Exhibitor & Sponsor Information Kit - Florida League of Cities

Florida League of Cities 

87 th Annual Conference 

August 15-17, 2013 | World Center Marriott | Orlando 

Exhibitor & Sponsor Information 

General Meeting Information 

We invite you to join us for the Florida League of Cities’ 87th Annual 

Conference at the World Center Marriott in Orlando. This packet 

contains all the information you need to sign up as an exhibitor and 

sponsor. Please read it through carefully and sign up now! 

Exhibit Fees 

Company/Firm/For-Profit – $1,750 

($1,250 booth fee + $500 minimum sponsorship) 

To be eligible to exhibit, companies must purchase, at 

minimum, one $500 Reduced Silver Sponsorship. You may 

also sponsor at a higher level – see page 6 for details. Each 

corporate exhibitor will also receive a ¼-page, black-andwhite 

advertisement in Quality Cities magazine. Exhibitors 

can upgrade the ad size and number of insertions at a 

discounted rate – see page 10 for details. Please complete 

the exhibitor agreement, sponsorship agreement and the 

advertising information and return them to the League with 

payment. 

Governmental Agency/Entity/Nonprofit – $750 

Please contact the League if you are unsure if your organization qualifies 

for this level. No sponsorship is required and advertising is not 

included at this rate. Please complete the exhibitor agreement and 

return it to the League with payment.

Why Exhibit 

at the FLC 

Conference? 

2 

Have your company’s 

website linked to the official 

conference mobile app. 

Receive a ¼-page ad in 

Quality Cities magazine, 

which is sent to more than 

3,500 city officials in Florida. 

Receive recognition in the 

conference program and 

the post-conference issue 

of Quality Cities magazine. 

Benefit from the refreshment 

breaks, president’s welcome 

reception, lunch and prize 

drawings held in the exhibit hall. 

Gain additional exposure for 

your company through Silver, 

Gold and Platinum sponsorships. 

Promote your company, products 

and services to more than 900 

city officials from across the state. 

Obtain one copy of the 

League’s municipal directory 

for each booth you purchase. 

Sponsorship Opportunities 

Even if you do not wish to exhibit at the conference, you can still 

participate as a sponsor. For more information on sponsorships, see 

page 6 of this packet. 

Exhibit Hours* 

Wednesday, August 14, 2013 

Move-In 

3:00 p.m. - 6:00 p.m. 

Thursday, August 15, 2013 

Move-In 

8:00 a.m. - 11:00 a.m. 

Exhibits Open 

12:00 p.m. - 4:30 p.m. 

6:00 p.m. - 7:00 p.m. 

Friday, August 16, 2013 

Exhibits Open 

Move-Out 

7:00 a.m. - 1:45 p.m. 

1:45 p.m. - 5:00 p.m. 

*Subject to minor change. The final schedule will be included with your booth 

confirmation. 

Exhibit Description 

Booth packages include one 10’ x 10’ carpeted pipe-and-drape 

booth, one 6’ draped table, two chairs, one wastebasket, one 

7” x 44” company identification sign, two lunch coupons, up to 

four representative name badges, one ¼-page ad in Quality Cities 

(corporate exhibitor only) and a link to your website on the official 

conference mobile app. 

Booth Assignments and Confirmation 

Booths will be assigned at the sole discretion of show management 

and will be based on the date of request, with priority 

given to regular exhibitors and contributing sponsors. 

Booth assignments will be made by June 7, and 

you will receive your confirmation materials and booth 

assignment after that date. The earlier you sign up 

the better booth location you’re likely to receive. 

The exhibit hall usually sells out by the end of May. 

Name Badges 

Name badges are provided in the following quantities: 

Silver Sponsor: 2 Badges 

Gold Sponsor: 4 Badges 

Exhibitor: 4 Badges Platinum Sponsor: 8 Badges 

Additional badges can be purchased for $5 each. Badges provide 

admittance to the exhibit hall and all food functions within the exhibit 

hall. For entrance into workshops or other conference activities, 

registration is required. See page 8 of this packet for the Name Badge 

Order Form.

Looking for 

another way 

to promote 

your company 

to Florida’s 

municipal 

officials? 

In addition to Quality 

Cities, a 64-page 

bimonthly magazine, 

the Florida League 

of Cities has another 

publication you won’t 

want to miss – our 

annual municipal 

directory. 

For advertising 

information, contact 

Beth Dolan at the 

Florida League of 

Cities at (850) 

222-9684 or e-mail 

bdolan@flcities.com. 

Hotel Information 

The 2013 Annual Conference will be held at the World Center 

Marriott in Orlando. Rooms are available for meeting participants at 

the special rate of $167 per night, single or double. No telephone 

reservations will be accepted by the hotel at this time. You will be 

sent complete information on how to make reservations with your booth 

confirmation. We ask that exhibitors and sponsors limit themselves to 

two sleeping rooms per company at the host hotel. 

Deadlines 

Please note the following important deadlines: 

June 28: Receipt of Exhibitor and Sponsor Agreements* 

July 15: Receipt of Refund Requests 

August 2: Receipt of Name Badge Requests or Changes 

*Should any booths or sponsorships be available after this date they will be sold, 

but a $50 late fee will apply to all booth sales. Remember, the earlier you 

sign up, the better booth location you’re likely to receive. The exhibit 

hall usually sells out by the end of May. 

How Do I Sign Up? 

Enclosed are the following: Exhibitor Agreement, Sponsorship 

Agreement and Name Badge Order Form. Complete each form as it 

applies to your organization and send them in today! 

Questions? 

Contact Melanie G. Howe, CAE, CMP, Meeting Planner, Florida League 

of Cities, Inc., P.O. Box 1757, Tallahassee, FL 32302; phone: (850) 222-9684; 

fax: (850) 222-3806; e-mail: mhowe@flcities.com. 

Sign up today! 

Booth space is limited and the conference will sell out! 

3

2013 Annual Conference Exhibitor Agreement 


Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302 

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com 

Please Print or Type 

Company/Organization:_____________________________________________________________________________________________________ 

(Please print exactly as name should appear in the program and on signage.) 

Contact Name:____________________________________________________________________________________________________________ 

Title:_____________________________________________________________________________________________________________________ 

Address:_________________________________________________________________________________________________________________ 

(Please print as it should appear in the program.) 

City:_____________________________________________________________________________State:____________Zip:_____________________ 

Phone:__________________________________________________________ Fax:______________________________________________________ 

E-mail Address:____________________________________________________________________________________________________________ 

(All additional information will be e-mailed to this address.) 

Website Address:__________________________________________________________________________________________________________ 

NOTE: If you wish us to print different contact information in the conference program, please attach a separate sheet with details. 

For the conference program, please indicate the products or services you will display (10-word maximum): 

________________________________________________________________________________________________________________________ 

________________________________________________________________________________________________________________________ 

Please indicate the names of competitors. We will try to recognize this in booth placement, but we cannot make any guarantees: 

________________________________________________________________________________________________________________________ 

Booth Assignment: Booths will be assigned at the sole discretion of show management and will be based on the date of request, with priority 

given to regular exhibitors and contributing sponsors. With reference to the floorplan on page 5, indicate your booth preference: 

1st Choice:_______________ 2nd Choice:_______________ 3rd Choice:_______________ 4th Choice:_______________ 

Booth Fee: 

Governmental Agency/Entity/Nonprofit: $750 Each 

Company/Firm/For-Profit: $1,750* Each 

($1,250 booth fee + $500 minimum sponsorship – please complete pages 6-7) 

Number of Booths Requested:________________ *Add $50 to fee if postmarked after June 28, 2013. 

On-Site Representatives: Booth fees include name badges for up to four representatives. Additional representative badges may be purchased 

for $5 each. Please complete and return the form on page 8 to order your badges. The League must be notified by August 2, 2013, of all name 

changes or additions to ensure availability of badges. 

Acknowledgement: I have read and am familiar with all rules and regulations regarding the Florida League of Cities’ 87th Annual Conference as 

printed on pages 11-13 of this packet. 

Authorized Signature: ______________________________________________________________________________Date:____________________ 

Amount Enclosed: $__________________________ Payment Method: Check (payable to Florida League of Cities) 

Visa MasterCard 

Card Number: ______________________________________________________________________________ Expiration Date:________________ 

Cardholder’s Name:___________________________________________________________ Cardholder’s Phone:____________________________ 

Cardholder’s Signature:_____________________________________________________________________________________________________ 

Billing Address (if different from above):_________________________________________________________________________________________ 

City:_____________________________________________________________________________State:____________Zip:_____________________ 

For League Use Only 

Amount Paid: $____________ Check #:__________ Date:__________ Confirmation Sent:_______ Booth #:__________ Initialed:___________ 

4

2013 Annual Conference Exhibit Hall Floor Plan 




Entrance 

5

2013 Annual Conference Sponsorship Agreement 




Please select your sponsorship level. 

NOTE: All exhibitors must, at minimum, provide a sponsorship at the Reduced Silver level of $500. All companies 

wishing to host a hospitality suite or other event must, at minimum, provide a sponsorship at the Silver Level of 

$1,000. 

Company/Organization Name:________________________________________________________________________ 

Platinum Sponsor – $2,500 

Recognition in the conference program 

and in Quality Cities magazine 

Signage at sponsored event 

One copy of League’s municipal directory 

One copy of League publications for one year 

Four tickets to Saturday night event 

Eight name badges 

Gold Sponsor – $1,500 





One copy of League publications for one year 

Four name badges 

Silver Sponsor – $1,000 





Two name badges 

Sponsorships are available for the: welcome reception, 

refreshment breaks and Saturday night entertainment. 

Final sponsorship assignments are subject to category 

availability and League discretion. Please list your top 

two event choices: 

Choice #1:_______________________________________ 

Choice #2:_______________________________________ 

For use in the conference program, please indicate the 

products or services you provide 

(10-word maximum): 

_______________________________________________ 

_______________________________________________ 

On-Site Representatives: Sponsorship packages 

include name badges for the number of representatives 

indicated. Additional representative badges may be 

purchased for $5 each. Please complete and return the 

form on page 8 to order your badges. The League must 

be notified by August 2, 2013, of all name changes or 

additions to ensure availability of badges. 

Please complete the contact 

and payment information on 

the next page. 

Reduced Silver Sponsorship 

for Exhibitors Only – $500 

All benefits noted in the Silver Sponsor list above, 

but at a reduced rate for exhibitors only. 

6

2013 Annual Conference Sponsorship Agreement 




Please Print or Type 

Company/Organization:_______________________________________________________________________________ 

(Please print exactly as name should appear in the program and on signage.) 

Contact Name:______________________________________________________________________________________ 

Title:_______________________________________________________________________________________________ 

Address:___________________________________________________________________________________________ 

(Please print as it should appear in the program.) 

City:______________________________________________________________ State:________ Zip:_________________ 

Phone:_______________________________________________Fax:___________________________________________ 

E-mail Address:______________________________________________________________________________________ 

(All additional information will be e-mailed to this address.) 

Website Address:____________________________________________________________________________________ 

NOTE: If you wish us to print different contact information in the conference program, please attach a separate 

sheet with details. 

Authorized Signature: ____________________________________________________________ Date:________________ 

Amount Enclosed: $__________________ Payment Method: Check (payable to Florida League of Cities) 

Visa 

Card Number: ___________________________________________________________ 

MasterCard 

Expiration Date:_____________ 

Cardholder’s Name:__________________________________________ Cardholder’s Phone:_______________________ 

Cardholder’s Signature:_______________________________________________________________________________ 

Billing Address (if different from above):______________________________________________________________________ 

City:______________________________________________________________ State:________ Zip:_________________ 

For League Use Only 

Amount Paid: $____________ Check #:__________ Date:__________ Confirmation Sent:_______ Booth #:__________ Initialed:___________ 

7

2013 Annual Conference Name Badge Order Form 




Name badges are provided in the following quantities: 

Silver Sponsor Only:................................ 2 Badges Exhibitor.......................................................4 Badges 

Gold Sponsor:............................................ 4 Badges Platinum Sponsor:....................................8 Badges 

Please complete this form and return it via mail, fax or e- 

mail to the League no later than Friday, August 2, 2013. 

Additional badges are available for $5.00 each. 

Please Print NEATLY. Additional copies of this form may 

be made if needed. 

Our 4-line badges will be printed as follows: 

First Name or Nickname 

Full Name 

Company Name 

Company Location* 

*A person’s title may be substituted for company location. 

Company/Organization:_____________________________________________________________________________ 

1.______________________________________________ 5.______________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 

Are you a member of Florida Business Watch? Yes No 


Check here for more information or e-mail Beth Rawlins.* 


2.______________________________________________ 6.______________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 





3.______________________________________________ 7.______________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 





4.______________________________________________ 8.______________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 

_______________________________________________ ________________________________________________ 





*Membership in Florida Business Watch is free. Contact Beth Rawlins at beth@bethrawlins.com 

If you are purchasing additional badges, complete the payment information on next page. 

8

2013 Annual Conference Name Badge Order Form 




If you are purchasing additional badges, complete the payment information below. 

Amount Enclosed: $__________________ Payment Method: Check (payable to Florida League of Cities) 

Visa 

Card Number: ___________________________________________________________ 

MasterCard 

Expiration Date:_____________ 

Cardholder’s Name:__________________________________________ Cardholder’s Phone:_______________________ 

Cardholder’s Signature:_______________________________________________________________________________ 

Billing Address:______________________________________________________________________________________ 

City:______________________________________________________________ State:________ Zip:_________________ 

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Advertising Information 




Corporate exhibitors receive one ¼-page, black-and-white advertisement in Quality Cities, which is sent to more than 

3,500 city officials in Florida. Quality Cities is published six times per year. Your company’s advertisement may be inserted 

in an issue of your choice from July/August 2013 (annual conference issue) to May/June 2014. 

Ad specifications (in inches) and mechanical requirements: 

¼-page, vertical 3 3/8 x 4 3/8 

¼-page, horizontal 4 3/4 x 3 5/8 

If you would like to upgrade your ad to a: 

½ page, there will be an additional charge of $100 

full page, there will be an additional charge of $200 

½-page, vertical 3 3/8 x 9 1/4 

½-page, horizontal 7 1/4 x 4 3/8 

1 page 7 1/4 x 9 1/4 

Please provide your ad as a press-quality (high-resolution) PDF file, fonts embedded. If you cannot provide a PDF file, 

please contact Stewart Nelson before submitting a different file format (contact information below). 

Please complete the following: 

Ad size 

___ ¼ page ad, vertical (no extra charge) 

___ ¼ page ad, horizontal (no extra charge) 

___ ½ page ad, vertical ($100 extra) 

___ ½ page ad, horizontal ($100 extra) 

___ Full page ad ($200 extra) 

Date of Insertion 

___ July/August (copy deadline – June 3, 2013) 

___ September/October (copy deadline – August 16, 2013) 

___ November/December (copy deadline – October 14, 2013) 

___ January/February (copy deadline – December 13, 2013) 

___ March/April (copy deadline – February 14, 2014) 

___ May/June (copy deadline – April 22, 2014) 

Company Name:____________________________________________________________________________ 

Advertising Contact’s Name (please print):_________________________________________________________ 

Phone Number:___________________________ Email Address:________________________________________ 

If you have questions or would like costs for upgrading the number of insertions or for color, please contact Erika 

Branchcomb at ebranchcomb@flcities.com or (850) 701-3653. 

If you have questions about the mechanical requirements for your ad, please contact Stewart Nelson, graphic designer, at 

snelson@flcities.com or (850) 701-3663. 

10

Rules and Regulations 

1. Contract 

The following rules and regulations become binding upon acceptance of this 

contract between the applicant and its employees, and the Florida League of 

Cities, Inc. (FLC), the event sponsor. 

2. Space Assignment 

Booth locations will be assigned at the sole discretion of show management and 

will be based on the date of request, with priority given to regular exhibitors and 

contributing sponsors. 

3. Booth Package Description 

Booth packages include one 10’ x 10’ carpeted pipe-and-drape booth, one 6’ 

draped table, two chairs, one wastebasket, one 7” x 44” company identification 

sign, two lunch coupons, up to four representative badges, one ¼-page ad 

in Quality Cities (coporate exhibitor only) and a link to your website on the 

official conference mobile app. Total individual exhibit floor space is limited to 

10’ x 10’ unless requested and approved in writing. No walls, partitions, signs 

or decorations may be erected which will interfere with the general view 

“down the aisle,” or with other exhibits. Additional booth requirements may be 

requested by the exhibitor from the decorating service provider. The exhibitor is 

solely responsible for all costs incurred. 

4. Show Move-In & Move-Out 

Move-In 

Wednesday, August 14, 2013 


Move-Out 


3:00 p.m. - 6:00 p.m. 

8:00 a.m. - 11:00 a.m. 

1:45 p.m. - 5:00 p.m. 

NOTE: No exhibitor will be allowed to break down their booth until 

the close of the show at 1:45 p.m. on Friday, August 16, 2013. Any 

company that willfully dismantles its booth prior to closing time will 

not be permitted to exhibit at future FLC conferences. The exhibitor 

understands that this schedule will be strictly adhered to as a courtesy 

to other exhibitors and to FLC delegates. 

5. Exhibit Hours (Tentative) 



12:00 p.m. - 4:30p.m. 

6:00 p.m. - 7:00 p.m. 

7:00 a.m. - 1:45 p.m. 

NOTE: These hours have been developed to coincide with delegates’ 

break times to help ensure traffic flow. In addition, refreshment breaks 

held during exhibit hours, Thursday’s reception and Friday’s “sidewalk 

café” will take place in the exhibit hall. 

 

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6. Unoccupied Space 

The FLC reserves the right, should any rented space remain unoccupied after 

the first hour of the show’s opening, to rent or occupy said space. 

7. Payments and Refunds 

The total amount for exhibit space is due upon the reserving of space and 

signing of the contract. In the event an exhibitor finds it impossible to attend the 

conference, a letter received at the FLC office to that effect by 5:00 p.m., Friday, 

July 15, 2013, would authorize a refund of the exhibit fee. No refunds will be 

made after 5:00 p.m., Friday, July 15, 2013. Sponsorship money is non-refundable. 

8. Food Service 

The FLC reserves the right to provide food and beverage service during certain 

hours in the exhibit area. No free samples of food, beverage or any product may 

be given away or otherwise distributed by any exhibitor without prior written 

approval of the FLC. 

9. Noisy and Obnoxious Equipment 

The operation of whistles or any objectionable device will not be allowed. After 

the show opens, noisy and unsightly work will not be permitted. 

10. Security and Liability 

The FLC will provide basic security services from 3:00 p.m., Wednesday, August 

14, through 1:45 p.m., Friday, August 16. The exhibitor agrees to hold the FLC, 

the hotel and the show decorator harmless and to indemnify the FLC, the hotel 

and the show decorator against claims or liability arising out of the actions, 

fault or negligence of the exhibitor, its agents or employees, prior to, during and 

after the exposition. The FLC, the hotel and the show decorator shall not be 

responsible for any loss, damage or injury that may happen to the exhibitor or 

the exhibitor’s agents, patrons, guests, employees or property from any cause 

whatsoever (unless occasioned by the sole willful or gross negligence of the 

FLC, the hotel or the show decorator) prior to, during or subsequent to the 

exposition period. The exhibitor hereby releases the FLC, the hotel and the 

show decorator from, and agrees to indemnify them against, any and all claims 

for such loss, damage or injury. 

11. Damage to Property 

The exhibitor, its agents, guests or patrons shall not injure, mar nor in any 

manner deface the hotel premises or equipment therein, and shall not cause 

or permit anything to be done whereby the hotel or its equipment shall be in 

any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise 

removed from the building, and will not drive, or permit to be driven, nails, 

hooks, tacks or screws into any part of the hotel, and will not make nor allow 

to be made, any alterations of any kind therein. Should any of the hotel’s 

equipment used by the exhibitor in the conduct or operation of the exposition 

be damaged, lost or stolen, the exhibitor will promptly pay for the equipment 

by cash or certified check. The exhibitor understands that no music of any type 

is allowed during exhibit hall hours (this includes music in video, slide or other 

presentations or features). 

 

12

12. Signs and Posters 

The exhibitor agrees that it will not post or exhibit signs, advertisements, 

posters or cards of any description inside, in front of or on any part of the hotel 

without written consent. 

13. Public Policy 

All companies or individuals exhibiting at the annual conference are participating 

at the exclusive discretion of the FLC and must abide by all local codes, rules, 

regulations and ordinances, including fire regulations, and must abide by the 

directions and instructions presented by official FLC, hotel and show decorator 

personnel. The exhibitor understands that any violations of these policies may 

result in the immediate closing and removal of the exhibitor’s booth. 

14. Eligible Exhibits and Restrictions 

The FLC reserves the right to accept or reject without reason any exhibit 

agreement received. The FLC also reserves the right of exhibit space 

reassignment. 

15. Exhibit Floor Access 

The FLC reserves the right to limit access to the exhibit floor to anyone during 

times the show is not officially open. 

16. Use of Booth Space 

Exhibitors shall reflect their company’s highest standards of professionalism 

while maintaining their booths during show hours. No exhibitor shall assign, 

sublet or share booth space without the permission of the FLC. 

17. Exhibition Sales Policy 

No firm or organization is permitted to engage in direct sales activities within 

the exhibit area without the expressed written approval of the FLC. 

18. Hospitality Suites and Other Events 

Any firm or organization wishing to host a hospitality suite or any other event in 

conjunction with the FLC conference must agree to purchase a sponsorship at 

the minimum level of a $1,000 Silver Sponsorship. The FLC must be informed of 

the dates, times and locations for these events in advance, to ensure no conflict 

with other conference activities. 

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Exhibitor & Sponsor Information Kit - Florida League of Cities

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