2025 FACRAO Higher Education Summit
Exhibitor Instructions

 event logo

Thank you for participating in our event as an exhibitor.

Your support helps FACRAO provide a top-quality event for your company and the Summit attendees.

  • Exhibitor Orientation: Sunday, June 8th at 3 p.m. This is an opportunity for Exhibitor reps to ask questions, receive/confirm and/or request information. Location: TBA and will be updated as soon as possible.
  • Exhibitor Hours:
    • Sunday June 8, 2025 -- 6:30 p.m. to 8 p.m. during President's Reception in the Exhibitor Area
    • Monday, June 9, 2025 -- 9 a.m. to 4 p.m.
    • Tuesday, June 10, 2025 -- 9 a.m. to 4 p.m.
    • Wednesday, June 11, 2025 -- 9 a.m. to 2 p.m
  • Exhibitor Area: Layout map - TBA

  • Set-up:
    -  Begins at noon on Sunday, June 8th. Exhibitors should be ready for event attendees by 4 p.m.
    - Exhibitors are responsible for coordinating with Dulce Beltran, FACRAO Corporate Sponsor Liaison, to ensure that all materials are scheduled for arrival in time to be set-up and ready when the Exhibitor Area opens. PLEASE TRACK YOUR PACKAGES ahead of time
    - FACRAO does not assume any responsibility or liability for loss or damage to exhibits, equipment, personal belongings, or any other vendor materials or property.

  • Tear-down:
    • May begin after 2 p.m. on Wednesday, June 11th. Must be complete by 5PM on Wednesday, June 11th. 
    • All shipping arrangements are the responsibility of the Exhibiting Company.
    • FACRAO is not responsible or liable for items not collected by the shipping company.

  • Delivery and Shipping Information: 
    • TBA
  • Cancellation Policy:  Notification of cancellation for exhibit space must be submitted in writing by email to Dulce Beltran. The deadline for a full refund minus a $150 administrative fee is no later than 5 p.m. EST, April 1, 2025. After this date there will be no refund. At the time of written notification of Exhibitor Registration cancellation, all space held in reserve for the Exhibiting Company will be canceled. Any Exhibitor space that is unoccupied by noon on Monday, June 9, 2025, will be considered a no-show and may have their Exhibitor space re-assigned or removed unless notification of the circumstances is made to FACRAO. There will be no refund for a no-show or for vendors who sponsor a package that requires advanced printing/production. 

  • Insurance: If desired, Exhibiting Companies may obtain insurance at their own cost and expense. All property shipped to and from the hotel by the Exhibiting Company for set-up and tear-down will be the sole responsibility of the Exhibiting Company. It is recommended that the Exhibiting Company obtain adequate insurance coverage, at its own expense, for property loss or damage and liability for personal injury.

  • Liability: Exhibiting Companies shall be fully responsible for any and all damages to property owned by the DoubleTree by Hilton Hotel Orlando at SeaWorld and its owners or managers, which result from any act or omission from the Exhibiting Company. Exhibiting Company agrees to defend, indemnify and hold harmless, FACRAO, and the DoubleTree by Hilton Hotel Orlando at SeaWorld, its owners, managers, officers or directors, agents, employees, subsidiaries, and affiliates, from any liability resulting in the Exhibiting Company‘s use of the property. Exhibiting Company‘s liability shall include all losses, costs, damages or expenses arising from, out of, or by reason of any accident, bodily injury or other occurrences to any person or persons including, but not limited to, the Exhibitor, its agents, employees and business invitees which arise from or out of the Exhibiting Company‘s occupancy and use of the exhibition premises, or any part thereof.

  • Security: FACRAO will have no liability for any loss or damage by an Exhibiting company during such hours or at other times, whatever the cause. Exhibit Space security and protection of valuable items may require additional security at the Exhibiting Company‘s expense.

  • Subletting: Subletting or assigning any portion of the contracted Exhibit Space is prohibited. Exhibiting Companies who re-sell or sublet space or give Exhibitor Name Badges to unauthorized personnel will forfeit their Exhibit Space and/or future Exhibit Space privileges. Featuring names or advertisements of non-exhibiting companies/organizations is prohibited. Exhibiting Companies must showcase only goods manufactured and/or distributed, or services provided by them, in the regular course of business.

  • Use of Event Logo: The event logo may be used only by registered Exhibiting Companies. No endorsement by FACRAO of Exhibiting Company‘s products or services, expressed or implied, is permitted. Exhibiting at the event does not constitute an endorsement by FACRAO. Contact Dulce Beltran if you'd like to request logo.

QUESTIONS?

Please contact Dulce Beltran, FACRAO Corporate Sponsor Liaison

Look forward to seeing you in Orlando!