$302saved on a single 120 V outlet just by ordering power by the OCCC incentive date (2024 list)

+60%surcharge on uncrated freight in a 2025 GES service kit — and how to avoid it

$157/haverage straight-time display labor in 2025 — and what your own team may legally do instead

Late-order calculator

What does ordering booth power late cost?

Pick what plugs in. The same outlet has three prices at the Orange County Convention Center, and only the date changes.

1 × 120 V · 20 A floor outlet

By the incentive date$237

After it$372

At the show$539

Ordering at the show costs $302 more for the same power.

OCCC Exhibitor Services price list effective Jan 1, 2024: per outlet for the whole event, labor included, before tax. Later lists run higher, and the gap grows with them. LED walls use IMAGINI P2.6 panels at full brightness; a 208 V outlet also needs a connection plug rental.

Know your show? See its deadlines on the OCCC show calendar →

What’s inside

Everything you need to run an OCCC show on budget.

Excel · Google Sheets

Budget calculator

Every line of an OCCC show budget, with on-time and late prices side by side
Published OCCC power and rigging prices built in
Freight estimator: minimums, crating, late and overtime surcharges
Deadline calendar that counts back from your move-in day
Also online: the Show Planner in our client portal, with an LED wall calculator and a 90-day checklist

PDF guide · 15 pages

22 cost-cutting moves

Power: why the same outlet costs $237 or $539
Freight: how drayage is billed, and how to shrink it
Labor: what Florida’s right-to-work rules let your team do
Rigging, fire-marshal, internet and parking traps

Plan

90-day deadline plan

EAC notice, insurance certificates, incentive and discount deadlines
Advance-warehouse windows and targeted move-in
When each price jumps, and who sets it

Templates

Copy, adapt, use

Shipping labels for the advance warehouse and show site
EAC and insurance checklist
Booth staffing schedule and lead card
Four follow-up e-mails that turn booth visits into meetings

Also in the kit · events in hotels

Hotel production guides: who to call, what to ask and by when.

5 hotels so far

The hotel’s own rules, with the source

Walt Disney World Swan and Dolphin, Walt Disney World Swan Reserve, Rosen Centre Hotel, Rosen Shingle Creek and Gaylord Palms Resort & Convention Center
Contacts by role, with the phone or link and what to ask each one
Load-in forms, CAD drawings, insurance terms, power and rigging: what each hotel asks for, and its deadline
Inside your event plan in the client portal, on the task each rule belongs to

Any hotel

A roadmap and a phone script

Six stages, from the first call to load-in day
Who to talk to at each one, what to ask and what to keep
The script that gets you to the Convention Services Manager
The hotel planner itself stays free: rooms, ceilings and the LED wall that fits

From the guide · Rosen Centre Hotel

14 days before load-in
Load-in / Load-out Request Form
Completed and returned to Convention Services 14 days before the group's load-in date. The Convention Services Manager provides the form on request.
14 days before load-in
CAD drawing of the stage and production
A Fire Marshal-approved digital CAD drawing, with stair locations, 14 days before load-in. Productions without it are not permitted to load in.

Source: Rosen Centre Hotel: Production & Exhibit Rules and Regulations. The kit’s guide for this hotel has 4 contacts by role and 9 steps like these, each tied to its source. Hotels change their rules: what the manager assigned to your event writes for your dates is what counts.

Also in the kit · any venue

The production workbook: quotes, run of show and content in one Excel file.

Tab 1

Quote comparison

Up to three quotes on the same lines
Each line is priced, included, to confirm or left out, so a missing price never reads as zero
The venue’s own charges for power, rigging and outside vendors, added to each option
No option is called the lowest until every quote is final

Tab 2

Run of show

The day in order: time, duration and who owns each moment
What the screen does, which file plays and on whose cue
What to do if it goes wrong, written before the day

Tab 3

Content delivery

One row per file for the LED wall
Each file checked against the wall’s size in pixels
Owner, due date, approved version, test and backup

Example · invented numbers

How the quote comparison reads two quotes for the same LED wall
Line	Option A	Option B
LED wall (panels, processor, spares)	$2,800	$3,150
Setup, operation and strike	$650	Included
Hotel power fee	To confirm	To confirm
Total known so far	$3,450	$3,150
Is this total final?	Provisional: 1 open	Provisional: 1 open

Option B is $300 lower so far. Both totals stay provisional, and the workbook names no winner until the hotel’s fee is in.

Opens in Excel and in Google Sheets. Two filled-in examples come with it: an OCCC booth and a hotel conference.

A look inside

Real prices, real surcharges, real deadlines.

Page of the guide comparing OCCC power prices ordered on time and on site — Part 2: 22 ways to cut your OCCC show bill

Page of the guide with the 90-day deadline plan — Part 3: the 90-day deadline plan

Who it’s for

First-time exhibitors at the Orange County Convention Center who want no surprises on the final invoice.
Marketing and event managers running several shows a year who need a budget they can repeat.
Exhibit houses and agencies planning Orlando shows for their clients.

Why trust it

IMAGINI LED builds and runs LED video walls in booths at the OCCC. We see the same costly mistakes at every show: power ordered on site, loose freight, overtime crews, missed EAC forms. This kit is what we tell our own clients, and every number is sourced: the OCCC’s published price list, GES and Freeman service kits, and the 2025 national survey of exhibition rates.

Independent guide. Not affiliated with GES, Freeman, Smart City or the Orange County Convention Center.

FAQ

Questions, answered

Is this an official OCCC, GES or Freeman document?+

No. It is an independent guide written by IMAGINI LED, an Orlando LED video wall company that works OCCC shows. It is not affiliated with GES, Freeman, Smart City or the Orange County Convention Center.

Does it work for both GES and Freeman shows?+

Yes. Power, rigging and internet at the OCCC are the same for every show, and the material handling, labor and discount-deadline rules apply to both contractors. Forms and some fees differ, and the kit tells you where to check them in your service kit.

What exactly do I get?+

A 15-page PDF guide and an Excel workbook that also opens in Google Sheets. You download both right after checkout. Your download page also has the code that unlocks our client portal: the step-by-step OCCC & GES guide (EAC forms, insurance, power and rigging), the show calendar with deadlines, the checklists and the Show Planner — your show, an LED wall calculator with the exact OCCC power order and a 90-day checklist, saved to your account.

How current are the prices?+

OCCC prices come from the venue’s published 2024 list (2025 rates ran about 5% higher). Contractor surcharges and national averages are from 2025. The calculator lets you type your own show’s prices, so it stays useful as rates change.

How do I get the files after paying?+

Checkout sends you straight to your private download page. Bookmark it. If anything goes wrong, e-mail info@imaginiled.com with your receipt and we’ll send the files.

Can my whole team use it?+

Yes, anyone in your company, for every show you run. Please don’t resell it or post it publicly.

I run events in hotels, not at the convention center. Is the kit for me?+

In part. The kit includes production guides for 5 hotels (Walt Disney World Swan and Dolphin, Walt Disney World Swan Reserve, Rosen Centre Hotel, Rosen Shingle Creek and Gaylord Palms Resort & Convention Center) and a roadmap for any hotel: who to call, what to ask and by when. The production workbook (quote comparison, run of show, content delivery) works for any venue. The budget calculator, the 22 moves and the 90-day plan are written for shows at the Orange County Convention Center. Planning a hotel event in our client portal is free with or without the kit.

Do I have to rent an LED wall from you?+

No. The kit stands on its own. If you do want a wall for your booth, we handle the EAC paperwork, the insurance certificate and the OCCC power order with you.

Your next OCCC show, without the surprises.

Budget calculator, 22 cost-cutting moves, deadline plan and templates. $49, instant download.

Get the kit — $49

Exhibit at the OCCC without overpaying.