We update this page until the day of the event

add these dates to your

Calendar

SPECIAL ORDERS FORMS DUE: 
Friday, March 14

ONLINE PRESS KIT INFORMATION: 
Friday, March 14

EXHIBITOR INFORMATION  FORM DUE: 
Friday, March 14

SHIPPING & TRACKING FORM DUE: 
Friday, March 28

ADVANCE SHIPPING ARRIVALS TO HOTEL: 
Friday, March 28  – Wednesday, April 2 

EVENT DAY:  
Thursday, April 3

Planning your trip to

Orlando

The Orlando (MCO) airport is:

Orlando International Airport

The airport is approximately a 15-20 minute drive from the hotel.

To book your JW Marriott Orlando Grande Lakes hotel rooms, please go here: https://book.passkey.com/go/MOM20SUMMIT2025

There is a 2-night minimum.
Room Rate Starts at $299 + $40 Resort Fee per day
Eligible nights are April 3, 4 and 5.

JW Marriott Grande Lakes
4040 Central Florida Pkwy.
Orlando, FL 32837

Event will take place on the Valencia Lawn.

Day of Event

Details

Please do not attempt to gain access to the event space. 

Hotel staff is setting furniture, delivering boxes, running electric, etc.. 

Non-hotel staff members are NOT allowed in the event space before 2:30 PM the day of the event.

The event is held outside on the Valencia Lawn

Please arrive between 2:30 PM – 3:30 PM.  

Please leave yourself plenty of time to set up your display and be ready by 5:00 PM to start.

If you shipped anything to be brought out to the event location, you must complete the Shipping & Tracking Form.   Your boxes will be at your booth when you arrive, provided you have submitted the Shipping & Tracking Form.

If you shipped something to your guest room, inquire at the Front Desk upon check-in.  You are responsible for bringing it to the event room. If you need assistance, please request a Bellman.  Fees will be charged to your guest room.

You can bring anything to make your booth enticing, provided it does not violate any of hotel guidelines.

Make sure you bring all the tools you need to assemble your booth display and signage. 

By 4:45 PM, please have your booth completely set-up, and staff will come through and clear trash away.

Anything that is not part of your display, can be hidden under your table skirt or in the storage room. 

There will be a storage room available for extra supplies, boxes needed after the event, luggage, etc.

However, be advised that the event is outside on the lawn, and the storage room may not be very close.

Media will drop in anytime between 5:00 PM and 7:30 PM.

Breakdown begins at 8:00 PM.

Remember to bring everything you’ll need to break down your booth.

For preparing outgoing shipments, please see the Shipping section below.

Exhibitor Online Press Kit

Information

To see a sample of the EPK, click here.

We need all your information submitted on the form below.

The Online Press Kit will be online for one year. 

We will provide you and the attendees with the main link to all the EPK’s and a link that is specifically yours to include in follow-up emails.  

We will also provide a QR code for your EPK that you can print on cards to hand out or put on your signage.

Please complete & submit this form no later than

Friday, March 14

Media Samples & contact

Information

The final media attendee contact information will be sent out within a week of the event.

We suggest having 200+ samples and press materials available.  

You are not required to hand out samples to the media, however, it is a good idea to send them back with something to remember your company and product.

Exhibitor Badge & Product Confirmation

Form

This form is required by all exhibitors.

Please complete & submit this form no later than

Friday, March 14

Food & Beverage Sampling

And Hold Harmless Agreement

Form

All exhibitors handing out food and/or beverage samples, must complete this form.

Please complete & submit this form no later than

Friday, March 14

Special Services

Order Form

For all electrical and A/V orders please contact

Pamela Martin
Senior Sales Manager
954-560-5276
Pamela.Martin@encoreglobal.com

Just let her know you are with The Welcome Party, April 3rd only. 

Download Price Sheet for most popular items.

Booth & Furniture

Dimensions

booth & furniture dimensions

Booth area measures 20-feet wide by 10-feet deep.

Three to four 30 × 72-inch banquet tables, with tablecloth, or service bar for alcohol and other beverages.

You may use your floor space for larger items, display cases, etc.

The entire display must be contained within the perimeters of your booth.

There is room under your table for samples and supplies.  

There is also a storage area for items you do not need during the event.

Event layout & booth

Assignments

Event Layout with Booth Numbers

Coming soon.

booth Assignments

Coming Soon.

Booth assignments are subject to change at the discretion of New Product Events, for various reason such as electrical access, booth package changes, load in/out issues, etc.  

Requests for booth changes are NOT accepted.

information for advance

Shipping

Plan your shipments to arrive at the JW Marriott between Friday, March 28 and Wednesday, April 2.

Boxes arriving before March 28 are at risk of being returned to sender by the hotel.

Boxes arriving after April 2 are at risk of not making it to the event space on time.

For more information please see the Marriott Handling Fees & Instructions.

What to include on your carrier shipping label and/or bill of lading:

FEDEX OFFICE C/O JW MARRIOTT GRAND LAKES

WELCOME PARTY 4/3/25

4040 CENTRAL FLORIDA PARKWAY

ORLANDO, FL 32837

Required Information to be on EACH & EVERY Box/Parcel:

WELCOME PARTY

VALENCIA LAWN 4/3/25

[BRAND]

[BOOTH #]

BOX [#] OF [#]

On the Shipment Tracking Number form there is a place for you to select how you want to pay.  The choices are your FedEx account number, your JW Marriott guestroom bill, or by credit card.

For more information please see the Marriott Handling Fees & Instructions.

If your delivery must come through the loading dock, please contact the FedEx office for instructions.

For more information please see the Marriott Handling Fees & Instructions.

If you need access to your packages before event set-up, you’ll need to ship them directly to your guest room. 

If you shipped something to your guest room, we do NOT need those tracking numbers on the Shipping Form as they will be held by the Marriott package room for you to collect when you check in.

You are responsible for bringing them to the event room. If you need assistance, please request a Bellman.  Fees will be charged to your guest room.

Address those packages as follows:

[YOUR NAME] [YOUR CELL]

JW MARRIOTT GRAND LAKES

HOLD FOR GUEST ARRIVAL [DATE]

4040 CENTRAL FLORIDA PARKWAY

ORLANDO, FL 32837

 

For more information please see the Marriott Handling Fees & Instructions.

After the event, you can repack any boxes that need to be shipped out.  

They must be sealed, labeled, and ready to go.

Have your pre-printed UPS or FedEx shipping labels ready.  Or, you can fill out a blank one at the event, however you will need to put your UPS or FedEX account number or a credit card number on the form.

Outbound shipping instructions.

Shipment Tracking Number

Form

For every box you are shipping in advance of the event, you must submit the Shipment Tracking Number Form below.

We will be checking in every box and will contact you with any missing boxes the night before the event. 

Any box that is not listed on the form is not guaranteed to be at your booth the day of the event

Please complete & submit this form no later than

Friday, March 28

Things to Remember

Checklist

  • Order samples for the media.  
  • Do trial run booth set up to make sure everything fits inside the booth dimensions.
  • Bring serving supplies for any food or beverage samples, such as gloves, paper plates, toothpicks, napkins, etc.
  • Bring all the tools needed to set up and break down the booth display.
  • Bring anything needed to repack boxes to ship out after the event, such as packing tape, bubblewrap, etc.
  • Ship boxes with required information on every item confirmed to arrive on indicated dates.
  • Bring hotel reservation information.
  • Bring tracking information with a note as to what is in each box so if one goes missing you know what you need to replace.
  • Bring UPS or FedEx shipping labels with your account information for outbound shipments
  • Keep our cell phone numbers handy just in case, Nicole 704-560-4917 and Amy 818-389-1003

See you there!