Exhibitor Set-up Information
Orlando
EVENT
Orlando USA Fit Games
Orange County Convention Center
9800 International Dr, Orlando, FL 32819
West Concourse
HALLS TBA
Saturday, July 5, 2024
8:00am – 10:00pm
WEBSITE
Please visit our website for Expo Times, Hotel & Convention Center Information.
USAFitGames.com
SHOW MANAGER
Our show manager is in charge of answering all logistical questions that may pertain to setting up your booth. Please reach out to Steve Straka if you have any questions.
Steve Straka
Show Manager
Vision Star Entertainment, Inc.
OFFICIAL HOTEL
COMING SOON!
SET UP / MOVE OUT TIMES
Orange County Convention Center
9800 International Dr, Orlando, FL 32819
West Concourse
Halls TBA
You are more than welcome to park on the loading dock and bring in your items to setup your booth yourself. You are allowed 30 minutes on the loading dock area.
Set Up Times
Friday July 4
12:00pm – 8:00pm
Saturday July 5
6:00am – 7:30am
Booth must be set up by the time the doors open at 8am.
Move Out Time
Saturday July 5
Immediately following the closing of the expo around 9-10pm.
EXPO MAP
Check out the expo map any time on our website. If you just paid for your booth and do not see your booth located on the map, it will be updated within the next few days.
YOUR BOOTH COMES WITH
10×10 booth
- Pipe & drape (back of your booth – pipe & drape is 8ft tall)
- (1) 6ft skirted table
- (2) chairs
- (1) trash can
10×20 booth
- Pipe & drape (back of your booth – pipe & drape is 8ft tall)
- (2) 6ft skirted tables
- (4) chairs
- (1) trash can
20×20 booth
- Pipe & drape (back of your booth – pipe & drape is 8ft tall)
- Up to (4) 6ft skirted tables
- (8) chairs
- (1) trash can
VENDOR BADGES
Vendor Badges are for the people working your booth. They must have a vendor badge on to be inside the expo at any time. They may pick up their vendor badges during set up at the VENDOR CHECK-IN TABLE. This is located at the back dock during set up hours. If your booth workers are picking up their badges they day of the expo, they will come to the WILL CALL booth located outside the expo entrance by the ticketing area.
Vendor Badge Count
10×10 Inline – 4 badges
10×10 Corner – 4 badges
10×20 Gold – 8 Badges
20×20 Island Booth – 12 Badges
VIP Sponsor – 12 Badges
TITLE Sponsor – 15 Badges
SHIPPING & EXPO SERVICES
GEMS is excited to return as the Expo Service Provider for the USA Fit Games! Our services include material handling for all freight, forklift service, labor for installation and dismantling, standard and custom furniture rental, carpet and booth cleaning.
We are excited to offer an easy way to view show info, place booth orders (carpet, etc), find links to electrical information and download shipping labels through our online ordering portal! You will receive an email containing your log in credentials from orders@gemsevents.com. If you have not received your login information, please be sure to check your junk/spam folder and if you still don’t see it, please email me at jill@gemsevents.com and I will resend it. ALL GEMS ORDERS MUST BE PLACED ONLINE THROUGH THE PORTAL. As always, please feel free to contact me if you should have any questions.
- Contact for GEMS
- Jillian Zinkus
Exhibitor Services Manager
12684 International Parkway
Dallas, TX 75228
Office 214.388.5722 x1
Fax 214.388.5442
jill@gemsevents.com
Offices: Orlando, FL / Dallas, TX / Detroit, MI
- Jillian Zinkus
- Contact for GEMS
ELECTRICITY
Bethany Gagnon or Emil Zgraggen
Phone: (800) 345-9898 or (407) 685-9824
from 8:00 am – 5:00 pm (EST) Monday-Friday.
Email: exhibit.services@occc.net
ORDER YOUR ELECTRIC HERE
https://occc.ungerboeck.net/prod/app85.cshtml?AppCode=COE&CC=3&OrgCode=10
INTERNET
If you need WiFi during the event, the internet provider at the convention center is Smart City.
Smart City Event Technology Services
Orange County Convention Center
9800 International Drive
Orlando, FL 32819
P: 407-685-2000
smartcitynetworks.com
ONLINE ORDERING
https://orders.smartcitynetworks.com/showlocator
ORDERING GUIDE
https://view.publitas.com/orange-county-convention-center/smart-city-networks-exhibitor-ordering-guide/page/1
SAMPLING GUIDELINES
If you plan on sampling any food/beverage related items please read over the sampling guidelines below.
- 3oz dixie cup of any liquids
- 2oz sample of a protein bar / jerky / snacks
- Full size samples (whole can/bar/ snack packages). There are additional requirements for sampling. Contact owner Ed Pariso – EdPariso@gmail.com
If you have any questions about sampling please contact owner Ed Pariso EdPariso@gmail.com
In order to be able to sample food/beverage related products onsite you will need to complete the sampling form below and turn it into a rep at the Orange County Convention Center for approval. The convention center has full control over what is approved for sampling and what is not.
MUST FILL OUT YOUR SAMPLING FORM AND SUBMIT
Olivia Ternay
(407) 685-5562 Office
(689) 207-8463 Cell
INSURANCE REQUIREMENTS
All sponsors, vendors and/or exhibitors participating in any Vision Star Entertainment Inc events are required to hold insurance policies for all events the company is participating in if the exhibiting party is sampling food/beverages, having any sort of athletic participation activity / competition, has products for sale/display listed for sale to 18+, touching attendees for cosmetic, massage or product demonstration or are in any way engaging attendees in any way other than verbally discussing products, handing out literature or selling of items / apparel deemed safe for any age.
In no way will Vision Star Entertainment Inc. be held liable for anything that takes place within a contracted booth space or products marketed at the events. Vision Star holds the right to enforce insurance requirements on any entity involved with the events including but not limited to planning, servicing or execution of the events regardless of their involvement or risk assessment and may prohibit participation if insurance documents are not presented with correct policy verbiage.
Note: This list is not comprehensive and there maybe other activities or reasons why Vision Star may require entities to present proof of insurance prior to the event. If that is the case Vision Star will notify participating entities at the earliest possible time to give such entity time to obtain policy documents. Vision Star Entertainment Inc. requires all parties that are required to have insurance on file to have the following on their COI verbiage & endorsements.
- Vision Star Entertainment shall be listed as additionally insured and the certificate holder. Vision Star to be listed as below.
- Vision Star Entertainment Inc.
- PO Box 210145
- Bedford, TX 76095
- Waiver of Subrogation in favor of Vision Star Entertainment
- COI must display verbiage to provide proof of such coverage
- If athletic participation is involved to any degree, insurance documents shall show proof of such
- If food/beverage sampling is involved to any degree insurance documents shall show proof of such coverage
- Limits: All limits are dependent on the type of activity the entity wants to engage in on site and the assessed risk of such activity.
If you have any questions regarding insurance or whether your company needs to have insurance on file, please reach out to our show manager, Steve Straka. Steve@USAFitGames.com
STAFF LIST
Staff Log in Link
https://www.visionstarentertainment.com/checkin/
Your staff list of who is working your booth will need to be finalized 1-2 weeks before the event. You will receive an email from Steve Straka at that time. It will include your login credentials to input your staff list into the system. You will be able edit the staff list at any time. You can reach out directly to him, if you did not receive the email.
Steve@USAFitGames.com
SOCIAL MEDIA
We have listed our logo and several different graphics you can utilize on your social media below.
Feel free to plug in your logo on the Booth graphics, or CREATE YOUR OWN graphic advertising you will be at the event! Please TAG US, so we can share these on our pages.
TAG US!
- @USAFITGAMES
- USA FIT GAMES
USA Fit Games Logo: If you are using your phone, hold down right below the logo and it will save to your phone. If you are using a desktop, just right click and save as. These are transparent backgrounds on both logos.
MUSIC WAIVER
If you plan on having music at your booth, please read and sign this music waiver and submit back to our show manager, Steve Straka.
Steve@USAFitGames.com
GET CREATIVE WITH YOUR BOOTH!
We want each and every one of you to have a successful weekend at the expo. It’s important to remember it’s all about engaging with the consumer.
How do you plan on drawing consumers to your booth? Creativity is key. Sampling and passing out giveaways are a great way to create a buzz at your booth, but a lot of companies incorporate more interaction. Some examples are: Spin the wheel for a prize, push up contests for t-shirts, competitions against other attendees for a grand prize.
Utilize this customer interaction to gather attendees’ contact information for FUTURE SALES. A lot of companies do this by bringing in their own iPads to capture the info of each attendee. This is a great way to continue to sell your products to the consumer after the initial interaction.
ADDITIONAL INFORMATION
At all of our expos you are able to bring in your own product and set up your booth on your own. We do however have a general contractor on-site, GEMS, to help with any additional assistance or items you may need. These items do come with an additional cost.
We just wanted to re-emphasize that the USA Fit Games are a family friendly fitness event. Any promotional materials including, banners, signage, shirts (for giveaway or purchase) and all marketing materials need to be free of obscenities, nudity, and/or profane language on our show floor (including music). If we see any banners or graphics that are unacceptable we will come up and discuss options with you personally on the show floor. Lastly if we see anyone wearing unacceptable clothing, we will ask them to cover it up and/or put other clothing on while at the event. Individuals who fail to comply will be removed from the show floor as necessary.
We strive to make this a well rounded family friendly fitness event and appreciate all of your cooperation in this manner.
If you have any questions about what might be prohibited for display on our show floor just shoot our show manager an email for clarification.