Exhibitor FAQ

When can I set up my booth?
Wed. Feb. 21 at 8 a.m. - 4:30 p.m. is exhibitor set up.  No one will be allowed to set up any earlier, no exceptions. 

What are the exhibit hall hours?
Exhibits will open Wed. Feb. 21 at 5:30 p.m.  Complete schedule

When is my booth balance due?
Booth balances are due by Dec. 15, 2017.  You will receive an email from ACA if you have a balance owed.  No one will be permitted to set up their booth until paid-in-full.

What are the booth sizes?
Booths are 10 deep x 10 wide

Can I have a Tent/Canopy Display?
A tent or canopy display must be approved.  You will need to email kbruno@acacamps.org the dimensions and material (cloth, plastic, fire resistant, etc.) of the display for approval.  You may be required to have a working fire extinguisher at the booth. Displays shall not be placed in such a manner as to block, shield, or interfere in any way with other exhibits.  Displays Display boards and other equipment more than 36 inches in height must not extend more than 48 inches from the booth back wall in all regular aisle locations.  Your display must fit in the 10 x 10 area and not be taller than the back wall of 8'.  Displays, included banners taller than 8' must be approved by ACA in advance.

What comes with my booth fee?
Your booth comes with pipe, drape and a sign.  You will need to purchase electricity, tables, chairs, waste basket, Wi-Fi, etc.  The hall is carpeted.  See the service kit from Freeman when it arrives in Jan.

What is the celing height?
Height is 23'.

How many badges come with my booth?
You are provided with 4 name badges.  Badges are for employees are representatives of your company, no exceptioin.  You may purchase additional badges for $25 up to three additional badges.  Any badges over max of 7 will have to purchase a daily registeration ticket.

When can I start shipping my materials?
Freeman Decorators will send you an email with a link to the service kit mid-January.  We will also post a link on the exhibitor page when it is available.  There will be shipping instructions in the kit when they will start accepting deliveries to the warehouse. 

Can I ship directly to Disney Coronado Resort?
 ACA's GSC will be Freeman Decorators.   Anything shipped to the resort addressed to Freeman Decorators will be shipped back to the sender.  Those packages will not be accepted.  Any freight coming into the hotel that is not addressed to Freeman will go to our package center/business center and will be charged for receiving and delivering.  

Is the Disney Coronado Resort a union facility?
Yes, Walt Disney World is union.  Orlando Labor Jurisdictions.  

Is the hall carpeted?

Who do I contact to order Audio Visual Equipment for my booth at the Disney Coronado Springs Resort?
You will be able to order this type of equipment through Freeman Decorators in your sercive kit.

Am I allowed to unload my own materials?
F/T Employees of the Exhibiting Company can ‘hand carry’ (no wheels) their material through the hotel.  Any materials unloaded at the dock, will be handled by Freeman and there is a charge for that.  

Can I sell product at my booth?
Yes.  Follow the sales tax guide lines for the state of Florida.

Can I provide food samples at my booth?
We do NOT permit any outside food or beverage without expressed written consent from the food and beverage supplier.  Please contact your Event Manager for additional details.

Is it possible to buy event/meal tickets for friends and family?
Yes, you may purchase them on site, subject to availability. Spaces reserved in advance are guaranteed. On-site ticket availability may be limited.  If you would like to pre-order tickets contact someone in business development to add to your exhibitor agreement.

Can I submt to do a session or a workshop?
Yes, Proposals will be accepted through September 15, 2017. Visit www.ACAcamps.org/conference/cfp for more details.  You must be an exhibitor to present.

Should I register first or make hotel reservations first? 
Exhibit space and hotel guest tooms are limited. To secure your room at the conference hotel, we suggest you proceed in making hotel reservations first. For more details, visit www.ACAcamps.org/conference/hotel

Why should I stay at the conference host hotel(s)?
The success of the national conference depends on registrants and exhibitors staying at the contracted host hotel to offset the sizable costs of producing the conference and exhibits. ACA cannot meet contracted room obligations if registrants and exhibitors reserve rooms in other area hotels. The risk of incurring tens of thousands of dollars in financial penalties (attrition fees) increases with each registrant who stays outside the host hotel. If we do not meet our guarantee, we will have to pay penalties, which add to the costs of the conference and in turn increase registration and exhibitor fees. Sustaining a financially successful conference for ACA means ensuring that both conference registrants and exhibitors have a quality, meaningful event that will reap benefits for you and the profession for years to come.

What airport should I use?
Orlando International Airport. For more details, visit https://www.orlandoairports.net/. 

What are my ground transportation options from the airport?
Orlando International Airport is located approximately 25 miles from Disney’s Coronado Springs Resort. • Complimentary airport transportation and luggage delivery is available to resort guests through Disney’s Magical Express® service. Please visit https://disneyworld.disney.go.com/guest-services/magical-express/ for more details. • Also, a wide variety of ground transportation services are available from Orlando International Airport. For more information visit https://www.orlandoairports.net/parking-transportation/. 

If I plan to drive, what is the parking fee?
Cars can be parked in the Convention Center lot (no charge).  There is not a marshalling yard available – please contact Kim Bruno how many trailers you have and I can check to see if you can park near your room.

What dining options are available at the conference hotels?
• Maya Grill — Serving dinner featuring traditional Mexican and American dishes
• The Pepper Market — A lively marketplace atmosphere with various food stations open for breakfast, lunch and dinner
• Cafe Rix — Grab a quick bite to eat for breakfast, lunch or dinner • Rix Lounge — Experience vibrant nightlife in an upscale setting while enjoying light food options and specialty cocktails
• Las Ventanas — Serving breakfast, lunch, and dinner. • Laguna Bar — A lakeside outdoor bar is the perfect place to unwind
• Siestas Cantina — A poolside hideaway for breakfast or lunch For more details on these dining options, visit https://disneyworld.disney.go.com/resorts/coronado-springs-resort/dining/