General Information & Terms of Exhibitor Contract
Trade Expo Dates/Times
Wednesday, August 21, 2024
9 a.m. Trade Expo Opens
6 p.m. Trade Expo Closes
Thursday, August 22, 2024
8:30 a.m. Trade Expo Opens
4 p.m. Trade Expo Concludes
Exhibitor Installation Dates/Times
Installation begins at 10 a.m. - 5 p.m. Tuesday, August 20, 2024.
Installation continues at 6 a.m. - 8 a.m. Wednesday, August 21, 2024.
Exhibits must be in place by 8 a.m. Wednesday, August 21, 2024.
Dismantling Dates/Times
Exhibitors may begin dismantling at 4 p.m. Thursday, August 22, 2024. Exhibits must be out of hall by 7 p.m. Thursday, August 22, 2024
Booth Space Sizes
Booth spaces at the Florida Realtors Trade Expo will be uniform in style, each with an 8 ft.-high back wall and 3 ft.-high side rails, consisting of fabric draped on an aluminum frame. Available sizes are: 10’ x 10’, 10’ x 20’, 10’ x 30 and 20’ x 20’ island booths. Booth height restriction is 9’. Island booth height restriction is 14’. Price includes a 7” x 44” booth identification sign, a 6’ draped table, two (2) arm chairs with upholstered seats and one (1) waste basket. Exhibit halls have existing carpet.
Booth Space Assignments
Booth space assignments will be made by Florida Realtors in the order in which executed Contracts and full payment are received. All measurements and exhibit space layouts shown on the floor plan are as accurate as possible, but Florida Realtors reserves the right to make such modifications and change exhibit space assignments as may be necessary to adjust the floor plan at any time to meet the needs of Florida Realtors, Exhibitors or the exhibits.
Articles of Exhibit
Exhibitor shall not exhibit, advertise or offer for future purchase goods and services other than those allowed by this Contract. Exhibitor agrees to limit their display and personnel to the booth space contracted for, to confine all personnel or equipment to the booth space and not to use “roving” personnel and equipment and materials. No Exhibitor may share their booth space with another Exhibitor. A Covid-19 release and waiver required by Florida Realtors, and the host venue, if applicable must be completed by each exhibitor and assistant exhibitor prior to the exhibitor or assistant exhibitor being issued a tradeshow badge needed to access the exhibit area.
Florida Realtors reserves the right to decline any prospective Exhibitor’s application for a booth space.
Florida Realtors reserves the right to restrict exhibits which, because of noise, method of operation, materials or any other reason, become objectionable, and also to prohibit or remove any exhibit which, in the opinion of Florida Realtors, may detract from the general character of the Exposition as a whole. This reservation includes persons, things, conduct, printed matter and anything of a character which Florida Realtors determines is objectionable. In the event of such restriction or removal, Florida Realtors shall not be liable for any refunds or other exhibit expenses.
Contacting registrants or attendees must be from contact information directly procured by your organization from registrants or attendees. Promotion of your business is permissible, but active, aggressive recruiting is prohibited during the Expo. Further, any aggressive, obtrusive sales tactics are expressly prohibited. Violations of this policy may lead to removal from the Expo prior to or at the Expo itself and forfeiting any monies paid to Florida Realtors.
Subletting of Booth Space
Exhibitor shall not assign, sublet or apportion booth space or any part thereof allotted to Exhibitor.
Music: Copyright Permission and Indemnification
If you are planning to use music at your exhibit booth, Broadcast Music Inc. (BMI), the American Society of Composers, Authors & Publishers (ASCAP) and other performing rights organizations require that you pay licensing fees for the performance. If you have already entered into agreements with a performing rights organization, please report your function in your quarterly reports. If you are not currently licensed and plan to use music at your booth, you should contact the appropriate performing rights organization to secure the necessary licenses. Contact BMI at 877-264-2137 and SESAC at 615-320-0055 or ASCAP at 800-505-4052.
Exhibitor represents and warrants that no musical work protected by copyright will be staged, produced or otherwise performed, via either “live” or “mechanical” means, by or on behalf of Exhibitor at Florida Realtors’ Convention and Trade Expo unless Exhibitor has previously obtained written permission from the copyright owner or the copyright owner’s designee (e.g. ASCAP, BMI or SESAC) for such use.
Exhibitor further represents and warrants that it shall be fully responsible for the performance of all obligations under any agreement permitting the use of such music, including but not limited to all obligations to report data and to pay royalty fees.
Exhibitor agrees to indemnify, save and hold harmless Florida Realtors and its directors, officers, agents, employees and each of them, from and against any and all claims, costs and expenses (including legal fees and expenses), demands, actions and liabilities of every kind and character whatsoever with respect to any breach of the foregoing representations and warranties.
Installation and Dismantling of Exhibits
All material entering Expo must come from the Sebastian dock. Each vehicle will be given 20-30 minutes to unload. Installation of exhibits may begin at 10 a.m. - 5 p.m. Tuesday, August 20 and continue at 6 a.m. - 8 a.m. on Wednesday, August 21. Exhibits must be in place by 8 a.m. No exhibits shall be dismantled, partially or wholly, until 4 p.m. Thursday, August 22. All exhibits must be removed from the Exhibit Hall by 7 p.m. Thursday, August 22. If you need additional time, contact the show manager. Any materials not removed by this time will be removed by Florida Realtors and stored at Exhibitor’s expense. Early dismantling of exhibits without prior written approval from Florida Realtors will be considered a breach of this Contract.
Safety, Fire and Health
Exhibitor must comply with all local, county, state and federal safety, fire and health ordinances regarding installation and operation of exhibit materials. All display exhibit materials and equipment must be reasonably located and protected by safety guards and fireproofing, as required by local, county and state ordinances, to prevent fire hazards and accidents. Each Exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or promotions.
There are special safety and health concerns related to COVID-19. Each Exhibitor agrees to strictly adhere to all current CDC guidelines for COVID-19 (https://www.cdc.gov/coronavirus/2019-nCoV/index.html) while participating in events held or sponsored by the Florida Realtors®. Exhibitors agree to require their employees, and booth visitors to adhere to government issued health standards or guidance including CDC guidelines, and any applicable state and local public health guidelines.
Exhibitor agrees to self-monitor for signs and symptoms of COVID-19 (symptoms typically include fever, cough, and shortness of breath).
By subsequently attending the activity or event each day, Participant warrants that self-assessment has been performed and Participant is experiencing no symptoms of COVID-19.
Liability for Damage
Exhibitor agrees to protect, indemnify and hold harmless Florida Realtors and the hotel for any and all liability, damage or expense by reason of any injury or injuries sustained by anyone to persons or property or loss of property received, done or occurring in or about the trade expo area or entrances thereto or exits therefrom, including that caused by or resulting from the negligence of the respective agents, servants or employees of Florida Realtors or the hotel. Florida Realtors and the hotel shall not be responsible or liable for any loss or damage to any property of Exhibitor through theft, fire, accident or any other cause. EXHIBITOR SHOULD INSURE EXHIBITOR’S OWN EXHIBIT AND DISPLAY MATERIALS.
Exhibitor agrees to protect, save and keep Florida Realtors and the hotel forever harmless from any damage or charges for violation of any law or ordinance, whether occasioned by the negligence of Exhibitor or those holding under the Exhibitor. Exhibitor agrees not to violate any criminal statutes. Exhibitor shall at all times protect, indemnify, save and keep harmless Florida Realtors and the hotel against and from any loss, cost, damage, liability or expense arising from or out of or by reason of any accident or other occurrence to anyone, including the use of the trade expo area or a part thereof. Exhibitor shall bear all attorney fees and court costs arising from any litigation based on the above. Further, if the Exhibitor breaches this Contract, Florida Realtors has the right to refuse Exhibitor booth space at future Florida Realtors Conventions and Trade Expos.
Nothing shall be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Anything in connection therewith necessary or proper for the protection of the building, equipment or furniture will be at the expense of Exhibitor.
Exhibitor must surrender the booth space in the same condition as it was received.
Cancellations
If Exhibitor fails to perform in accordance with the stated terms as set forth, Florida Realtors may cancel this Contract and will retain, for costs incurred in connection with the leasing of said booth space to Exhibitor, 100% of the total fee.
If Exhibitor finds it necessary to release Exhibitor’s booth space and written cancellation is received by June 21 2024, Florida Realtors will retain 25% of the fee. If written cancellation is received between June 22, 2024 and July 19, 2024, Florida Realtors will retain 50% of the fee. No refunds will be given after July 19, 2024.
Should the Florida Realtors cancel the Annual Convention and Trade Expo for any reason, thereby prohibiting exhibitor from participating as outlined in the attached contract, exhibitor will receive a full refund of fees paid to Florida Realtors in advance to participate in Expo.
If for any cause beyond the control of the parties, such as, but not limited to, a public health emergency, the destruction of the exhibit facilities by an Act of God, authority of law, fire or other force majeure, or boycotts, strikes or other labor disputes, or cancellation of the Expo for reasons beyond Florida Realtors reasonable control, Florida Realtors is unable to comply with the terms of this Contract and deliver the space allotted hereunder, this Contract will be considered terminated and any payments made hereunder by Exhibitor will be refunded to Exhibitor, and Florida Realtors will have no further liability for damages or compensation of any kind
Miscellaneous
This agreement shall be governed by the laws of the State of Florida. Any action brought to enforce the terms of this Agreement shall be brought in Orange County, Florida.
Florida Realtors® is dedicated to providing a harassment-free experience for all attendees. All Exhibitors must engage in respectful behavior and refrain from engaging in behavior or speech that is harassing in any manner.
Harassment includes offensive verbal comments or written language, deliberate intimidation, harassing photography or recording, stalking, following, unwelcomed demonstrations, creating a disturbance that is dangerous or interferes with the ability to transact business on the show floor, or creates apprehension in another person, or causes inappropriate physical contact.
Please note that ALL FOOD AND BEVERAGE must be ordered through Rosen Shingle Creek Hotel. Outside food and beverage will be confiscated and removed per Hotel Liability guidelines. Allowed: Candy Bowls with individually-wrapped miniature candies/mints/hard candies. The Exhibitor should facilitate the distribution of candy and other edible items to attendees in order to minimize the potential spread of COVID – 19.
Additionally, helium balloons are strictly prohibited.
Responsibilities of Exhibitor’s Representative(s)
Unless other arrangements have been made previously through The Expo Group, a representative of the Exhibitor must be present during uncrating and installation, as well as during dismantling and recrating of their exhibit. At least one representative must be in attendance throughout the period of exhibition. Exhibitor agrees to notify Florida Realtors in advance, no later than 15 days before the first day of the Convention and Trade Expo, the name of the person who will officially represent the firm.
Fees for Exhibitor’s Representative(s)
Two official representatives for each booth space of each Exhibitor will be given complimentary Full Convention and Trade Expo registrations and name badges, which are the official admittance to Convention events. Exhibitor is also entitled to ten free assistant exhibitor badges for each booth space; these badges will allow admittance only to the exhibit area. Any additional assistant exhibitor badges needed can be purchased from Florida Realtors for $10 each.
Florida Sales Tax
Exhibitors who offer for sale at wholesale only, tangible personal property or services at the Trade Expo must obtain a resale certificate from purchasing dealers, or collect applicable sales tax. Exhibitors who, at the Trade Expo, offer the retail sale of tangible personal property and services subject to Florida sales tax must register as a dealer with the Florida Department of Revenue and collect tax imposed under Section 212.18(3)(b) Florida Statutes. Additionally, Exhibitors who make mail order sales at the Trade Expo pursuant to Section 212.0596 Florida Statutes must register as a dealer with the Florida Department of Revenue.
Exhibit Storage, Handling and Shipping
For prompt handling, exhibit materials should be forwarded to The Expo Group or to exhibitors own contractor, if preferred. (Handling and shipping charges will be the responsibility of the Exhibitor.) If exhibitor chooses to use their own contractor, a non-contractor form must be sent to The Expo Group by July 22.
Advance exhibit material will be accepted and warehoused by The Expo Group beginning July 31, at no charge for storage. The Expo Group will also deliver the items directly to each Exhibitor’s booth space at the appropriate time and remove and store the empty containers during the Expo. Following breakdown, The Expo Group will return the containers to the booth spaces and load them onto your prearranged transportation for departure. All shipments of display materials must be prepaid and addressed as follows:
Exhibitor Name, Booth Number
Florida Realtors Convention
C/O The Expo Group
2502 Lake Orange Drive, Orlando, FL 32837
Phone: 407.851.0261 Fax: 407.859.3904
Labor, Additional Equipment and Services
Booth furnishings—other than those specified under “Booth Space Sizes and Prices,” including labor, electrical, phone/internet lines, carpet, booth cleaning and other services—can be obtained at Exhibitor’s expense from the forms provided in the service kit which you will receive at a later date.
All Exhibitors will be furnished, in advance, a service kit containing order forms for all services and booth furnishings they may require. The discount deadline for custom orders is July 22. The Expo Group will not be accepting any color changes for draping or table drapes without receiving prior approval from Florida Realtors.