Important Deadlines

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 30, 2025. Agenda is current as of April 11, 2025, and subject to change. View current agenda online.

Non-conflicting times appear in blue.

Exhibit Package Information

Each tabletop exhibit package includes:

•         (2) Complimentary conference registrations – must be claimed online

•         (2) tickets to conference social – must be claimed with online registration

•         (1) 6’ skirted table

•         Two (2) chairs

•         1 piece of information and/or 1 specialty item inside conference bag*

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

*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, June 4. Please see Shipping and Receiving information.

Additional Promotional Opportunities

Program ads

Most partnership packages include a program ad; check the prospectus for your inclusions.

Print-ready files should be emailed directly to Michele Peters, mcalvopeters@gmail.com no later than May 1. 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 and two (2) tickets to the conference social – both registrations and conference social tickets must be claimed online. Registrations and tickets not claimed online will be considered forfeit. 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 access to all conference meals and sessions.

Online Registration Deadline: Friday, May 30, 2025

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 order these services online in advance here https://eventnow.encoreglobal.com/myevents/result/index/show_id/fee7f145-c926-f011-8c4e-7c1e52577eea/.

Shipping and Receiving

All exhibit-related items, including bag insert materials, must be received by the hotel no later than Wednesday, June 4, 2025. 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

PACKAGE SHIPPING, RECEIVING & DELIVERY INFORMATION

A package room is available for the receipt, holding, and delivery of packages to guests in rooms, meeting spaces, and the exhibit hall. Convention and meeting materials should be identified with the name of the organization, meeting name and date of arrival.

Packages should be labeled as follows. It is very important that you distinguish between items intended to be inserted into the conference bag, and items intended to be part of your exhibit table display.

All packages will be weighed upon arrival and handling charges will be assessed to the receiving company when they are delivered to you as detailed below:

HANDLING FEES (RECEIVING):

HANDLING FEES (SHIPPING WITH OWN ACCOUNT):

·                     Pricing will vary for any packages shipped via the Package Room courier accounts. Charges will vary depending on destination, weight, speed of delivery, etc.

·                     No charge for letters and envelopes under one pound

·                     Package Room Management reserves the right to REFUSE boxes which are damaged during shipping, unsafe or too large.

·                     Parcels are accepted (7) seven days prior to arrival. Storage charges will be applied as noted above.

·                     Number each box and know its contents. This helps when a specific box needs to be located immediately (i.e. 1 of 2, 2 of 2)

·                     Payment by credit card, room charge or master account will be due prior to delivery of any boxes.

·                     No freight will be accepted after 5:00pm.

In order for the Hotel to best prepare for your packages receipt and delivery, we recommend that you provide your shipping tracking numbers to your Convention Services Manager for all packages sent to the Hotel prior to your conference.

PACKAGE SHIPPING:

Guest package shipping is located inside the Ikon Business Center. Rosen Express offers a wide variety of package shipping services, including transporting inbound shipments sent to or outbound shipments sent from the Rosen Centre Hotel; and providing a personalized Convention Pak service to help conference attendees return packages to their work place or home. Guests may use their own courier account number for shipping via FedEx, UPS or DHL. Please inform your Convention Services Manager of your package shipping needs.

2025 Planet Philanthropy Exhibitor Terms and Conditions

1. Application and contract: The application for space is subject to approval by the AFP Florida Caucus 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 Florida 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 or approved loading areas 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 received within 10 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 1, 2025, will be refunded 50% less a $50 administrative fee. Cancellations received after March 1, 2025, are not eligible for a refund. Force Majeure, Effect on Sponsorship Fee: Association Fund Raising Professionals AFP Florida Planet Philanthropy 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 Florida 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 Florida Planet Philanthropy for an Event that is cancelled due to Force Majeure, and AFP Florida Planet Philanthropy will promptly refund to sponsor/exhibitor any applicable portion of the Sponsorship Fee for such Event already received by AFP Florida Planet Philanthropy.

5. Conference registration: All exhibitor representatives must be registered for the conference. Exhibitor packages include two  (2) complimentary registrations to the conference and two (2) tickets to the conference social event. Additional registrations for staff or representatives attending may be purchased online  at the prevailing rate. Registration includes access to conference meals and sessions, except the Tuesday night social event, which requires a separately purchased ticket.

6. Liability and insurance: Sponsor/exhibitor shall indemnify and hold harmless AFP Florida 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 Florida 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 Florida 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 Florida Planet Philanthropy.

8. Ancillary functions: Sponsors/exhibitors must notify the AFP Florida 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 Florida 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 Florida 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 of 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 Florida 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 Florida 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 Florida 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 Florida 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.