Exhibitor Handbook - 2025 IBTTA Finance & RUC Summit

Your main point of contact for exhibiting at IBTTA's Technology Summit is Terri Lankford.

• 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'x10' (approx. 3m x 3m) and includes a regular draped banquet table, two chairs, and a waste basket.
   
• Your organization will be recognized as an exhibitor when full payment is received by IBTTA.
   
• Electrical power, equipment rental, and internet service are not included with your booth reservation but may be ordered through the hotel's in-house service.
   
• Product Catalog

One complimentary “exhibit booth only” registration is included with each 10’ x 10’ exhibit space reservation paid at the full rate. Please DO NOT register your complimentary exhibit personnel until IBTTA issues you the complimentary checkout code(s) for the individual(s) staffing your booth (one per 10'x10' space). This complimentary benefit will be emailed with your exhibit confirmation.

EXHIBIT RESERVATION FORM 

Exhibit space is first offered to Platinum Sponsors and returning exhibitors who, space permitting, are given first right of refusal to reserve space. Request forms are time-stamped, so you will be notified on a first-come, first-served basis.

This exhibitor handbook is subject to change as the event continues to develop. Please check back often!

Sign up to Exhibit: Close of business, Friday, April 4, 2025.

Exhibits Set Up: Sunday, April 27, 2025, 8:00 am - 3:00 pm.

Exhibits Tear Down: Tuesday, April 29, 1:30 - 3:00 pm.

Once you complete and submit the exhibit reservation form, IBTTA will generate an invoice and send it to you for your convenience in facilitating payment for your exhibit booth space. Look for an email message with subject line "IBTTA Finance Summit (Oklahoma City) - Important Information about your Exhibit Participation." The invoice will also be accessible to your organization's primary contact under “My Organization’s Invoices” when logged in to their IBTTA profile on the IBTTA web site. Payment must be made prior to the event either by credit card (online only) or by company check or wire transfer.

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 2025 Finance and Road Usage Charging Summit web page and meetings app.

IBTTA will also provide exibitors with a official IBTTA "we're exhibiting" conference graphics to share on social media.

While you will find that your exhibit participation may be recognized very soon after your reservation is submitted, IBTTA reserves the right to withdraw your exhibit listing at any time if full payment is not received prior to the event.

Shipments should be delivered to arrive no sooner than Friday, April 25, to reduce storage fees.

GUEST: Your Name
COMPANY: Your Company Name
(Recipient’s Phone Number)
The Omni Oklahoma City Hotel c/o The UPS Store
100 W Oklahoma City Blvd.
Oklahoma City, OK 73109
Arrival Date: (month/day)

The current prices for shipping & receiving are listed in this Group and Guest Packages information from The UPS Store onsite.

The UPS Store will provide outbound shipping. For outbound shipping, exhibitors may leave pre-labeled packages in their exhibit spaces following Tear Down. Each exhibitor will need to call and schedule pickup with UPS. Any outgoing pallets will need to have a pick up scheduled post-event.

Set up of exhibits will take place on Sunday, April 27 from 8:00 am – 3:00 pm (CT).

Tear Down of exhibits will be on Tuesday, April 29 from 1:30 – 3:00 pm (CT).

(All times are subject to change.)

You will have a 10'x10' (approx. 3mx3m) space which does not have pipe and drape. Your space will include a regular draped banquet 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.

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.

Product Catalog

The exhibit area is located in Oklahoma Station Ballroom on the Second Level of the Omni Oklahoma City 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, April 27.

There will not be an exhibit space numbering system for the IBTTA Finance and Road Usage Charging Summit. 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, April 27, your crew will be directed to your exhibit space upon arrival.

Yes, the exhibit floor is carpeted.

The ceiling height of the Oklahoma Station Ballroom is 22 feet. Please refer to the Terms and Conditions for height restrictions of your exhibit display.

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.

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’ (approx. 3m x 3m) and includes a regular draped banquet table, two chairs, and a waste basket. If you plan to build a constructed exhibit display, please contact IBTTA with details of your plan. Exhibitors should not go forward with finalizing designs for their build until IBTTA has approved your booth design to ensure compliance with size and scope restrictions.

For Linear Booths: Among the important policies to respect is the consideration that all exhibitors must remain within the confines of their own space and no exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view or disadvantageously affect the display of other exhibitors. Take a look at the diagram below for guidance on adhering to the line of sight rules.

Basic Booth Display

Upon signing up to exhibit, all exhibitors must follow the Terms & Conditions outlined in the agreement.

Please click on the Terms & Conditions button below.

Terms & Conditions

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 $600 (member) / $750 (non-member).

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. Look for an email message with subject line "IBTTA Finance Summit (Oklahoma City) - Important Information about your Exhibit Participation."

The “exhibit booth only” registration 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 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.)

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 during Lunch in the exhibit hall on either of the two days:

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

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). Contact Terri Lankford to make arrangements.

(All times are subject to change.)

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 in Central Time.)

Yes, exhibitors will receive updated lists of the registered attendees on a weekly basis beginning the week of March 31, 2025. This list is provided as a benefit to and for the sole use of sponsors and exhibitors of the 2025 IBTTA Finance and RUC Summit. Upon receipt of the weekly list, exhibitors may not re-circulate to any other non-sponsoring group or representative.

IBTTA will provide exhibitors with official IBTTA "we're exhibiting" conference graphics to share on social media, in corporate newsletter blurbs, and attendee email

The 2025 Finance and RUC Summit will be held at the Omni Oklahoma City Hotel in Oklahoma City, Oklahoma. The cut-off date to obtain the IBTTA negotiated hotel rate is April 3, 2025 or until the IBTTA room block is sold out. Please visit www.ibtta.org/OKlahomaCity for reservation information.

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