Exhibitor Set-up Information
Orlando
EVENT
Orlando USA Fit Games
Orange County Convention Center
9800 International Drive
Orlando, FL 32819
West Concourse
Halls TBA
Saturday, July 1, 2023
8:00am – 9:00pm
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
Rosen Centre Hotel
9840 International Drive
Orlando, FL 32819
**Special Group Rate**
Deadline for discounted rooms is May 30th.
SET UP / MOVE OUT TIMES
Orange County Convention Center
9800 International Drive
Orlando, FL 32819
West Concourse
Halls WB 2-4
Set Up Times
Friday June 30
12:00pm – 8:00pm
Saturday July 1
6:00am – 7:30am
** Booth must be set up by the time the doors open at 8am.
Move Out Time
Saturday July 1
(Immediately following the closing of the expo)
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 BOOTH. This is located at the back dock during set up hours. If your booth workers are picking up their badges while the expo is going on, the Vendor Check-in Booth is located in the lobby by the ticketing area. If you need additional badges they are $50 each. These can be purchased on-site at the Vendor Check-in booth.
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
- The contact for ordering OCCC Electrical Service is Robin Cascio-Raines
Robin Cascio-Raines
Exhibitor Services Coordinator | Event Services Division
Orange County Convention Center
Direct: (407) 685-9818 | Fax: (407) 685-9884
Email: Robin.Cascio@occc.net
INTERNET
If you need WiFi during the event, the internet provider at the convention center is Smart City. Download the order form below. Contact information is also listed on the form.
SAMPLING GUIDELINES
If you plan on sampling any food/beverage related items at the event please contact our director of sampling, Steve Straka, first and foremost. He will be able to guide you through the process and help tell you what is necessary to be food/beverage compliant with the City of Dallas Health Dept and Centerplate Catering/Concessions. Please email Steve with answers to these questions below and he will get back in touch with you to discuss. Contact info for Steve is below as well.
- What do you plan on sampling (types of food/beverages) ?
- Example – BCAA post work out recovery drinks in multiple flavors or RTD protein drinks or sample portions of healthy meals offered by subscription Salmon w/ wild rice meal)
- Amount you plan on sampling out to each attendee ?
- Example – 3oz dixie cup of energy drink or 2oz sample of a protein bar
- Full size samples (whole can/bar) may require buyout fees and Steve will get with you directly to discuss.
- Are any of your products not shelf stable and require refrigeration upon receipt of incoming freight?
- Example – egg whites or yogurt.
EMAIL YOUR ANSWERS TO:
Steve Straka
Director of Sampling / Show Manager
Email: steve@usafitgames.com or xdsevents@gmail.com
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Please only proceed to these next steps after you have spoken to Steve Straka and he has instructed you to do so.
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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 Centerplate for approval. The convention center has full control over what is approved for sampling and what is not.
Chadrick Gabriel
Catering Sales Manager
Office: 407-685-5546
Mobile: 689-207-8463
Email:Chadrick.gabriel@centerplate.com
INSURANCE REQUIREMENTS
We require all booths who will be engaging in attendee participation onsite to have insurance on file with us. You will need to have us listed as additionally insured for the duration of the event and please list us as you see below. Also, there is a sample certificate you can download so you can pass it onto your insurance provider. You will be required to have insurance on file if you plan on sampling food/beverages onsite, have a contest in your that engages attendees, or are preforming any procedures in your booth (IE teeth whitening, massage therapies, or body composition testing)
Vision Star Entertainment Inc.
PO Box 210145
Bedford, TX 76095
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.
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.