Exhibitor Information

  • The IBSC reserves the right to determine the eligibility of any company or product for inclusion in the Convention.
  • Sharing of space is prohibited.
  • Exhibits are to be set up on Thursday between 11:00 a.m. and 1:00 p.m. and can be dismantled upon adjournment of the General Session on Saturday. No early set-ups will be allowed. Early dismantle can be arranged by contacting the IBSC office.
  • Exhibits are located in close proximity to the educational sessions with the area being used for networking and food & beverage functions whenever possible.
  • Exhibit spaces are pre-assigned by the IBSC on a first- come first-served basis. Special exhibit space must be approved by the IBSC office.
  • Exhibit fee covers the rental of exhibit space assigned for the period of the exhibit including a standard sign consisting of the name of the exhibitor, one table, two-chairs, and general cleaning and sweeping of the area. In addition, the fee covers additional networking opportunities for two registered representatives.
  • Because of limited storage at the hotel, special arrangements should be made for advance shipment of materials. Shipping information can be found below.
  • Insurance, if desired by exhibitors, must be obtained at their own cost and expense. The Association and their agents and their employees assume no risk, and by the acceptance of the exhibitor’s agreement, the exhibitor expressly releases the Association from any liability for damage, injury, or loss to any person or goods, from any cause whatsoever or from any failure to hold the show as scheduled.
  • All property shipped to and from the show is the sole responsibility of the exhibitor. It is recommended that exhibitors obtain adequate coverage, at their own expense, for property loss or damage and liability for personal injury.

Name-badges: Exhibitors and their representatives must wear their official identification name-badge at all times while on the exhibit floor. These badges are issued for the exhibitor’s protection and identification. They are not to be loaned or given to others.

Booth Construction: Exhibits must be constructed so that the general view is not blocked or hides the exhibits of others. No booth shall be more than 8’ high without the written consent of the Association. No exhibit may have displays of equipment that will block the aisles or interfere with the sight line of other booths.

Confirmation letters, to include a list of attendees, attire and firm schedule of events will be sent approximately 2 weeks prior to Convention.

Installation & Dismantling: Tentative hours and dates of installation, show hours and dismantling are specified in this section. Exhibitors must arrange for the set-up and dismantling of their own exhibits. Set-up must be completed prior to show opening and removed after show closing. During the course of the show, exhibitors are responsible for the maintenance of their own booth(s).

FURNISHINGS: furniture, additional draping accessories, electrical hook-ups, signs, etc. are the sole responsibility of the exhibitor and should be ordered in advance from the service contractor on the advance form.

DISTRIBUTION OF LITERATURE: product and promotional literature may be distributed only by the exhibitors and only from their booths. Sponsors of meal functions are exceptions.

FIRE, SAFETY, & HEALTH: the exhibitor assumes all responsibility for compliance with state and city ordinances and The Resort regarding fire, safety, and health. Only fireproof materials may be used in displays. Flammable materials such as cartons, boxes, packing materials, etc. may not be stored in the booth.

GIVE-AWAYS: distribution of souvenirs, samples, and/or door-prizes is strongly encouraged. 

The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel Premises and will indemnify, defend and hold harmless the Hotel, it’s agents, servants and employees from any and all such losses, damages and claims.

SHIPPING AND RECEIVING: Incoming boxes can be shipped a week prior to convention.

Return Shipping: Once the booth is dismantled and materials are ready for shipment, please have return labels on the package and place in front of the table for the hotel to pick-up.