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1 Summit on Finance & Policy :: EXHIBITORS’ FREQUENTLY ASKED QUESTIONS
Revised 7/12/2018
International Bridge, Tunnel and Turnpike Association
Summit on Finance & Policy July 22‐24, 2018 The Nines Hotel Portland, Oregon
EXHIBITORS’ FREQUENTLY ASKED QUESTIONS
What information do I need to provide to IBTTA? Please provide a company description (approximately 100‐150 words) and add your company’s URL at the end of the paragraph for the printed program and a high resolution (300 dpi) vector‐based version of your company logo. IBTTA will begin to raise awareness of your company as an exhibitor on the Summit on Finance & Policy web page and mobile meetings app. Where and to whom do I send my exhibit display and packages? To: Your Name
The Nines Hotel 525 SW Morrison Portland, OR 97204 Box _ of _ Be sure to include the following information on the label: IBTTA Summit on Finance & Policy July 22‐24, 2018
By what date may I schedule these deliveries to arrive at the hotel? Shipments should be delivered to the hotel no sooner than Thursday, July 19. What are the hotel’s rules and regulations for outbound shipping? Outbound shipping instructions will be provided to exhibitors on site.
2 Summit on Finance & Policy :: EXHIBITORS’ FREQUENTLY ASKED QUESTIONS
Revised 7/12/2018
Where will the exhibits be located? The exhibit area is located in the Culture & Fashion rooms on the first floor 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, July 22.
What is my exhibit booth number? There will not be an exhibit space numbering system for the Summit on Finance & Policy. 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 to fulfill any 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, July 22, your crew will be directed to your exhibit space upon arrival. 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’ or 8’ table, two chairs, and waste basket. How do I order special services? Special requests (e.g., electricity, equipment rental, internet service) may be ordered by using the hotel’s order forms found on pages 6 through 9 of this document. Is the exhibit floor carpeted? What is the ceiling height? Yes, the exhibit floor is carpeted. The ceiling height of the ballroom is 18’. 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. In addition to contacting the hotel, please let us know prior to arranging to exhibit. Will there be Security? The exhibit area is not locked when the exhibit hall is closed and the hotel is not held responsible for securing the area. Please prepare accordingly.
3 Summit on Finance & Policy :: EXHIBITORS’ FREQUENTLY ASKED QUESTIONS
Revised 7/12/2018
When is Set up and Tear Down? Exhibitors will set up on Sunday, July 22 from 12:00 noon – 4:00 pm. Tear Down of exhibits will be on Tuesday, July 24 from 3:30 – 6:00 pm. (All times are subject to change.) What are the exhibit hours? Exhibitors will be able to meet with attendees during the same hours that meeting registration is open. Sunday, July 22
Set up 12:00 noon – 4:00 pm
Welcome Reception with Exhibitors 5:00 – 6:00 pm
Monday, July 23
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, July 24
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
Refreshment Break with Exhibitors 3:00 – 3:30 pm
Tear Down 3:30 – 5:00 pm
(All times are subject to change.)
How many people may we have in our exhibit space? How do they register? There is no maximum number of people you may have in your exhibit booth.
One complimentary “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 a booth only exhibitor is $375. Please use the Exhibit Personnel Form for all individuals (including your one complimentary booth staff member) and return it to our Meeting Registrar, Harry Smith at [email protected]. The Exhibit Personnel Form can be found on page 5 of this document. Those individuals who are already registered as attendees for the full meeting do not need to do anything further; but we want to be sure we are accounting for everyone in the exhibit area and that all booth personnel will have a pre‐printed name badge. The $375 exhibitor (booth only) fee includes all meals during the meeting. The fee does not include sessions, tours, or outside events. Exhibitors wishing to attend the full meeting should register as a full Delegate. Each exhibitor MUST complete an attendee registration form. “Booth only” exhibitors wishing to attend any of the Tours and Events or the Monday Evening Event may register for those special activities separately. There is an additional fee to attend the Monday Evening Event. (See Exhibit Personnel Form for details.)
4 Summit on Finance & Policy :: EXHIBITORS’ FREQUENTLY ASKED QUESTIONS
Revised 7/12/2018
Are individual exhibit hall passes permitted? IBTTA does not supply any complimentary exhibitor floor 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 us; and the “exhibit show only” attendee may only participate one of the two days during that specific period of time. The rate is $100 per person per day (lunch only). Can 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 June 25, 2018. How do I make sleeping room reservations? The Summit on Finance & Policy will be held at The Nines Hotel.
The cut‐off date to obtain the IBTTA negotiated hotel rate is July 6, 2018 or until the IBTTA room block is sold
out. Please visit www.ibtta.org/PORTLAND for reservation information.
What if we need to cancel? Full registration refunds less $75 administrative fee will be made if cancellation is received in writing by IBTTA before July 13, 2018. No refunds will be issued after this date. No refunds will be issued for no shows.
Questions? Contact Terri Lankford at [email protected] or 202.659.4620 x11 if you have additional questions or need
assistance that is not addressed in the above information.
We look forward to seeing you in Portland!
PLEASE COMPLETE ONE FORM PER EXHIBITORThis form is for Exhibit Personnel Only
First Name _______________________________________ Last Name __________________________________
Title _____________________________________________ Name for Badge ____________________________
Organization ________________________________________________________________________________
Address ___________________________________________________________________________________
City __________________________________ State___________Postal Code________Country ______________
Phone ___________________________________________ Email _____________________________________
ATTENTION EXHIBITORS!Register before July 13, 2018
to appear in the registration list.
www.IBTTA.org/portland
Fee Information1 The Exhibit Floor Only and Additional Exhibit “Floor Only” Registration Fees do not include the Monday Evening Event. There is an ADDITIONAL COST PER PERSON, PER EVENT, to attend the Special Event.2 The Delegate Registration Fee includes all meals, receptions and events listed in the Program with the exception of individually priced tours. The Monday Evening Event is included in the Delegate Registration Fee.
Refund and Cancellation PolicyFull registration refunds less $75 administrative fee will be made if cancellation is received in writing by IBTTA before July 13, 2018. No refunds will be issued after this date. Tours are subject to cancellation if minimums are not met. No refunds will be issued for tour reservations cancelled after July 13, 2018. No refunds will be issued for no-shows. Substitutions are allowed at any time.
Special RequirementsIf you have special meal or other requirements, please contact Anna Sohriakoff at [email protected].
Registration Questions?Contact Harry Smith, IBTTA Registrar, at [email protected] or (202) 659-4620 x10.
PAYMENT SUMMARY1. Registration Fees $ ____________2. Events $ ____________Total Due $ ____________
METHOD OF PAYMENT I wish to use the credit card listed below:o Visa o MasterCard o American Express
Card Number
Exp. Date
Name on Credit Card
Authorized Signature (only if paying by credit card)
Billing Address if Different from Above
o Check enclosedo Wire Transfer Pending
(Contact Harry Smith at [email protected])o Bill Me
NOTE: If you would like to have your professional fees billed separately from your personal fees, please contact Harry Smith at (202) 659-4620 x10 or [email protected].
o I have read and understand the payment and cancellation policies outlined above.
Signature __________________________________
Date _____________________________________
SUMMIT ON FINANCE & POLICY | JULY 22-24, 2018 | PORTLAND, OREGON
# OF TICKETS
___________ x
PRICE AMOUNT
$100.00* = $________ o EVENING EVENTPunch Bowl SocialMonday, July 23, 2018
*This fee does not apply to full Delegate Registrants. SUBTOTAL $________
Tickets for the Special Event are available for purchase exclusively to IBTTA members. Non-members must register as a Delegate to attend the Special Event.
2. EVENTS
1. REGISTRATION FEES (Registration fees are in U.S. dollars.)
EXHIBIT PERSONNEL FORM
WWW.IBTTA.ORG/PORTLAND
After July 13, 2018, registrations will only be accepted on-site. If your registration is not confirmed by July 13, 2018, your name will not appear on the final registration list. Your organization’s dues must be paid to qualify for the member rate.
One complimentary Exhibit Floor Only registration is included with each 10'x10' exhibit space.
o comp
o $400.00
o comp
o $900.00
Exhibit “Floor Only” Registrant1
No Sessions. No Events. Floor Only. (one per booth)
Upgrade to Full Delegate2
(First staff person only) Includes Sessions and all Events in the Program except for Tours.
Additional “Floor Only” Exhibitor Personnel Registrant1
No Sessions. No Events. Floor Only.
Full Delegate2
o $375.00
o $775.00
o $375.00
o $1,275.00
Registration Type Member Non-Member
PROJECTION
4500 Lumen LCD Projector 325
5500 Lumen LCD Projector 400
7000 Lumen LCD Projector 475
Laser Pointer 50
Wireless Mouse 50
Skirted Projection Cart 65Custom Oak Projection Cart 957’11”x14’ Fastfold Screen with Dress Kit 225Custom Chenile Adjustable Drape (per linear foot) 15White Sheer Drape (per linear foot) 10
AUDIO
Wired Microphone 60
Push to Talk Microphone 85
Wireless UHF Microphone 155
4-Channel Mixer 65
6-Channel Mixer 85
16-Channel Mixer 250Powered Speaker 100Digital Audio Recorder 250Stereo 31-Band Equalizer 60Laptop Audio 75iPad w/ Laptop Audio 125
VIDEO/DATA EQUIPMENT
HD Video Camera w/ Tripod 300Camcorder Tripod 35Blue-Ray Player 75
21” Preview Monitor 125
48” LED Monitor 350
55” LED Monitor 450
70” LED Monitor 675
HD Seamless Switcher 300
LIGHTING
Source 4 Leko 45Source 4 Par 45LED Uplight 752k Dimer 6512-Channel Control Board 95Custom Lighting Gobos Additional Options
MISCELLANEOUS EQUIPMENT
Flipchart w/ Adhesive Paper and Markers 804’x6’ Whiteboard w/ Markers 70Teleconference Speakerphone 125
Phone Line w/ Telephone 100
Laptop Computer 230
Perfect Cue Remote Presenter System 125
Speaker Timer 225
Extension Cord and Power Strip 25
Custom Lighting available, including colored decor lighting and theme or logo images. Please allow at least 2-3 weeks notice for customer order.
ON-SITE TECHNICAL LABOR
Monday - Friday 7AM - 5PM 75
5PM - 12AM 100
12AM - 7AM 100Saturday, Sunday / Holiday 7AM - 5PM 100 5PM - 12AM 135
Labor chargers are Per Hour w/ 5-hour minimum.
Audio Visual á la carte
INTERNET - 10Mbps Up/Down
1-25 Users 14.99 per 26-50 Users 13.99 per51-100 12.99 per101-200 11.99 per200+ Users 10.99 perHardline Internet Patch 150
For Consultation, please contact JC Castro with Five-Star AudioVisual at:Phone: (503) 802.4626 Email: [email protected]
*Inquire for higher bandwidth*Additional Cost for Private Custom SSID and Password
the Nines
525 SW Morrison
Portland, OR 97204
Phone: 877.229.9995
Fax: 503.802.5343
www.theNines.com
PLEASE COMPLETE AND RETURN TO Five-Star Audio Visual AT JCCASTRO@FIVE-
STARAV.COM
Vendor Power Pack $25.00 *includes extension cord, power strip and safety taping
18”-22” Monitor $225.00 *includes VGA and HDMI cable
48” LED Display $350.00 *includes 6’ corporate stand, VGA and HDMI cable
55” LED Display $450.00 *includes 6’ corporate stand, VGA and HDMI cable
70” LED Display $550.00 *includes 6’ corporate stand, VGA and HDMI cable
Internet Hardline $150.00
Please make sure to contact JC Castro Five Star AV with any questions in regards to AV, Electrical, and Internet services. If you do not see what you are wanting in the above list Five-Star Audio Visual
has a wide selection of items you may need you only need to contact JC Castro at the below information.
J.C. Castro Director of Media Services [email protected]|M: 773.793.9765 525 SW Morrison • Portland, Oregon 97204 O: 503.802.4626 www.theNines.com
the Nines
525 SW Morrison
Portland, OR 97204
Phone: 877.229.9995
Fax: 503.802.5343
www.theNines.com
CREDIT CARD AUTHORIZATION
PLEASE COMPLETE AND RETURN TO Five-Star Audio Visual AT [email protected]
I hereby authorize the Nines to charge the following:
☐ All Charges
☐ Room & Tax Only
☐ Food & N/A Beverages
☐ Alcoholic Beverages
☐ Long Distance Phone
☐ Movies
☐ Meeting Room Charges
☐ Banquet Food Charges
☐ Banquet Bar Charges
☐ A/V Charges
☐ Transportation
☐ Spa Charges
☐ Attraction Tickets
☐ Other (please describe)
___________________________________________________________
_________________________
Name On Card: ___________________________________________________________________________
Card Holder Billing Address: _________________________________________________________________
Card Holder Home Phone: ____________________ Card Holder Work Phone: _________________________
Name of Guest(s)/Group:_______________________________________________________________________
Dates of Stay: ________________________________________________________________________
I have completed the portion below the dotted line with my partial credit card number. I understand that as
soon as the arrangements have been secured to my credit card, the portion below will be destroyed and not
kept on file.
Customer’s Signature Date
To the card listed below:
CARD TYPE: ___________________________EXPIRATION DATE: ___________________________
CREDIT CARD NUMBER:______________________________________________
NAME (as appears on card): _________________________________________________________
SIGNATURE: ______________________________________DATE: __________________________
**The hotel will directly contact cardholder via telephone to obtain the full credit card number. The number will be directly entered into the hotel’s payment system. At no time will the full credit card number be retained in writing. **The last four digits of the provided card must match the credit card used as a guarantee on the reservation. If the cards do not match, an alternative form of payment will be required for a guaranteed reservation. **For security purposes, please call the hotel directly should you need to update the card number on the reservation.
