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Exhibitor Information

Shipping, Guidelines & Policies

Exhibitor Kit
The ICBA 2012 Retail Conference & PRIMEtime Exhibitor Kit is now available!

Shipping & Freight
Materials and samples MUST be shipped to arrive NO EARLIER than Saturday, January 28, 2012 and NO LATER than Saturday, February 4, 2012.

Freight MUST be shipped to:
Attn: First Name, Last Name
ICBA 2012 [add exhibit room # or booth #]
Sanibel Harbour Marriott
17260 Harbour Pointe Drive
Fort Myers, FL 33908
Phone 239.466.4000
Fax 239.466.2150

Freight MUST BE CLEARLY MARKED and include packing slip(s) with:
Name of recipient
Name of your company
Number of boxes (e.g., 1 of 3, 2 of 3, etc.)

Sanibel Harbour Marriott will handle all of the receiving of your shipments. There will be no additional material handling charges or drayage normally associated with tradeshows. You do NOT need to ship anything to Gulf Coast Expo.

All support materials and samples must be shipped directly to Sanibel Harbour Marriott. Shipments will be delivered directly to your designated event location (your meeting room or booth) and ready for you to set up.

Outbound Freight
For outbound freight, you are required to pack materials and samples for shipment, complete FedEx or UPS shipping forms with payment information, and leave packages in your assigned event location for hotel pick-up. Outbound shipments and pick-ups requiring a carrier other than FedEx or UPS are to be arranged by you. Your freight company will also need to have the Bill of Lading with them for all pick-ups.

Save with Tradeshow Select
ICBA encourages you to maximize your savings on inbound and outbound freight by using Tradeshow Select, a division of PartnerShip. To assist you with outbound needs, a PartnerShip service desk will be at the conference. For more information about PartnerShip Tradeshow Select, call 800.599.2902 or email tradeshow@partnership.com.

Vendor Insurance Waiver: ICBA 2012 Vendor Waiver
In order to participate, a Vendor Insurance Waiver form must be signed and on file with ICBA. It MUST be submitted by January 6, 2012 to ICBA Business Office, P.O. Box 951, Ashland, OR 97520 or faxed to 541.488.4286 or emailed to Office@ICBAinc.com.

ICBA Exhibitor Guidelines
Please observe and maintain the following guidelines while attending the ICBA Retail Conference. Your cooperation, adherence and understanding is requested and appreciated. ICBA reserves the right to exercise any action it deems appropriate to enforce these conference and vendor guidelines.

All participants must be registered. Badges issued by ICBA are required for admission to events and meals. Badges may not be shared or traded.
No one under the age of sixteen is allowed at ICBA events without special permission from ICBA.
Displays are limited to the assigned space. Displays shall not block the line of sight to a neighboring vendor's space. Displays are not permitted in hotel hallways due to safety and Fire Code reasons.
Vendors must operate in a way that does not interfere with the rights of another vendor.
Vendor displays are to remain intact for the scheduled hours.
Merchandise, handouts and brochures are to remain in the space during the entire event except if given to conference attendees.
Cash transactions are prohibited at ICBA events.
Buying incentives such as Show Specials, freight allowances, invoice reductions and premiums are to be granted to stores only.
Personal cash or personal premium incentives to individuals by vendors are prohibited. It is inappropriate and unethical for store representatives to solicit cash, premiums or merchandise for personal use from vendors.
Adhere to legal and ethical considerations in the use of logos, copyrights, registered trademarks and other materials.
Neither stores nor vendors shall schedule an activity (focus groups, demonstrations, group hospitality, entertainment, etc.) simultaneous with any other ICBA activity.
Serving alcoholic beverages to individuals by vendors in any type of exhibit space is prohibited.
Vendors will not conduct business outside of contracted space.
Vendors will not exhibit logos or notices of membership in other organizations they belong to, unless that organization has been granted a license by ICBA to exhibit or display their logo during ICBA events.

Payment Policy

All payments must be made in US dollars.
Payment methods accepted: check, Visa, MasterCard, American Express.
If paying by credit card, your account is charged in full upon receipt of registration.
Registration is not considered complete until payment is received.
Your registration will be canceled if payment is not received within 30 days after registration or by December 1, 2011, whichever comes first.
Registration after December 1, 2011 requires full payment via credit card.

If making payment by check, please remit to:
ICBA
PO Box 951
Ashland, OR 97520

Cancellation & Refund Policy
All cancellations must be made in writing via hard copy or fax. Telephone and email cancellation requests are considered acts of courtesy, but no refunds will be made on the basis of these communications. Mail your cancellation letter to ICBA, PO Box 951, Ashland, OR 97520 or fax it to 541.488.4286. The refund amount is based on the schedule below.

The refund amount is based on the date cancellation notice (hard copy or fax) is received:

through November 30, 2011: 50% of registration fees
December 1, 2011 through January 4, 2012: 25% of registration fees
January 5, 2012 and after: 0% of registration fees
No-Shows (company, school and/or additional staff): 0% of registration fees

ICBA will issue a refund in the form of a check or as a credit to your account. Refunds will be processed after the conference. In the event an individual representative is unable to attend, a substitute representative is accepted at no extra charge. In the event of a company and/or additional representative cancellation, ICBA does not assume responsibility for airfare, transfer fees and other lost fees. ICBA will issue a full refund if a program is full.

Photography Notice
In connection with the ICBA 2012 Retail Conference, opportunities may arise to photograph or videotape you during events. These photographs and/or videos may be used in newsletters, brochures, flyers, websites, the ICBA Member Directory, in industry related literature and magazines, and/or as part of presentations. Please contact ICBA (email Office@ICBAinc.com or call 800.888.9222) if you do not wish to have your photograph published.

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