Exhibitor Handbook - 2025 IBTTA Technology Summit

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

• IBTTA has contracted with an exposition services company for this event. An Exhibitor Kit with order forms for electrical power, equipment rental, etc., and shipping instructions will be provided to all exhibitors and accessible online.
• Booth space measures 10’ x 10’ (approximately 3m x 3m) and includes standard background and side rail drapes, one draped six foot table, two chairs, one wastebasket, and an ID sign. The exhibit area is carpeted and any additional furnishings or modular exhibits may be ordered through the designated decorating company.
• An Exhibitor Kit with order forms and shipping instructions will be provided to all exhibitors for all exhibiting needs and accessible online with exhibit registration confirmation.
• Booth assignments will be made by IBTTA on a first-come, first-served basis upon receipt of payment and a completed and signed agreement to the Terms & Conditions. 

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!

Each exhibiting company receives the following:
 

• Logo and company description in final program;
   
• Logo and hyperlink on IBTTA’s meeting page;
   
• Profile listing in the IBTTA app;
   
• Acknowledgement from the general session stage;
   
• Social media graphics to show official support;
   
• Pre-registration lists (Excel format) with attendees’ contact information;
   
• Complimentary "Exhibit Booth Only" attendee registration, one per 10'x10' space reserved. (The "Exhibit Booth Only" registration is valued at $600 (member) / $750 (non-member) each and the "Exhibit Booth Only" registrants may participate in all functions of the meeting EXCEPT for access to the education sessions.)

• IBTTA is contracting with an exposition services company for this event. An Exhibitor Kit with order forms for electrical power, equipment rental, etc., and shipping instructions will be provided to all exhibitors and accessible online. (Electrical power is NOT included with your exhibit space.)
   
• Booth space measures 10’ x 10’ (approximately 3m x 3m) and includes standard background and side rail drapes, one draped six foot table, two chairs, one wastebasket, and an ID sign. Your exhibit area is NOT carpeted, but flooring options are available as well as any additional furnishings or modular exhibits to complement your space. Information will provided to order through the designated decorating company.

 

 

Exhibit Hall Floor Plan

• Booth assignments will be made by IBTTA on a first-come, first-served basis upon receipt of payment and a completed and signed agreement to the Terms & Conditions.
   
• IBTTA will recognize your company as an exhibitor upon receipt of payment and the completed and signed agreement to the Terms & Conditions.

Once you complete and submit the exhibit reservation form, IBTTA staff 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 2025 Technology Summit (Dallas) - Important Information about your Exhibit Participation." The invoice will also be accessible to your organization's primary contact under “My Invoices” when logged in to their IBTTA profile on the IBTTA website. Additional representatives on your membership record may also be designated with the primary contact web role so that they will see the Organization’s invoices when logged in to their individual user accounts. 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 website 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 Technology Summit web page and meetings app.

IBTTA will also provide exhibitors with an 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.

All exhibitor freight should be sent to the drayage company that IBTTA has contracted with for exposition services. Confirmed exhibitors will access the online service form for all material handling.

Advance Warehouse receiving begins on February 21, 2024 (tentative).

The deadline to ship materials to the warehouse is Friday, March 21, 2025 (tentative).

Exhibiting Company Name/Booth #

2025 IBTTA 2025 Technology Summit

c/o Fern

CHECK BACK FOR ADDRESS

Exhibitors will receive an invitation to log in to the online exhibit portal soon. If you have not heard from the exposition service company by February, please contact IBTTA staff for assistance.

Shipping to the warehouse will ensure that materials are in the booth space for exhibitor set up.

Set up of exhibits will take place on Sunday, March 23 from 7:00 am – 3:00 pm (CT).

Tear Down of exhibits will be on Tuesday, March 25 from 1:00 – 5:00 pm (CT).

(All times are subject to change.)

Booth space measures 10’ x 10’ (approximately 3m x 3m) and includes standard background and side rail drapes, one draped six foot table, two chairs, one wastebasket, and an ID sign.

Your general exhibit services will be fulfilled by the contracted exhibition services company. Exhibitors will receive an invitation to log in to the online exhibit portal and exhibit space will be assigned once reservation has been confirmed and exhibit space is assigned. If you have not heard from the exposition services company, please contact IBTTA staff for assistance.

In addition to your booth planning, special requests (e.g., electricity, equipment rental, internet service) may be ordered by using the order form found on the site

For the Dallas show, your prime exhibit contact will be sent a message from a representative at Fern (email address: TBD) with the subject line “Exhibitor Portal Access for IBTTA Technology Summit.” In that email message, there is the unique link customized just for that user within your company's exhibitor account. Once your prime contact logs in, they have the ability to add any other contacts within your company to also access the exhibit kit and order materials, supplies, and services from Fern and Encore at the Hyatt Regency Dallas, the electric services provider.

For assistance, please review this tutorial to access the OneView site: OneView Tutorial

In fact, our exposition services company has professional experts who can help design and build/dismantle your display. Complete details on resources for your exhibit presence will be available through the service provider.

If you already have a design, it's important that you follow the official Guidelines for Display Rules and Regulations as issued by the International Association of Exposition Management. 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.

The exhibit area is located in Marsalis Hall A B located in the Hyatt Regency Dallas. IBTTA will be assigning exhibit spaces from paid exhibit reservations received on a first-come, first-served basis.

Exhibit space assignments will be made by IBTTA on a first-come, first-served basis. IBTTA will recognize your company as an exhibitor upon receipt of payment and the completed and signed agreement to the Terms & Conditions and the determination of your final booth number will be sent to you in your confirmation email.

Yes, the exhibit hall is carpeted.

Additional options are available in Fern's OneView online exhibit kit

The ceiling height of the Marsalis Hall A B is 15'. Please refer to the height restrictions explained under the "Rules & Restrictions" tab.

The exhibit area will be locked when the exhibit hall is closed and a security guard will be on duty during Set Up and overnight on Sunday and Monday. Exhibitors should remain alert to any perpetrators and notify the hotel and IBTTA staff immediately if there is any concern. If you see something, say something.

Exhibitors will need to properly seal and label all of their materials for outbound shipping and leave packages in their exhibit booth during Tear Down on Tuesday. The exposition services representatives will visit each exhibitor prior to Tear Down on Tuesday to deliver the appropriate paperwork to complete for outbound shipping and answer any questions about the process. Exhibitors should be prepared to provide billing information at this time.

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 construction 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

For Islands: For exhibitors who are not inline booths (such as 20'x20' islands), please note the following regulations: In fairness to all other exhibitors, please limit your exhibit display to a maximum height of 12' on any and all sides. This will ensure that none of our exhibitors are disadvantaged with their lines of sight being blocked and so that the whole exhibit hall is viewable from all sides. The ceiling height of the Marsalis Hall is 15'.

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 build until IBTTA has approved your booth design to ensure compliance with size and scope restrictions.

Exhibit Guidelines: IBTTA follows the official Guidelines for Display Rules and Regulations as issued by the International Association of Exposition Management (IAEE). You can familiarize yourself with the rules by reviewing the IAEE Guidelines here.

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 paid at the full rate. 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 Technology Summit (Dallas) - 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.

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 – 1:00 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). Contact Terri Lankford to make arrangements.

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 February 24, 2025. This list is provided as a benefit to and for the sole use of sponsors and exhibitors of the 2025 Technology 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 emails.

The 2025 Technology Summit will be held at the Hyatt Regency Dallas in Dallas, Texas. The cut-off date to obtain the IBTTA negotiated hotel rate is February 27, 2025, or until the IBTTA room block is sold out. Please visit www.ibtta.org/DALLAS 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