Exhibitor FAQ

Is the event space secured?

The Foyer space is fantastic because it is the heart of all traffic for the Conference. However, it is not secured, and security is not provided during sessions or evenings. Please do not leave valuables unattended. Please take them with you each evening.

What are the dimensions for each exhibit space?

We have allocated an exhibit space for each sponsor. Each tabletop space includes one 6’ table with a tablecloth, one wastebasket, and two chairs. Each exhibit space is 4’ deep by 8’ wide by 8’ tall. Each table has room for one freestanding banner sign (up to 2’ wide x 8’ tall). No signs may be affixed to walls

When may sponsors/exhibitors begin setting up?

Sponsors can begin setting up Wednesday, September 4th, at 10:00 am. Exhibits are in the Townhall Foyer, just outside the ballroom.

If you ship your materials ahead of time and send our team the tracking information, the boxes will be waiting for you at your designated table. This expedites set up so you can prepare for our opening Wednesday afternoon at 2:00 pm. See more on shipping details below.

Note: any hotel package receiving or handling fees are the sponsor/exhibitor’s sole responsibility.

When may sponsors/exhibitors begin moving out?

Sponsors can begin move-out at 12:30 pm on Saturday, September 7, to finish by 2:00 pm. Fire marshal rules prohibit blocking aisle ways in the Foyer, so early move-outs are prohibited. Upon move-out, the hotel will be available to help with shipping materials (fees may apply).

What are the shipping guidelines?

Want hassle-free shipping? Use the shipping address label below and send all tracking numbers to Brennan Gerhart for expedited setup.

ATTN: BRENNAN GERHART
DisasterPlasty, 9/4-9/8
Ocean Reef Club, 305-367-5921
35 Ocean Reef Drive, Suite 200
Key Largo, FL 33037

 

Please do not send any materials to arrive at the hotel before Friday, August 23, as the hotel may reject shipments arriving early due to storage limitations.

Sponsors are responsible for their shipping/receiving fees. Our Sponsor Support team will assist with the payment process on-site. We will ship all sponsor packages from the hotel Monday, September 9.

What are the key deadlines?

August 11th: Deadline to reserve a hotel room at the discounted group rate
August 23rd : Internet/Electrical Requests to Brennan Gerhart (brennan@brennangerhart.com)
August 23rd: First day sponsor shipments can arrive at the hotel.
August 23rd: Deadline for sponsor personnel registrations and booth representatives

Who can answer questions?

Brennan Gerhart – TEXT: 843-457-8749, EMAIL: brennan@brennangerhart.com