2023 Exhibit Hall Opportunities

More than 700 garden professionals, representing all sectors of the public horticulture industry, are expected to attend the American Public Gardens Association's Annual Conference in Fort Worth, Texas, at the Omni Forth Worth Hotel.

And good news – the Exhibit Hall will be at the CENTER of it all! Spanning the entire Fort Worth Ballroom and the conference floor foyer, we have reimagined the Omni Conference Level to provide places for attendees to meet with you, recharge, grab refreshment, and listen to important content from our exhibitors via special Industry Insights Sessions, during the Exhibit Hall's multi-day run. With the theme "New Horizons: Rising from Roots", we will be celebrating our industry partners and vendors by putting them at the center of our Conference and promoting their presence to attendees.

We will be advertising this multi-use area via various communication channels including the Conference website and email communications to our members in the months preceding Conference.

Please read all materials carefully to ensure you and your exhibit materials can be accommodated. We look forward to connecting you and your garden colleagues and clients – both current and prospective – this coming June! Email any questions you have to exhibits@publicgardens.org

View/download a PDF version of this information here (includes reservation form, terms, and contract agreement).


EXHIBIT HALL SCHEDULE:  Exhibitors must check-in at registration before loading in. Please note, all times are tentative and subject to change. 

Monday, June 5

Expo Company Load-In: 7:00 AM – 12:00 PM

The Exhibitor Contractor will be setting up all exhibit area booths as per the BOOTH PARTICULARS section in this contract.

Exhibitors Load-In: 12:30 PM – 4:30 PM

Exhibitors must comply with the hotel's rules and regulations. Expo Company representatives will have additional representatives to provide assistance.

Monday Welcome Reception/ Exhibit Hall Open: 5:30 PM – 7:00 PM

Registration desk hours 7:00 AM to 6:00 PM


Tuesday, June 6

Exhibit Hall Hours: 8:30 AM – 12:00 PM and 1:30 PM - 4:00 PM

Morning Coffee Break

Registration desk hours 7:00 AM to 6:00 PM

Wednesday, June 7

Exhibit Hall Hours: 8:30 AM – 12:00 PM and 1:30 PM - 3:00 PM

Morning Coffee Break

Exhibit Hall Dessert Bites: 1:30 PM – 3:00 PM

Exhibitors Load-Out (Phase I): 3:00 PM – 5:00 PM for Optional Load-Out

Exhibitors may choose to break down on Wednesday, June 7 from 3:00 PM up until 5:00 PM. For those interested in attending evening festivities at the Dallas Arboretum, they may leave their booths up until Thursday, June 8. All booths must be broken down by Thursday, June 8 at 12:00 PM.

Registration desk hours 7:00 AM to 6:00 PM


Thursday, June 8

Exhibitors Load-Out (Phase II): 7:00 AM – 12:00 PM for Mandatory Load-Out

Expo Company Load-Out: 7:00 AM – 12:00 PM




EXHIBITORS RECEIVE: 

  • A promo code good for a complimentary two-day registration for up to 1 workers (no cash value). Up to 1 additional worker is eligible to receive an added 50% two-day registration discount promo code (no cash value).

  • Booth workers must register for the Conference using the promo code provided, and pay separately for any additional days or ticketed events they wish to attend (member rates apply) 

  • Breakfast and lunch for both booth worker(s) on both days, plus the Monday Welcome Reception, will be included. 

  • Company recognition on the 2023 Annual Conference website (includes company name, logo, description, and web address).

  • Conference attendee list with emails 

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BOOTH PARTICULARS: 

Freeman Expositions, LLC, based in Dallas, TX, will function as the Official Services Provider for this Conference and provide the following: 

  • 8' x 10' or 10' x 10' pipe and drape booths consisting of: 8' high background drape; 3' high side drape; (1) 6' x 30" H draped table; (2) Limerick side chairs; (1) wastebasket; and a 7"x 44" one-line booth company identification sign. 

  • Additional booth amenities, utilities, or services may be ordered online directly from Freeman Expositions LLC. Freeman representatives will be in contact with you to provide their catalog of offerings along with URL and log in information for purchase orders.

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TERMS & CONDITIONS: 

  • Exhibitors must commit to stay open during the entire time the hall is open. Booths CANNOT BE BROKEN DOWN until 3:00 PM on Wednesday, June 7. Exhibitors interested in attending festivities at the Dallas Arboretum on Wednesday, June 7, may leave their booths up until Thursday, June 8. All booths must be broken down by Thursday, June 8 at 12:00 PM.
  • Booths will be assigned priority after full payment has been received.

  • Must submit full payment and completed agreement by January 31, 2023, in order to receive the Early Bird Discount.

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CODE OF CONDUCT:  

  • Exhibitors are expected to comply with Association health and safety protocols consistent with the State of Texas and the City of Fort Worth. Please visit our website for updates to our Health & Safety Statement.

  • All Exhibitors are expected to have their booth staffed during all hours the Exhibit Hall is open through the close of the Exhibit Hall on Wednesday, June 7. Arriving to the Conference late or leaving early may impact an Exhibitor's participation in future Conferences.

  • All Exhibitors must wear their Conference lanyard with badge at all times while participating either on-site or off- site at Conference events.

  • There is no solicitation of business in the Exhibit Hall area by anyone other than confirmed Exhibitors.

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Industry Insights  Before you reserve your booth – read this! 

Got something to say or show off and a booth isn't enough? Then consider doing an Industry Insight Session! Reserve either a 60-minute or 90-minute timeslot in a designated session room to share what you do, or the latest trends or innovations in your sector. Your sponsorship builds in added benefits and elevates your voice AND your brand!

Industry Insights Sponsor - 60 min $5,000 or 90 min $6,000

These sessions build business by providing ample time to show off what you do and what you know. Conference attendees really appreciate these sessions when they are less of an infomercial or product demo and more about sharing trends, providing toolkits or checklists, or imparting best practices. This type of sponsorship is an excellent value as it builds in booth space AND full conference registration – both of which are important benefits you can use to cultivate new client relationships throughout the week.

Benefits for Industry Insights Sponsorship Include:

*Standard conference A/V package

*Name of session and sponsorship recognition on:

  • Conference website
  • Onsite signage
  • Conference master schedule
  • Daily printout of schedule (on day of presentation)
  • Website link to your company information
  • 2 full (three day; add-ons available at an additional cost) Conference registrations (promotional value $1,675)

*1 Exhibit Hall Booth with preferred placement (8' X 10' or 10' X 10') (promotional value $1,500)

*Repeated visibility from email blasts (distribution 10,000+), before and after the Conference

*Conference attendee list with emails – both before and after Conference


To reserve an Industry Insight, please complete the reservation form at the end of this Kit. You must still complete and submit the Exhibit Hall reservation form and contract as part of a sponsorship.


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BOOTH PLACEMENT AND PRICING:

Booth placement by priority – Presenting Partner, Sponsor, Corporate Gold member, Corporate Associate member – after full payment received. Location is at the discretion of the Association staff working with your special needs and accommodation for ceiling height, size booth desired, etc.

Booth prices are the same whether they are 8' X 10' or 10' X 10', but you must indicate booth size preference – all reservations are first-come, first-served.

Exhibitor Types

Early Bird Rate (Deadline 1/31/23)

 Regular Rate  (2/01/23 – 3/31/23)

Late Rate (After 4/1/23 )

Non-Member 

$2,000

$2,250

$2,400 

Corporate Associate Member* 

$1,750

$2,000 

$2,150 

Corporate Gold Member* 

$1,500 

$1,750 

$1,900 

Non-profit or garden 

$1,250 

$1,400 

$1,500 

Sponsorship at $5,000+ 

Table/Booth Included*

Table/Booth Included*

Table/Booth Included*

(limited availability)

* To qualify for member rates, applicant must be a member in good standing upon receipt of application.

*SPONSOR TABLE - NEW FOR 2023: 6' x 30" table located in prime hallway adjacent to the Texas Ballroom on the main conference floor.



ITo reserve your Booth and/or Industry Insight spot at the 2023 Conference, please complete the below form and return to exhibits@publicgardens.org

2023 Exhibitor Reservation Form, Agreement, & Terms


If you are interested in an Industry Insights Sponsorship or other sponsorship opportunities, click here.



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