Leadership · Education · Networking

Forum Booth Setup

About the IPMA
Audio/Video Resources
Booth Configurations - Corporate Members
Booth Configurations - Vendors
Booth Setup and Exhibit Dates and Times
Booth Restrictions - Gratuities and Booth Sharing
Cancellation Policy
Decorator
Exhibit Floor Layout and Exhibit Booth Reservations
Facilities
Internet Service
Data Line Installations for Internet Access in Exhibit Booths
Raffles and Drawings
Registration - Attendees
Registration - Vendor's Booth Staff
Security
Shipping/Receiving


About the IPMA

The IPMA is a private non-profit Washington State domestic corporation, IRS number 91-1274432. We look forward to your participation at Forum 2017.

The 2017 IPMA Forum will be held on Tuesday, May 9th and Wednesday, May 10th, 2017; at Saint Martin's University in Lacey, Washington.

If you have any questions, please contact the IPMA Board of Directors.

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Audio/Video Resources

All audio/video resources will be provided by the IPMA for keynote and breakout session speakers.

For additional audio/video equipment rental, please contact The ImageMaker AV at 360-789-3337
or martin@imagemakerav.com.

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Booth Configurations - Corporate Members

Each Corporate Member is provided the use of one 10' X 10' exhibit booth in the St. Martin's Marcus Pavillion. Each three-sided, drapery-walled booth will have an eight-foot back wall and three-foot sidewalls. Each booth will include one 3'x 6' linen skirted table or one bistro table with linen (your choice made when you confirm your booth location by April 12, 2017), 1,000 watts of electrical power, and two chairs. Corporate Member organizations will be required to pay for any special installations and/or service changes needed for their booth.

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Booth Configurations - Vendors

There is a limit of two booths per vendor. Each Vendor booth fee provides the use of one 10' X 10' exhibit booth in the St. Martin's Marcus Pavillion. Each three-sided, drapery-walled booth will have an eight-foot back wall and three-foot sidewalls. Each vendor booth will include one 3'x 6' linen skirted table or one bistro table with linen  (your choice at time of purchase), 1,000 watts of electrical power, and two chairs. Vendor organizations will be required to pay for any special installations and/or service changes needed for their booth.

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Booth Setup and Exhibit Dates and Times

All exhibit booths will be available for setup from 3:00pm to 6:00pm on Monday, May 8th  and 6:30am until 7:30am Tuesday, May 9th.

All exhibit booths must be open and staffed from 7:30 am to 3:30 pm on Tuesday, May 9th. (NOTE: The vendor booths will be closed from 8:30 am to 9:30 am on May 9th during the Forum opening keynote)

All booth materials must be removed by 6:00 pm on Tuesday, May 9th, 2017.

Vendors are welcome to attend the Forum on Wednesday, May 10th, but there are no exhibit booths on that day.

The IPMA and St. Martin's do not provide booth setup services.

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Booth Restrictions - Gratuities and Booth Sharing

The IPMA reserves the right to restrict the distribution of gifts, food or beverages in the exhibit booth areas.

No participating Corporate Member or Vendor will share a booth with another Corporate Member or Vendor without IPMA's prior permission.

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Cancellation Policy

Cancellation refunds will be processed as follows:

  1. No vendor booth fees will be refunded within 45 days of the scheduled event (March 25, 2017).
  2. Before the 45 days, fifty percent of the vendor booth fee will be reimbursed if the vendor has paid and been given access to the IPMA mailing lists.
  3. There will be a $50 fee for cancelled credit card payments.
  4. A vendor, with prior approval of the IPMA, may reassign its booth to another vendor.

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Decorator - Northwest Decorators

For special booth equipment, contact Brian at (360) 456-0412 or email eventman7226@yahoo.com. Northwest Decorators has a limited inventory.

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Exhibit Floor Layout and Exhibit Booth Reservations

All 2016-2017 IPMA Corporate Members have a pre-reserved exhibit booth as part of their corporate member fee.

We will begin taking reservations for the 2017 Forum vendor booths on February 15, 2017. See Becoming a Forum Vendor for exhibit booth reservation information.

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Facilities

Forum will be located at Saint Martin's University Worthington Center at 5300 Pacific Ave. SE, Lacey, WA 98503-1297. Staff can be contacted at 360-438-4488.

Forum will use Saint Martin's University Marcus Pavilion for the Tuesday, May 9th keynote speaker and vendor exhibits; and the Norman Worthington Conference Center on Tuesday, May 9th and Wednesday, May 10th for other keynote and breakout sessions.

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Internet Service

IPMA and St. Martin's University will be offering wireless Internet access to participating Forum vendors and attendees.

Wired internet access will be available to speakers in the Worthington Center.

This Internet connectivity will be provided free of charge.

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Data Line Installations for Temporary Dedicated Internet Access in Your Exhibit Booth

Your company will need to contact the CenturyLink Business Office to establish an account for a temporary data line for dedicated internet service to your booth.

  1. The contact is shelton.brooks@centurylink.com.
  2. Specify that the service is for the IPMA Forum in the Marcus Pavillion at Saint Martin's University, 5300 Pacific Ave. SE, Lacey, WA 98503-1297.
  3. YOU WILL NEED TO PROVIDE YOUR BOOTH NUMBER.
  4. All orders must call for installation to extend all the way to your booth.
  5. Final installation to your booth must take place after the booths have been set up on Monday, May 8th afer 3:00 pm. Be sure to have the connection installed and tested by CenturyLink prior to May 8th.
  6. The order cut-off date for installation is April 10th. The cut-off date is the last date on which a customer can order service.

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Raffles and Drawings

Raffles and drawings are not permitted at Forum. Vendors may collect attendee information for sales purposes, but the collected information may not be used to award any types of gifts.

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Registration - Attendees

The IPMA will pre-register attendees prior to Forum and at its registration desk during the Forum. The registration data will be processed and distributed to all Forum vendors within 30 days after Forum.

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Registration - Vendor's Booth Staff

There is no pre-registration of booth staff for participating vendors. A vendor packet will be provided to all participating vendors. The vendor packet will contain name tags and two lunch coupons for Tuesday, May 9th, 2017.

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Security

Vendors are asked to take extra precaution to protect their equipment at all times.

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Shipping/Receiving

Saint Martin's University Marcus Pavilion staff will not accept any vendor exhibit shipments at their location prior to 8:00 am Monday morning, May 8th, 2017. UPS now provides a service that lets you select the delivery day using the MY UPS. We recommend you consider this option to ensure your package is delivered correctly.

Vendors must make all arrangements for shipping booth materials to Saint Martin's.

The Shipping address is:

IPMA - Vendor Name - Booth #
Saint Martin's University Worthington Center
5300 Pacific Ave. SE
Lacey, WA 98503-1297

Vendors must make arrangements for pickup and/or shipping of all materials after the show, on May 9th after 3:30 pm. Saint Martin’s staff will not process any outgoing shipments. Be sure to have your booth staff prepare all materials for shipping, including labels.

All exhibit materials, etc. must be removed from the Saint Martin's Pavilion facility by 6:00 pm on Tuesday, May 9th, 2017.

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