You are here

Exhibit Services Manual - Denver

Road Usage Charging & Finance Conference

 Staff Contact

Your main point of contact for exhibiting is Terri Lankford.

 Important Details for Exhibiting Companies
  • IBTTA has not contracted with an exposition services company for this event. There is no shell scheme or pipe and drape installation for this event.
  • Each exhibit space measures 10’ x 10’ and includes a regular draped 6’ table, two chairs, and waste basket.
  • Electrical power, equipment rental, and internet service is not included, but may be ordered through the hotel's in-house service. (Information provided below.)
 Exhibit Personnel

One complimentary “exhibit booth only” registration is included with each 10’ x 10’ exhibit space reservation. Please do not register your complimentary exhibit personnel until IBTTA issues you the complimentary checkout code for the individual(s) staffing your booth. This complimentary benefit will be emailed with your exhibit confirmation.

How Do I Start?

Exhibit Reservation Form

 How does my company get recognized as an exhibitor?

Your company description and brand will be printed in the event program.

On the reservation form, you will have an opportunity to provide your statement, which must be no more than 150 words and submitted as a single paragraph with no bullets or other formatting. Your web URL will be added to the end of the paragraph, so it is not necessary to include reference to your web site in your statement. When you reserve your exhibit space, you will also be asked to upload a high resolution (300 dpi) vector-based version of your company logo. IBTTA will use this to raise awareness of your company as an exhibitor on the IBTTA Road Usage Conference & Finance Conference web page and mobile meetings app.

 Where and to whom do I send my exhibit display and packages?

The UPS Store
Attn: Name of Exhibiting Company
IBTTA RUC & Finance Conference
1701 California Street
Denver, CO 80202

It is also beneficial to affix an identifiable label with the following information:

  • Name of exhibiting company’s on site contact
  • IBTTA RUC & Finance Conference; May 15-17, 2022 (Anna Ouellette, Meetings Manager)
 By what date may I schedule these deliveries to arrive at the Hilton Denver City Center? 

Shipments should be delivered to arrive no sooner than Friday, May 13, to reduce storage fees. 

 How do I learn more about the package handling?  

Please follow the instructions provided in this informational document.

Package Handling

 When are the Set up and Tear Down times?

Set up of exhibits will take place on Sunday, May 15 from 8:00 am – 2:00 pm.

Tear Down of exhibits will be on Tuesday, May 17 from 1:30 – 3:00 pm.

(All times are subject to change.)

Terms & Conditions

What Happens Next?
 What does the exhibit space include?

You will have a 10’ x 10’ space which does not have pipe and drape. Your space will include a regular draped 6’ table, two chairs, and waste basket.

There is no shell scheme or pipe and drape installation for this event. IBTTA has not contracted with an exposition services company for this event.

Standard Rules

 How do I order special services?  

Special requests (e.g., electricity, equipment rental, internet service) may be ordered by using the order form from the hotel's in-house service group.

Order Services

 What is my exhibit booth number?

There will not be an exhibit space numbering system for the IBTTA Road Usage Conference & Finance Conference. Instead of exhibitors requesting preferred spaces, IBTTA staff will be assigning the exhibit positions a few days before the event and coordinating logistics on site. We will work with the hotel staff to fulfill any of your special order requests by referring, not to exhibit booth numbers but, to the names of the exhibiting companies. The exhibit floor plan will not be finalized until all exhibitors have signed up, so exhibitors will not see a floor plan prior to the show.

For set up on Sunday, May 15, your crew will be directed to your exhibit space upon arrival.

 Where will the exhibits be located?  

The exhibit area is located in the Colorado Ballroom A-E on Lower Level 2 of the hotel. IBTTA will be assigning exhibit spaces from paid exhibit reservations received on a first come/first served basis. Your crew will be directed where to set up your exhibit upon arrival on Sunday, May 15.

 Is the exhibit floor carpeted? What is the ceiling height?

Yes, the exhibit floor is carpeted.

The ceiling height of Colorado Ballroom A-E is 12'-15' (depending on your location). If your exhibit is substantially larger than normal where the ceiling height is a concern, we suggest you contact the hotel directly to discuss logistics of your exhibit booth display.

 Will there be Security?

The exhibit area may not always be locked when the exhibit hall is closed and the hotel is not being held responsible for securing the area. Please prepare accordingly.

 How many people may we have in our exhibit space? How do they register?

There is no limit to the number of people you may have in your exhibit booth.

One complimentary “exhibit booth only” registration is included with each 10’ x 10’ exhibit space reservation. If you have any additional personnel that will be solely staffing your exhibit booth for this meeting, please remember that the rate for an “exhibit booth only” exhibitor is $425.

Please do not register your complimentary exhibit personnel until IBTTA issues you the complimentary checkout code for the individual(s) staffing your booth. This complimentary benefit will be emailed with your exhibit confirmation.

The $425 “exhibit booth only” rate includes all meals during the meeting and the Evening Event on Monday night. This registration type does not include sessions, technical tours, or participation in special functions incurring an additional fee. Exhibitors wishing to attend the full meeting should register as a full Delegate. Each member of your exhibiting staff MUST complete the online attendee registration form.

“Exhibit booth only” personnel wishing to attend the technical tour or community service project may register for those special activities separately. (See meeting web site for details.)

What Else Do I Need to Know?
 What are the exhibit hours?

Exhibitors will be able to meet with attendees during the same hours that meeting registration is open. In addition, dedicated time with exhibitors is scheduled as follows:

(All times are subject to change.)

Sunday, May 15

Set up
8:00 am – 3:00 pm

Welcome Reception with Exhibitors
5:00 – 6:30 pm


Monday, May 16

Breakfast with Exhibitors
7:00 – 8:30 am

Refreshment Break with Exhibitors
10:30 – 11:00 am

Lunch with Exhibitors
12:30 – 2:00 pm

Refreshment Break with Exhibitors
3:30 – 4:00 pm


Tuesday, May 17

Breakfast with Exhibitors
7:00 – 8:30 am

Refreshment Break with Exhibitors
10:00 – 10:30 am

Lunch with Exhibitors
12:00 noon – 1:30 pm

Tear Down
1:30 – 3:00 pm

 Are individual exhibit hall passes permitted?  

IBTTA does not supply any complimentary exhibit hall passes, but exhibiting companies may purchase “exhibit show only” attendance at $100 per person for local contacts to visit their booth.

This would give your potential customers an opportunity to visit with you on either of the two days and enjoy lunch in the exhibit hall:

  • Monday (12:30 – 2:00 pm) OR
  • Tuesday (12:00 noon – 1:30 pm)

(All times are subject to change.)

No one may enter the exhibit hall unless they have registered with IBTTA; and the “exhibit show only” attendee may only participate on one of the two days during that specific period of time. The rate is $100 per person per day (lunch only).

 May I receive a preliminary list of attendees?

Yes, exhibitors will receive updated lists of the registered attendees on a weekly basis beginning the week of April 18, 2022.

 How do I make sleeping room reservations?  

The Road Usage Conference & Finance Conference will be held at the Hilton Denver City Center. The cut-off date to obtain the IBTTA negotiated hotel rate is April 21, 2022 or until the IBTTA room block is sold out. Please visit www.ibtta.org/DENVER for reservation information.

If you have additional questions or need assistance that is not addressed in this exhibit services manual, contact Terri Lankford at tlankford@ibtta.org or video call or chat on Zoom. Use the “Add a Contact” feature in your Zoom app and enter email address (tlankford@ibtta.org) to send an invitation to connect on Zoom.

 

Return to RUC & Finance Conference Page