Conference Expo
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GENERAL INFORMATION The Florida Housing Coalition’s 24th Annual Statewide Affordable Housing Conference is the only place where you can meet more than 650 affordable housing professionals from throughout Florida. The conference will take place on September 26-28, 2011 at the Rosen Shingle Creek Resort and Golf Club in Orlando. Please read this information carefully and return the Exhibitor Agreement to secure your exhibition location. Click here to download the PDF Exhibitor Agreement. EXHIBITOR BENEFITS PACKAGE
10’ x 10’ booth space EXPO HALL DATES AND TIMES
Sunday, September 25 - Setup: 3-8 p.m. (All booths must be complete by 8 p.m., Sunday, Sept. 25) EXHIBITOR FEE AND ASSIGNMENTS The non-profit rate for exhibits is $500; the government and for-profit rate is $1000. Selection of exhibit space is at the sole discretion of the Florida Housing Coalition and will be based on the date of request. Partners for Better Housing at the levels below receive free exhibitor space for the Housing Expo. Partners must confirm use of their space in writing by July 22, 2011.
All Partners receive subscriptions to Housing News Network Journals, free job vacancy posting service on the Coalition’s Web page and unlimited membership rates for registration at the conference. Partners also receive recognition at the conference, in all conference-related publications, the Coalition’s Web site, as well as, other hard copy publications. To become a Partner for Better Housing, contact Johnitta Richards Wells at 850.878.4219 or e-mail richards@flhousing.org. DEADLINES July 22, 2011 - Partner Exhibitor Deadline August 5, 2011 - Exhibitor Agreement/Reservation forms Due for Non-Partners; Name Badge Order Form, Payment Due; Cancellation deadline with 50% refund/Deadline for name badge changes (After this date, there will be a $50 charge for name badge changes or additions.) RESERVING SPACE Fill out the attached Exhibit Agreement/Registration Form and Name Badge Order Form (if exhibitors are not registered for the conference). Reservations are made on a first-come, first-serve basis.
Please print clearly (or type) and return to: EXHIBIT RULES AND REGULATIONS 1. Contract - The following rules and regulations become binding upon acceptance of this contract between the applicant and its employees, and the Florida Housing Coalition, Inc. (FHC), the event sponsor. 2. Space Assignments - Exhibit locations will be assigned at the sole discretion of Florida Housing Coalition and will be based on date of request with payment. Preference for the Housing Expo will be given to Partners for Better Housing at the Sponsor, Gold Sponsor, and Platinum Sponsor levels. FHC also reserves the right of exhibit space reassignment. 3. Exhibitor Display Description - The exhibit package includes a 6-foot skirted table in the designated Expo Hall (Two tables for Platinum Partners for Better Housing in the Housing Expo) and name badges for individuals not registered for the conference. No walls, partitions, signs or decorations may be erected which will interfere with the general view “down the aisle”, or with other exhibits. Assistance in erecting display, accessing electricity, hanging banners on front of table, or breakdown must be arranged directly with the hotel staff. The exhibitor is solely responsible for all costs incurred. 4. Set-Up, Exhibit Hours, and Break-Down - Set-up may occur on Sunday, September 25 between the hours of 3 p.m. and 8 p.m. NOTE: No exhibitor will be allowed to break down an exhibit until 4 p.m. Tuesday, September 27. Any exhibitor that willfully dismantles its exhibit prior to that time may not be considered for future FHC conferences. The exhibitor understands that this schedule will be adhered to as a courtesy to other exhibitors and to FHC delegates. The Expo Hall is in close proximity to FHC conference workshops and meal functions. The Expo Hall will be locked at 8 p.m. on Sunday, September 25; 5:30 p.m. on Monday, September 26; and 6 p.m. on Tuesday, September 27. Exhibit hours begin at 2 p.m. on Monday, September 26 and 7:30 a.m. on Tuesday, September 27. 5. Shipping - All package deliveries must be arranged by each exhibitor with the hotel. The hotel will charge Holding and Receiving fees; these fees are the sole responsibility of the exhibitor. Packages will not be accepted more than five days in advance of the event date. When shipping a package, address the package to yourself and your organization, C/O the Florida Housing Coalition Conference; Rosen Shingle Creek Resort and Golf Club, 9939 International Drive, Orlando, FL 32819. Please bring your tracking number with you as this will facilitate the hotel staff with finding your package. Exhibitors are responsible for fees associated with storing shipping containers throughout the actual conference. 6. Electricity - For electricity at your exhibit, contact Johnitta Richards at FHC at 850.878.4219. Depending on usage, there may be a need to contact a pre-determined outside electrician. All costs are the responsibility of the Exhibitor. 7. Internet - For internet connection at your exhibit, contact Chris Sheedy, Millennium Technology Group, at 407.996.5865. All costs are the responsibility of the Exhibitor. 8. Unoccupied Space - FHC reserves the right, should any space remain unoccupied after the first hour of the conference opening, to rent or occupy said space. 9. Payment and Refunds - The total fee for exhibit space is due upon receipt of the signed exhibit agreement. In the event an exhibitor finds it impossible to attend the conference, a letter received at the FHC office to that effect by 5 p.m., EDT, August 5, 2011, would authorize a refund of 50% of the exhibit fee. No refunds will be made after 5:00 p.m. EDT, August 5, 2011. Partners for Better Housing membership is non-refundable. 10. Food Service - FHC reserves the right to provide food and beverage service during certain hours in the exhibit area. Due to hotel health regulations, with the exception of small packaged candies and treats, no food or beverages may be given away or otherwise distributed by any exhibitor, without written approval from the Shingle Creek Resort and the FHC. 11. Unauthorized Personnel - Only delegates, exhibitors with FHC name badges and hotel staff will be allowed into the exhibit area. 12. Noisy & Obnoxious Equipment & Unsightly Exhibits - The operation of whistles, loud music, or other objectionable devices by exhibitors will not be allowed. Exhibitors are expected to maintain exhibit space free of litter and in accordance with Fire Marshall and hotel regulations. 13. Security and Liability - FHC will not provide security services. The exhibit space will be locked as described in the Exhibitor Rules and Regulations. Providing security for exhibits, exhibitor property and for exhibitors themselves as well as for their employees, agents, representatives and guests, shall be the sole responsibility of the exhibitor and of the exhibitor only. The exhibitor agrees to hold FHC and the hotel harmless and to indemnify FHC and the hotel against claims or liability arising out of the actions, fault, or negligence of the exhibitor, its agents or employees, prior to, during and after the exposition. FHC and the hotel shall not be responsible for any loss, damage or injury that may happen to the exhibitor or the exhibitor’s agents, patrons, guests, employees, or property from any cause whatsoever. The exhibitor hereby releases FHC and the hotel from, and agrees to indemnify them against any and all claims for such loss, damage or injury. 14. Damage to Property - The exhibitor, its agents, guests or patrons shall not injure, nor in any manner deface the hotel premises or equipment therein, and shall not cause or permit anything to be done whereby the hotel or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise removed from the building, and will not drive, or permit to be driven, nails, hooks, tacks, or screws into any part of the hotel, and will not make nor allow to be made, any alterations of any kind therein. Should any of the hotel’s equipment used by the exhibitor in the exhibitor in the conduct or operation of the exposition be damaged, lost or stolen, the exhibitor will promptly pay for the equipment by cash or certified check. 15. Signs, Posters & Banners - The exhibitor agrees that it will not post or exhibit signs, advertisements, posters, or cards of any description inside, in front of or on any part of the hotel not designated as the exhibitor’s exhibit in the exhibition area. The exhibitor will contract with the hotel staff to hang any banners, signs or posters that are to be affixed to the hotel. Velcro banners may be affixed to airwalls only. Nothing may be affixed to the walls of the hotel itself. 16. Public Policy - All companies and individuals exhibiting at the conference are participating at the exclusive discretion of FHC and must abide by all local codes, rules, regulations, and ordinances, including fire regulations, and must abide by the directions and instructions presented by official FHC and hotel personnel. The exhibitor understands that any violation ns of these policies may result in the immediate closing and removal of the exhibitor’s display. 17. Eligible Exhibits and Restrictions - FHC reserves the right to accept or reject, without reason, any exhibit agreement received. FHC may choose to waive exhibit fees for non-profit exhibitors with approval from the Board President or Conference Manager. 18. Exhibit Floor Access - FHC reserves the right to limit access to the exhibit floor to anyone during times the exhibition area is not officially open as well as to any person not in possession of an FHC issued name badge. 19. Use of Exhibit Space - Exhibitors shall reflect their company’s highest standards of professionalism while maintaining their exhibits during exhibition hours. No exhibitor shall assign, sublet or share exhibit space without the permission of FHC. 20. Exhibition Sales Policy - No firm or organization is permitted to engage in direct sales activities within the exhibit area without the expressed written approval of FHC. 21. Hotel Information - The Florida Housing Coalition’s 24th Annual Statewide Affordable Housing Conference will be held at the Rosen Shingle Creek Resort and Golf Club located at 9939 International Drive, Orlando, FL 32819. There are three (3) ROSEN Hotels, two of which are located on International Drive - each adjacent to the Orange County Convention Center. The conference is being held at Rosen Shingle Creek Resort on Universal Boulevard. Rooms are available for the function at the rate of $135 per night, before June 24, 2011. To reserve your room, contact the hotel at 1-866-996-6338.
22. Deadlines
23. Complete and Return to the Florida Housing Coalition |