2015 wflaoutdoorsexpo manual

Florida’s Premier Outdoors Show E x h i b i t o r

i n f o r m a t i o n

march 2-4, 2012 | Florida State Fairgrounds

FEBRUARY - MARCH 1, 2015 • FLORIDA STATE FAIRGROUNDS MARCH 1-3,2,2013 • FLORIDA STATE FAIRGROUNDS FEBRUARY 28 -27MARCH 2014

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HOURS

General Information

EXHIBITOR PARKING

You will receive your parking passes Friday, Feb 27, 1-8 p.m.

Saturday, February 28, 10 a.m.- 7 p.m. when you check in at the registration desk at move in.

Sunday, March 1, 10 a.m.- 5 p.m.

SETUP Move in is anytime between 9 a.m. and 6 p.m. Thursday, February 26, or 8 a.m. to 10 a.m. Friday, Feb 27.

Vehicles will be allowed into the exhibit halls between 9 a.m. and 3 p.m. Thursday, February 26.

All aisles must be clear of boxes, merchandise, equipment, etc., by 6 p.m. Thursday to permit the installation of carpet. The show opens at 1 p.m. Friday with a large crowd expected due to free admission.

Once you have unloaded your merchandise, equipment, etc., you must move your vehicle immediately to the exhibitor parking lot. Absolutely no vehicles will be permitted to enter the area in the front or rear of the exhibit buildings after set-up on Friday, February 27.

This restriction will be rigidly enforced by the Florida State Fairgrounds security personnel.

TEAR DOWN Sunday, March 1, 5-9 p.m.

Monday, March 2, 8 a.m.-noon All exhibits, equipment, merchandise, etc, must be removed no later than noon Monday, March 2.

EXHIBITOR ENTRANCE Exhibitors must enter through the Orient Road gate only. You MUST show your PARKING PASS to enter the gate starting, Friday, Feb 27.

A limited number of exhibitor parking passes has been issued by the Florida State Fairgrounds. Additional parking passes will not be available.

Therefore, they will be available to you as follows:

10x10 booth 2 parking passes

Multiple booth exhibitors 2 passes/each 10x10 booth

Open space Up to 500 sq. ft.

4 parking passes

501–1,500 sq. ft 6 parking passes

1,501–3,000 sq. ft.

8 parking passes

3,001 sq. ft. +

10 parking passes Exhibitors with parking passes will park in the Exhibitor Parking Lot as shown in orange on the attached map. Please leave your parking pass on the dash of your vehicle.

EXHIBITOR BADGES You will receive your exhibitor badges when you check in at the registration desk at move in.

Please complete the enclosed Exhibitor Badge Order Form with the name of each person who will require a badge. Please write legibly and FAX the form back as indicated.

Exhibitor badges must be worn for admittance into the main or exhibitor entrances without charge (although free admission Friday badges aren’t necessary) or for admittance during non-show hours.

Exhibitors are entitled to a specific number of badges in relation to the total number of square feet occupied by the exhibitor.

10x10 booth 4 badges

Multiple booth exhibitors

2 badges for every booth after the first, up to a maximum of 12

Open space Up to 500 sq. ft.

4 badges

501-1,500 sq. ft.

6 badges

1,501-3,000 sq. ft.

8 badges

3,001 sq. ft. + up to 12 badges

Questions pertaining to the badge procedure should be directed to Kristen Hasara (941) 713-2366 or Jim Scilligo (727) 894-3644.

GENERAL ADMISSION PASSES As a courtesy to exhibitors, general admission passes good for all weekend are available at the Expo Show Office at a cost of $5 each. They can also be purchased at the registration desk at move in.

General admission tickets may be left at the “will call” window at the main gate. A valid ID must be shown to pick up these passes.

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SECURITY We will have security guards on duty throughout the Expo, including nonoperating hours. Exhibitors are not permitted onto the show floor before 8 a.m. Thursday, Friday and Saturday, and 9 a.m. Sunday. No overnight admission is allowed. You must have a badge to be admitted into the show for pre-opening set-up.

SMOKING Smoking is prohibited inside all buildings.

LIABILITY The Tampa Tribune, sponsors, Florida State Fairgrounds or any other agency, organization or individual associated with the Expo assumes no responsibility, nor will they be responsible for loss, theft or damage to any equipment, merchandise or other items at the Expo.

USE OF NAILS, TAPE, ETC. Exhibitors may not drive nails, screws or tacks into the floor or walls of the buildings. The Fair Authority also prohibits the use of tape to post signs on walls or doors. The Fair Authority may assess a substantial penalty for violating this regulation.

If you plan to use your own carpet, please consult with a representative of FM Convention Contractors before using any tape on the floor. The removal of said tape will be your responsibility at the conclusion of the Expo.

General Information

EQUIPMENT, MOTOR VEHICLES, ETC.

ELECTRICAL AND PHONE SERVICES

The operation of any vehicle or machinery is prohibited without the permission of the event director.

Also prohibited is the use of helium balloons, oils, burning fluid, kerosene, naptha, propane or gasoline for mechanical or other purposes.

Electrical and phone line services must be ordered directly from the Florida State Fair Authority. Enclosed is a rate sheet for electrical and phone services.

Again, please note pre-event and dayof-event ordering/payment.

BOAT STORAGE DELIVERY Boat dealers will be permitted to bring boats to the Fairgrounds anytime after noon, Wednesday, February 27. They can be parked in the exhibitor parking lot. Boats may not be left near the lakes.

Boats, trailers, etc, parked in the exhibitor parking lot prior to and during the Expo will be left at the risk of the owners. The Florida State Fair Authority, The Tampa Tribune or any other agency associated with the Outdoors Expo shall not be liable for lost, damaged or missing property.

A move-in schedule with assigned times for each open space exhibitor is enclosed. This does not affect booth exhibitors, only larger open-space exhibitors.

CHAIRS, TABLES, PLANTS, ETC. These items may be rented from FM Convention Contractors Inc. Please see ordering information enclosed.

Note any rate differences from preevent and day-of-event ordering.

Payment will be made directly to FM Convention Contractors Inc.

EARLY DEPARTURES No booth may be dismantled or equipment removed from the building or outside exhibit areas prior to 5 p.m. Sunday, March 1, unless prior arrangements have been made with Kristen Hasara.

DIRECTIONS TO FLORIDA STATE FAIRGROUNDS Florida State Fairgrounds is located at the intersection of U.S. 301 S. and I-4.

Exhibitor entrance: Heading east on I-4 from downtown Tampa, take exit 6 (Orient Road), turn right, gate is on left.

Westbound traffic on I-4 should take exit 6 to Hillsborough Avenue, and turn left on Orient Road.

LOADING AREA - PARKING The yellow line on the enclosed map leads to Expo Hall and the Entertainment Building.

The orange line leads to the reserved exhibitor parking lot. Once you park your vehicle, please leave your parking pass on the dash to show you are authorized to park in the exhibitor lot.

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EMERGENCY PHONE Call the Fairgrounds at (813) 621-7821. Ask for the Expo show office or leave a message and it will be delivered to the appropriate person.

ACCOMMODATIONS A list of area hotels is enclosed.

There is food and beverage service at the show and a number of restaurants and fast food available nearby. No

General Information

food, beverages or alcohol may be brought onto the Fairgrounds property. This policy will be strictly enforced.

FREIGHT HANDLING All arrangements for freight delivery must be made through FM Convention Contractors Inc. No freight will be accepted for delivery

by Florida State Fairgrounds or The Tampa Tribune personnel.

THE TAMPA TRIBUNE OUTDOORS EXPO & BOAT SHOW MAP

SPECIAL ARRANGEMENTS/ DETAILS If there are any special arrangements or specific details that we should be aware of, please contact Kristen Hasara (941) 713-2366 or Jim Scilligo at (727) 894-3644 so we can fulfill your request prior to the show.

During the show, it will be much more difficult to accommodate such requests.

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General Information

TO

ALL EXHIBITORS

THE OUTDOORS EXPO & BOAT SHOW hosted by the Reel Animals

FROM

JIM SCILLIGO

SHOW MANAGER

SUBJ

TAX OBLIGATIONS

In compliance with Florida Department of Revenue regulations, we are responsible for notifying the Department of Revenue of the vendors and exhibitors for the show. (It’s no secret, as we publish the list in our special section, anyway.) We are asking for your cooperation in the following manner: 1. When you mail the balance of your payment, those of you who have a current department of revenue tax certificate number, please list it on the invoice. We’ll turn a list of vendors into the department with these names and numbers shortly after the show. It will then be your responsibility to report the amount of sales and taxes collected. Write the certificate number on the invoice in the space provided.

2. The state sales tax for Hillsborough County (where the show is held) is 7 percent. You are responsible for the collection of this amount on your sales. You can include sales tax in your pricing or collect it on top of your prices. There is no sales tax on service-related items. To find out if you fall into that category, please contact the department at the number below.

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For those of you coming from out of state who may make this your only Florida appearance, don’t worry. The department of revenue usually provides one of its temporary kits. You pay the annual fee on the spot ($5), then report your sales and collections on a form provided in the kit.

Again, this is the responsibility of the exhibitor to file and complete all paperwork.

If you have any questions, contact the Department’s Hillsborough Office at (813) 744-6575.

BRING A COPY OF YOUR CERTIFICATE TO THE EXPO IN CASE THE DEPARTMENT PAYS A VISIT TO THE SHOW.

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Preferred Hotels for the Florida State Fairgrounds

Seminole Hard Rock Hotel & Casino 5223 N. Orient Road, Tampa FL 33610 Phone: (813) 627-ROCK or 1-800-937-0010 Fax: (813) 364-4137

Crowne Plaza Hotel, Tampa East 10221 Princess Palm Avenue, Tampa FL 33610 Phone: (813) 623-6363 Fax: (813) 227-6967

Amenities: 4-Star, 4-Diamond property, 250 guest rooms and suite. Las Vegas style resort hotel providing full service fitness center & spa, gourmet food market place, fine dining, night club, coffee bar, pool bar & grille, 24-hour restaurant and room service, resort pool atmosphere offering private cabanas and an outdoor Jacuzzi, 90,000 sq. ft. casino. Hard Rock retail. Valet and complimentary self parking available. Conveniently located near I-4 and only one block away from the Fairgrounds.

Amenities: Full service hotel including 269 guest rooms, 36 suites and 5 penthouse suites. Refrigerator, coffeemaker and microwave in each room. Vending and laundry facilities on site. Panifilo’s Restaurant serves breakfast, lunch and dinner and has a lounge with nightly entertainment. Outdoor heated pool and Jacuzzi, fitness center, gift shop and 30,000 sq. ft. of conference space. Free airport transportation and shuttle service within 5-mile radius of hotel. Ideally located off I-75.

Residence Inn, Sabal Park 9719 Princess Palm Avenue, Tampa FL 33619 Phone: (813) 627-8855 or 1-800-331-3131 Fax: (813) 627-8899

Hilton Garden Inn, Tampa East/Brandon 10309 Highland Manor Drive, Tampa FL 33610 Phone: (813) 626-6700 Fax: (813) 626-6755

Amenities: 102 all suite hotel with studio, one and two bedroom suites. Fully equipped kitchen and separate living area, complimentary daily hot breakfast, complimentary hospitality Mon.-Thurs. 5-7 p.m., complimentary grocery shopping service, 24-hour guest laundry, pool, spa, sports court and exercise room. Pets are welcome. Marriott Rewards program. Conveniently located off of I-4 and I-75.

Amenities: 152 guest rooms, 7 suites and 3,800 sq. ft. of meeting space. Restaurant is open for breakfast, lunch and dinner with a lounge. Outdoor heated pool and whirlpool, fitness center, 24-hour gift shop, and complimentary 24- hour business center. Refrigerator, microwave and coffeemaker in each room. Free shuttle service within 5-mile radius of hotel. Ideally located off of I-75, Exit 260.

Amerisuites, Sabal Park 10007 Princess Palm Avenue, Tampa FL 33619 Phone: (813) 622-8557 Fax: (813) 620-4866

Red Roof Inn Tampa, Fairgrounds 5001 US. Hwy. 301 North, Tampa, FL 33610 Phone: (813) 623-5245 Fax: (813) 623-5240

Amenities: 59 suites, free breakfast buffet, fitness center, outdoor heated pool, refrigerator, microwave, wet bar, coffeemaker with coffee in suite and cable television. Pets are welcome. Conveniently located off of I-4 and I-75.

Amenities: Business king rooms with microwave and refrigerator, wireless internet access, free HBO, free morning coffee and USA Today. Small pets allowed. Located across from the Fairgrounds’ main entrance and next to the Wing House Restaurant.

Hampton Inn & Suites, Tampa East 11740 Gateway Boulevard, Seffner, FL 33584 Phone: (813) 630-4321 Fax: (813) 871-1334 Amenities: 56 tastefully designed rooms and 16 king studio suites with complimentary wired high speed internet access, free local calls, coffee/tea maker, iron with board, hair dryer, remote control color cable TV, microwave, refrigerator and two-one line telephones, complimentary breakfast bar, exercise facility, outdoor pool, laundry facility and 24-hour front desk message/fax service. Conveniently located on I-4 and CR 579 and within 15 minutes from the Fairgrounds.

Amerisuites (near Busch Gardens) 11408 N. 30th Street, Tampa, FL 33612 Phone: (813) 979-1922 Fax: (813) 979-1926 Amenities: 128 suites, free breakfast buffet, outdoor heated pool, fitness center, refrigerator, microwave, wet bar, coffeemaker, cable television and 1,000 sq. ft. of meeting space. Pets are welcome. Only a few minutes from Busch gardens and 15 minutes from the Fairgrounds.

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