Where is the event?
General sessions will take place in Swan Ballroom 7-10. All sponsors with event space included in their sponsorship get space in our main ballroom so you're part of all the action throughout the event. The event will be taking place at the WDW Swan Resort, which is a short walk from the WDW Dolphin Resort. All guests who book under the event room block are staying at the WDW Dolphin Resort.
When is setup time?
Setup time for sponsors with event space included will be 8am ET on Thursday (morning) 11/16. We are working to get access to the ballroom on Wednesday evening but this is pending approval. If approved, evening setup would be 8pm on Wednesday 11/15.
What do we get with our event space?
Event space will support 8' backdrops and banner stands. We will be providing high top tables and chairs for your footprint in favor of standard event tables. There are no assigned power drops though power will be available in various parts of the ballroom as needed. Conference WIFI will be provided.
What's the layout of the room and event space?
Sponsors will line the back and side walls of the ballroom during general sessions and social events. Room photo and schematic can be found below.
What do we do about direct to show shipments?
Direct to show shipments for small space exhibits should be sent directly to the Swan Hotel and Conference Center. There is a nominal package handling fee that can be found on this shipping guidelines document. Sponsors can arrange to have packages brought directly to the Ballroom by following the instructions on the guidelines document. Packages can also be picked up and brought to the show floor by the sponsor.
What is the ship to address?
PACKAGES SHIPPED TO THE SWAN RESORT SHOULD BE ADDRESSED AS:
WDW SWAN RESORT
Attn: <Guest Name/Meeting Name/Arrival Date>
1200 Epcot Resorts Blvd.
Lake Buena Vista, FL 32830
When should our stuff arrive?
All direct to show shipments should arrive no earlier than Sunday, 11/12 and no later than Tuesday, 11/14. Shipments arriving after Tuesday, 11/14 will be processed as time permits. Target Sunday, Monday or Tuesday arrival to ensure packages are ready to go.
What can we provide in guest welcome bags?
All sponsors can send along up to three (3) flat 8 1/2 x 11" pieces. This can include press releases, data sheets, brochures, magnets, stickers, etc... anything flat. A small giveaway will also be accepted up to 4x4x1" for inclusion in welcome bags. All sponsors should plan to send 150 pieces for sorting into welcome bags. Additional items sent will be offered up in public areas as space permits.