Rentals
Secure versatile exhibit rental displays tailored for Orlando's expansive convention venues, enabling smooth integration into events at the Orange County Convention Center and connected hotels without long-term ownership commitments.
Start an install briefRentals field brief
Rapid deployment for conventions with tight move-in schedules at the OCCC's 173 truck bays and covered loading docks.
Scalable sizing from 10x10 inline booths to 20x20 islands fitting 110,000 Square Foot exhibit halls at Hyatt Regency Orlando.
Cost efficiency over purchase for one-off or annual Orlando events in the 200+ shows hosted yearly at major venues.
The Orange County Convention Center anchors Orlando's event ecosystem with 2,053,820 square feet of exhibit space, enabling rental displays to command attention in configurations ranging from standard 10x20 perimeters to expansive islands leveraging the facility's 74 meeting rooms and three full-service restaurants for integrated exhibitor experiences. Pedestrian bridges connect directly to over 5,000 luxury guest rooms, facilitating attendee flow that rental setups must accommodate through open sightlines and modular adaptability.
Adjacent conference hotels amplify this capacity; for instance, Hyatt Regency Orlando offers 110,000 square feet of exhibit space with a 54,652 Square Foot pillar-free Regency Ballroom under 31-foot ceilings, where rental displays incorporate lightweight truss for overhead graphics without permanent fixtures. Similarly, Hilton Orlando's 159,019 square feet of exhibit area, linked by covered walkways to the OCCC south side, supports lower-level function spaces ideal for quick-setup rental backdrops and counters.
Rosen Shingle Creek provides 195,000 square feet of exhibit space within its 524,000 Square Foot total, including a 95,000 Square Foot ballroom, where rentals emphasize durability for high-volume traffic in events accommodating up to 10,000 for receptions. These venues' metrics guide precise rental selections, ensuring displays align with ceiling heights, load-in paths via multiple truck bays, and free Wi-Fi zones for interactive elements.
Tension fabric displays emerge as a staple for Orlando rentals due to their lightweight portability and wrinkle-free graphics, perfect for the OCCC's expansive halls where rapid assembly minimizes dock congestion across 173 bays. These systems support curved walls up to 20 feet wide, fitting inline booths in Rosen Centre Hotel's 67,448 square feet of exhibit space while allowing quick reconfiguration for breakout sessions in its 35 meeting rooms.
Modular extrusion frames offer rigidity for larger footprints, such as 20x20 islands in Hilton Orlando's 50,000 Square Foot largest room, integrating LED counters and shelving without exceeding freight weight limits common in convention shipping. Pop-up towers and hanging signs leverage aerial rigging ordered directly through OCCC services, enhancing visibility in general assembly areas spanning 92,000 square feet each.
For hybrid formats blending exhibit halls with hotel ballrooms, rental kits include locking connectors and carpet-compatible bases, ensuring stability on the varied flooring of venues like Rosen Shingle Creek, which hosts 99 meeting rooms alongside its outdoor 136,000 square feet for weather-resilient extensions.
Fabric dye-sublimation prints for busy, replaceable messaging.
Aluminum frames with channel bars for tool-free assembly.
Integrated lighting channels for low-voltage booth illumination.
Effective rental planning in Orlando hinges on aligning move-in timelines with venue protocols, such as the OCCC's three covered loading docks handling peak traffic for 200 annual events. Rental displays arrive pre-kitted for exhibitor-appointed contractors, with components labeled for sequence assembly amid the center's 6,227 on-site parking spots and free public Wi-Fi facilitating real-time coordination.
Florida's Right to Work environment enables flexible staffing for setup, though OCCC exhibitor guidelines mandate center-direct orders for utilities and rigging, integrating smoothly with rental power drops and suspension points. Hotel venues like Hyatt Regency, with 182 meeting rooms, allow similar EAC access, streamlining labor for displays in their 315,000 square feet of function space.
Advance freight manifests detail crate dimensions to match truck bay specs, while post-show dismantle follows show organizer rules, ensuring rentals return pristine for recirculation across Orlando's I-Drive cluster including Rosen Plaza and Caribe Royale.
Rental displays adapt to Orlando exhibitors' needs through swappable graphic panels printed on smooth fabric, enabling brand refreshes for repeat conventions without full-system repurchase. At scale, these integrate with rental furniture for lounges in OCCC's Tangerine Ballroom of 48,961 square feet, creating immersive zones compliant with reception capacities up to 6,000.
Ceiling-mounted rental signs utilize venue-approved rigging, drawing eyes across Hyatt Regency's 54,000-plus ballroom or Hilton's lobby-level spaces, with modular heights adjustable to 26-foot clearances. Counter wraps and header bars incorporate RFID readers or charging ports, enhancing interactivity in high-density exhibit floors like Rosen Shingle Creek's 195,000 square feet.
Sustainability aligns with OCCC's LEED EBOM Gold status via reusable aluminum and recyclable fabrics, minimizing waste in the center's solar-powered operations while supporting eco-focused messaging for corporate events.
Pillowcase graphics for 30-second changes.
Grommeted banners for tensioning.
Custom milling for unique shapes on request.
Renting circumvents capital outlay for Orlando's transient show calendar, with per-event costs scaling linearly to booth size—10x10 basics under key halls versus premium islands in 2 Million Square Foot OCCC space. Savings compound via no storage fees, offsetting graphics at $5-10 per square foot against purchase amortizations over sporadic attendance.
ROI metrics track via integrated analytics mounts on rental towers, capturing leads in venues like Rosen Centre's 4,000 theater setups, where displays position products amid 1,334 guestrooms' overflow traffic. Multi-year contracts discount repeats at connected properties, leveraging pedestrian access for sustained visibility.
Comparative pricing factors venue surcharges, with OCCC EAC compliance adding nominal rigging fees balanced by Right to Work labor efficiencies versus union markets.
OCCC deployments prioritize hall transitions, with rentals sectioned for forklift paths in 2.1 million exhibit feet, incorporating ballast for windless stability near food courts. Hyatt's bridge-linked setup favors wheeled cases rolling directly into 110,000 Square Foot exhibits, minimizing labor amid 1,641 sleeping rooms' delegate influx.
Hilton's south-side connection streamlines south hall access, rentals featuring quick-lock pedestals for lower-level flows into 159,019 square feet. Rosen properties demand poolside-compatible bases for courtyard extensions, fitting 67,448 square feet indoors at Centre while scaling to Shingle Creek's 95,000 ballroom.
North/northeast overflows like Lake Nona route rentals via airport proximity, modular for regional associations in Altamonte Springs ballrooms.
OCCC: Rigging for assemblies.
Hotels: Ballroom pillars avoidance.
Resorts: Outdoor anchoring kits.
Rentals undergo professional inspection post-dismantle, graphics laundered for reuse across Orlando's cycle, preserving value in Right to Work setups free of venue storage mandates. OCCC's truck bays expedite outbound, coordinating with show finals for next-day turnaround.
Hotels like Rosen Centre refresh components in-house, extending life for Bonnet Creek circuits. Data from embedded sensors informs future optimizations, aligning with LEED goals at solar-equipped OCCC.
Orlando is a working trade show market. Its anchor venues host hundreds of events a year, and the rhythm of load-in, show hours, and strike is well-established across the local vendor base.
The attendees vary by show — some weeks draw regional operators, others pull international buyers in for a single conference — but the floor mechanics stay consistent. Every booth needs graphics production, show services, labor calls, and a plan for the specific building it's landing in.
2.1 million square feet (195,000 square meters) of total exhibition space Two 92,000-square-foot general assembly areas 74 meeting rooms with 235 breakouts Three full-service restaurants and eight food courts On-site parking for 6,227 Three covered loading docks and 173 truck bays Free Wi-Fi in public areas and food courts All new Tangerine Ballroom offering 48,961 square feet of space
Orlando events cluster around a small number of venues, and each one has a different personality on the floor.
Across the Orlando venue set, what changes between buildings are the labor model, the rigging approval path, the drayage setup, and the published move-in window. The plan has to match the specific building.
Walt Disney World Swan and Dolphin Resort is one of the anchors. Situated ideally in the heart of Walt Disney World, this resort boasts 2,619 well-appointed guest rooms and an expansive 348,000 square feet of meeting space.
Its notable features include 99 meeting rooms, comprising two executive boardrooms, six distinct ballroom options, 110,500 square feet of contiguous convention and exhibit space, outdoor function areas, and three fully equipped business centers.
Walt Disney World Swan Reserve: with Disney’s newest attractions including Disney’s Hollywood Studios’ Star Wars: Galaxy’s Edge within walking distance, guests can flow effortlessly from the excitement of the theme parks to the relaxation of a lavishly appointed hotel room or suite perfect for families of 6 to 10.
Wyndham Grand Orlando Resort Bonnet Creek. With over 50,000 square feet of flexible indoor and outdoor function space, the Wyndham Grand Orlando Resort Bonnet Creek is perfect for groups ranging from 10 to 350 guests.
Orlando floor operations follow the venue's own manual. Dock timing, utility orders, rigging, and crew calls all come out of that document.
The workable version of Orlando labor planning is boring on purpose: read the manual, match the scope to its categories, order what the venue sells directly, and schedule everything else around its posted windows. Surprises almost always trace back to a step someone skipped.
At OCCC, exhibitors must work within published exhibitor/EAC conditions, and certain technical services are ordered directly through the convention center.
North / Northeast Orlando covers Lake Nona, Sanford, Lake Mary, Altamonte Springs. Useful for airport-adjacent meetings, regional association events, and overflow location targeting beyond the core tourist corridor.
West / Southwest Growth Belt runs across Winter Garden, Ocoee, Clermont. Residential and commercial growth corridor that supports regional event demand and corporate roadshow coverage.
A full engagement covers scope development, fabrication or rental, graphics, show services, logistics, and on-site execution from move-in through dismantle.
Typical line items include booth structure (custom or rental), graphics and print, AV and lighting, show-service orders (power, internet, rigging), labor calls against the venue's rules, freight both ways, on-site supervision, and post-show closeout documentation.
Good execution comes from keeping the team small and the handoffs short. Every extra vendor in the chain adds a communication layer and a place where details get lost.
For programs that repeat, asset management becomes part of the engagement — storage, graphic rotation, refurbishment, and re-crating are planned rather than one-off.
Scope boundary is as important as scope inclusion. Show organizer fees, client-side staff costs, and any tools the client already owns are handled outside the engagement. Defining that boundary up front prevents billing surprises later.
Every project starts with a scope conversation: the show, the venue, the booth number, the dates, and the budget frame. Ten minutes of specifics produces a better plan than a week of generalities.
Once scope is clear, the venue work begins. Exhibitor manual, dock times, utility order IDs, rigging submissions for hanging elements, and labor calls all get locked against the venue's actual rules.
Production brings the plan into physical form: fabrication, graphics, AV, rentals, and the named lead who will run the floor.
One named show-site lead runs the install. Not a rotating crew and not a remote account manager — one person holds the floor plan, the punch list, and the labor calls from crates to doors.
Show-hours coverage is part of every engagement — not a premium add-on. On-floor support keeps the booth running while the client team runs the pipeline.
Closeout is tight: strike, crate, manifest, storage designation, and a written post-show report delivered within a day. That document drives the next booking.
An honest quote itemizes the variables. There is not a single price — there is a configuration.
Cost scales with how it is built, how big it is, what the venue charges for its own services, what the graphics look like, how far the crates travel, and how many days the team stays on-site.
On timing: custom builds for Orlando shows run best with 16 to 20 weeks of lead time. Rental programs run on 8 to 12. Anything inside 4 weeks is a rush, which means fewer options and a premium on materials.
A project runs well when install clears the venue's published window, all show services land as ordered, the booth performs across every show day without pulling the client team off pipeline work, and strike clears the dock before the next occupant loads in.
Trade show ROI is measured at the lead and pipeline level. The show-floor execution either protects or undermines those numbers.
The post-show debrief is where the numbers get connected back to the physical booth. Which demo station drew traffic, which meeting area closed more conversations, which graphic zone attracted dwell time — that feedback shapes the next build rather than getting lost.
Trade Show Installation of Orlando is Orlando's local trade show team, with in-house design, fabrication, graphics, and show-site crews. One shop, one point of contact, one accountable lead on every project.
Local fabrication means real-time problem-solving. A graphic that needs to be reprinted at 6 a.m. on install day is a same-morning fix, not a three-day shipping delay.
Clients who run repeat programs across multiple dates end up paying less per event when the same team handles everything. Less re-briefing, less re-training, less re-checking — the operational overhead drops year over year.
Q: Do you work at Walt Disney World Swan and Dolphin Resort?
Yes. Recipient of the distinguished Meetings & Conventions Hall of Fame Award, the Walt Disney World Swan and Dolphin stands as a nationally esteemed and acknowledged leader in the domain of convention resorts. Situated ideally in the heart of Walt Disney World, this resort boasts 2,619 well-appointed guest rooms and an expansive 348,000 square feet of meeting space. Its notable features include 99 meeting rooms, comprising two executive boardrooms, six distinct ballroom options, 110,500 square feet of contiguous convention and exhibit space, outdoor function areas, and three fully equipped business centers. Setting itself apart, the resort introduces unique Disney differences encompassing theme park events, Disney Institute seminars, character appearances, full production services, and a myriad of additional offerings. Groups are treated to sophisticated guest rooms featuring the renowned Westin Heavenly Beds®. Culinary enthusiasts can indulge in a selection of 23 world-class restaurants and lounges, offering a diverse range from Mediterranean and steak to seafood, Italian, sushi, poolside dining, and convenient in room mobile dining. Onsite partners including Disney Event Group, XpoDigital, Encore, Hello Florida!, and more provides you with an all in one source for your next meeting or event. The latest addition to this illustrious establishment is the 14-story Walt Disney World Swan Reserve, inaugurated in 2021. This upscale and boutique extension features 149 executive meeting suites, two presidential suites, and a top-floor event space known as The Vue. Positioned at an elevated vantage point, The Vue provides breathtaking views of Walt Disney World, including multiple spectacular fireworks shows, exemplifying the resort's commitment to providing an unparalleled experience. Projects at that building are planned against its specific floor rules.
Q: How does labor work in Orlando?
It runs venue by venue. At OCCC, exhibitors must work within published exhibitor/EAC conditions, and certain technical services are ordered directly through the convention center. Other Orlando venues have their own published rules, and the plan matches the specific building.
Q: How much lead time is ideal?
Custom builds run best with 16 to 20 weeks of lead time. Rentals take 8 to 12 weeks. Work inside 4 weeks is possible but raises costs and narrows the options.
Q: What information kicks off a project?
The show, the venue, the booth number, the dates, and a target budget range. From those, an initial scope and a realistic cost come back within a few days.
Q: Who runs the booth on-site?
One named show-site lead runs the install, the show hours, and the strike. That person carries the floor plan and the punch list from crates to doors and reports up once a day.
Q: Can the booth travel to the next city on our calendar?
Yes — builds are designed for modular reuse unless single-use scenic is specifically required. Same structure, swappable graphics, standard crates. Orlando programs that roll to another city on the same calendar get handled end to end.
Q: What happens if something breaks during show hours?
The show floor lead handles it. Minor repairs happen in place; anything larger gets sourced from the local fabricators or rerouted through the venue's service desk.
FAQ
Rentals support exhibitor-appointed contractor workflows, with utilities and rigging ordered via center portals in this Right to Work state, ensuring setups fit published EAC conditions without exclusive union mandates.
Modular rentals scale from 10x10 to full 110,000 Square Foot hall utilization, with pillar-free ballroom configs up to 54,652 square feet under 31-foot ceilings.
Yes, tension fabric panels swap smoothly, printed to spec for branding in spaces like Hilton's 159,019 Square Foot exhibits or Rosen's ballrooms.
Pre-kitted crates match 173 OCCC truck bays and hotel docks, with manifests for EAC handling in Florida's open labor market.
Integrated channels power low-voltage elements, compliant with venue Wi-Fi and direct utility orders for interactive booths.
Extrusion frames and truss support 20x20-plus footprints in OCCC halls or Rosen Shingle Creek's 195,000 square feet, with rigging per venue specs.
