Terms & Conditions

Florida Encounter Terms and Conditions for Suppliers
– Florida Encounter appointment process participants must be Suppliers of Florida tourism products and services. All participation is subject to approval by VISIT FLORIDA.
– VISIT FLORIDA makes every effort to offer superior business sessions. Bearing in mind Florida Encounter Appointment Schedules are produced according to appointment requests as submitted by Encounter participants, VISIT FLORIDA may not be held liable for the total number of appointment matches per schedule.
– Badges must be worn at all official Florida Encounter functions. Lost badges will be re-issued with proper identification and a replacement fee of $50. No exceptions. Badges may not be shared or exchanged. Violator’s badges will be confiscated.
– The participant agrees to indemnify and hold harmless VISIT FLORIDA, Hyatt Regency Coconut Point Resort & Spa, The Beaches of Ft. Myers & Sanibel CVB and their agents and employees against all claims of damages, losses or changes of anything resulting from occupancy of the space contracted.
– VISIT FLORIDA may not be held liable for any financial responsibilities incurred on the part of the individual delegate.
– Private functions may not be scheduled during official Florida Encounter hours or events. Violators will be prohibited from future participation.

Exhibitor Booths, Delegates and Tradeshow Floor
– Participants must be bona fide employees of the organization contracting the booth. Use of space is restricted to the organization whose name appears on the application.
– Participation by Suppliers requires purchase of booth space and appropriate delegate fees. Each booth automatically includes one appointment schedule and one full registration.
– If Single Plus Booth is purchased, both companies sharing a booth must complete the registration process. If sharing company does not register in the required timeframe, all fees for a single booth must be paid by the exhibiting company. The exhibitor may not sublet or share their booth with another organization unless a Single Plus Booth is purchased. 
– A limit of three delegates per Single Booth is enforced (1 included delegate, and up to two additional non-appointment taking delegates)
– A limit of four delegates per XL Booth is enforced (2 included delegates, and up to two additional non-appointment taking delegates)
– A limit of two delegates per shared company in a Single Booth Plus booth is enforced (each company gets 1 included delegate, and up to 1 additional non-appointment taking delegate)
– Booth location is assigned on a regional basis as time and space allow. 
– Due to the business atmosphere of Florida Encounter, guests are not permitted on the Florida Encounter tradeshow floor or at any Florida Encounter function.
– Exhibitors may not dismantle their booths prior to close of show.
– Participants may distribute materials from their booths only. Materials found elsewhere will be removed.
– The solicitation of advertising on the exhibit floor is strictly prohibited.

Payments, Cancellations and Refunds
– The registration and payment (via check, online payment, credit card authorization) must be received in our office to be considered registered for Florida Encounter. All suppliers with unpaid registration fees are subject to cancellation without notice after the payment deadline.
– Deadline for all Supplier registration fees: October 31, 2018. You are not considered registered until paid. This will be taken into account when placing your booth on the floor. 
– All Cancellations must be made in writing. Refunds will be issued for cancellations as follows: Cancellation notifications received prior to September 5, 2018: Full refund minus $250 processing fee. Cancellation notifications received between September 5, 2018 and October 31, 2018:  25% refund
– NO REFUND OF ANY KIND WILL BE ISSUED AFTER October 31, 2018, INCLUDING BUT NOT LIMITED TO DELEGATE FEES.
– Any company which has utilized the online booth registration process without submitting registration fees in full may be waitlisted at any time.
– Any company which has utilized the online booth registration process without submitting registration fees by October 31, 2018 will be cancelled without further notice.

Accommodations
– Delegates are responsible for all pre- and post-show accommodations.
– Specific hotel requests are not guaranteed, but our host hotels make every effort to accommodate delegate preferences.

Photography and Videography
– As a participant at an official Florida Encounter event, delegates acknowledge that the possibility may arise wherein the participant may appear in photographs or video taken by a designated staff or professional photographer or videographer. By submitting your online registration application, participants agree to allow VISIT FLORIDA to use their image in future pre- and/or post-Florida Encounter coverage in Florida Encounter and VISIT FLORIDA publications or on the Florida Encounter and/or VISIT FLORIDA website.

Florida Encounter Terms and Conditions for Meeting Professionals
– Florida Encounter appointment process participants must be meeting professionals. All participation is subject to approval by VISIT FLORIDA. VISIT FLORIDA will qualify all applications and determine participation within two weeks of application submission.
– Upon acceptance of participation, attendees will complete a travel questionnaire. A VISIT FLORIDA travel representative will contact each delegate to arrange air transportation.
– Once an airline ticket has been issued for participation in Florida Encounter, any changes that result in fees or additional costs will be the responsibility of the meeting professional.
– Should a meeting professional cancel their participation in Florida Encounter after an airline ticket has been issued, the cost of the airline ticket is the responsibility of the planner. An invoice will be issued for the value of the ticket.
– Florida Encounter offers planners the opportunity to engage in business with Florida’s valued tourism partners. Hosted planners are expected to attend all events, honor all scheduled appointments, and participate in the open networking opportunities scheduled during the show. Absence from events will result in possible exclusion from future Florida Encounter trade shows.
– Badges must be worn at all official Florida Encounter functions. Lost badges will be re-issued with proper identification and a replacement fee of $50. No exceptions. Badges may not be shared or exchanged. Violator’s badges will be confiscated.
– The participant agrees to indemnify and hold harmless VISIT FLORIDA, Hyatt Regency Coconut Point Resort & Spa, The Beaches of Ft. Myers & Sanibel CVB and their agents and employees against all claims of damages, losses or changes of anything resulting from occupancy of the space contracted.
– As a participant at an official Florida Encounter event, delegates acknowledge that the possibility may arise wherein the participant may appear in photographs or video taken by a designated staff or professional photographer or videographer. By submitting your online registration application, participants agree to allow VISIT FLORIDA to use their image in future pre- and/or post-Florida Encounter coverage in Florida Encounter and VISIT FLORIDA publications or on the Florida Encounter and/or VISIT FLORIDA website.