2009 EXHIBITOR FAQS

Below are some of the most commonly asked questions regarding the ISPA Expo. If you do not see your question listed, please contact Lisa McIver.

2009 ISPA Conference & Expo
Oct. 5-8, 2009
Hilton Austin & the Austin Convention Center

Does my company have to be a member of ISPA to exhibit at the ISPA Conference & Expo?
How can I sponsor an event?
If I exhibit in 2009 will I have a better choice of booth selection for 2010?
How else can I get the very best available booth?
Is selling permitted on the exhibit hall floor?
What is included with the price of my booth?
When do I have to pay for the booth?
Are there any set-up or design restrictions on my booth?
Will I be able to hang a sign over my booth?
What kind of insurance do I need to exhibit at the show?
I am using a contractor to set up my booth. What procedures do I need to follow?
How do I register our company's exhibit booth staff and what Conference activities can they attend?
What is the cancellation policy?
How many staff members can I bring to the Conference & Expo?
Can you share a booth with another company at the Expo?
When will I receive the exhibitor kit?
What are the Expo hours?
What are the GES advance and direct dates for exhibit shipments to Austin?
What are the Terms & Conditions of exhibiting?
Are there any rules regarding the open night for hospitality that I should be aware of?
Is a Conference brochure available?

Does my company have to be a member of ISPA to exhibit at the ISPA Conference & Expo?

All exhibitors must be current ISPA resource partners and be in good financial standing with the association in order to exhibit at the ISPA Conference & Expo. ISPA membership will help you reach your personal and professional goals by providing the tools for success. For more information on how to become a member, visit our Membership department online.

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How can I sponsor an event?

For sponsorship information and to learn how you can get more involved in the 2009 ISPA Conference & Expo, please contact Laurel Cassidy or Christina Willoughby.

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If I exhibit in 2009 will I have a better choice of booth selection for 2010?

Yes. Exhibit booth applications are sent on a placement schedule that begins with Conference Sponsors, then multiple-time advertisers, then previous exhibitors (applies only to companies that exhibit the prior year) and then to the resource partner membership.

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How else can I get the very best available booth?

Conference Sponsors and multiple-time Pulse advertisers receive priority placement as a benefit of their sponsorship or advertising commitments. If you would like more information on how to become a sponsor or would like to know how you can advertise in Pulse, please contact Laurel Cassidy or Christina Willoughby.

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Is selling permitted on the exhibit hall floor?

ISPA encourages business-to-business relations, however absolutely NO SELLING is permitted on the exhibit hall floor. Orders may be taken onsite, but must be fulfilled and finalized once you return to your office.

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What is included with the price of my booth?

All linear booths come standard with 8' high back draping, 3' high side divider draping, 7" x 44" ID sign and a waste can. Split Island configurations come standard with 8' high back draping, 7"x 44" ID sign and a waste can.

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When do I have to pay for the booth?

A 50% deposit must accompany the exhibit contract for initial booth placement. The remaining balance is due on Friday, Aug. 7, 2009.

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Are there any set-up or design restrictions on my booth?

All exhibitors with linear booth spaces may use the full contents of their booth. What this means is that you can go up to 8' tall on all three sides of your booth. For more information please visit the 2009 Expo Booth Guidelines page.

Additionally, all decorator information and exhibitor rules and regulations will be included in your Expo exhibitor kit CD, which will be mailed to you directly from GES in August. Height, sound, signage and lighting specifications will be strictly enforced.

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Will I be able to hang a sign over my booth?

ISPA does NOT permit banner/sign rigging by ISPA exhibitors in the exhibit hall. If you have any questions about signage for your booth, please contact Lisa McIver.

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What kind of insurance do I need to exhibit at the show?

Each exhibitor must have current general liability insurance coverage to participate in the show. The policy for commercial general liability must name both ISPA and GES Exposition Services as additional insured for the ISPA Conference & Expo, Oct. 5-8, 2009, covered by the insurance policy.

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I am using a contractor to set up my booth. What procedures do I need to follow?

Any exhibitor utilizing an exhibitor-appointed contractor ("EAC") to assemble/dismantle their booth must complete the Notice of Intent to Use Exhibitor-Appointed Contractor form in the exhibitor kit from GES. Additionally, the EAC must provide evidence of commercial general liability insurance in a minimum amount of two million dollars, ($2,000,000) covering all operations and automobile liability insurance and a minimum amount of two million dollars, ($2,000,000) covering all owned, hired and non-owned vehicles. The policies for commercial general liability and automobile liability must name both ISPA and GES Exposition Services as additional insured for the ISPA Conference & Expo, Oct. 5-8, 2009, covered by the insurance policy.

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How do I register our company's exhibit booth staff and what Conference activities can they attend?

Each exhibitor receives a designated number of Full Conference and Show Staff registrations for their company in accordance with the size of booth secured. A complete list is included below. All exhibitors will receive an e-mail in July with instructions on how to go online to register their show staff for Conference.

Full Conference Badges - access to all scheduled Conference events (including professional development sessions)
Show Staff Badges - Expo-only access and includes the lunches on Tuesday and Wednesday and breakfast on Wednesday.

10' x 10' - 1 Full Conference Badge, 4 Show Staff
10' x 20' (Linear & Split Island) - 2 Full Conference Badges, 6 Show Staff
10' x 30' - 3 Full Conference Badges, 10 Show Staff
20' x 20' Island - 4 Full Conference Badges, 10 Show Staff
20' x 30' - 6 Full Conference Badges, 10 Show Staff

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What is the cancellation policy?

In the event an exhibitor desires to cancel their reservation of booth space, an irrevocable written notice of cancellation ("Booth Cancellation Notice") must be submitted to ISPA Headquarters. If the Booth Cancellation Notice is received prior to July 31, 2009, exhibitor will be liable for the 50% booth deposit, which amount must be received by ISPA on or prior to the date of receipt of the Booth Cancellation Notice. If a Booth Cancellation Notice is received by ISPA on or after July 31, 2009, exhibitor will remain liable for 100% of the total booth payment; provided, however, that after the conclusion of the 2009 event, if all exhibit space was sold out, than exhibitors that cancelled after July 31, 2009, will be entitled to receive a 50% refund.  At no time will Association Membership fees be refunded. 

Cancelled exhibitors forfeit the right to utilize any full Conference and/or show staff badges, which are included in the cost of the exhibit space.

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How many staff members can I bring to the Conference & Expo?

The number of badges for Full Conference and Show Staff is based on the size of the booth. Below is a complete list along with the cost for additional Show Staff Badges, upgrading to Full Conference Badges and the price for the Evening Function.

10' x 10' - 1 Full Conference Badge, 4 Show Staff
10' x 20' (Linear & Split Island) - 2 Full Conference Badges, 6 Show Staff
10' x 30' - 3 Full Conference Badges, 10 Show Staff
20' x 20' Island - 4 Full Conference Badges, 10 Show Staff
20' x 30' - 6 Full Conference Badges, 10 Show Staff

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Can you share a booth with another company at the Expo?

The company that purchased the booth and signed the exhibitor contract is the only one permitted to exhibit from that booth. If you have any questions regarding this please contact Lisa McIver.

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When will I receive the exhibitor kit?

Once again, GES has been selected as official decorator for the 2009 ISPA Conference & Expo. Your exhibitor kit, which will be on CD again this year, will be mailed to you directly from GES in July.

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What are the Expo hours?

Monday, Oct. 5    4:30 - 7:30 p.m.
Tuesday, oct. 6    9 a.m. - 3:30 p.m.
Wednesday, Oct. 7    8:30 a.m. - 3:30 p.m.

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What are the GES advance and direct dates for exhibit shipments to Austin?

Advance Shipments

• Thursday, Sept. 1    Advance shipments may begin arriving at the GES warehouse in Austin, TX.*
• Wednesday, Sept. 30    Last day for Advance shipments to arrive at the GES warehouse without surcharges.*

*Advance Warehouse hours for receiving are Monday - Friday, 8:00 a.m. - 3:00 p.m. 

Direct Shipments

• Saturday, Oct. 3    Direct shipments may begin arriving at the Austin Convention Center, from 8:00 a.m. - 8 p.m.
• Sunday, Oct. 4    Last day for direct shipments to arrive at the Austin Convention Center, from 8:00 a.m. - 5 p.m.

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What are the Terms & Conditions of exhibiting?

For a complete list of the 2009 Exhibitor Terms & Conditions, please read the attached document.

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Are there any rules regarding the open night for hospitality that I should be aware of?

Tuesday evening is the only night available for a hospitality function, and to host one of these functions you must be a 2009 ISPA Conference sponsor or exhibitor. Hospitality functions are not permitted by the association during scheduled ISPA Conference hours, and any such event will be closed. This includes retail and treatment areas set up within a suite, which would deter business from other events during Conference. This rule applies to all Conference attendees, whether or not you have a booth in the ISPA Expo. If you are a Conference sponsor or exhibitor interested in planning a hospitality event on Tuesday night, complete this form and send to mailto:ispa@ispastaff.com.

Is there a Conference brochure available?
Yes. Download the 2009 ISPA Conference & Expo brochure to find more details about this premier event.

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