August 19 – 22, 2018 at The Orlando World Center Marriott
The conference will have a Cosmic theme this year playing off of the popular Cosmic Thing album from the B-52s. Prizes will be awarded to the top exhibitors for creativity in utilizing the theme if you wish to participate.
Exhibit Hall Hours
Sunday, 12:00 pm to 5:00 pm – Exhibitor Move-In
Monday, 11:00 am to 5:00 pm
Tuesday, 9:00 am to 5:00 pm
Wednesday, 9:00 am to 11:00 am
Wednesday, 11:00 am to 2:00 pm – Exhibitor Move-Out
Exhibitors are required to keep their booths open during all exhibit hours. Exhibitors breaking down during convention hours will incur a $500 penalty per signed contract and will lose the right to their booth location for future conferences. If you feel you cannot participate for the full convention, please Cathy Bowman at (850) 425-8186.
WCI encourages you to share and promote your company’s presence at the WCI Conference to friends and followers. Follow WCI on Facebook, Twitter, and Instagram at @WCI360. Tag us in your posts and be sure to use the WCI conference hashtag #WCI2018!
Attendee Mailing Lists
WCI will provide each exhibitor with a pre-conference and post-conference attendee list, complete with mailing information for all registered conference attendees. The pre-conference list will be sent to your company contact person via email on July 23. The post-conference list will be sent a week after.
Please review the Contract for Exhibit Space, Section C3, for height restrictions and regulations.
Exhibitor Booth Registration
There will be a separate exhibitor check-in station where you must register prior to setting up your booth on Sunday. At that time, you will receive your name badges and other exhibitor information. Set-up time will be Sunday, August 19, 2018 from 12:00 – 5:00 p.m. Tear-down will be Wednesday, August 22nd from 11:00 a.m. – 2:00 p.m. Please do not plan to set up or dismantle during conference hours. Exhibitors breaking down during conference hours will be subject to a $500 penalty and forfeiture of booth location at future conferences. If you need additional time to set up your booth, please contact me prior to the conference so necessary security clearance may be arranged.
Complimentary Conference Registration
With each booth registration, you are entitled to one complimentary conference registration, which includes one set of conference handouts, 50 states’ statutes & the Florida Reference Manual on flash drive, and a ticket to the Monday night reception. This complimentary registration packet will be given to the individual who checks in for your booth at the Exhibitor Registration Desk. It is not necessary to designate this registration to a specific person unless you have someone who needs continuing education credits for the conference. If this is the case, simply write “COMP” in the comments section when you register your Booth Personnel online. They will pick up their badge at Attendee Registration when they arrive at the conference and they will receive the registration packet for the company.
Upon check-in, you will be given a rubber stamp. Convention participants must have their prize cards stamped by the exhibitors to be eligible to win the grand prize. There is a $5.00 deposit for this stamp, which must be paid at the time you check in for your booth. Please arrive with a check for $5.00 or cash. We will refund your $5.00 when the stamp is returned at teardown on Wednesday.
Once again this year, there will be an exhibitor prize screen located on the back wall of the exhibit hall that will display the winners of your drawings, as well as, the WCI daily grand prize winners. Feel free to do as many drawings, as often as you would like, throughout the conference. When you have selected your winner, come to the Exhibitor Registration Desk and provide the winner’s name, your company name and your booth number to us and we will update the scrolling list of winners to be displayed on the big prize screens. We will also have a Prize Winners tab on the WCI 2018 mobile site (functions like an app) and we will post your winners there.
Food & Beverage Policy
The Marriott Orlando World Center has a strict policy for food and beverages provided in the exhibit hall. Pre-packaged food and beverages may be brought into the hotel, but must remain packaged at your booth, so you may bring in wrapped candy, packaged snacks, and bottled or canned beverages. Any open food, such as cheese trays, unwrapped cookies, etc., must be ordered through the Marriott. Also, any machinery, such as slushy machines, popcorn machines or cookie ovens, must be ordered through the Marriott for liability reasons. Please contact Stefan Staender, Event Specialist, 407-238-8780 with your questions and food & beverage needs. Please see the attached Marriott Food & Beverage Form. As a reminder, alcoholic beverages may not be served in the exhibit hall.
Comp Time Diner
There will be a diner, with relaxed seating, in the exhibit hall so food and beverages are easily accessible to you during the show for the following days/hours:
Monday, 11:00 am – 2:00 pm
Tuesday, 8:00 am – 2:00 pm
Wednesday, 8:00 am – 11:00 am
Complimentary beverages are available inside the exhibit hall at designated beverage break stations for the following schedule:
Monday, 2:00 pm – 3:15 pm
Tuesday, 9:00 am – 11:00 am & 2:00 pm – 3:15 pm
Wednesday, 9:00 am – 10:30 am
We are offering lead retrieval through Metro Connections. For exhibitors who wish to purchase this service, you will be able to scan attendees’ badges and track who is visiting your booth. Exhibitors utilizing this service will be provided email addresses, along with other full contact information for the attendees they scan. Please see the attached flyer for more information or visit this website to order.
US Tradeshows Exhibitor Services
WCI is pleased to have US Tradeshows as the official exposition company again this year. All Exhibitor Ordering will now be done through the US Tradeshows On-Line Ordering System. The show contact your company has provided will receive an e-mail alerting them that ordering is open. The e-mail will contain a temporary password to gain access to the site. If there is a different person who will be ordering your booth furnishings and services, please e-mail that information to firstname.lastname@example.org so they can update the information and send the access e-mail to that person. The discount deadline is July 27th. Electrical is not included in your booth package and must be ordered using the on-line ordering system as well. The exhibit hall is carpeted, but carpet is popular at our show if you wish to order. Remember that US Tradeshows can also provide high-quality labor services to set your exhibit booths and displays. If you would like to contact US Tradeshows, their main office number is (407) 812-8224. You may e-mail them at: email@example.com.
WCI will provide porter service for you while you are exhibiting at the conference. WCI will hire staff to pick up the empty boxes left from your giveaway items. Simply break down your boxes and a staff member will come by your booth periodically to pick them up from you and move them to the trash receptacles located outside.
This section is designed to inform you of what to expect when you arrive at the Marriott to set up your exhibit. Please make sure your on-site booth personnel know their unloading options. There are three options to utilize for moving your booth materials into the exhibit hall. They are listed in order of ease.
- Pre-ship booth materials to US Tradeshows Advance Warehouse up to 30 days prior to the event. When you arrive on Sunday, they will be waiting for you in your designated booth space. You may also ship to US Tradeshows directly at show site, but only for Saturday or Sunday, August 18th and 19th delivery. Any earlier and it will be refused by the hotel.Order these services through the exhibitor services kit.
- Utilize US Tradeshows Curbside Unloading Service. US Tradeshows will provide curbside unloading/porter service this year to all exhibitors who drive in and bring their booth materials with them in a personally owned passenger vehicle. US Tradeshows will unload each vehicle and transport all of your items to your booth for a fee of $30 per cart load. Each additional cart load will result in an additional $30 fee. US Tradeshows will also store your “empties” for you as part of this service. US Tradeshows Curbside Unloading will be available on Sunday, August 19th from 12:00 – 5:00 p.m. Just follow the “Cartload Service” signs to the designated unloading area located at the back of the hotel. This is the best way for you to unload your booth materials, as the bellmen of the Marriott will not be allowed to enter the exhibit hall with their carts. To take advantage of this service, please notify US Tradeshows through the exhibitor services kit, which you will be receiving shortly, and pay for the service upon your arrival.
- Self-unload your vehicle via the parking garage. The only area available to unload will be the parking garage. You must hand unload and carry your materials or bring your own 2-wheeled cart. This is not a very convenient unloading destination, but it is the only available option should you choose to unload yourself due to traffic constraints. I encourage options 1 and 2 for your own ease.
We appreciate your support and look forward to your participation in the conference.
If you have any questions, please feel free to contact Cathy Bowman at (850) 425-8186.