Sponsor-Exhibitor Helps

Thank you for your partnership in the 2023 Mission Leaders Conference! We value your investment which enables us to host the Mission Leaders Conference. We know that your presence and the products, 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 venue for the 2023 Mission Leaders Conference is the Caribe Royale located at 8101 World Center Drive, Orlando, FL 32821

Be sure to reserve your hotel room. The Conference Group Rate ($145/night (+ tax) ends at 5:00pm on Saturday, August 26 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. For more information, please visit the Venue page. To ensure to get 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.

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

Exhibit Hall Location and Set-up

The Exhibit Hall will be in the Palms III Ballroom in the Convention Center. Your organization’s name will be displayed on a 7”x44” sign at your booth. You may replace that sign with your own signage. If you ship your items via the conference decorator, Alliance Expo, it will be delivered to your booth prior to set-up time. Whether you are bringing your own exhibit materials or using Alliance, each exhibitor must unpack their own supplies. If you plan to bring your own items, you have two options:

• Park in the lot near the entrance of Palms III and carry your items to your booth.
• Use the loading dock on the back side of the Conference center to unload your items and carry them to your booth.

If you are using the loading dock, please plan to arrive between 3:30 and 6:30pm 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 Booth Set-up Hours

• Tuesday | September 26 | 3:30 – 6:30pm 
• Wednesday | September 27 | 8:00 – 10:00am

Your booth must be completely set-up by the time the Exhibit Hall opens at 10:00am on Wednesday, September 27.

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 27 | 10:00am – 5:45pm | 8:30pm-9:30pm | Breaks at 3:00pm, 8:30pm
• Thursday, September 28 | 9:30am – 5:45pm | 8:30pm-9:30pm | Breaks at 9:45am, 3:00pm, 8:30pm
• Friday, September 29 | 8:00 – 11:00am | Break at 10:15am

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. The doors will be locked overnight.

Decorator/Shipping

Alliance Nationwide Exposition is the conference decorator and drayage company. Your contact information will be sent to Alliance and they will be in touch early summer. Full information about their products and services will be found in their Exhibitor Manual. Regardless of whether or not you use Alliance for your exhibit shipment, in order for your booth to be set up, all exhibitors must set up an account with Alliance.

Though it is not cost effective, shipping via Fed Ex to the hotel is an option. For more information email Events@MissioNexus.org.

Registration/Representative Check-In

Be sure you register for the conference prior to arrival. This year we are offering two registration options for Exhibitors.

$449 All Access Registration. If you have the all-access registration, your registration includes admittance to all scheduled events and meals, between Wednesday 2:00pm through Friday noon. Breakfast for all attendees is on your own.

$199 Booth Rep Registration. This is a limited access registration for those who do not want to participate in meals but are mainly interested in working their booth.

If you have a Booth Rep Registration and would like to upgrade to an all-access pass. you can do so $250. Please email Events@MissioNexus.org for more information.

There are several different restaurants and snack bars in the hotel where meals can be purchased.

Check-in is at the Help desk inside the Exhibit Hall (not at the general attendee check-in outside the Exhibit Hall) where you will receive the appropriate name badge and conference information. 

Sponsor-Exhibitor Check-in Hours 

• Tuesday | September 27 | 3:30 – 6:30pm 
• Wednesday | September 28 | 8:00 – 10:00am 

Even if you have your own name badge, for security and identification purposes, all exhibitor reps must wear the conference name badge.  

Conference Bookstore

The 2023 Mission Leaders Conference will include a large conference bookstore located in the Exhibit Hall which will be provided by Ten of Those. Please refer to this document for guidelines if you have books or products that you would like to offer for sale at the conference bookstore.

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 29. Exhibitor tear down is from 11:30am to 1:30pm. Alliance will be tearing down from 1:00pm 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/Attendee Hub

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 you Exhibitor Profile will be available in the conference App and the Attendee Hub. 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.

The Attendee Hub is the platform for the virtual audience. It is also where all event recordings will live for up to 90 days after the conference and will continue to be visited during that time by in person and virtual attendees. You are welcome to engage the virtual audience to the extent that you have staff available to attend to this audience.

Liability

Though the hotel has general security please note that by exhibiting at the 2023 Mission Leaders Conference (including Tuesday set-up time), Sept. 26-29, 2023, the exhibitor agrees to release, defend, and hold harmless Missio Nexus and Caribe Royale 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 Caribe Royale, Orlando, Florida.

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

July 6: Sign Exhibitor Contract found at the end of the General Information, Rules, and Guidelines document.

August 10: Print Program Ad due – if included in your Sponsorship

August 10: PowerPoint Slide for Keynote session due – if included in your Sponsorship

August 26: Hotel group rate ends (or sooner if the group-rate block is sold out before then)