2026 Conference Sponsor/Exhibitor Kit

The 2026 P2F2 Annual Conference will take place October 4-7 at the Hyatt Regency Grand Cypress Resort in Orlando, Florida.  This will be an in-person conference.  The Grand Cypress Resort is a 1500-acre resort located about 2 miles from Disney Springs (formerly known as Downtown Disney) and just minutes from Disney World, SeaWorld, and Universal Orlando Resort.  You can take the complimentary theme park shuttle and spend a day or two at one of the many theme parks located nearby, or spend time relaxing by the lagoon-style pool, boating on the resort's private lake, teeing off from the resort's award-winning golf course, or walking the hiking trail around the resort.  There will be plenty to do at or within walking distance of the resort.  We encourage you to bring your family and stay an extra day or two.  Our Tuesday evening dinner reception will be held outdoors at the resort, and will include things for kids to do.

Registration
Registration opens in mid-June and closes at the end of the day on Friday, September 11, 2026.  Each sponsoring entity has a point person who will coordinate registrations with P2F2.  The point person will fill out a registration form and send it to P2F2 via email (admin@p2f2.org).  The registration for the first two attendees is covered in the sponsorship fee that should be paid no later than June 30, 2026.  Sponsors may bring additional attendees at the rate charged our members:

Sponsor attendees who register and pay by the early bird deadline (August 7):  $800
Sponsor attendees who register after the early bird deadline:  $900

Hotel
The Hyatt Regency Grand Cypress Resort will host our 2026 conference.  The single/double occupancy room rate is $269.  There is no additional cost for kids under the age of 18.  Larger suites are available for an additional charge.  The room rate already includes the resort fee, which provides complimentary shuttle service to and from Walt Disney World Resort and Universal Orlando Resort, a 7-hole Pitch n' Putt course, bike rentals, a rock climbing wall, sailboats, paddle boards, kayaks, paddle boats, daily scheduled activities, 1-mile and 3-mile mapped outdoor jogging courses and access to the fitness center.  Kids 12 and under eat free at dinner in the LakeHouse restaurant with a paid adult entree.

Although we have contracted a record number of rooms this year, we know this will be a popular location.  The room rate of $269 is good until September 11 or until our room block is sold out, whichever comes first.  We encourage you to book your room early!  Reservations may be made by clicking on this hotel reservation link or by calling the resort at (877) 803-7534.

Shipping Boxes 
The Hyatt Regency Grand Cypress has a FedEx office onsite, and all incoming boxes should be shipped to that office.  When you arrive to set up your sponsor table, you can pick up your boxes in the FedEx office.  Arrangements can be made with FedEx to pick up packages at the end of the conference as well.  For information about package labeling, costs and delivery, please print out these Business Center Shipping Instructions.

Sponsor Tables
Sponsor tables will once again be pre-assigned.  Six-foot tables will be set up in the Portico just outside the Grand Cypress Ballroom on the conference level of the hotel.  Each sponsor will be assigned to a table based on longevity as a sponsor.  As noted above, boxes that are shipped to the Grand Cypress will be available in the FedEx office, located close to the Portico.  The FedEx office opens at 8:00 a.m. and closes at 4:00 p.m. on Sunday.  It opens again at 7:00 a.m. on Monday.  The preconference sessions begin at 9:00 Sunday morning.  The first break for attendees will be around 10:15 on Sunday and lunch will be at 11:45 on Sunday so you might want to get set up Sunday morning if you want to catch attendees Sunday morning.  Most sponsors take down their tables Tuesday late afternoon, but others leave their tables up until Wednesday at noon.  Here is a table layout map.

Swag
The Hyatt Regency Grand Cypress Hotel is a bit stricter than previous hotels when it comes to sponsors giving out food items at their sponsor tables.  Items that are not individually wrapped and can be provided by the hotel, like cookies, donuts and macaroons, are not allowed unless they are purchased through the hotel.  Items that are individually wrapped, like candy, bags of trail mix, chips and nuts, are allowed.  Since most of our attendees are government employees, they are subject to ethics rules in their states, so some are not able to accept "swag" from sponsors.  Others get excited about the swag and we hear a lot of discussion about the best swag!  P2F2 places a basket of candy on each sponsor table to hopefully attract visitors to each table, and we keep the baskets full.  If you do not want a basket of candy on your table, just let the registration desk folks know.

Order AV Equipment / Electricity
If you would like to order monitors, cables, or electricity for the conference, you can do that directly through Encore, the hotel's AV supplier by clicking on the following link:  Encore EventNow | Audio Visual Solutions | Order Online.  If it doesn't bring you directly to the P2F2 conference page, you can search on "P2F2 2026 Annual Conference".

Attendee List
Attendee lists are scheduled to be sent to sponsors on or around Tuesday, September 15th.  Sponsors may contact attendees prior to the conference, but please do not use the contact information to "spam" attendees on a regular basis without their permission.