Florida’s Premier Outdoors Show EXHIBITOR INFORMATION
MARCH 4-6, 2016 - FLORIDA STATE FAIRGROUNDS
Guidelines & General Information HOURS
EXHIBITOR PARKING
Friday, March 4, 1PM – 8PM Saturday, March 5, 10AM – 7PM Sunday, March 6, 10AM – 5PM
You will receive your parking passes when you check in at the registration desk at move in.
SETUP
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:
Move in is anytime between 9AM6PM on Thursday, March 3, or 8AM-10AM on Friday, March 4. Vehicles will be allowed into the exhibit halls between 9AM-3PM Thursday March 3.
10x10 Booth
2 parking passes All aisles must be clear of boxes, merchandise, equipment, etc., by Multiple Booth Exhibitors 6PM Thursday to permit the 2 passes/ each 10x10 Booth installation of the carpet. The show opens at 1PM Friday with large OPEN SPACE crowd expected due to free admission. Up to 500 sq. ft. 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 March 4. This restriction will be rigidly enforced by the Florida State Fairgrounds security personnel.
TEAR DOWN Sunday, March 6, 5-9PM Monday, March 7, 8AM-12NOON All exhibits, equipment, merchandise, etc., must be removed no later than 12NOON Monday, March 7.
EXHIBITOR ENTRANCE Exhibitors must enter through the Orient Road gate only. You MUST show your PARKING PASS to enter the gate starting, Friday, March 4.
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 parking passes
4 badges
501-1,500 sq. ft.
501-1,500 sq. ft.
6 parking passes
6 badges
1,501-3000 sq. ft.
1,501-3000 sq. ft.
8 parking passes
8 badges
3,001 sq. ft. +
3,001 sq. ft. +
10 parking passes
Up to 12 badges
Exhibitors with parking passes will park in the Exhibitor Parking Lot as show in orange on the attached map. Please leave your parking pass on the dash of your vehicle.
Questions pertaining to the badge procedure should be directed to Megan Beals (813) 225-2766 Jim Scilligo (727) 894-3644
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 email the form back as indicated.
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 it. 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.
Guidelines & General Information
SECURITY We will have security guars on duty throughout the Expo, including nonoperating hours. Exhibitors are not permitted onto the show floor before 8AM Thursday, Friday, and Saturday, and 9AM Sunday. No overnight admission is allowed. You must have a badge to be admitted into the show for pre-opening setup.
SMOKING Smoking is prohibited inside all buildings.
LIABILITY WFLA, Sponsors, Florida State Fairgrounds or any other agency, organization or individual associated with the Expo assumes no responsibility, nor will they be 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.
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 day-of-event ordering/payment.
BOAT STORAGE DELIVERY Boat dealers will be permitted to bring boats to the Fairgrounds anytime after 12NOON, Wednesday March 2. They can be parked in the exhibitor parking lot. Boats may 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, WFLA, WTTA, and any other agency associated with the Outdoors Expo shall not be liable for the 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 5PM Sunday, March 6 unless prior arrangements have been made with Megan Beals.
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
Guidelines & General Information 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. These is food and beverage service at the show and a number of restaurants and fast food available nearby. No 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 WFLA-WTTA personnel.
SPECIAL ARRANGEMENTS/ DETAILS If there are any special arrangements or specific details that we should be aware of please contact Megan Beals (813) 225-2766 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.
Guidelines & 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 tip of your prices. There is not sales tax on service-related items. To find out if you fall into that category, please contact the department at the number below. 3. 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 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.
PREFERRED HOTELS FOR THE FLORIDA STATE FAIRGROUNDS SEMINOLE HARD ROCK HOTEL & CASINO
CROWNE PLAZA HOTEL, TAMPA EAST
5223 Orient Rd, Tampa, FL 33610 Reservations: 813-627-7625 or 866-388-4263 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 availavle. Conveniently located near I-4 and only one block away from the Fairgrounds.
10221 Princess Palm Ave, Tampa, FL 33610 Reservations : 813-623-6363 Amenities: Warm rooms with balconies come with WiFi (fee), flat-screen TVs and coffeemakers. Club rooms provide access to a lounge with complimentary continental breakfast, all-day snacks and afternoon appetizers. Suites offer microwaves, minifridges, and living areas with pull-out sofas. Parking is free. Other amenities include an American grill and bar, plus regular winetasting. There’s also a 24/7 fitness center, tennis courts and an outdoor pool.
RESIDENCE INN, SABAL PARK 9719 Princess Palm Ave, Tampa, FL 33619 Reservations: 813-627-8855 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. 5-7PM, 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.
AMERISUITES, SABAL PARK 10007 Princess Palm Ave, Tampa, FL 33635 Reservations: 813-622-8557 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.
HAMPTON INN & SUITES, TAMPA EAST 11740 Tampa Gateway Blvd, Seffner, FL 33584 Reservations : 813-630-4321 Amenities: The rooms have free WiFi, flat-screen TVs with HD channels, full work desks (as well as ergonomic lap desks), coffeemakers, minifridges and microwaves. Suites add living space and sofabeds. In addition to a free breakfast buffet (or breakfast bags to go), amenities include an outdoor pool and a patio, a fitness center and free parking.
HILTON GARDEN INN, TAMPA EAST/BRANDON 10309 Highland Manor Dr, Tampa, FL 33610 Reservations: 813-626-6700 Amenities: Less than 4 miles from Florida State Fairgrounds, All rooms offer modern decor and customdesigned beds, plus flat-screen TVs, free WiFi, microwaves and minifridges. Suites add whirlpool tubs and separate living areas with pull-out sofas. A cooked-to-order breakfast is available (fee), and there's an on-site American restaurant, bar and 24/7 pantry. There's also a fitness center, outdoor pool and whirlpool. Additional amenities include flexible meeting rooms, a business center, a free area shuttle and parking.
RED ROOF INN TAMPA, FAIRGROUNDS 5001 North US Route 301, Tampa, FL 33610 Reservations: 813-623-5245 Amenities: A 5-minute walk from the Florida State Fairgrounds, The basic rooms come with complimentary Wi-Fi and flat-screens. Upgraded rooms add minifridges, microwaves and coffeemakers. Children age 17 and under stay free.Amenities include complimentary parking, as well as coffee and tea in the lobby. A picnic area is available. Pets are welcome.
AMERISUITES (Near Busch Gardens) 11408 N 30th St, Tampa, FL 33612 Reservations : 979-1922 Amenities: ree WiFi, 42-inch flat-screen TVs and separate living/sleeping areas. They also include work areas, minifridges, wet bars and coffeemakers. Freebies include hot buffet breakfast and a local shuttle. There's also a heated outdoor pool, a 24/7 fitness center, a business center and a 24/7 cafe.