Exhibitor Services Manual
The Exhibitor Services Manual provides you with important show-related information and deadlines, allows you to order show services, obtain online order forms and browse Shepard products and services.
Show Dates, Location & Hours
|Surf Expo||Thursday September 6 - Saturday, September 8, 2018|
|Surf Expo Hours||Thursday & Friday: 9am – 6pm
Saturday: 9am – 4pm
|Location||Orange County Convention Center
South Halls A/B
9899 International Drive
Orlando, Florida 32819 View map >
|Demo Day||Wednesday, September 5, 2018|
|Demo Day Hours||Noon – 5pm|
|Location||Bill Frederick Park at Turkey Lake
3401 S Hiawassee Rd, Orlando, FL 32835
View map >
|August 7||Shepard Discount Deadline for Graphics & Signage|
|August 8||First day for warehouse deliveries without an additional surcharge|
|August 9||Orange County Convention Center Discount Deadline (Electrical).|
|August 9||Smart City Discount Deadline (internet, phone)|
|August 16||Shepard Discount Deadline for (Carpet & furniture and booth cleaning services)|
|August 21||AASE- Security Personnel Discount Deadline. Order >|
|August 23||PRG Discount Deadline for AV Equipment|
|August 27||Last day for warehouse deliveries without an additional surcharge|
|September 4||First day freight can arrive at show facility|
|Audio Visual Equipment & Services||PRG||https://orders.prg.com
Online Order Code: SURF180823
|Badges||Surf Expo Exhibitor Console||Click here > then look for “Badge Registration” to register all personnel for a show badge.|
|Booth Cleaning||Shepard||Tel: 407-888‐9669
|Electrical, Lighting & Utilities||Orange County Convention Center||occc.net/exhibitor
Pricing & order form click here >
|Freight & Shipping||Shepard||Tel: 407-888‐9669
|Food & Beverage & Booth Catering||Centerplate||Tel: 800-345‐9898 or 407-685-5874
|Graphics & Signage||Shepard||Order Form >|
|Hotels||onPeak||Book your hotel now for the best selection at the best price click here >
Tel: 855-742‐9170 or 212-532‐1660
Beware of Unauthorized Hotel Solicitations - Note that onPeak is the only official hotel provider associated with our event. While other hotel resellers may contact you offering accommodations for your trip, they are not endorsed by or affiliated with the show. Beware that entering into financial agreements with non-endorsed companies can have costly consequences.
|International Shipping||Phoenix International Business Logistics||Veronica Gomez
Tel: 908-355-8900 or Email >
Tel: 908-355-8900 or Email >
View info >
|Insurance for Purchase||Marsh/Total Event Insurance||totaleventinsurance.com
|Internet & Telephone||SmartCity||https://orders.smartcitynetworks.com
|Rigging||Orange County Convention Center||occc.net/exhibit
Move In & Move Out
Dock and POV doors will be closed at 6pm. The Hall will remain open for set up for exhibitors already in the building until 8pm.
Move in days/hours:
• Tuesday, September 4, 2018, (8 am – 6 pm)
• Wednesday, September 5, 2018, (8 am – 6 pm)
Privately Owned Vehicle “POV” Move In – Exhibitors may hand carry their merchandise from their personally owned vehicle (a personally/privately owned vehicle i.e. car, SUV, mini‐van, passenger van or pick‐up truck – NO BOX TRUCKS) in the designated areas. ONLY hand carrying or two wheel dollies will be allowed to bring merchandise from your privately owned vehicle to your booth. Unloading requires one person to remain with the vehicle at ALL times. Product must be unloaded within 30 minutes and the vehicle must then be moved. View POV Instructions & Restrictions click here >
• Saturday, September 8, 2018, (4 pm – 10 pm)
• Sunday, September 9, 2018, (8 am – 6 pm)
• Monday, September 10, 2018, (8 am – 12 pm)
Marketing Due Dates
Below are key deadlines for Sponsorships and Advertising. To see all Marketing Opportunities available click here >
- Marketing & PR Toolkit click here >
- Online Profile/Exhibitor Listing – deadline August 3, 2018
- Surf Expo Appointment Cards order cards – deadline August 17, 2018
- Exhibitor Landing Page – deadline August 24, 2018
- Booth Promotion Widget – deadline August 24, 2018
- Social Media Badges & Graphics – deadline August 24, 2018, to view and download graphics click here >
- Download the Surf Expo Show App click here > – Download before the show!
The Orange County Convention Center South Hall parking lot is located adjacent to the exhibit halls. Forty handicap parking spaces are available along the east side of the complex closest to the entrances. Overnight parking is prohibited. Parking fees are charged on a per entry basis: $15.00 parking fee for passenger vehicles $25.00 parking fee for oversized vehicles.
Buyer Relations Team
Surf Expo’s dedicated Buyer Relations Team’s mission is to ensure exhibitors see the right buyers. Learn More >
EXHIBITOR & BUYER ALERTS
Please be aware that you may receive solicitations from companies that are NOT affiliated with Emerald Expositions or Surf Expo. The information below will help alert you to such companies. If you have any doubts about a solicitation using the Surf Expo name (for example, the solicitation requires payment made to an address in a foreign country), please contact your sales person or email@example.com.
Attendee & Exhibitor List and Directory Warning
Companies offering access to the Surf Expo attendee or exhibitor list are not affiliated with the Surf Expo or Emerald Expositions. Examples include emarketerss.com. Examples of unauthorized directories or guides include The Fair Guide, the Expo-Guide, and ExhibitPros, all of which use the name of Surf Expo. Emerald Expositions & Surf Expo are NOT affiliated with these publications. SurfExpoDirect.com / Community-Commerce and REACH Marketing are authorized to provide official list rental services for the show.
Official Surf Expo Hotel/Housing Provider
When making your housing arrangements for the Surf Expo, it is important to use a company that you can trust. Surf Expo has designated OnPeak as THE ONLY OFFICIAL HOUSING PROVIDER for Surf Expo. There are companies and organizations that will try to present themselves as official partners of Surf Expo and offer you a potential room that might not be guaranteed or available. Again, OnPeak is the only official housing provider for the Surf Expo. Book a hotel through OnPeak.
Why Book in the Surf Expo Hotel Block?
• Special rates are negotiated
• Friendly booking terms: No Change Fees. No upfront non-refundable payments.
• Greater networking opportunities exist in hotels within the block.
• Reservations within the block are protected from hotel relocation.
• Housing Representatives are available for on-site assistance with official hotels.
• Guaranteed Rates.
• Easy to modify or cancel reservations.
POTENTIAL PROBLEMS WHEN BOOKING WITH OTHER PROVIDERS:
• The hotels have not been pre-qualified and viewed by Surf Expo Staff.
• Many hotels will require hefty deposits and full pre-payment along with steep change and cancellation fees.
• On-site support is not provided for these ancillary hotels if you incur challenges during your stay.
Unaffiliated housing companies NOT endorsed by Surf Expo include:
• Corporate Housing Planners
• Global Expo Housing
• Convention Housing Services
• Exhibition Housing Services
OnPeak cannot help you or protect your rooms when you book through any other source. OnPeak is the only OFFICIAL Surf Expo Housing Partner!
Internet/Wifi Networking Service Warning
Trade Show Internet (TSI) is a 3rd party company who solicits convention internet packages to exhibitors. Trade Show Internet is not an official vendor of Surf Expo, Emerald Expositions, nor are they affiliated with the Orange County Convention Center. Any services they attempt to sell to exhibitors is not guaranteed nor do they include ANY on-site support. Smart City is the internet provider of Surf Expo and the Orange County Convention Center.