Friday, May 31, 2024

Exhibitor Services

Drayage/shipping, storage, electricity, pipe/drape are NOT included in exhibitor or partner rates and will require additional charges to be paid directly to the hotel and their vendors.  Wireless 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 attached.

 

Shipping and Receiving

All exhibit-related items, including bag insert materials, must be received by the hotel no later than Wednesday, May 29, 2024. Bag inserts received after this date will not be included in the attendee bags.

 

All inbound and outbound shipping charges are the responsibility of the exhibiting company. Please see detailed information regarding handling, storage, and outbound shipping procedures attached to this document.

 

Internet
Complimentary wireless internet will be available in the exhibit space. If additional connectivity services are required, please contact Millennium Technology Group, Maidy Nogueira, mnogueira@mtg-fl.com, 407-996-3198.

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

Parking

Self-parking

Discounted rate of $15 per vehicle, per night