Exhibitor Hosted Events and Transportation

Exhibitor Manual

Exhibitor-Hosted Events

and Transportation



Exhibitors are welcome to host events at SAPPHIRE NOW and ASUG Annual Conference. However, exhibitor activities that conflict with the conference program are not permitted. This includes breakfasts, dinners, receptions or any other activities occurring in Orlando during the published conference program schedule. For the purposes of this conference, a conflicting activity is defined as one that assembles over 50 conference attendees in one location.


Each exhibitor must complete the Strategy and Special Activities form as found in their Exhibitor Console, regarding their presence and messaging at the conference. SAP and ASUG reserve the right to cancel any exhibitor agreement that does not follow these regulations.


Exhibitors should not in any way distribute items or hold special activities that appear to be official SAP or ASUG- sponsored items or events. In addition, no exhibitor activity should interfere with the attendee experience.


Evening Events


SAP and ASUG will host evening events, by invitation, Monday–Thursday. To eliminate conflicts, we ask that our partners start their own events after 8:30 p.m. with Wednesday being the preferred evening for partner events.


Event Transportation


Hello! Florida | Mears Transportation is the official transportation vendor for this event. Due to space limitations, other transportation vendors will not be given access/allowed to pick up or drop off attendees at the Orange County Convention Center or the concert venue. Exhibitors planning scheduled transportation from the convention center must use Hello! Florida | Mears Transportation.


Hello! Florida Destination Management | Mears Transportation

Amie Garrett, CMP
Account Executive
3840 Vineland Road, Suite 200 | Orlando, FL 32811
Tel: 407.674.3026
E-mail: agarrett@hello-florida.com


Event Planning


Hello! Florida is the recommended special event resource and can assist with exhibitor-hosted events. The services they provide include theme décor, entertainment, on and off-site dinners, and group activities.


Visit Orlando is also available for assistance in planning an event, offering special rates on theme park tickets, restaurant reservations, and group rates. 


Visit Orlando
Ashley Heling, CMP
Destination Services Sr. Manager
6277 Sea Harbor Drive, Suite 400 | Orlando, FL 32821-8043
Tel: 407.541.4227
E-mail: ashley.heling@visitorlando.com