Exhibitor FAQ

IPMI Parking & Mobility Conference & Expo
June 11-14, 2023

#IPMI2023
SEE YOU IN FORT WORTH, TEXAS!



Exhibitor FAQ


Booth Pricing/Reservations

Pricing is automatic on the online sales form.
Once you select a space on the interactive floor plan, the price of the selected space will pre-populate based on your membership status.


Reserve your space early. Members receive a substantial discount vs. non-members - JOIN TODAY!

Pay particular attention to deadlines including, but not limited to: hotel reservations, submission of free listings, booth personnel badge list, official service provider needs (electrical, internet, lead retrieval rental, booth cleaning, etc.) There is a helpful deadline checklist included with your Exhibitor Manual to assist you with staying on top of deadlines and saving the most money.


There is a complete list of “Exhibitor Benefits” shown here.


The industry uses the formula of three times your booth fees as a good estimate of your overall financial investment when participating in a trade show of our size.


You receive 4 booth passes per 10x10 space.

NEW: You now receive 4 Opening Event tickets per 10x10 space.


You MUST assign your booth staff names in order to retrieve booth staff badges onsite. All registration must be processed in the Exhibitor Service Center.  A login is required to access the exhibitor registration dashboard at the Exhibitor Services Center. If you don't know your password, the exhibiting company primary contact has access to retrieve the company's password by contacting exhibits@oparking-mobility.org. Booth staff badge allotments are based on booth size. 

Four (4) full registration booth personnel badges per 100 sq. ft. of booth space rented. 
Four (4) Opening Welcome event tickets per 100 sq. ft. of booth space rented.

Please note: If a company’s booth is cancelled for any reason, your booth staff allotments will be cancelled. If any of these personnel still plan to attend the conference, they must re-register as an attendee and pay any required fees. 


Each booth includes a One-Line ID Sign (7" x 44") provided automatically. Standard booths will be constructed of aluminum tubes, supporting dividers and drapes. Where applicable, back will be eight feet high and sides will be four feet high. Upon request, island booths may include side draping around the perimeter. Certain booths may be restricted to four-foot back walls.  

Neither carpet nor padding is included in your exhibit space fees and REQUIRED!


We do not accept paper contracts. You must complete the official space reservation contract online by clicking here. The contract will take you approximately 10-15 minutes to complete online and will allow you to view an interactive floor plan showing available spaces and previously reserved spaces. You will be able to place yourself strategically away from competitors.


Exhibitor Service Center

Once you are a confirmed exhibitor, you will have access to the online Exhibitor Service Center. From this resource and planning module, you are able to gain access to 99% of the Exhibitor Manual, provide booth staff registrations details, view and track payment history and pay invoices, add sponsorships and advertising, keep track of deadlines, provide your booth profile, and download pre/post Conference attendee registration lists.


General

To review the list of exhibitors from 2022, click here.


The 2023 Call for Presentations closed on October 4, 2022. We are not able to get your presentation in our schedule after this time. It is strongly recommended that when you complete your evaluation form and are asked if you would like to be a presenter for the following year, you indicate this to us and check our website often during the fall for information and updates on the Call for Presentations. 


We are happy to have you join us to evaluate the IPMI Conference & Expo as a potential market for your company.

You would need to purchase a day pass to the event in order to participate. Daily attendee rates can be found here.


Capture each potential lead with a simple scan of an attendees badge without worrying about losing business cards or important information discussed. Lead Retrieval is now used through an app you can download to your phone and allows you to retrieve the data in excel format for follow up after the show.

Lead Retrieval information can be found in the Exhibitor Service Center.


Marketing

You are entitled to FREE listings on the official conference website, and the digital Conference program guide; however, to receive these FREE listings, you must complete your online profile along with your products/services checklist via the Exhibitor Service Center (ESC). The sooner you complete this online form, the sooner you begin receiving visibility. If you do not complete this form by the deadline for print materials, you will not be listed.


The Exhibitor Service Center will allow you to download a pre/post Confernece registration list in a .pdf format (available at *pre-determined dates). Contact details are not provided due to privacy laws.

 


Policies

IPMI strongly encourages exhibitors to hold their own hospitality events; however, we insist and require that it does not conflict with any conference-related activities or schedule. We generally recommend exhibitors schedule their hospitality events in the evening after the Expo Hall hours end and education sessions are over. NO EVENTS ARE ALLOWED DURING THE OPENING EVENT ON SUNDAY, JUNE 11. 


Cancelation/Downsizing/Refund

All requests for cancelation or reduction of exhibit space must be made in writing and shall become effective upon receipt by IPMI. Due to the difficulty of determining and detailing the losses which would result from cancelation of exhibit space, the Exhibitor agrees to pay the following as liquidated damages (and not as penalty) if the Exhibitor cancels its exhibit space. In the event of cancelation by an exhibitor prior to March 15, 2023, IPMI will retain or shall be owed a cancelation fee equal to 50% of the total exhibit fee (not just the deposit) plus a $250 processing fee; if received after March 15, 2023, IPMI will retain or shall be owed a cancelation fee equal to 100% of the total exhibit fee. Cancelations after March 15, 2023 will affect an exhibitor’s priority points (See also “Priority Point Assignments/Calculations”). Reductions or downsizing in booth space will be treated as booth cancelations; refunds will be made accordingly. Furthermore, IPMI has full authority to relocate any Exhibitor after downsizing of space. The above cancelation fee terms shall apply regardless of the execution date of this Agreement and regardless of any re-sale of booth space canceled by Exhibitor.


Schedule

MOVE IN & MOVE OUT

MOVE IN DATE HOURS  
Friday, June 9 (Strategic Partners Only) 8:00 am - 12:00 pm Move-In/Set Up
*Note GES Service Desk Hours
Friday, June 9 (General Move In) 12:00 pm - 6:00 pm Move-In/Set Up
*Note GES Service Desk Hours
Saturday, June 10 8:00 am - 6:00 pm Move-In/Set Up
*Note GES Service Desk Hours
Sunday, June 11 8:00 am - 6:00 pm Move-In/Set Up
*Note GES Service Desk Hours
**IPMI Staff and/or GES will not be available past 5:00 pm on any given day of set up, however, you will be permitted to stay in the exhibit hall to continue set up past 5:00 pm. Exhibits must be fully installed by Sunday, June 11. After this, no installation work will be permitted without special permission from IPMI.
MOVE OUT DATE HOURS  
Wednesday, June 14 12:00 pm - 10:00 pm Move-Out/Dismantle
*Note GES Service Desk Hours
Thursday, June 15 8:00 am - 12:00 pm Move-Out/Dismantle
*Note GES Service Desk Hours





















Exhibits not set up at least one hour prior to the opening of the exposition will be considered as a “no show” and are subject to policies set forth in Rejection, Refund & Cancelation. Displays must remain fully intact and manned during all exhibit hours. No exhibits may be erected after official opening or dismantled before official closing times.


EXPO HALL HOURS

DATE HOURS  
Monday, June 12 12:00 p.m. - 4:00 p.m. Lunch served in the hall.
Tuesday, June 13 12:00 p.m. - 5:00 p.m. Lunch served in the hall.
Wednesday, June 14  9:00 a.m. - 12:00 p.m. Lunch served in the hall.


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