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Exhibitor Instructions

Exhibitor Check In
There will be a check in area at the east side door entrance.  You will be given your table number/ location. Volunteers will be available to assist you in locating your booth space. Please provide the names for your 2 complimentary admissions no later than Friday, September 9th. All other attendees will be charged $10 unless they registered in advance at the $5 rate.

Booth Set-Up Times
You will be able to set-up on Thursday, September 15th from 2:00 PM to 4:00 PM only. Given the 2 hour timeframe, unloading may get backed up so plan to arrive early. There will not be any carts or dollies available to use, please plan accordingly.

You may use the east side doors for loading and unloading. No unloading will be permitted after 4:00pm.

We expect over 700 attendees at the event, therefore after unloading please find a space in the north parking lot.

If you indicated on the registration form that you require electricity, you will need to provide your own extension cord.

Expo Hours
Your booth should be manned from 4:30 PM until 7:00 PM.

Please plan to stay until the event ends at 7:00 PM.  Early breakdown is prohibited and detracts from the event. We would appreciate it if you would please take your trash with you or dispose of it in the garbage cans, which will be placed strategically around the show floor.

Booth Signage
No back wall will be provided so all signage must be either floor standing or table top. You may use a company branded table linen or banner on the front of your table.
Suitcasing Policy
We have a “no suitcasing” policy. Should you see someone giving out materials that is not an exhibitor, please report violators to any staff member or volunteer.

Prizes & Drawings
If you are providing a door prize, bring a container to collect business cards. You will manage your own drawing with winners being notified at your discretion. There will be no exhibitor prize winners announced at the event.

Helpful Tips for a Successful Show

  • Plan your exhibit space out. How will you decorate your table?

  • Determine if you want to provide ad specialty items and order early. You might want to consider inexpensive items for general giveaways and a nicer promotional item for those whom you have qualified as potential leads.

  • Have staff scheduled in shifts so everyone can take a break. Wear comfortable shoes, wear name tags and your branded apparel.

  • Practice your presentation. Know your goals and objectives to measure your show results effectively. Take good notes on those you speak with to help follow up with them after the show.

  • Bring plenty business cards and brochures.

  • Don't forget extension cords if electricity was requested.

  • Additional useful items include strong safety pins, wide packing tape, scissors, pens and notepads, a prize drawing container to collect business cards.

Booth Provisions and Restrictions
As a vendor you will be provided with an 8 foot table, tablecloth and two chairs. We recommend you place the table at the rear of your space and stand in front of the table to greet, meet and promote your products and services. Vendors may not extend their table or displays beyond the assigned space and may not encroach in the aisle-ways. General exhibitors are not permitted to serve food or alcohol of any kind. There are several area restaurants that will be serving complimentary tasting samples and they have separate agreement forms and terms agreed to in advance. However, small treats such as candies are permitted.

Exhibitor spaces will be assigned by industry in an attempt to ensure competitors are not set up beside each other. No confetti, glitter or helium balloons are permitted by the venue. No open flames, combustible materials, weapons or pets are permitted. If you have an interactive game or attention grabber that is over 10’ tall, makes a loud noise or has a strong scent it must be pre-approved as a courtesy to your neighbor exhibitors.


2022 East Meets West Expo
Thursday, September 15
4:30-7:00 p.m.
Robarts Arena
3000 Ringling Blvd, Sarasota, FL 34237

Lakewood Ranch Business Alliance
8430 Enterprise Circle, Suite 140
Lakewood Ranch, FL 34202

Longboat Key Chamber of Commerce
5390 Gulf of Mexico Drive, Suite 102
Longboat Key, FL 34228

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