2018 Hospitality Expo and Tradeshow HEAT General Show Schedule & Information

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1 2018 Hospitality Expo and Tradeshow HEAT General Show Schedule & Information EXHIBIT HALL LOCATION Caribe Royal Orlando 8101 World Center Drive Orlando, FL EXHIBITOR MOVE-IN / REGISTRATION Tuesday August 21 2:00 pm 7:00 pm Please note: Exhibitors will NOT be allowed to exit and re-enter the hall after 7pm. Any exhibitors arriving after posted hours will not be allowed into the hall. Exhibitors who have not arrived or made plans to have their booth set by Tuesday, August 21, 2018 are subject to having any freight removed from the floor and their booth reassigned. EXHIBITOR MOVE-OUT Wednesday August 22 3:00 pm 7:00 pm Please note: Exhibitors must have outbound freight arrangements made for freight to be out of the exhibit hall by Wednesday, August 22, 2018, at 5:00pm or it will be necessary for GES to make other shipping arrangements at prevailing rates for your returned freight. Exhibitors are responsible for completing and returning the material handling agreements to the GES Service Desk even if the items are to be picked up by their own trucks or carried out. Any freight left in the hall on Wednesday, August 22, 2018 AFTER 5pm, without a completed material handling agreement, will be assumed to be trash and is subject to being discarded. TRADESHOW FLOOR HOURS Wednesday, August 22, :00am 3:00pm All Booths must be staffed and fully operational until 3pm. ADVANCED SHIPPING TO WAREHOUSE If you intend to ship your booth in advance of arrival, you must ship your booth (boxes, crates, etc.) to GES. Please mark all materials shipped as follows: (Shipments must arrive on or between business days: Wednesday, July 18, 2018 and Thursday, August 16, 2018) Warehouse receiving hours are: Monday - Friday, 8:00 AM to 4:30 AM; Closed 12:00 PM to 1:00 PM & Holidays. c/o GES The CFHLA Hospitality Expo and Tradeshow The HEAT Your Company Name & Booth Number 7945 Mandarin Drive Orlando, FL ONSITE SHIPPING - Shipments will be accepted at exhibit site on Tuesday, August 21, 2018, 2:00 PM To 7:00 PM c/o GES The CFHLA Hospitality Expo and Tradeshow The HEAT Your Company Name & Booth Number Caribe Royal Orlando 8101 World Center Drive Orlando, Florida 32821

2 AGE LIMIT IN EXHIBIT HALL No one under 18 years of age will be permitted onto the tradeshow floor (at any time) either as an attendee or as booth personnel during set-up, tradeshow hours or exhibit tear down. For reasons of safety and the professional nature of this event, this policy will be strictly enforced. There will be no exceptions to this rule. ANNOUNCEMENTS Public address announcements in the Exhibit Hall will only be made for emergencies and CFHLA information. General announcements or prize winner announcements cannot be made. ATTENDEE REGISTRATION There is no cost for lodging personnel to attend the tradeshow. Registration flyers are mailed to all department heads. If you would like registration flyers to distribute to your hospitality clients, please contact Jennifer McAfee at (407) BADGES CFHLA will forward an online Badge form to all exhibitors in late July. Badges can be picked up on site at the registration table during Exhibitor set-up. Please note that you may receive 3 badges per booth. Additional badges may be purchased at $100 per badge with a maximum of 4 total. BADGES WILL BE REQUIRED AT ALL TIMES! BOOTH ASSIGNMENT PROCESS Booths are assigned on a first come, first served basis, in order of payment. Exhibitors will choose their booth location based on availability. BOOTH CHANGES Booth location may be subject to change at any time from the initial assignment through move-out. Modifications to an exhibitor s display, including, but not limited to fixture placement, material display, material distribution, model s attire and noise levels may be made by CFHLA at any time. BOOTH CONSTRUCTION AND ARRANGEMENT Standard booth equipment (back and side wall draping, and identification sign) is provided without cost to the Exhibitor. If an Exhibitor plans to install a completely constructed display of such a character that the Exhibitor will not require or desire the use of standard booth equipment, no part thereof shall so project as to obstruct the view of adjacent booths. Sidewalls, if used, may not exceed 3 feet in height on either side. Further restrictions may apply as necessitated by ceiling height. Exhibitor s exhibit or products may not extend beyond the limits of the Exhibitor s booth and no part of any exhibit or product may extend into any aisle. CFHLA must approve in advance any special or unusual exhibit construction or installation. CANCELLATION Refund- If a booth cancellation is received at least 30 days prior to show, exhibitors will receive a 50% refund. No refunds will be issued after July 22, Method- Cancellations must be received in writing at the CFHLA office in order to be accepted. Assignments and Substitutions- If you are unable to attend the HEAT, you MAY NOT assign your booth to another party. CFHLA is the only body that will assign booths. If you find you cannot attend, contact the CFHLA office as soon as possible.

3 In addition, exhibitors MAY NOT have another company or party share their booth. Only those CFHLA members who have paid the exhibitor and membership fee will be allowed to participate. CONTRACT Exhibitors will not be permitted to set-up their booth unless the signed contract has been submitted to CFHLA. CONTRACTORS AND SHOW SERVICES Please review all provisions of the Exhibitor Service Kit. These forms should be completed and forwarded directly to the vendor specified on the form. DAY OF EVENT PROGRAM To enhance the HEAT, each attendee will be provided with a day of event program. This program will include the following: - Exhibit floor layout and booth assignments - Listing of exhibitors - Information about hospitality related association meetings - Advertisements for sponsors - Half page ads for exhibitors (if purchased by exhibitor) DECORATIONS Decorations are not permitted on ceilings, painted surfaces, columns, fabric and decorative walls of the Caribe Royal Orlando. All decorative materials must be flameproof and are limited to the confines of your exhibit space. Exhibitor agrees to change the working of any sign determined by Management not to be in the best interest of the show. DECORATOR CFHLA member GES has been selected as the official decorator (service contractor) for the CFHLA Tradeshow. The forms for labor, furniture, fixtures, etc. may be found under the General Contractor s Information section in the GES Exhibitor Guide, which will be forwarded to exhibitors via . Take advantage of pre-show discounts and return completed forms via mail or fax prior to the deadline. GES will have a service desk on-site during move-in, throughout the show and moveout for any other services needed. Remember, when you order any services on-site, you will be charged substantially higher rates, so plan ahead and ORDER EARLY! ELECTRICAL Edlen Electrical Exhibition Services of Orlando will provide electrical services for this event and will be happy to assist in ordering the correct amount of power for your exhibit. Please see attached form. For more information please call (407) Please be aware that in order to receive the discounted price, you must order and pay by August 8, HEIGHT RESTRICTIONS There is a height restriction for all booths on the show floor. If you have a standard in-line booth, your booth will consist of a 10 wide by 8 deep area with 8 high drape across the back and 3 high drape on both sides. Please note that you MAY NOT go higher than 3 on both sides. Sorry, no exceptions.

4 MATERIAL DISPLAY AND DISTRIBUTION Display items include, but are not limited to counter cards, posters, magazines, business cards, etc. These items must display your products or your promotional materials only. No second or third party displaying of materials is permitted. Please note animals are not permitted on the tradeshow floor, with the exception of service dogs assisting an individual. NOISE LEVEL Noisy or obstructive exhibits or activities producing objectionable noise or odors are prohibited. Sound amplifying devices may be operated only at levels not objectionable to other Exhibitors and must not be projected outside the exhibit booth. CFHLA has the right to stop all electrical services being provided to the booth should any exhibitor abuse the noise level policy. OVERNIGHT ACCOMMODATIONS A special rate of $99 has been arranged for the tradeshow. There will be a limited number of rooms reserved and will be handled on a first come, first served basis. Exhibitors and participants should call to make reservations. Please indicate that you are with the HEAT Tradeshow. PROTECTION OF FACILITIES Nothing shall be posted on, or tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, or other parts of the convention hall exhibit area without permission from the proper building authority. Fluids, caustic or staining, must not be used where they may damage floor coverings. Packing, unpacking and assembly of exhibits shall be done only in designated areas. SAFETY All display materials used for decoration must be flameproof. All electrical equipment or devices used in or about an exhibit must be in good operating condition and able to pass fire and/or electrical inspections. Extra materials stored in Exhibitor s exhibit space must not block access to the exhibit or cover electrical wires or outlets. Exhibitor shall cooperate responsibly with local ordinances and rules regarding health, fire prevention and public safety. If inspection of an Exhibitor s booth discloses a failure to comply with any applicable law, code or regulation, or if CFHLA determines that all or any part of an exhibit presents a fire hazard or other danger, CFHLA may cause the removal of all or a portion of such exhibit at the Exhibitor s expense. Under no circumstances may the weight of any equipment or exhibit material exceed the Hall s maximum floor load. Exhibitor accepts full and sole responsibility for any injury or damage to property or persons resulting from failure, knowingly or otherwise, to distribute the load of its exhibit material in conformity with the maximum floor load specifications. SHARING BOOTHS Multiple companies sharing space is PROHIBITED. Only those companies who have officially registered with CFHLA and have contracted exhibit space will be allowed in a booth. SECURITY CFHLA will provide perimeter guard service while the Hall is closed. Exhibitor agrees that CFHLA is not liable for anything its guard service, or facility security does or fails to do. This includes, but is not limited to, damage, theft, or loss sustained by Exhibitor s exhibit or its representatives. Exhibitor will not be allowed into the exhibit area after Show hours.

5 2018 HEAT THEME To enhance the August 22th CFHLA HEAT Tradeshow Be sure to create an Interactive Environment including decorations and interactive games, utilizing this year s theme: Please note: The top 3 themed booths will win cash prizes: $100 for First place, $50 for Second place and $25 for Third place Remember: Vendor Set Up Schedule Tuesday, August 21, pm until 7 pm All Booths Must Be Set Up by 7:00 pm SORRY, NO EXCEPTIONS! Central Florida Hotel & Lodging Association 6675 Westwood Blvd, Suite 210 * Orlando, Florida * Phone: * Website:

6 ADDITIONAL CFHLA HEAT INFORMATION All booths are 8 x 10, piped and draped. Each booth will include 1 six ft skirted table, 2 chairs, 1 wastebasket and 1 ID sign. Electricity is NOT included in your booth price. The electrical form can be found on the GES site (see link below). The theme for this year s HEAT is Games (Game Shows, Board Games, Card Games, etc.) - We strongly encourage you to decorate your booth accordingly with interactive games. Prizes will be given (First, Second and Third Place) to the most enthusiastic themed participants. For your information, the exhibit hall DOES have carpeting. CLICK HERE TO ORDER ELECTRICITY, CARPET, EXTRA TABLES, ETC.