Shipping, Move-in & Move-out Information

Here you will find information regarding shipping your materials to the event, Sponsor and Energy Hub move-in and move-out hours, and other details relating to the set-up and removal of your materials.

Shipping Information Move-in Information Move-out Information

Sponsor Shipping Information

Shipping Materials Direct to the Venue	The Diplomat Beach Resort will begin accepting shipments for the event on June 12, 2025. Shipments arriving prior to this date may be refused and/or incur additional storage fees. Packages/freight received at The Diplomat Beach Resort will incur inbound and outbound handling fees, payment arrangement with the hotel is the responsibility of the sponsor. For inquiries on shipping and receiving of materials at the venue, you can contact the FedEx office located at The Diplomat Beach Resort. FedEx Hours: Mon-Fri 7:00 am – 7:00 pm Saturday 8:00 am – 4:00 pm Sunday 10:00 am – 4:00 pm FedEx Phone Number: 954.458.6578 Once shipment is arranged, submit the information listed below in the online Shipping Form so Event Management can check with the venue on your shipment’s arrival. Carrier/Shipping Service (FedEx, UPS, etc.) Tracking #’s # of boxes/pallets Expected arrival date at venue
Shipping Address LABEL ALL PACKAGES	Please have packages arriving labeled with the following information: GUEST NAME AND/OR COMPANY NAME(Cell Number) c/o FedEx Office at The Diplomat Beach Resort 3555 SOUTH OCEAN DRIVE HOLLYWOOD, FL 33019 Smart Energy Decisions Summer/June 16-18 Box __ of __

Shipping Materials Direct to the Venue

The Diplomat Beach Resort will begin accepting shipments for the event on June 12, 2025. Shipments arriving prior to this date may be refused and/or incur additional storage fees.

Packages/freight received at The Diplomat Beach Resort will incur inbound and outbound handling fees, payment arrangement with the hotel is the responsibility of the sponsor.

For inquiries on shipping and receiving of materials at the venue, you can contact the FedEx office located at The Diplomat Beach Resort.

FedEx Hours:

Mon-Fri 7:00 am – 7:00 pm
Saturday 8:00 am – 4:00 pm
Sunday 10:00 am – 4:00 pm

FedEx Phone Number: 954.458.6578

Once shipment is arranged, submit the information listed below in the online Shipping Form so Event Management can check with the venue on your shipment’s arrival.

Carrier/Shipping Service (FedEx, UPS, etc.)
Tracking #’s
# of boxes/pallets
Expected arrival date at venue

Shipping Address

LABEL ALL PACKAGES

Please have packages arriving labeled with the following information:

GUEST NAME AND/OR COMPANY NAME(Cell Number)
c/o FedEx Office at The Diplomat Beach Resort
3555 SOUTH OCEAN DRIVE
HOLLYWOOD, FL 33019
Smart Energy Decisions Summer/June 16-18

Box __ of __

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Sponsor Move-in Information

Move-in Schedule	Retrieval of shipments and handling fees are the responsibility of the sponsor. Please visit the FedEx office, located on the 2nd floor to retrieve your packages and provide method of payment for handling fees. The 1-to-1 meeting room is located across the bridge from FedEx on the 3rd floor, accessible via elevator or escalator. Set-up for sponsors at the 1-to-1 Meeting tables will take place as follows:: Monday, June 16: 1:00 PM – 4:00 PM* Tuesday, June 17 7:30 AM – 9:00 AM * As the Opening Happy Hour & Networking event begins at 5:30 pm on Monday, June 16, we strongly encourage all sponsors to be set-up and be present on Monday – don’t miss this opportunity to network with the Buyers and connect with colleagues who will be there! All freight must be moved in and the 1-to-1 meeting space area setup by 9:00am, Tuesday, June 17
Hand-Carried Freight / Material Handling	Move-in and move-out through the lobbies is strictly limited to hand-carry items. Examples of acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons carried by one person, portable displays on wheels and small luggage racks. The use of carts, dollies, flatbeds, pallet jacks or other mechanical equipment is prohibited.

Move-in Schedule

Retrieval of shipments and handling fees are the responsibility of the sponsor. Please visit the FedEx office, located on the 2nd floor to retrieve your packages and provide method of payment for handling fees. The 1-to-1 meeting room is located across the bridge from FedEx on the 3rd floor, accessible via elevator or escalator.

Set-up for sponsors at the 1-to-1 Meeting tables will take place as follows::

Monday, June 16: 1:00 PM – 4:00 PM*
Tuesday, June 17 7:30 AM – 9:00 AM

* As the Opening Happy Hour & Networking event begins at 5:30 pm on Monday, June 16, we strongly encourage all sponsors to be set-up and be present on Monday – don’t miss this opportunity to network with the Buyers and connect with colleagues who will be there!

All freight must be moved in and the 1-to-1 meeting space area setup by 9:00am, Tuesday, June 17

Hand-Carried Freight / Material Handling

Move-in and move-out through the lobbies is strictly limited to hand-carry items. Examples of acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons carried by one person, portable displays on wheels and small luggage racks. The use of carts, dollies, flatbeds, pallet jacks or other mechanical equipment is prohibited.

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Sponsor Move-out Information

Move-Out Hours	The breakdown of the 1-to-1 meeting space will take place as follows: Wednesday, June 18: 1:30 PM – 3:30 PM Sponsors are not allowed to break down their table areas nor remove materials from the room prior to the close of the 1-to-1 meetings at 1:30 PM on Wednesday, June 18. Please arrange your travel plans and schedule flights accordingly. All sponsor items must be packed and removed from the 1-to-1 meeting space by 3:30 pm on Wednesday, June 18. Any items needing return shipment are the responsibility of the sponsor and should be taken to the FedEx office located on the 2nd floor of the Diplomat.
Returning your Freight	Sponsors who have items to be return shipped will need to have their boxes/cases packed, labeled and brought to FedEx by 3:30 pm on Wednesday, June 18. Items are to be pre-packaged and labeled and taken to the FedEx office located on the 2nd floor for return shipments. Please be prepared and bring shipping labels along with FedEx or UPS account numbers if you/your company has one. If using a different carrier, pick-up arrangements must be made directly by you with the carrier.

Move-Out Hours

The breakdown of the 1-to-1 meeting space will take place as follows:

Wednesday, June 18: 1:30 PM – 3:30 PM

Sponsors are not allowed to break down their table areas nor remove materials from the room prior to the close of the 1-to-1 meetings at 1:30 PM on Wednesday, June 18. Please arrange your travel plans and schedule flights accordingly.

All sponsor items must be packed and removed from the 1-to-1 meeting space by 3:30 pm on Wednesday, June 18. Any items needing return shipment are the responsibility of the sponsor and should be taken to the FedEx office located on the 2nd floor of the Diplomat.

Returning your Freight

Sponsors who have items to be return shipped will need to have their boxes/cases packed, labeled and brought to FedEx by 3:30 pm on Wednesday, June 18.

Items are to be pre-packaged and labeled and taken to the FedEx office located on the 2nd floor for return shipments.

Please be prepared and bring shipping labels along with FedEx or UPS account numbers if you/your company has one. If using a different carrier, pick-up arrangements must be made directly by you with the carrier.

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