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Day of Event Information for Exhibitors and Entertainment
Dear Make ‘m Smile Exhibitor/Entertainment/Corporate Sponsor,
We are excited about our 7th Annual Make ‘m Smile coming up on Saturday, June 6, 2009! Rain or shine we will have a great day of fun and lots of smiles as you meet some new friends and celebrate our VIP kids and families. We are grateful to your organization and the Central Florida community for pulling together to make this a great, fun-filled, informative day for our VIP families! It promises to be bigger and better than previous years!
We wanted to take a minute to pass along some information that might be helpful to you as you make plans for the day.
- Contact Names:
- Prior to Event: If you need assistance prior to the day of the event, please contact Susie Andrew at 407-857-8224 or SusieA@NathanielsHope.org.
- Day of Event: If you are unable to make it to the event or need assistance prior to arriving at the event, please call Susie at 407-760-8217.
Once you are at the event, you can find assistance at any time at one of the three Exhibitor Check-in areas (the main one is by Robinson & Eola – Exhibitor Drop-Off Area “B”), at one of the Nathaniel’s Hope Information Tents, and from any person wearing a Smile Team shirt.
- Set-up and Parking: You should have received a confirmation packet from us with last minute details, including a parking map with directions to your specific check-in area. Keep in mind that Robinson will be closed so you will not be able to use that street. At all of the check-in areas, there will be a team of people with golf carts to help you unload your car, and then while you park your vehicle, the set-up team will take your items to your location. Click here to see the map and figure out which would be the closest parking area to your check-in area. Use the Exhibitor Parking Pass that was in your confirmation packet so that the parking attendants can direct you to your drop-off location. If you need to print more passes, click here to
- Time: You are required to check in at your designated drop-off area between 6:00-7:00 a.m. From there you will be directed to your area. You must be set up and ready to greet guests no later than 7:15 a.m.
- Your space and set-up: Please make sure that you arrive with plenty of time to check in and set up. Unless you have requested otherwise (or are considered a “roaming” exhibitor), you will receive a tent, 6-foot table, and two chairs. If you are bringing any display boards and brochures, we recommend that you bring something to weight them down in the event of a lake breeze. No stakes will be permitted in the ground per the City of Orlando. You may also wish to bring a table covering. If your activity requires water, please bring a bucket or container and fill it up using the water spigots that will be marked around the area.
- Attire: Sometimes there are costumes or dress codes that may fit a particular exhibitor’s persona (i.e. low cut shirts, midriff or halter tops, short shorts/skirts, etc.), but they aren’t necessarily seen as family-friendly by our more conservative audience. Please make sure that you communicate to the people that will be “working” at your exhibit area that we would like to request family-friendly appropriate attire. Thank you for understanding! Also it’s a GREAT idea to wear appropriate clothes for the heat and comfortable shoes!
- Activities: Please take the time to review the schedule (click here) to get a feel for the event activities. Throughout the day VIP families and Buddies can take a stroll around Lake Eola, stop at the exhibitor booths, enjoy entertainment at the Amphitheatre, and get food from the various food stations. Click here for ideas on communicating with children with special needs.
- Food: Please note that you will receive a ticket for either a hot dog or a Chick-fil-A sandwich, but be courteous and allow the VIP kids and their families to have first service, since they are our honored guests this day. If necessary, please bring snacks for yourself.
- Handouts/Flyers: We are anticipating a crowd of roughly 7,5000, so if you are handing out information about your organization or giveaways (pencils, stickers, etc.), please plan accordingly. All Make ‘m Smile participants will be identified with a wristband. VIP kids will have a wristband that specifically says “VIP.” As a reminder, we are not permitted to sell anything at our event.
- Lake & Park Areas: No latex balloons are allowed due to the duckling season in the park. Please remember to leave your area clean and free of debris. No one should dump anything into the lake or down any stormwater drains. If you see someone doing that, please stop them and explain that the City has a new policy to help keep Orlando’s water system beautiful, and that all waste should be placed in a waste receptacle.
- Weather: Rain or shine - we'll be there so come on down! However, if it does look like severe weather, you will be able to get the most current information by tuning in to Z88.3, WFTV Channel 9, looking at the Make 'm Smile pages of this website, or our office at 407-857-8224.
- First Aid Tent & Respite/Special Needs Tent : There will be paramedics on hand at our First Aid Tent by the Amphitheatre should an unexpected emergency arise. There will also be a private Respite Tent area available if a VIP family needs to change their child, use a feeding tube, suction, etc.
We want to let these VIP kids and their families know that this community cares about them. This is a day that is dedicated to honoring, encouraging, and celebrating the VIP kids. The only way this event is made possible is through people who are willing to give of their time and resources. Your willingness to be an exhibitor/entertainer for these VIP kids and their families will be a tremendous blessing to many, and we believe in turn, you will be immeasurably blessed.
If you know of any others that would like to participate as VIPs, Buddies, or Sponsors, invite them to register online or call our office at 407-857-8224. VIPs and Buddies can register on Saturday morning, but we prefer pre-registration.
We look forward to having you join us as we celebrate VIPs! Thank you for choosing to make a difference by helping to “Make ‘m Smile.” See you soon!
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