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The Official Site of Minor League Baseball

2013 Winter Meetings - Baseball Trade Show - Events



Show Location | Exhibit Schedule | Show Colors | Exhibitor Benefits | Booth Information | First Year Pavilion | Payment | Space Assignment | Name Badge Registration | Insurance Requirement | Installation & Dismantling | Exhibitor Service Kit | Important Dates

Show Location

Walt Disney World Dolphin Resort
Atlantic & Pacific Halls
1500 Epcot Resorts Boulevard
Lake Buena Vista, FL  32830

Exhibit Schedule

Event, Date Time
Sunday, December 8  
Exhibitor Move-In 8:00 a.m. — 5:00 p.m.
Monday, December 9  
Exhibitor Move-In 8:00 a.m. — 3:00 p.m.*
Opening Night at the Baseball Trade Show 5:00 p.m. — 8:00 p.m.
Tuesday, December 10  
Baseball Trade Show 10:00 a.m. — 5:00 p.m.
Wednesday, December 11  
Baseball Trade Show 10:00 a.m. — 4:00 p.m.
Exhibitor Move-Out 4:00 p.m.** — 10:00 p.m.
Thursday, December 12
Exhibitor Move-Out 8:00 a.m. — 12:00 p.m.
* All exhibits must be fully operational by 3:00 p.m. on Monday, December 9. Time is needed to clean the hall, vacuum aisle carpet and remove empty storage containers before the show opens. Show Management may force labor on any exhibits not setup by 3:00 p.m. or deem the exhibitor to have cancelled its reservation for exhibit space.

** Exhibitors are to remain on the exhibit floor until the official close of the Baseball Trade Show. Any exhibitors dismantling their booths prior to the scheduled time may be penalized by losing priority points used for assigning booth space or may be denied a chance to exhibit at future shows.

Show Colors

Show Drapes: Teal, Black and White
(Please Note: Back drape will consist of Teal, Black and White; side rail drape color is white)

Aisle/Booth Carpet: The entire exhibit hall is carpeted with existing flooring. No additional aisle carpet will be placed. It is at exhibitor's discretion to add additional carpet to their booth. Exhibitors can rent carpet from The Expo Group, the show contractor/decorator, or they can make arrangements to bring their own floor covering. To see what the existing exhibit hall carpet looks like — CLICK HERE.

Exhibitor Benefits

Access to the largest gathering of baseball executives in the country.

Attendee Mailing List
Exhibitors will receive a pre-show and post-show attendee mailing list (Excel spreadsheet) that includes the mailing address and contact information for attendees. Only sponsors of the event receive email addresses.

Listing in Buyer's Guide
Exhibiting companies' contact information will be listed in the exhibitor Buyer's Guide directory that is distributed to attendees at the show, as well as available online. Exhibitors whose applications (including payment and insurance) are received and accepted by October 25, 2013, will be listed in the Buyer's Guide exhibitor directory. The listing includes your organization name, address, phone number, website/email, booth number and primary category listing. There will be an addendum listing those exhibitors whose applications are received after October 25, 2013. Advertising opportunities are also available in the Buyer's Guide, starting at only $500. Purchase advertising through your online registration or CLICK HERE to download the form.

Listing on Minor League Baseball Website
Each exhibiting company will be listed on the Baseball Trade Show webpage at This page is also linked through the official website of Minor League Baseball at

New Product Showcase
Submit your new product or service for the New Product Showcase board where some of the newest and most innovative products and services in the baseball industry are highlighted. There is a $150 fee per product or service submitted to the New Product Showcase. To submit your product or service today, please fill out the New Product Showcase Form.

Buyer's Guide Advertising
Increase your priority points and exposure by advertising in the Buyer's Guide directory. Exposure in the Buyer's Guide is in print and online. Purchase advertising through your online registration or CLICK HERE to download the form.

This event creates an atmosphere perfect for any company looking to connect with industry leaders while showcasing its products or services. Stand out above your competition with a sponsorship at the Baseball Trade Show, Baseball Winter Meetings or Professional Baseball Employment Opportunities (PBEO) Job Fair. With four sponsorship levels to choose from, Grand Slam, Home Run, Triple Play and Double Play, this event offers a wide range of inventory that provides the chance for sponsors to be seen and heard by baseball's decision makers. Email to receive the event sponsorship package.

PBEO Job Fair
Exhibiting companies will have the opportunity to post jobs and interview job seekers on-site, all for free. Visit for more information on the Job Fair or email

Exhibitor eNewsletter
Exhibitors receive the Baseball Trade Show eNews that provides the latest information about the show and the Baseball Winter Meetings, as well as information to enhance your experience.

Exhibitor Referral Program
Refer a company to Minor League Baseball for the Baseball Trade Show and receive a $100 credit on your exhibit booth registration for the Baseball Trade Show after the referred company registers to exhibit. Email for more information.

Register Today — Early Bird deadline: September 1

Booth Information

The Early Bird rate, if purchased by September 1, for booth spaces up to 400 square feet is $18.00 per square foot (includes 10' x 10' spaces up to a 10' x 40' or 20' x 20' in size). Prices increase by $3.00 per square foot as of September 2. Bulk spaces start as low as $10.00 per square foot (for a 20' x 80' batting cage space) and are available for spaces larger than 400 square feet. An additional $300 is required for a corner booth.

Bulk space as low as $10 per square foot
First-year pavilion rate only $1,250 (Space is limited)

Booth fees for first year companies within the First Year Pavilion are only $1,250. See below for more information on the First Year Pavilion exhibit space. Prices vary for a space larger than 400 square feet (greater than a 10' x 40' / 20' x 20'). Download the Exhibitor Application for a complete list of booth rates or register online to see complete pricing.

Nonprofit charitable organizations receive a 40% discount on regular booth fees. Does not apply to First Year Pavilion booths.

All booth fees (including corner fees) are subject to a 7% Florida sales tax.

Standard Inline booth space includes (not available for island 20' x 20' or greater booths):

  • 8' high teal, orange and white back drape
  • 3' high white side rail drape on each side
  • Standard exhibitor ID sign including company name and booth number (hangs off back drape)

PLEASE NOTE: The entire exhibit hall is carpeted. To see what the existing exhibit hall carpet looks like, CLICK HERE. Standard Booth spaces DO NOT INCLUDE any furnishings. Furnishings and other services are available at an additional cost from The Expo Group, the show contractor/decorator and other approved show vendors. All ordering information will be included in the Exhibitor Service Kit, available at least 60 days prior to the show.

First Year Pavilion

Exhibit space includes:

  • 5' deep x 8' wide space (does not accommodate a standard 10' wide display)
  • Includes Standard Inline Booth space benefits (listed above)
  • White skirted table (no substitutions)
  • Existing hall carpet
  • Standard chair
  • Wastebasket (emptied daily)

Exhibitor must be exhibiting at the 2013 Baseball Trade Show for the first time to qualify to purchase a First Year Pavilion exhibit booth space. Only one space can be purchased within this section per company. Assignment of space is at the Organizer's discretion in the First Year Pavilion section on the trade show floor (see floorplan).


Payment with proof of insurance must be received with each application for processing. If both are not received, your booth is subject to cancellation or a higher booth fee may apply. If registering online, applications will not be finalized until proof of insurance is received.

Space Assignment

Organizer reserves the right to assign all space in its sole and absolute discretion without regard to requests and reserves the right to reassign booths when necessary. Due to the large number of participating companies, Organizer cannot guarantee that a company will not be located near a competitor. Confirmation of booth assignments will be sent following assignment of space.

Booth location is assigned according to a priority point system. Exhibitors earn priority points based on factors such as booth size, date of application, sponsorship and advertising commitments and participation in the Minor League Baseball Promotional Seminar and past Baseball Trade Shows. In the event two exhibitors have equal priority points, the exhibitor who has exhibited the longest and/or whose application was received the earliest will be assigned space first.

Booth assignments will begin the first week of September for all registered exhibitors who have submitted an exhibit space application, full payment and proof of insurance by September 1. Booth assignments will not be made until full payment and a Certificate of Insurance is received or purchased. Assignments will be released to exhibiting companies by the end of September.

National Licensee/Preferred Partner Section
The National Licensee/Preferred Partner Section on the show floor is reserved for Minor League Baseball and Major League Baseball national licensees and qualifying preferred partners of Minor League Baseball. Minor League Baseball licensing program guidelines require that all merchandise featuring club or league trademarks purchased for resale is purchased from officially licensed vendors. This section on the trade show floor assists club personnel in identifying licensed vendors. Only those companies with an executed national license agreement will be located in the licensee section. If you are interested in becoming a Minor League Baseball Licensee, please call Major League Baseball Properties at 212-931-7441. For more information on becoming a MiLB Preferred Partner, please email

Priority Point Accumulation
150 Points — Grand Slam Sponsorship Level
125 Points — Home Run Sponsorship Level
100 Points — Triple Play Sponsorship Level
75 Points — Double Play Sponsorship Level
40 Points — Advertise in the Buyer's Guide (custom listings do not qualify)
20 Points — Exhibit at the 2013 Minor League Baseball Promotional Seminar
15 Points — Applications received by 8/15/13
10 Points — MiLB or MLB National Licensees (for each; location in Licensee area)
3 Points — For each year of exhibiting
1/4 Point — Each square foot of exhibit space

Name Badge Registration

An exhibitor name badge will gain the bearer access to the Baseball Trade Show and is to be worn at all times on the trade show floor. Each exhibiting company will receive three (3) complimentary name badges for company personnel use per 100 sq. ft. (10' x 10') of booth space reserved (First Year Pavilion booths also receive three (3) complimentary badges). Any additional name badges for company personnel will be $50 per badge, plus tax. Organizer reserves the right to issue name badges at its sole discretion. Name badges can be reserved during the online registration process or by completing and submitting a name badge request form that will be included in the Exhibitor Service Kit distributed to all registered exhibitors.

Insurance Requirement

Every exhibitor must provide proof of insurance along with their booth space application. The following additional insured information must be listed on the certificate: The National Association of Professional Baseball Leagues, Inc., Professional Baseball Promotion Corp., Starwood Hotels & Resorts Worldwide, Inc. and their officers, directors, shareholders, members, agents and employees.

Each insurance policy required by these rules shall contain the following provisions:

  • The insurance policy shall begin at least by 12:01 a.m. on December 8, 2013, and shall not be cancelled before 11:59 p.m. on December 12, 2013, or until after thirty (30) days prior written notice has been given to General Counsel, Minor League Baseball, P.O. Box A, St. Petersburg, FL 33731-1950.
  • The Commercial General Liability policy described above shall include the following additional insured endorsement language: The National Association of Professional Baseball Leagues, Inc., Professional Baseball Promotion Corp., Starwood Hotels & Resorts Worldwide, Inc. and their officers, directors, shareholders, members, agents and employees are named as additional insureds.
  • Worker's Compensation Insurance as required by law.

If your company does not currently have general liability insurance coverage in the amount of at least $2,000,000, you can purchase the necessary coverage by providing an additional $200 on the booth space application or through the online registration process. This will provide you with liability insurance coverage for the entire Baseball Trade Show, December 8-12, 2013 (includes show hours, exhibitor move-in and move-out).  

Exhibitors must provide the Baseball Trade Show with a Certificate of Insurance evidencing such coverage with the Baseball Trade Show exhibit booth application or purchase insurance coverage through the booth space application. Booth applications will not be processed until such insurance is received. Failure to provide evidence of insurance coverage will result in exhibitor losing the ability to exhibit and forfeiture of any deposit as decided by the Baseball Trade Show in its sole discretion. If your current insurance policy expires before the show dates, please send current policy with this application and submit a new policy when it renews.

Installation & Dismantling

Individual exhibitors who wish to install and dismantle their own booth may do so with company personnel. You must comply with local and state fire, safety and insurance regulations and rules set by The Expo Group, the official show contractor/decorator, Organizer and the Walt Disney World Swan and Dolphin Resort. Exhibitors may also handle their own freight if material can be hand-carried to and from the booth via accepted freight entrances. Hand-carried is defined as small cartons, packages or portable laptop computers that weigh less than 30 lbs. The Expo Group, the official contractor/show decorator's labor claims jurisdiction under all other circumstances. All exhibitor booth freight and materials must be handled through the loading docks at the Atlantic and Pacific Halls at the Walt Disney World Dolphin Resort. No freight or materials are allowed through the front entrance to the hall.

Exhibitor Service Kit

The online Exhibitor Service Kit will be made available to all registered exhibitors and will include service information and order forms from Organizer and the Show Decorator, as well as other service vendors. These service forms should be used to order labor, carpet, furniture, electricity, telephone service, internet, lead retrieval, booth cleaning, etc. The Service Kit also includes shipping information and drayage rates. Exhibitors are strongly encouraged to order all furnishings, materials and labor in advance at a discounted rate to avoid higher on-site prices and to minimize delays during exhibit setup. If you are a registered exhibitor, please email to receive the Exhibitor Service Kit.

Important Dates

  • August 15: Applications received online, faxed or via mail by this date will earn fifteen (15) additional priority points toward a preferred booth location.
  • September 1: All applications received by this date receive the Early Bird rate for booth space. As of September 2, the booth space rate will increase $3.00 per square foot. Booth space assignments begin the first week of September and will be released to each registered exhibitor by the end of September.
  • October 18: Deadline to reserve advertising space in the Buyer's Guide. Form is due along with payment in full by this date. Buyer's Guide advertising artwork is due. Artwork must be sized and camera-ready. Digital artwork must be accompanied by a hard copy.
  • October 25: Housing and Name Badge reservation deadline. Reservations for housing are available online. Housing forms are also included in the Exhibitor Application, as well as the Exhibitor Service Kit. Information for the Buyer's Guide listing is due. Applications received after this date will NOT be included in the Buyer's Guide. An addendum will be provided to attendees on-site listing exhibitors who reserve a booth space after October 25. Deadline for Name Badge Forms (available through online registration or the Exhibitor Service Kit forms).
  • November 1: Deadline to submit entry for the New Product Showcase. Entries can be emailed to
  • November 15: Last date to cancel booth space to receive any refund. Cancellations after this date will result in no refund. See Cancellation Policy in the Rules and Regulations.

For more information or to register, please follow the links in the above Baseball Trade Show header or email


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