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Join Us LIVE!

October 24-27, 2021 | Daytona Beach, Florida

Frequently Asked Questions

Last Updated October 23, 2021

GENERAL INFORMATION

The EXPO portion of the conference will be held in the Ocean Center across the street from our headquarter hotel, Hilton Daytona Beach Oceanfront. Exhibits AND vehicle displays will be indoors in one location. EXPO Open Hours are on Tuesday, October 26th from 12:00 – 3:00 PM and 5:30 – 7:30 PM.

All scheduled events take place in the Ocean Center’s meeting rooms, with the exception of our Welcome Reception, FPTA and CTD Awards Banquets. Your conference registration badge allows you access to everything, so please take advantage and participate!

NEW: Outbound Shipping Information

If you are shipping out from the event via FedEx/UPS, prepaid labels must be affixed to your items. You may leave them in your booth WITH LABELS and GEMS will bring them back to their warehouse to be picked up on Thursday, October 28th. This is included in the material handling charges you can view online. 

If you are using an LTL carrier or have a FREIGHT shipment (ie: crates, skids etc.), you MUST fill out a GEMS BOL so they can release your freight to the carrier on-site. Driver check in is 10:00 am on October 27th. Please have your carriers check in before this time. If you need a BOL, you can request one online or contact Britni Fitzpatrick at  Britni Fitzpatrick at Britni@gemsevents.com to generate one for you. Again, this is for FREIGHT only. Not small packages via Fedex/UPS.

NEW: Vehicle Load-In/Load-Out Information

Here is a .pdf download of the vehicle load-in/load-out instructions that was emailed to vehicle display contacts.

Booth Assignments & Pre-Event Attendee List

UPDATE: Link to Exhibit Assignments | EXPO Layout (.pdf) – FINAL

Your exhibit # will not be assigned until after advance registration closes after October 1st. You will receive this the week of October 4th once event staff have completed all assignments. The pre-event attendee list will be sent along with the booth assignments. (Sent via email to Primary Contact for Exhibit and Non-Attendee Email CC on Oct. 6th at 8:00 AM)
Our show services contractor, GEMS, will be provided a list of assigned exhibits; you do not need your booth # to order from them.

IMPORTANT RE: Shipping

All exhibitors should go through GEMS to handle all shipping needs where possible. 
If you ship directly to the Ocean Center (with your company’s designated shipping company) they will not accept/sign for any deliveries prior to Saturday, October 24, 2021. With this method, label as follows:

Ocean Center
RE: 2021 FPTA/FCTD Joint Conference
101 N Atlantic Ave
Daytona Beach, FL 32118

Giveaways/Prizes

Can I do drawings for giveaway prizes? Yes, you can conduct drawings. Traditionally, FPTA collects vendor prizes with values from $25 up to $250 to be distributed during a designated networking event.

How do I provide a giveaway for raffle during the After Party Sponsored by FPTA? Giveaways must be dropped off on-site at the registration desk (Ballroom C of the Ocean Center). Please ensure a business card is included, preferably secured to the giveaway, so we can properly recognize your contribution with the winner. Gift cards should be placed in an envelope with your business card attached.

Food & Beverage

The Ocean Center does not permit serving your own alcohol/food (other than things like candy bowls). If you are interested in offering any type of alcohol-related bar at your exhibit, this must be arranged directly with the Ocean Center’s Catering (contact below):

Ashley Santoianni
Catering Sales Manager
Spectra Food Services & Hospitality
386.846.2369

Drink Tickets

For those of you who wish to purchase drink tickets in bulk for attendees, you must arrange this IN ADVANCE. Orders must be submitted/complete no later than Monday, October 25, 2021 by 5:00pm. Please use this Order Form or contact Ashley Santoianni at 386.846.2369.

Bulk drink tickets are 25 for $175, 50 for $350, 75 for $525, or 100 for $700.
(Each Ticket can be used for (1) of Imported or Domestic Beer, Wine, House or Premium Liquor, Bottled Water, or Can Soda)

There will be a cash bar (or tickets) on Tuesday, October 26, 2021 during the Exhibit Reception & Costume Party (see below) from 5:30 – 7:30 pm and at the After Party from 7:30 – 9:30pm.

EXPO Reception & Costume Party (10/26/21 from 5:30-7:30pm)

This year’s annual costume party (2020 you are ignored) will be themed ‘Halloween.’ All attendees are encouraged to dress to impress for the chance to win prizes.

Best Vendor Booth – Exhibitors are strongly encouraged to decorate their booth. The attendees will vote on the best-decorated booth/bus, and the winning vendor gets a free table at FPTA Annual Conference, September 18-20, 2022, in Naples!

You will also vote on the best attendee costume. We encourage you to attend our “After Party” in Ballroom A (Ocean Center) at 7:30 pm, with a band, dessert, and prizes. This is where we will announce the Best Vendor Booth.

Badges/Staff Registration

How do I receive my badges? Name badges will be available at the registration area in Ballroom C of the Ocean Center. Exhibitors are required to check in. You may also request name badge changes at this time.

If you need to add any additional vendor staff to your exhibit, above and beyond your allotted badges, please do so by October 1st to avoid a $100 late fee. Additional vendor badges are $275 and can be purchased under regular registration (Select ‘I am a General Attendee’ and then ‘Vendor – $275’).

Email Amy Keys: If you still haven’t provided all the names (with title and email address) for your allotted badges, or, if you need to make a name change (no charge). This will save our sanity on-site!

Can I use my Exhibitor badge to enter a session? Exhibitor/vendor badges may be used for the sessions, but there is to be absolutely no soliciting. These sessions are educational and are not to be used as an avenue to distribute literature or do any marketing.

Can we swap badges between our staff? If a staff member will not be attending for the duration of the show, they may give their badge to another staff member. However, you must take the badge to the registration counter and they will reprint it with the replacement name. You must have the badge with you to avoid being charged an additional conference registration fee of $275.

What if I’m registered and lose my badge? Please go to the registration area onsite to reprint your badge. There is no additional fee for a replacement.

Promo Items

We would like to provide promo items to include in attendee conference bags. How do we do this?

Please send qty. 600 items, to arrive no later than Friday, Oct. 24th to:

Votran
ATTN: Billie Jo Sikes
950 Big Tree Road
South Daytona, FL 32119

All promo items will be pre-stuffed into the bags on-site by conference staff.

Questions?

Amy Keys, amykeys@floridatransit.org
Ballroom C, Ocean Center 

To review SAFETY INFORMATION, please visit ourMeeting Safely page.