Exhibitor Guide. Saddlebrook Resort 5700 Saddlebrook Way Wesley Chapel, FL (813)
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1 Exhibitor Guide Saddlebrook Resort 5700 Saddlebrook Way Wesley Chapel, FL (813) Emerging Partner Expo Pegasus Monday, March 19,
2 Table of Contents INTRODUCTION... 2 GETTING THE MOST OUT OF YOUR EVENT EXPERIENCE... 4 Before the Show At the Show ABOUT THE EVENT... 4 EMERGING PARTNER EXHIBIT FURNISHINGS... 5 Additional Booth Needs IMPORTANT DEADLINES... 6 PROGRAM SCHEDULE... 7 Emerging Partners SHIPPING & RECEIVING... 8 ON-SITE CONTACT (starting Sunday, March 18, 2018)... 8 RESORT RESERVATIONS... 9 VENUE DIRECTIONS TRANSPORTATION RESORT MAPS
3 INTRODUCTION Thank you for participating in the AVI-SPL Sales Acceleration Summit in Wesley Chapel, Florida. We are thrilled to have your commitment as a preferred partner in support of this exciting and innovative program. We have developed this guide to help you in the proper planning and participation in this event. If you have any questions, please do not hesitate to contact us. AVI-SPL MARKETING QUESTIONS Kelly Bousman Senior Vice President, Marketing Kelly.Bousman@avispl.com Ericka Shumpert Marketing & Events Specialist Ericka.Shumpert@avispl.com EXHIBIT BOOTH ASSIGNMENTS & FLOORPLAN Ericka Shumpert Marketing & Events Specialist Ericka.Shumpert@avispl.com EXHIBIT SERVICES, EXHIBITOR KIT and SHIPPING QUESTIONS Julene Pickard White Glove Partner Exhibit Services Julene@jpaexpo.com Phone: (949) Thanks again, and we look forward to working with you! The AVI-SPL Marketing Team 3
4 GETTING THE MOST OUT OF YOUR EVENT EXPERIENCE Before the Show Preparation is the key to any successful project, and shows are no different. Be sure to plan ahead for all of your logistical items, such as your travel and rooming, equipment, booth fixtures, literature, giveaways, business cards and more. This ensures that your booth setup is smooth and stress free. Make your exhibit space informative and inviting. You have a captive audience. Bring raffle prizes to be raffled off for visitors to your booth. Please Ericka.Shumpert@avispl.com what you will be bringing so she can communicate to the sales and engineering teams. This will help drive attendance to your booth! At the Show Don t be shy! AVI-SPL employees are at the show to learn more about what you have to offer. ABOUT THE EVENT The AVI-SPL Sales Acceleration Summit is attended by ALL of our sales team from around the world, as well as key members of management, our General Managers, and this year our Design Engineers. The expected attendance is 300+ for the multi-day meeting featuring the following events. You will have dedicated time with all attendees on Monday, March 19 th. As a SPONSOR of the AVI-SPL Sales Acceleration Summit, you receive the following benefits: Floor space in the Emerging Partner Showcase (Pegasus) includes dedicated exhibition time from 10:00am 2:00pm with our sales and engineering teams. Opportunity to network at the cocktail mixer and dinner on Monday, March 19. Your company name and/or logo prominently displayed on all signage and other materials. Top-quality face time with our entire AVI-SPL sales force! 4
5 Furnishings: For the Emerging Partner Showcase, AVI-SPL is offering the following items: One 6 table Two chairs One wastebasket One electrical outlet (120 volts/5 amps) One power strip One ID sign with company name and booth number Two complimentary exhibitor badges (additional badges may be purchased for $500 each) Additional Booth Needs White Glove Concierge Partner Service is provided to all AVI-SPL Partners. An exhibitor kit , including your unique partner username and password, will be sent to you by Julene Pickard at julene@jpaexpo.com. If you have any immediate inquiries, please, contact Julene Pickard at julene@jpaexpo.com or via phone or text at or via office phone at To order additional exhibit booth furniture and services please see the attached pdf Shepard Exposition Services Exhibitor Kit. Audio Visual, Hard Wired Internet and additional Electrical Rental products are provided by the hotel and these order forms can be accessed via the attached Shepard Exposition Services Kit. Material Handling: See the attached exhibitor kit for more information. o Do not ship materials to hotel unless they are addressed to Shepard. Click here for a DIRECT TO SHOW ID Shipping Label. 5
6 IMPORTANT DEADLINES Emerging Partners Please review and comply with these dates to ensure a hassle-free participation process. Thursday, February 15 Monday, February 19 Wednesday, February 21 Hotel Reservations Deadline Shepard Custom Rental Exhibit Rentals Discount Deadline Exhibitor Appointed Contractor Notification Deadline Freight Deadline: First Day for Warehouse Deliveries without a surcharge Wednesday, February 28 Ancillary Resort Services Monday, March 12 Friday, March 16 Shepard Standard Exhibit Rentals Discount Deadline Hotel Audio Visual Deadline*** Hotel Internet Deadline*** Hotel Electrical Materials and Services Deadline*** See Form Due Dates*** Please refer to the Shepard Exhibitor Kit. Third party vendors may have different discount cut off dates. Freight Deadline: Last day for warehouse deliveries without a surcharge Freight Deadline: Last day for warehouse deliveries (surcharges may apply) (Note: Friday, March 16, 2018 is the last day freight can arrive to the advanced warehouse with guarantee of delivery to your booth for exhibitor move-in.) Prize Registration Contact: Ericka.Shumpert@avispl.com Sunday, March 18 DIRECT SHIPMENTS: First day freight can arrive at show facility at 8:00am 11:00am 4:00pm 1:00pm 5:00pm On-Site Registration (Pegasus Foyer) Set-up - Emerging Partners (Pegasus) Monday, March 19 8:00pm 10:00am Booth Finishing Touches (Pegasus) 10:00am 2:00pm 2:00pm 6pm 6:00pm Emerging Partner Showcase (Pegasus) Move-Out - Emerging Partners (Pegasus) Freight Re-Route (Pegasus) 6
7 PROGRAM SCHEDULE* Emerging Partners Sunday, March 18 11:00am 4:00pm 1:00pm 5:00pm On-Site Registration (Pegasus Foyer) Set-up/ Emerging Partner Showcase (Pegasus) Monday, March 19 8:00am 10:00am 10:00am 2:00pm 2:00pm 6:00pm 6:00pm 6:00pm 6:30pm Table Top Finishing Touches (Pegasus) Emerging Partner Showcase (Pegasus) Emerging Partner Move-Out (Pegasus) Freight Re-Route (Pegasus) Cocktail Mixer (Royal Palm Foyer) 6:45pm 7:30pm 7:30pm - 9:30pm Keynote (Royal Palm Ballroom) Partner Dinner (Royal Palm Ballroom) * Tentative. Times may be subject to change. 7
8 SHIPPING & RECEIVING AT-A-GLANCE All materials received will be subject to material handling fees. NOTE: Direct Shipments MUST NOT be delivered prior to March 18, See the Shepard on-line ordering website for more information. ADVANCE WAREHOUSE SHIPMENT RECEIVING DATE(S) Wednesday, March 21 First Day for Warehouse Deliveries without a surcharge Monday, March 12 Last day Warehouse Freight can arrive without a surcharge Friday, March 16 This is the last day freight can arrive to the advanced warehouse with guarantee of delivery to booth for exhibitor move-in DIRECT TO SHOW SHIPMENT RECEIVING DATE(S) MUST NOT BE DELIVERED PRIOR TO: MARCH 18, 8:00am ADVANCE WAREHOUSE SHIPPING ADDRESS FROM: (Exhibiting Company Name) Booth # TO: UPSF - Shepard Exposition 5113 W. Idlewild Avenue S&K Transport Tampa, FL Delivery Hours: M-F, 8-4:30 PM FOR: AVI-SPL Acceleration Summit DIRECT TO SHOW SHIPPING ADDRESS FROM: (Exhibiting Company Name) Booth # TO: c/o Shepard Exposition Services Saddlebrook Resort 5700 Saddlebrook Way Wesley Chapel, FL FOR: AVI-SPL Acceleration Summit ADVANCE WAREHOUSE ID LABEL CLICK HERE AND YOU WILL BE DIRECTED TO THE SHEPARD EXHIBITOR KIT DIRECT TO SHOW ID LABEL CLICK HERE AND YOU WILL BE DIRECTED TO THE SHEPARD EXHIBITOR KIT SHIPPING QUESTIONS Please direct your inbound and outbound shipment questions to Julene Pickard at or via phone/text at ON-SITE CONTACTS (starting Sunday, March 18th) Julene Pickard, White Glove Partner Concierge Services julene@jpaexpo.com (949) or (949) Ericka Shumpert, Marketing & Event Specialist ericka.shumpert@avispl.com (813)
9 RESORT RESERVATIONS Please use this hotel reservation link, 2018 SAS Partner Registration, to secure your room reservation within the AVI-SPL room block. A deposit of one night s room rate shall accompany each room reservation which will be applied to the last confirmed night of the reservation. In the event of early departure, the deposit is non-refundable unless the Resort is notified before or at the time of check-in. Individual deposits are non-refundable if a reservation is cancelled less than forty-eight (48) hours prior to arrival or the guest is a no-show. Limited block space is available starting on Thursday, January 25, Partners are encouraged to utilize the 2 bedroom/2 bath condos where applicable and limit the single rooms to those with just one person attending. Group rates are available starting Thursday, January 25, 2018 and post-event based on hotel availability. All rates are nightly base and do not include applicable taxes and resort fees. Deluxe Guestroom - $185 per night* 1 bedroom Suite - $216 per night* 2 bedroom Suite - $268 per night* *Rates are subject to state, local, and resort taxes and fees. Rates include: *Free Daily Newspaper available at the Bell Stand *Daily in-room self-service Tea/Coffee *Two bottles of Saddlebrook water per room, per day *Daily admittance to Fitness Center *Local and Toll Free calls *Wireless, standard high-speed internet access in sleeping rooms and public areas Check in time is after 4:00pm; check out time is before 11:00am. Valet Parking is $15 for overnight with in/out privileges; $8 for day parking. 9
10 VENUE Saddlebrook Resort 5700 Saddlebrook Way Wesley Chapel, FL (813) DIRECTIONS Saddlebrook is located one mile east of I-75 at exit 279; 30 miles north of Tampa International Airport. Tampa International Airport I-275 North to I-75 I-75 North to State Road 54 / Exit 279 Turn right onto State Road 54 (East) Saddlebrook is on the right about 1 mile from I-75/SR54 interchange Orlando I-4 West to I-75 North I-75 North to State Road 54 / Exit 279 Turn right onto State Road 54 (East) Saddlebrook is on the right about 1 mile from I-75/SR54 interchange Miami I-75 North to State Road 54 / Exit 279 Turn right onto State Road 54 (East) Saddlebrook is on the right about 1 mile from I-75/SR54 interchange Tallahassee I-10 East to I-75 South I-75 South to State Road 54 / Exit 279 Turn left onto State Road 54 (East) Saddlebrook is on the right about 1 mile from I-75/SR54 interchange Other Information: Directions are accurate as of the time of the printing of this manual. TRANSPORTATION Partners are responsible for their own transportation. Transportation from/to Tampa International Airport is available non-stop by an independent, private transportation company. Please see next page (11) for booking Ground Transportation Services 10
11 BOOKING YOUR GROUND TRANSPORTATION 7 Day Advance Reservations Required Please call or esantiago@saddlebrook.com OPTION 1: Shared Ride Service up to 30 minute wait from the time baggage is claimed. Available and Operates by Advance Reservation ONLY, operating hours are 6AM-11PM. Our direct to resort Shared Ride Service is available at Tampa Airport for guests who reserve a seat in advance. The Shared Ride Reservations are grouped into 30 minute flight intervals and makes no other stops between the airport and Saddlebrook Resort. The cost is $40 per person each way and billed to the hotel room of the guest. When booking your Ground Transportation, the information needed to reserve the Shared Ride Service is as follows: Name, Cell Phone Number, Address (for confirmation purposes only), Arrival Date, Airline, Flight Number, and Exact Time of Arrival. If you would also like a return trip back to the Tampa Airport, please provide your Departure Date and Time (when the plane is scheduled to leave Tampa Airport). We will in turn suggest a proper departure time from Saddlebrook Resort (based on time of day, peak traffic times, etc.). You will receive confirmations for BOTH your arrival and departure reservations once they have been processed. For Airport Pick -Up: The Shared Ride Service Chauffeur will call your cell phone minutes after your flight shows landed on the airport monitors to explain the pick-up location. If for some reason you do not hear from your driver, please call our Dispatch Cell Phone at The Chauffeur will direct you to the closest exit from your airline, depending on the vehicle type he/she is driving at that time. The typical wait time at the airport is 30 minutes from the time you retrieve your luggage at Baggage Claim. Departing the Resort - Your Return Trip: The Shared Ride Service is available to leave Saddlebrook Resort at the top of the hour, by reservation. You should meet your Chauffeur directly out front (outside) of the main lobby 5-10 minutes prior to your scheduled departure time. To be courteous to other guests, please be prepared to leave at the time you have reserved. OPTION 2: PRIVATE VEHICLE SERVICE (IF YOU ARRIVE IN TAMPA AFTER 11PM OR DEPART SADDLEBROOK BEFORE 6AM, OR SIMPLY PREFER THIS OPTION): This is a private vehicle with a personal chauffeur that leaves on the guest s schedule with no waiting at the airport. All private sedan services includes meet and greet by the chauffeur in baggage claim. The chauffeur will monitor the flight and meet the guest(s) in baggage claim with a name sign. If for some reason you do not see your chauffeur at Baggage Claim level, please call our Dispatch Cell Phone at The chauffeur handles your luggage from door to door. The cost is $85 each way for the sedan/chauffeur and billed to the hotel room of the guest. When booking your Ground Transportation, the information needed to reserve the Private Vehicle Service is as follows: Name, Cell Phone Number, Address (for confirmation purposes only), Arrival Date, Airline, Flight Number, and Exact Time of Arrival. If you would also like a return trip back to the Tampa Airport, please provide your Departure Date and Time (when the plane is scheduled to leave Tampa Airport). We will in turn suggest a proper departure time from Saddlebrook Resort (based on time of day, peak traffic times, etc.). You will receive confirmations for BOTH your arrival and departure reservations once they have been 11
12 UD (pdf) 12
Exhibitor s Guide. Saddlebrook Resort 5700 Saddlebrook Way Wesley Chapel, FL (813)
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