Welcome and thank you for choosing to be a participant in The Franchise Show – Orlando.
Welcome and thank you for choosing to be a participant in The Franchise Show – Orlando. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.
The Show Office will be set up at the Hyatt Regency Orlando, on Friday May 19, 2023 at noon and management will be available to assist you for the duration of the Show.
Table of Content
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Cleaning
- Booth Installation & Dismantle
- Electrical
- Exhibitor Badge
- Exhibitor Parking
- EZ Backdrops
- Federal ID Number
- Food Sampling
- Free Admission Passes
- Hotel
- Insurance
- Lead Retrieval System
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Show Guide Ads & Sponsorship
- Telephone / Internet / WIFI
- Vehicles on Show Floor
GENERAL INFORMATION
Show Location
Hyatt Regency Orlando
Plaza International Ballroom
9801 International Drive
Orlando, FL
32819
Show Dates & Times
Saturday, May 20, 2023 | 11:00 am – 5:00 pm
Sunday, May 21, 2023 | 11:00 am – 4:00 pm
**NEW TIMES – Exhibitor Move-in
Friday, May 19, 2023 | 12:00 pm – 6:00 pm
Exhibitor Move-Out Dates & Times
Sunday, May 21, 2023 | 4:00 pm – 8:00 pm
Produced By
National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Fax: (905) 477-7872
Exhibitor Coordinator
Emily Huang
905 477-2677 or (800) 891-4859 Ext 284
Email: Emily@nationalevent.com
Exhibitor Checklist
Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.
AUDIO / VISUAL RENTALS
PRE-SHOW BOOKING DEADLINE: May 5, 2023
Luke De Souza
luke.desouza@encoreglobal.com
Direct: +1 407-345-4452
ORDERING ONLINE:
BOOTH CLEANING
PRE-SHOW BOOKING DEADLINE: Friday May 5, 2023
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please see below:
GEMS Gilbert Exposition Management Services
Cathy Gilbert
(407) 438-5002 x 113
ORDERING ONLINE:
You will receive an email from GEMS with login information, a link to their Online Ordering System and instructions for signing in. If you did not receive an email with your login information, please contact: cathy@gemsevents.com
BOOTH INSTALLATION & DISMANTLING
PRE-SHOW BOOKING DEADLINE: May 5, 2023
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.
Should you require assistance setting up or dismantling your booth, these services can be ordered from:
GEMS Gilbert Exposition Management Services
Cathy Gilbert
(407) 438-5002 x 113
ORDERING ONLINE:
You will receive an email from GEMS with login information, a link to their Online Ordering System and instructions for signing in. If you did not receive an email with your login information, please contact: cathy@gemsevents.com
Electrical
BOOKING DEADLINE: May 6, 2023
Electrical is not supplied to your booth. If you require an electrical hookup please contact:
Edlen Electrical Exhibition Service
Tel: 407-854-9991
Fax: 407-854-9992
Email: Orlando@edlen.com
Exhibitor Badge
BOOKING DEADLINE: May 5, 2023
We have implemented a new automatic badge system to simplify the request process. Please follow this link below to complete your badge request form. You will receive a confirmation email upon completion.
Exhibitors are provided with up to a maximum of 7 personalized name badges based on the size of your booth.
10×10 booth – 3 booth staff
10×20 booth – 5 booth staff
300 feet or larger – 7 booth staff
Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.
Exhibitor Parking
There are 2,500 garage spots available in the Parking Garage on-site.
The Franchise Show has negotiated a discounted rate of $15.00 for parking to anyone who attends the Franchise Show. Please be sure to tell the parking attendant you are there for the Franchise Show upon entry to receive this special rate.
The regular rate is $35.00 per day (no in/out privileges). Overnight is $35.00 plus tax. Valet is $40.00.
EZ Backdrops
If you require a pop-up banner or backdrop, please contact:
EZ Backdrops
Phone: 678-717-1222
Email: angie@ezbackdrops.com
http://www.ezbackdrops.com/
Federal ID Number
The Federal ID Number for the venue is 46-4049157. You will require this number to clear customs.
Food Sampling
SUBMISSION DEADLINE: May 10, 2023
Approval from the venue must be received before sampling any food or beverages. Please email haelee@nationalevent.com regarding your intent to sample.
FREE ADMISSION PASSES
The Franchise Show will be emailing you free admission passes to share with your network. Raise awareness about your franchising initiatives and increase traffic to your booth by distributing FREE ADMISSION passes to the Show. There is no limit to the number of FREE passes you may distribute to your professional and personal databases.
Hotel
BOOKING DEADLINE: April 18, 2023
Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.
We have obtained a group rate of $199.00 + taxes for occupancy at the Hyatt Regency.
The Hyatt Regency
9801 International Drive,
Orlando, FL, 32819
1-407-284-1234
Reservations may be made by booking online here https://www.hyatt.com/en-US/group-booking/MCORO/G-N79P in order to receive this booking rate please mention The Franchise Show.
To receive this rate, you must book your rooms through the online booking system by clicking the link above. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.
Insurance
Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.
Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.
Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.
Lead Retrieval System
We offer a Lead Collection system at the National Franchise Show. This system uses any smartphone or internet enabled device (no scanners needed). Attendees contact info (name, email and cell if provided) will be pre-populated into the software to make your lead collection easy on-site and your post-show follow-up effortless.
Please send your completed order form to emily@nationalevent.com if you would like to sign up for this system.
Please note: This is not a complete list of attendees. It is a lead retrieval service to help you capture leads quickly and accurately.
Please note: If you have already selected lead retrieval upon registering, you do not ned to fill out a form.
Loading Docks
Please note if you require dock level access please use: loading dock (Dock A2) accessible at 9801 International Drive, Orlando FL 32819 by the Hotel Service Road, west off of Convention Way.
If you do not require dock level you can use roll up door – Plaza Pre-assembly.
Exhibitors will have to pay fees if the package is not delivered during our move in times or if the shipment is not addressed to the decorator’s attention.
Exhibitors who will be delivering their own booth materials to the show using their own personal vehicles should go to the roll-up door labeled Plaza Pre-Assembly which is ground level and check in with exhibitor services.
Dock level access is available. Dollies and a pump truck will be available for your use.
Forklift services will be made available please request if needed from haelee@nationalevent.com
Move-in Instructions
Move -in Times: Friday May 19, 2023 12:00 pm – 6:00 pm
- All exhibitors must officially register before setting up.
- All exhibits must be set up by 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
- The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand-carried items only may be brought in on Saturday.
- Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
Move-out Instructions
Move -Out Times: Sunday May 21, 2023 4:00 pm – 8:00 pm
Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so. Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
All material must be removed by 8:00 pm
Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to
prevent pilferage.
NOTE:
All exhibitors using HAUListic must move freight after the show must have booth materials packed and ready for pick up at the loading dock. Please provide our sales staff onsite with your paperwork before leaving he show site.
Rules & Regulations
Diagram #1: Sample of the drape provided for your booth
Diagram #2: Sample of display allowance
Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.
Booth Display & Restrictions
- Diagram#1 shows the drapes that are provided as a part of your booth cost.
- Diagram#2 shows the allowed clearance for displays, banners, and products within your booth.
- No exhibit may exceed a maximum height of 8 ft.
- Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
- The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
- Any exceptions to this must have pre-approval from Haelee Jones (haelee@nationalevent.com)
Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
Signage
No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.
Carpet or Flooring
Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.
Tape (Floor, Wall, and Carpet Damage)
This only applies to companies that choose to place carpet or flooring on top of the existing carpet.
It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.
- Polyken 105c LPDE
- Scapa 274004
- DC W002A
If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.
If you would like to install your carpet on top of the existing carpet, please contact Haelee Jones (haelee@nationalevent.com)
Restrictions for Booth Installation
Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.
Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.
Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.
National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Haelee Jones (haelee@nationalevent.com)
Animals in the Show
The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Haelee Jones (haelee@nationalevent.com) regarding approval and the necessary forms.
Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor when balloons are lost. Please contact Haelee Jones (haelee@nationalevent.com ) if you wish to use helium balloons in your display.
Mechanical Conveyances
Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.
Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.
SHIPPING & DELIVERIES
Shipping Direct To Show: May 19, 2023
PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge.
Important – Information About Forklift Service
At this time, forklift services are not available. Forklift services will not be made available, unless requested. If you require a forklift to offload your equipment, please contact Haelee Jones (haelee@nationalevent.com) 2-3 weeks prior to the show.
PLEASE NOTE: After freight is packed at the end of the show it must be moved to the dock area for pick up. Freight that is left on the show floor will incur a handling fee. Handling fee charges will be a minimum of $45.00 or $15.00 per ‘hundred weight’ whichever is greater.
The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;
HAUListic
(859) 254-4112
lex@shiphaulistic.com
HAUListic SHIPPING ORDER FORMS
Please address shipments to:
Company name Booth number
The Franchise Show
c/o GEMS Gilbert Exposition Management Services
9801 International Drive
Orlando, FL
32819
NOTE:
All exhibitors using HAUListic must move freight after the show must have booth materials packed and ready for pick up at the loading dock. Please provide our sales staff onsite with your paperwork before leaving he show site.
Pre-Show Shipping
To request a quote for Advanced Shipping, please see below
GEMS Gilbert Exposition Management Services
Cathy Gilbert
(407) 438-5002 x 113
Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.
ORDERING ONLINE:
You will receive an email from GEMS with login information, a link to their Online Ordering System and instructions for signing in. If you did not receive an email with your login information, please contact: cathy@gemsevents.com
You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.
Show Decorator (to order tables, chairs, accessories, etc.)
PRE-SHOW BOOKING DEADLINE: May 5, 2023
Carpet, 8ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from
GEMS Gilbert Exposition Management Services
Cathy Gilbert
(407) 438-5002 x 113
Show Colours
- Booth Drapes : Black
- Aisle Carpet : Blue
- Booth Carpet: Grey
ORDERING ONLINE:
You will receive an email from GEMS with login information, a link to their Online Ordering System and instructions for signing in. If you did not receive an email with your login information, please contact: cathy@gemsevents.com
Show Guide Ad & Sponsorship Opportunities
There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. For more information, please contact Michael at michael@nationalevent.com or 905-477-2677 ext. 270.
Telephone / Internet / WIFI
PRE-SHOW BOOKING DEADLINE: May 5, 2023
Luke De Souza
luke.desouza@encoreglobal.com
Direct: +1 407-345-4452
ORDERING ONLINE:
Vehicles on Show Floor
APPROVAL DEADLINE: May 1, 2023
All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Haelee Jones (haelee@nationalevent.com ) for approval and to arrange arrival time if you want to display a vehicle.
When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.
Motorized vehicles must:
- Contain no more than ¼ tank of fuel or 5 gallons of fuel, whichever is less
- Have a locking gas cap
- Have battery cables disconnected and taped
- Motorized vehicles cannot be moved during event hours.
Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.
Exhibitors must provide a set of keys, the name and phone number of the person responsible to remove the vehicle(s) to Show Management.