Revised June 6, 2011
MIAMI BEACH CONVENTION CENTER GUIDELINES
All exhibitors and sponsorships must adhere to the policies and procedures outlined and published by the Miami Beach Convention Center. Detailed information may be found on the following web page:
http://www.miamibeachconvention.com/800/ExhibitorGuidelines.asp
BOOTH LOCATION
Exhibit space will be assigned according to the type of educational institution as indicated by the exhibitor on the Registration Form in terms of institutional control, degrees offered and accreditation level. Subject to space limitations, HigherEd EXPO will make its best effort to group institutions of similar characteristics in contiguous areas of the exhibit hall as designated in the published floor plan. Higher Ed EXPO reserves the right to modify any and all location assignments as necessary due to space limitations, application revisions and cancellations.
EXHIBIT SPACE
Higher Ed EXPO will provide exhibitors with the “pipe and drape” booth, tables, chairs and signage for their exhibit space. Exhibitors may use any type of suitable tabletop or backdrop displays they choose at their own cost and expense. Custom built exhibit spaces may also be used by exhibitors, which should be coordinated and contracted in advance with a vendor approved by the venue. Exhibitors must prepare their exhibit space before the opening of the fair to the public and must remove their materials and displays from their booths after the conclusion of the fair.
RIGHT OF REFUSAL
Higher Ed Expo reserves the right to refuse the participation in the event of any individual, company or organization considered to be contrary to the nature of the event and/or the best interest of the attendees. This may include, but is not limited to those whose primary line of business is the production, manufacturing, distribution or sale of tobacco products, alcoholic beverages, sexually oriented materials, pharmaceutical drugs, among others.
ELECTRICAL AND TELECOM CONNECTIONS
A 120V electrical connection with two power outlets will be provided as standard equipment for each booth. Wireless internet access (wi-fi) will be provided by Higher Ed EXPO to participating exhibitors and sponsors. These services will be provided through bonded and licensed third party contractors with prior approval from the venue.
PROMOTIONAL MATERIALS
Higher Ed EXPO exhibitors may distribute brochures, catalogs, promotional materials and other appropriate items suitable to advance their own marketing, branding and recruitment efforts. Promotional materials may only be distributed by exhibitors at their own booth, and not in public or common areas. Exhibitors expressly agree to allow Higher ED EXPO, LLC. the use of their names, brands and logos for the purposes of promoting the event. Higher Ed EXPO will make its best efforts to follow the published guidelines for use of logos and trademarks in the event of such use. Additional promotional opportunities are afforded to sponsors. Exhibitors are expected to ship any displays, materials and documentation with sufficient time in anticipation of the event. Exhibitors should write down the tracking number of the packages sent, and bring any important documents and materials which may be required in the event the parcel(s) cannot be located by the postal service used.
EQUIPMENT
Computer and audio/visual equipment are permitted, as long as the media displayed is not intrusive or disruptive to the other exhibitors, attendees or the exhibit hall. Higher Ed EXPO recommends the use of a surge suppressor to prevent equipment damage due to electrical power fluctuations. Exhibitors are encouraged to safeguard any equipment, including – but not limited to -electronics, laptop computers and mobile devices through the duration of the fair, and remove them from the exhibit hall after the close of the event during each day of the EXPO.
REPRESENTATION
Institutions contracting for exhibit space at a Higher Ed EXPO agree to have at least one representative from the institution at the exhibit space during the scheduled hours of the fair. In case of an emergency, institutions are asked to contact Higher Ed EXPO to make alternative arrangements.
USE OF CONFERENCE ROOMS
Exhibitors at the Higher Ed EXPO may organize and hold seminars, presentations and/or information sessions during the event. These sessions will be held in the conference rooms adjacent to the exhibit hall, which must be reserved in advance and are available on a first-come, first-serve basis.
STANDARD OF CONDUCT
Colleges, universities, exhibitors and sponsors participating in Higher Ed EXPO are expected to conduct their activities in a respectful and ethical manner, in accordance with the guidelines of their respective accreditation and licensing agencies, as well as any applicable local, state and federal laws and regulations. Failure to abide by these standards may result in relocation, reassignment or removal of the exhibitor and/or sponsor by Higher Ed EXPO and debarment from further participation in future Higher Ed EXPO events.
ARTWORK AND MATERIALS SUBMISSION
Exhibitors and sponsors are expected to submit the necessary artwork, logos, descriptions, and any marketing materials necessary for publication by the established deadlines. Submission of artwork and text copy in electronic format should be made directly to our Marketing Assistant via email to: info@higheredexpo.com. Submission and shipping of marketing materials should be coordinated with Ms. Ingrid Miranda via telephone at (305)705-6803 or via email to imiranda@higheredexpo.com.
CANCELLATION POLICY
Any changes and cancellations must be submitted: in writing on institutional letterhead by US mail; via email to info@higheredexpo.com; or via fax to (305)744-5084. Requests for changes and cancellations will be considered as submitted on the day of receipt by Higher Ed EXPO.
Cancellations of registrations are subject to revision and approval by Higher Ed EXPO, and may be assessed additional processing fees, including the difference between early-bird and regular registration rates. All refunds and credits are subject to a $150 processing fee. Processing fees will be collected prior to registration changes, refunds and credits being processed. Cancellations or postponements originated by HigherEd EXPO due to “force majeure” or acts of God will be credited to the exhibitor’s accounts for use in a future event without penalties or processing fees.
Cancellation/Refund Timeline
Received 60 calendar days prior to the event
- Full credit/refund (minus processing fees)
Received 30 calendar days prior to the event
- 50 percent credit/refund (minus processing fees)
Received after one month prior to event date:
- No credit/refund
NOVELTY AND PROGRAM SALES POLICY
The sale of programs and novelties at the MBCC Facility for commercial/public activities is subject to control by the MBCC.
The number of sellers assigned to each event will be determined by the MBCC management based upon anticipated attendance and the volume of merchandise offered. No personnel will be allowed to sell without prior approval by MBCC Management. The MBCC will acquire thirty percent (30%) of gross receipts based on the total gross receipts on novelty sales which includes sales tax. There will be no exceptions to the above rules without the specific consent of the General Manager of the MBCC.
SALES TAX/TAX EXEMPTION
Florida State Sales and Use Tax is applied to the building rental and certain other additional services related to the Lessee’s occupancy at the time of the final settlement. The tax is currently 7%*. The MBCC will presume each Lessee to be taxable, unless the Lessee provides us with a copy of a “Consumer’s Certificate of Exemption” current for the period of the lease, issued by the State of Florida Department of Revenue with a “C” after the last digit. Organizations which are generally exempt from this tax include churches, and not-for-profit religious, education, scientific and charitable organizations. Other special exemptions which may apply are described in Chapter 212, of the Florida Statutes “Sales and Use Tax”.
To obtain an application for exemption from the Florida Sales and Use Tax, you may contact any of the area offices of the Florida Department of Revenue (see attached listing). Completed applications must be filed with The Florida Department of Revenue, Carlton Building, Tallahassee, Florida 32399. Please allow six to eight weeks for processing. Exhibitors are required to pay a 7% Florida State Tax on goods sold at the Convention Center. Out of state exhibitors may be able to charge the
tax rate of their home state if a reciprocal agreement exists with the state of Florida. Please contact the Florida Department of Revenue in Tallahassee for additional details. Neither the show organizer nor the Miami Beach Convention Center are responsible for collecting the sales tax.
*Or prevailing rates
SMOKING POLICY
Smoking is prohibited in the facility. Ash/trash units are supplied under the bus canopies at all entrances for those who wish to smoke.
DISABILITY ACCESS ACCOMMODATIONS
The Miami Beach Convention Center is accessible to person with disabilities and includes the following access accommodations:
- Elevators located on the buildings East and West sides, and the center “pod” area.
- Wheelchair ramps on the East side, and on the first floor level. Elevators provide access to the second, third and fourth floors.
- Restrooms on each level have accessible stalls, sinks, towel dispensers and mirrors
- (1) TDD is located in the C Lobby
- Public pay phones with volume controls are located in each lobby
- Disability parking is located in the Preferred lot (Convention Center Drive), the “five story” garage (17th Street and Convention Center Drive), the “six story” garage (18th Street and Meridian).
As new standards are introduced, it is our goal to implement those changes or upgrades in a timely manner.
EMERGENCY TELEPHONE NUMBERS
AMBULANCE SERVICES
Medics Ambulance
45 N.W. 5th Street
Miami, FL 33128
(305) 539-9080
FIRE DEPARTMENT
City of Miami Beach
2300 Pine Tree Drive
Miami Beach, FL 33139
General Information (305) 673-7120
Emergency – 911
HOSPITAL
Mount Sinai Medical Center
4300 Alton Road
Miami Beach, FL 33140
General Information (305) 674-2121
Emergency (305) 674-2200
Physician Referral Service (305) 674-2273
POLICE DEPARTMENT
City of Miami Beach
1100 Washington Avenue
Miami Beach, FL 33139
General Information (305) 673-7900
Emergency – 911
BUSINESS CENTER
The MBCC provides a Business Service Center for use by exhibitors and attendees featuring
photocopy, fax, self typing work stations, and fully trained clerical staff. Please consult with your
EM for package shipping or other supplies or services you may need.
FAX SERVICES: Send & Receive
COPIES
PC RENTAL
LASER PRINTING
COLOR INKJET PRINTING
PRINT YOUR BOARDING PASS
FEDERAL EXPRESS AND UPS SHIPPING
Various office supplies and shipping supplies are available for sale.
The Business Center is located on 3rd Floor – Room A31
Business Center Telephone (786) 276-2696
Business Center Fax (786) 276-2658
Hours of Operation: 8:00 a.m. to 5:00 p.m.*