Sponsor-Exhibitor Helps

Thank you for your partnership in ECHO 2025! We value your investment which enables us to host the Mission Leaders Conference. We know that your presence as well as the products and services you provide will enhance the Great Commission ministries we serve.

To ensure your preparation, set up, and on-site days go well, please read carefully the following information.

Conference Schedule

A more detailed schedule will be in the conference program you’ll receive upon arrival. The conference app will be released before the conference and will provide easy access to the schedule and other useful information.

Hotel Venue

The Mission Leaders Conference will be held at Caribe Royale, 8101 World Center Drive, Orlando, Florida.

Be sure to reserve your hotel room. The Conference Group Rate ($159/night (+ tax) ends at 11:59pm on Thursday, August 21 or sooner if the group-rate block is sold out. That rate is good for 3 days before and 3 days after the conference dates. To ensure the best room rate, waived resort fees, and discounted parking, be sure to book through Missio Nexus. Beware of emails from other vendors asking you to book your room. The Hotel will not reach out to you about booking a room.

Book Your Room Now

Hotel check-in is at 4:00 PM. Check-out is at 11:00 AM. 

Exhibit Hall Location and Set-up

The Exhibit Hall is in Palms III Ballroom in the Conference Center. (The keynote sessions and general dining will be next door in Palms I/II.) Your organization’s name will be displayed on a 7”x44” sign at your booth as a place holder. If you ship your items via the conference decorator, GEMS, it will be delivered to your booth prior to set-up time. Whether you are bringing your own exhibit materials or using GEMS, each exhibitor must unpack their own supplies.

If you are bringing limited items, you may hand carry those into the Conference Center. Otherwise, you are best off using the Exhibitor Dock – see graphic below – which is close to the Exhibit Hall. If you are using the Exhibitor Dock, please plan to arrive between 3:30 and 6:30pm on Tuesday which is when the dock will be available.

General Information, Rules, and Regulations for Exhibitors

General Information for Exhibitors can also be found in the Exhibitor Portal. One authorized person from each ministry must sign and return this form.

Exhibit Booth

A 6’ skirted table, 2 chairs, and a wastebasket will be in your 8’ (deep) x 10’(wide) pipe & drape booth. Plan for your entire exhibit to fit within your allotted booth with no spillage into the aisle or disrupting line of sight to neighboring booths. You may place a display or banner on your table, but the combined height of table and display/banner may not exceed 8′ high unless you choose a booth against a wall. Take care that the sides of your booth/display do not restrict line of sight for the neighbors to your right and/or left. 

Exhibitor Check-in and Booth Set-up Hours

• Tuesday | September 23 | 3:30pm – 6:30pm 
• Wednesday | September 24 | 8:00am – 10:00am

Conference check-in for exhibitors is at the Exhibitor Help desk at the entrance of the Exhibit Hall (not at attendee check-in at the Information Desk). There you will receive the appropriate name badge and conference information.  Even if you have your own name badge, for security and identification purposes, all exhibitor reps must wear the conference name badge.  

Your booth must be completely set-up by the time the Exhibit Hall opens at 10:00am on Wednesday, September 24.

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 break tables will be set up prior to the scheduled break time, but exhibitors are requested to wait until attendees have been through the line. Though attendees may browse during hours other than those posted, you are only obligated to be at your booth during “Open” hours.

• Wednesday, September 24 | 10:00am – 5:30pm | 8:30pm-9:30pm | Breaks at 3:00pm, 8:30pm
• Thursday, September 25 | 9:30am – 5:00pm | 8:30pm-9:30pm | Breaks at 9:45am, 3:00pm, 8:30pm
• Friday, September 26 | 8:00 – 11:00am | Break at 10:15am

LeadCapture

This year, name badges will include QR codes. The LeadCapture app allows you to quickly scan leads while exhibiting at an event. Collect the lead’s contact information, answer qualifying questions that you choose, and export this data after the event. You can purchase licenses through the Exhibitor Portal. Just have your Admin access the Exhibitor Portal. To purchase licenses, click the “Purchase License” button found in the License Tab. The first license is $249. Additional licenses are $149, or you can purchase a 3-pack for $499. After you purchase the license, you can download the app and use your phone to begin collecting attending information. For more information, click on the link below.

Setting Up LeadCapture (cvent.com)

If you have questions, you can reach out to Cvent.

Security

Although there is general hotel security, neither the Caribe Royale nor Missio Nexus is 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.

Decorator/Shipping

GEMS Exposition is the conference decorator and drayage company. Your contact information will be sent to Genesis, and they will be in touch early summer. Full information about their products and services will be found in their Exhibitor Manual. If you do not need electrical or Wi-Fi, and you do not want to rent items or ship through Genesis, you do not need to set up an account with them unlike what is stated in the Exhibitor Portal. Do keep in mind that their shipping rates are better than UPS and they will deliver your items to your booth.

Conference Bookstore

This year we will have an online Conference Bookstore. If your book is available on Amazon, and you can provide a hard copy of the book for display, we are happy to add your book to our bookstore. To purchase books, attendees will scan a QR code that will take them to the item for purchase on Amazon. If you have a book you would like to sell, please complete and submit this form. Space is limited.

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.

Tear-Down

Your display booth is to remain fully intact until the break ends at 11:00am on Friday, September 26. Exhibitor tear down is from 11:00am to 1:30pm. GEMS will begin tearing down from 11:30pm to 5:00pm.

Electricity and/or Internet

There is conference-wide Internet but if you want to ensure a strong Wi-Fi signal for your booth, you may want to order Internet. If you require electricity and/or boosted internet, that information will be available in the Exhibitor Manual. 

Conference App

It is crucial that you visit the Exhibitor Portal and complete the tasks assigned there. The Mission Leaders Conference App will go live a week or two prior to the conference and will provide information about the conference programming, hotel map, session descriptions, speaker information, and attendees. The information you provide in your Exhibitor Profile will be available in the conference App. Missio Nexus’ policy is that the attendee list is not to be used for mass communication, but to help contact 1) someone you already know/with whom you have an account or 2) someone you want to connect with during the conference and who has agreed to receive your communication. Thank you for respecting this policy.

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, the exhibitor will be billed for the 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, bulletin boards, and other products may be rented from Alliance.

Deadlines

August 8: Sign Exhibitor Contract found at the end of the General Information, Rules, and Guidelines document.

August 8: Print Program Ad due – if included in your Sponsorship

August 8: PowerPoint Slide for Keynote session due – if included in your Sponsorship

August 21: Hotel group rate ends (or sooner if the group-rate block is sold out before then)