Exhibitor Setup

Convention Center Information

The expo will be held in Halls A-C in the Orlando Convention Center West Building.
The street address is 9800 International Dr., Orlando, Florida. This IS NOT the shipping address. Use shipping labels to make sure your items are delivered on time to the correct location.

Exhibit Floor:
- Floor covering is not included, and it is required. You may bring in your own flooring or rent flooring from GES. If raised flooring is used, you must install a ramp and make sure it is ADA accessible.
- Electricity, Air and Plumbing will come from the floor in this building.
- Columns and low ceilings are marked on the floor plan. If you have a question about how these affect your booth, please contact the expo team immediately.
- All exhibitors must abide by the booth display guidelines.
- Cleaning stations, with running water, will be located throughout the hall.
- Trash cans and compost bins will be set up in the aisles. Anything you do not wish to display can be donated to the foodbank using the donate labels available in the GES Service Center.

Meeting Room Availability:
- Rooms may be reserved for a maximum of 4 hours per day per company:
  - 7:30 a.m. to 11:30 a.m.
  - 1:00 p.m. to 5:00 p.m.
- Requests are processed in the order they are received and can be requested by filling in this form.
Parking & Deliveries:
- Exhibitor parking is available; rates vary upon vehicle size and entry time. Parking spaces are available on a first-come, first-served basis. For those who plan on driving to the convention center, event-specific parking areas will be listed on roadway signage on International Drive, Universal Boulevard and the surrounding area.
- The OCCC is cashless. Parking rate is $20 plus tax ($21.30) per standard vehicle, and $40 plus tax ($42.60) for oversized vehicles. Prices may increase by event and availability of parking.
- If you are making a delivery using a personally owned vehicle, you must check in at the Marshalling Yard before going to the convention center. A dock foreman will give you a dock pass and direct you where to unload. The registered booth name, number and identification will be required.
- POVs are served on a first-come, first-served basis. Exhibitors planning to remove items immediately at show close should anticipate a two-hour window for these services at the facility.
- Exhibitors may park in the facility parking lots and hand carry or use a personally owned 2-wheel cart to bring materials into the convention center.

When Can Exhibitors Set Up? 

Exhibitor setup begins Saturday, October 10.

Each booth is assigned a target freight move-in date & time and target freight move-out date & time based on booth size and location. Your assigned date & time is when your driver must check in at the marshalling yard, NOT the time you set up (or load out). DO NOT schedule your booth setup/tear-down for this time, as the unloading/loading at the dock takes several hours.

Make sure you are checked into the marshalling yard at your allocated time to avoid any off-target charges. Once your booth materials are offloaded and placed in your booth space, you can begin setting up. Review the exhibitor schedule for additional details.

If you need to change your target move-in assignment, you have (2) options:

Fill out the request for target variance form before September 21.
Ship your freight in advance to the warehouse (non-perishable materials only) between September 8-October 5 at no additional costs. Items shipped to the advance warehouse will be delivered to your booth BY the target date/time provided and labor can be scheduled accordingly.

Review Shipping Booth Materials

Clean Floor Policy
To combat lengthy wait times for produce deliveries during setup, and to ensure we can open the show on time, all exhibitors must abide by the clean floor policy as follows:

All booths 400 sq. ft. or larger must be finished with major exhibit construction with empties tagged on Tuesday, October 13, by 5:00 p.m.
Booths 300 sq. ft or smaller can continue to set up through Wednesday, October 14. Major construction must be complete by 2:00 p.m. so we can begin clearing aisles. Product merchandising and minor booth setup may continue.
Wednesday will primarily be for product merchandising, cleaning and finishing touches on the show floor.

No Show Policy

Exhibitors who have not begun setup by Wednesday, October 14, 2:00 p.m. will be considered a "No Show" unless you have notified the Expo Team. No-shows do not receive a Show Point and will be omitted from next year's early assignment booking process.

What Are Exhibitors Allowed to Set Up? 

Florida is a "Right to Work" state. Full-time employees of the exhibiting company are permitted to do the following without hiring union labor:

Unpacking and placement of your merchandise
Set up exhibit display with the use of tools
Plug in equipment (once the electricians have delivered power to the booth)
Set up of signs/graphics
Hand carry materials into the convention center or use a personally owned 2-wheel cart.

For booth setup and/or dismantling, exhibitors may designate their own Exhibitor Appointed Contractor (EAC) by submitting a form; they must abide by union jurisdiction rules as well.

Union Labor will be required for certain aspects of your exhibit handling. All mechanical equipment on the trade show floor must be under the care, custody and control of GES. This includes using and operating Forklifts, Scooters, Pallet Jacks, Genie Lifts, etc. as well as all other equipment, mechanical in nature.

Exhibitors must hire labor in advance to do the following work on site:

Material Handling: GES is responsible for all material handling and have complete control of the loading docks.
Hanging Signs: All rigging of signs must be done by the Orange County Convention Center, and any order forms required should be filled out by September 21. Exhibitors or their EACs are responsible for assembling the sign and may supervise rigging.

Using Exhibitor Appointed Contractors

An Exhibitor Appointed Contractor (EAC) is any contractor NOT listed in our Approved Vendor List that will need access to your booth during setup/tear-down hours to assist with your exhibit. For security reasons, all EAC representatives must be registered and pick up their own wrist band or badge to access the show floor. 

Exhibitors and EACs must register by September 21. Please follow the steps below:

Exhibitors must submit a form to authorize use of an EAC. 
EACs must submit the form and agree to all rules and regulations.
Each EAC company must provide a certificate of insurance showing proof of general liability and workers' compensation insurance with full coverage as outlined during setup, dismantle, and show days with the International Fresh Produce Association (IFPA), the Orange County Convention Center, and Global Experience Specialists (GES) named as additional insured. Please note: If the primary approved EAC elects to use another EAC as a subcontractor, this company must also complete the above requirements. EACs upload Insurance Certificates to the link they receive once they register.
Each EAC employee must visit an EAC Desk, located in the lobby or dock area to receive a wrist brand. Wrist bands must be picked up individually, not by the company.

Details and links to register will be available shortly.

Hanging Signs Above Your Island Booth

Hanging signs are only allowed above island booths or inline booths along the building's perimeter. All rigging must be done by GES.

Review the booth display guidelines for height restrictions .
Plots, diagrams, and drawings (related to rigging) must include the location of hanging signs within your booth. (Submit details online by creating an OCCC account).
Submit rigging plots, drawings, blueprints and/or certifications to OCCC-Rigging@ocfl.net by September 21.
Pack your signs separately to avoid assembly/labor delays upon arrival.

Balloons in Your Booth

Exhibitors that display balloons must Submit a Balloon Agreement (creating an OCCC account)

Fees will apply to remove balloons released into ceiling areas.

All balloons must be properly tethered. Inflated balloons may not be distributed to attendees.

Helium gas cylinders used for refilling balloons cannot be stored on the exhibit floor. Secure storage outside the facility must be arranged.

Large Displays in Your Booth

If your booth includes vehicles, machinery, shipping containers, or other large items, additional preparation is required. These displays may need special labor or equipment for unloading and delivery.

To ensure a smooth setup, schedule special labor with GES in advance.

Exhibitors should submit the following forms (if applicable) before September 21 to plan for shipments:

Plan ahead and coordinate logistics with GES for a seamless setup. If you need assistance, contact GES Freight Operations: JT Hannon (Cell: +1-407-509-1251).

Plan for Move Out

The return of empty crates (empties) on Friday can take 10+ hours. Check your assigned target move-out and schedule tear-down labor and pick-up accordingly.

Tips to Save Money, Avoid Waiting and Be Prepared

Review the exhibitor move-out schedule.
Smaller inline booths: Take advantage of IFPA booth packages for 10'x10' and 10'x20' spaces. Schedule GES for the labor, tear-down and to ship your booth out and receive guaranteed ST (standard time) labor rates and a discount on outbound shipping.
Larger inline booths: Consider tear-down labor for Saturday morning, when you know your empties are in your booth, instead of paying for labor to wait around on Friday.
Island booths with hanging signs: Coordinate your rigging with OCCC to have signs lowered Friday night or first thing Saturday morning so your labor does not have to stop dismantling the booth while the overhead sign is coming down. 
Pack up and secure valuables in your booth and from any showcases as soon as the show ends. IFPA cannot be held liable for anything stolen or lost during this process.
Relax in the Exhibitor Lounge with food and beverages while waiting. The lounge will be open 5:00 p.m. -10:00 p.m.
Schedule your pick-up prior to Sunday. Sunday is busy for carrier pickups. Wait times could be significant and end up occurring during overtime.
Consider GES logistics for your shipping, guaranteed flat rates, and avoid charges for lengthy wait times. 
Schedule FedEx pickup for Monday (they don’t pick up on Sunday).  You may also drop off small parcels via their business services office located in the Convention Center.
Submit a pre-printed material handling form before the show and on-site you will receive pre-printed outbound shipping labels and your bill of lading. 
Fill in your bill of lading (BOL) when everything is packed up and ready. Include the number of pieces, signature and return it to the service desk. GES will dispatch your carrier to pick up. DO NOT leave it with your shipment or your carrier may be left waiting.
Make sure your carriers can pick up on-site or schedule with GES logistics to ship out. If you do not schedule outbound shipping GES will, which will result in increased costs and delayed receipt times. There is NO warehouse to return items after the show.
Pack outbound shipping supplies including tape, wrap, boxes, etc. for use at the end of the show.

Contact

Kyle McMillan

Director, Trade Shows
International Fresh Produce Association

+1 (302) 607-2130 Email Kyle McMillan

Nancy Pickersgill

Trade Show Coordinator
International Fresh Produce Association

+1 (302) 781-5857 Email Nancy Pickersgill

On-Site Information

The Global Produce & Floral Show