Exhibitor Services Manual
Shepard Exposition Services is Surf Expo’s official decorator.
Exhibitor appointed contractor notification deadline: Thursday, August 10, 2017 Discount price deadline for standard Shepard orders: Thursday, August 17, 2017 Discount price deadline for custom Shepard rentals: Tuesday, August 8, 2017 First day for warehouse deliveries without a surcharge: Thursday, August 10, 2017
- Last day for warehouse deliveries without a surcharge: Tuesday, August 29, 2017
- First day freight can arrive at show facility: Tuesday, September 5, 2017 at 8am
- Last day for warehouse deliveries: Friday, September 1, 2017
If you decide to ship your material Direct to Show, please coordinate with your carrier to arrive no earlier than 8:00 am EDT on September 5. While your shipment may be guaranteed to arrive at the show on a specific date, please know that there is no guarantee when the shipment will arrive at your booth. Download Direct Shipping Label.
Please note that there is a difference between crated, uncrated and special handling material. Additional charges are added for uncrated (unskidded) and special handling material (loose). To keep your material handling costs down, be sure your shipment can be forked by a tow motor/fork lift.
You can also ship Small Packages to the show. Small Packages sent direct to the convention center via UPS, FedEx, DHL, etc. will be received by Shepard Exposition Services and delivered to you. Please know that there is a charge per carton, per delivery to your booth.
Privately Owned Vehicle Move In “POV”
POV is a popular method to bring your material to the show. In order to facilitate the volume of POVs that arrive to the show, the guidelines for POV are outlined by Shepard Exposition Services. POVs are considered a car, mini van, passenger van or pickup truck that can be unloaded within 30 minutes. The use of two wheeled hand truck or hand carry is allowed. No four wheeled dollies are allowed. One-way Cartload service is also available at the dock for qualified POVs. Rented box trucks and trailers are not considered POV and will be subject to material handling rates. View a POV Map.
POV move in dates and times are as follows:
Tuesday, September 5 8:00 am to 6:00 pm
Wednesday, September 6 8:00 am to 6:00 pm
All POVs must check into the marshalling yard first and will be sent to a designated dock to unload. Click to download POV procedures and a marshaling yard map.
Remember that for the September show, you can park in the parking lot and hand carry and/or use a two wheeled hand truck to bring your material to your booth. Please enter through the South Hall B doors. We want to make your exhibitor experience go as smoothly as possible. Please let us know how we can help!
Exhibitor Badge Registration
All booth personnel must be registered for an Exhibitor Badge. Registration is accessible through the Exhibitor Console. Login credentials for the Exhibitor Console can be found in your Booth Confirmation email, or contact your salesperson.
Surf Expo Show Management strictly enforces and monitors the number of exhibitor badges per 10 x 10 booth. Each exhibiting company is allotted seven (7) badges per 10×10. Additional badges are available for purchase online in the Exhibitor Console.
Buyer Relations Team
Surf Expo’s dedicated Buyer Relations Team’s mission is to ensure exhibitors see the right buyers. Learn More.
Online Exhibitor Profile
Update your Online Profile, seen by exhibitors online and in the Show App.Each exhibitor receives these included with each booth:
- 1 Press Release Upload
- 1 Show Special
- 1 Video
- Company description (500 characters)
- Categorize your company in up to 5 product categories
- Add up to 5 brands available in your booth.
- For Buyers AND Media:
- Upload one Press Kit
- Upload one Press Release
Note: upgrades are available if you’d like to add more! Just log into your Exhibitor Console to learn more and purchase upgrades.
Advertising and Sponsorships
Help get your brand in front of the thousands of Surf Expo buyers before, during and after the show with marketing and sponsorships available for all budgets. Plus, there are several no-cost opportunities to make sure you take advantage of.
- Free Lead Retrieval App-( $495 value). Learn more.
- Appointment cards- invite buyers to see you at the show. Digital and print options available
- Fashion Show inclusion- Each exhibitor can submit 2 pieces for consideration in the daily fashion shows at no cost, or purchase a full scene.
- Footwear Showcase- Each exhibitor in the FOOTWEAR SECTION can feature footwear in the professionally styled footwear showcase.
As we gear up for the September 2017 Surf Expo, public relations and marketing opportunities are greater than ever for exhibiting companies! Outlined below are ways to help promote your brand and products to media as well as attending buyers
Social Media – Social Media Use twitter and Instagram to promote your company exhibiting at Surf Expo by using these hashtags: #surfexpo #paddlelifesurfexpo (for paddle companies – SUP, Kayak & Canoe) To submit your photos and information for consideration, click here.
Product Launches – New Products Launching at Surf Expo Have a new product launching at Surf Expo? We want to know about it! Contact firstname.lastname@example.org for information on how to best promote your product launch.
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 Housing Provider and Block Information
When making your housing arrangements for the Surf Expo, it is important to use a company that you can trust. HOWDL provides housing arrangements through OnPeak, the official housing provider.
Why Book in the Surf Expo Block?
• Special rates are negotiated
• Official hotels are HOWDL-endorsed and inspected.
• 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.
• Friendly booking terms: No Change Fees. No upfront non-refundable payments.
• Guaranteed Rates.
• Easy to modify or cancel reservations.
Surf Expo has designated OnPeak as the only official housing provider for the 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.
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.