2021 Mission Leaders Conference Sponsor-Exhibitor Helps

2021 Mission Leaders Conference Sponsor-Exhibitor Helps

Thank you for partnership in the 2021 Mission Leaders Conference! We value the time and investment you’re giving to offer our attendees the opportunity to learn of products, services, and resources that will support them in their mission to help serve those around the globe who are fulfilling the Great Commission.

To ensure your preparation, set up, and on-site days go well, please read the following information. Then take a moment to sign off at the bottom of the page that you have done so.

Sponsor-Exhibitor Information Form

Please take a moment to complete the Sponsor-Exhibitor Information Form. This form provides us with necessary information needed for our Drayage Company and for communication during the conference. Much of this information will be included in the conference materials. Please submit no later than July 9th to insure this information makes it into the conference app and program.

Exhibit Booth

A 6’ skirted table, 2 chairs, and a wastebasket will be in your 8’ (deep) x 10’(wide) pipe & draped booth. Plan for your entire exhibit to fit within the allotted booth with no spillage into the aisle or your neighbor’s booth. You may place a display or banner on your table, but the combined height of table and display/banner may not be more than 8′ high unless you choose a booth against a wall. Take care that your display does not restrict “line of sight” for your neighbor’s display. 

Exhibit Hall Location and Set-up

The Exhibit Hall is in Aviators on the lower level. Your organization’s name will be displayed on a 7”x44” sign at your booth. If you ship your items via our conference decorator, Superior Expo Services, it will be delivered right to your booth. Whether you are bringing your own exhibit or using Brede, each exhibitor must unload your own supplies. If you need help, please ask at the Exhibit Hall Information Desk to contact a bellman.

Exhibitor booth set-up hours:

  • Wed. 9/18/19, 5:00pm – 7:00pm 
  • Thurs. 9/19/19, 8:00 – 10:00am

Your booth must be completely set-up by the time the Exhibit Hall opens at 10:00am on Thursday, September 19.

Representative Registration and Check-in

Your pre-conference point person will receive instructions for rep registration using an exhibitor discount code. Please do not register without the discount code! Registration includes admittance to all Future Mission scheduled events and meals, between Thursday 2:00pm through Saturday noon. 

When you arrive at the conference center, proceed to the Help desk inside the Exhibit Hall (not general attendee check-in) to receive your name badge and conference packet. 

Sponsor- Exhibitor check-in hours: 

  • Wed. 9/18/19, 5:00pm – 7:00pm 
  • Thurs. 9/19/19, beginning at 8:00am 

When on the Exhibit floor, Exhibitors must wear the FUTURE MISSION name badge.  

Hotel – Venue: Caribe Royale, Orlando FL

Click here for Venue Information and to learn how to book your hotel room at the $119 group rate. Book early to ensure you obtain your choice of room. Group-rate reservations end Friday, August 23 or sooner if our block has sold out. If AOL is your only browser option, you will need to call the hotel directly to make your reservation. Be sure to tell reservations you are with Missio Nexus to get the group rate.

Schedule

Click for the conference overview, including the schedule. A more detailed schedule will be in the printed program found in the swag bag you’ll receive upon arrival. The conference app will be released before conference and will give you easy access to the schedule and other useful information.

Exhibit Hall Hours

Exhibitors are expected to be at your booth during the official open hours posted below. Refreshment breaks will be in the Exhibit Hall, when the largest concentration of attenders will be present. (The hours below show break times in parenthesis.) The attendees are guests of both Missio Nexus and you so are invited to the refreshment/beverage tables first. Though the break tables will be set up before the start of the break time, exhibitors are requested to wait until attendees have been through the line. The Exhibit Hall is closed during dinners and the evening General Sessions. Though attendees may browse during hours other than those posted, you are only obligated to be at your booth during “Open” hours. Note: the 7:30-8:15am coffee time on Saturday is optional.    

  • Thursday, Sept. 19: 10:00am–5:30pm | 8:30–9:30pm (2:45pm | 8:30pm)
  • Friday, Sept. 20: 9:30 am–5:30pm | 8:30–9:30pm (9:45am | 2:45pm | 8:30pm)
  • Saturday, Sept. 21: 9:00–11:00am (7:30-8:15am | 10:45am)

Although there is general hotel security, neither Caribe Royale, Orlando nor Missio Nexus are responsible for items left at your booth. When not at your booth, it is recommended you cover your table with a cloth that you supply. If you have concerns, take valuables with you. The doors may/may not be locked overnight.

Exhibitors may not distribute literature or other promotional materials outside of your booth unless it is part of a sponsorship and then only in the designated room(s) and time(s) of your sponsorship.

Take-Down

Your display booth is to remain fully intact until break ends at 11:15am on Sat. Sept. 21. Tear down is to be completed by 2:30pm. If your booth is intact and a rep is still present through the closing of the Exhibit Hall (11:15 am on Sat.), as a “thank you” for your organization’s participation, you will be handed a $100-off coupon for a Sponsorship or Exhibit at the MLC2020 conference. 

Decorator/Shipping

Superior Expo Services is the conference decorator and drayage company. Full information about using their services will be found on their website. If you have submitted your MLC Exhibitor Information form, your contact information is sent to Superior Expo Services. During the summer they will email you information on how to login to their site. Important! Consolidate your shipment into 1 order ; otherwise, you will be charged for each shipment sent via Brede. 

Regardless of whether or not you use Superior Expo Services for your exhibit shipment, in order for your booth to be set up, all exhibitors must sign-in to the Superior Expo Services website.

If you do not need to use the Superior’s shipping services but plan to bring your booth materials with you, please be aware that it is prohibited to stop your vehicle in front of the entrance to the Convention Center unless you are dropping someone off. Please follow these instructions: 

  1. If you have a small amount of materials/equipment that you can hand-carry without leaving a vehicle parked in front of the entrance of the Convention Center, you may carry them directly into the Convention Center to the Exhibit Hall located in the Grand Sierra Ballroom D (across from the Information desk). 
  2. If you have more than a load of hand-carry materials/equipment in a vehicle, drive to the loading dock behind the Convention Center. (For best access, use Service Road 535.) After you unload, move your vehicle away from the dock. There may be some free parking available to leave your car for the duration of the conference.

If you plan to ship some booth materials directly to the hotel, download the UPS Shipping Instructions and Handling Fees document. Use the Event Shipment Label Standard, filling in the name of the person who will retrieve the shipment and their date of arrival. For the Event Name, use: Missio Nexus 2019.

After the conference is over, if you will be returning your booth materials via UPS, note that it closes at 3:00pm

Electricity and Internet

There is conference-wide Internet but if you want to insure a strong WiFi signal for your booth, you may want to order Internet. Whether you require electricity and/or Internet, the request form(s) are available on Superior’s website. 

Conference Bookstore

Unlike in past years, this year Missio Nexus will not have a conference bookstore. We will, however, supervise a book table of recently published books that have been authored by an attendee at Innovate 2021. If you are interested in having your book displayed for sale, please read the this information.

Conference App

The Mission Leaders Conference App provides information about the conference programming, hotel map, session descriptions, speaker information, and attendees. Missio Nexus’ policy is that the attendee list is not to be used for mass communication, but to help contact –

  • Someone you already know/with whom you have an account or
  • Someone you connect with during the conference and who has agreed to receive your communication.

Thank you for respecting this policy.

Insurance

All exhibitors need to secure adequate insurance coverage for all equipment and personnel. Missio Nexus, Hyatt Regency DFW, or any subcontractors of either, are not liable for loss, damage, or injury. To protect all interested parties, please add Missio Nexus and the Hyatt Regency, DFW International Airport as additional insured parties to your liability coverage for conference dates. Be prepared to provide your certificate as evidence of coverage, if requested to do so.

Liability

Though the hotel has general security please note that by exhibiting at the 2021 Mission Leaders Conference (including Tuesday set-up time), Sept. 18-22, 2019, the exhibitor agrees to release, defend, and hold harmless Missio Nexus and the Hyatt Regency DFW and their agents and employees from and against any and all losses, costs, damages, liability, and expense, (including attorney fees) arising out of or resulting from an accident, bodily injury, property loss or damage or other occurrences to any person or persons including the exhibitor, its agents, employees, and invitees arising out of or resulting from exhibitors’ use and occupancy of the exhibit area at the Hyatt Regency DFW.

Protection of Hotel and Decorator Property

Exhibitors may not tape, paste, thumbtack, nail or otherwise affix signs or posters to the hotel walls or booth draping. If any signs or posters are leaned on the walls, they must be properly padded so as not to cause damage. If any damage is caused to the hotel or draping, accidentally or otherwise, exhibitor will be billed for full cost. You may hang signs or banners at the back of the booth by using your own “S” hooks that hang on the horizontal pipe. Easels and bulletin boards may be rented from Brede.

Deadlines

July 9: Sponsor-Exhibitor Information Form due.

July 9: Print Program Ad – if included in your Sponsorship or purchased with an Exhibit.

August 30: Hotel reservation at group discount rate ends, or sooner if the group-rate block is sold out before then.

September 10: Last day of conference registration.