Exhibitor Information
Institute Dates: October 27–29, 2024
Exhibit Hall Hours:
Monday, October 28, 2024, from 7:00 a.m.–6:45 p.m.
Tuesday, October 29, 2024, from 7:00 a.m.–2:00 p.m.
Exhibitor Set-up:
Sunday, October 27, 2024, from 5:30–8:30 p.m. (preferred)
Monday, October 28, 2024, from 6:00 a.m.–7:30 a.m.
Exhibitor Tear-down: Tuesday, October 29, 2024, starting at 2:00 p.m.
Location:
Indianapolis Marriott Downtown
350 West Maryland Street
Indianapolis, IN 46225
Marriott Foyer/second floor
Questions:
About exhibiting and additional equipment, contact:
Angela Bergman
Email: planning@iu.edu
About registration and payment, contact:
Melissa Kocias, Institute Registrar
Email: iuconfs@iu.edu
Phone: 812-855-4224
Exhibit Space:
- One 10’x10’ carpeted booth with pipe and drape.
- Exhibits are located in the Marriott Foyer on the second floor of Indianapolis Marriott Downtown.
- Exhibit space will be pre-assigned and identified with a placard. The booths will not have booth numbers--only a place card with your company name.
- Each space includes one 6’ x 2’ skirted table and two chairs.
- Break service available during exhibit hours.
- Exhibitors agree to not post, nail, tape, or otherwise attach items to walls, floors or other parts of the building or furniture. Exhibitors are responsible for damages to the hotel if they do not comply with this request.
Additional Equipment:
Arrangements and payment for additional equipment (e.g. easels, electricity, extension cords, internet connections, projection screen rental, and computer monitors) must be made no later than October 21, 2024. To arrange for additional equipment and payment, please complete the Marriott Indy Place Exhibitor Order Form. If you have questions, please contact Angela Bergman by email at planning@iu.edu. If you are ordering onsite, please complete the order form and then call the Marriott Redcoat at 317-281-8047.
Shipping Display Materials to the Indianapolis Marriott Downtown:
- Exhibitors are responsible for paying and scheduling their own shipments to the Indianapolis Marriott Downtown.
- Materials may be shipped via a carrier of your choice. Return shipping must be pre-arranged with carrier.
- All packages being sent to the hotel should include a full return address including the shipper’s name.
- If shipping multiple boxes, in lower left corner, identify boxes: 1 of 4; 2 of 4; 3 of 4, etc.
- Hotel staff will receive items beginning Thursday, October 24, 2024. No packages will be accepted prior to this date. (Per the Marriott, materials may not arrive prior to three days - 72 Hours - before event).
- During set-up hours, exhibitors who shipped their display materials to the Indianapolis Marriott Downtown, should call the Marriott Redcoat at 317-281-8047 or go to the hotel check-in and tell them you are an exhibitor with the Assessment Institute, and you need your packages/shipment delivered to your booth. The Marriott will need to know your exhibitor booth number and the name of the company. Booth numbers will be assigned and communicated to exhibitors closer to the Institute.
- All mail/package forms need to be completed by the guest. Indianapolis Marriott Downtown will not be responsible for completing any shipping/handling forms.
Label and Ship to:
- Shipping label information:
Guest Name/Presenter that is Receiving the Package at the Hotel (Mandatory)
Conference Name: 2024 Assessment Institute in Indianapolis
c/o Indianapolis Marriott Downtown
350 West Maryland Street
Indianapolis, IN 46225 - Shipping and Handling Fees for Incoming Packages
| Price | Package by Weight |
| $5.00 | >=1 pound |
| $10.00 | 1.1 - 10 pounds |
| $30.00 | 10.1 - 20 pounds |
| $40.00 | 20.1 - 30 pounds |
| $50.00 | 30.1 - 40 pounds |
| $150.00 | Pallets |
| $250.00 | Crates over 500 lbs |
| Storage fees will be charged after 5 days. Individual boxes will be a flat fee of $10.00 and pallets will be a flat fee of $50.00. Rates are subject to change. |
|
Pickup Instructions for Shipped Display Materials:
During set-up hours, exhibitors who shipped their display materials to the Indianapolis Marriott Downtown, should call the Marriott Redcoat at 317-281-8047 or go to the hotel check-in and tell them you are an exhibitor with the Assessment Institute, and you need your packages/shipment delivered to your booth. The Marriott will need to know your exhibitor booth number and the name of the company. Booth numbers will be assigned and communicated to exhibitors closer to the Institute.
Departure Shipping Instructions for Exhibitors:
- Exhibitors are responsible for paying and securing the return shipping of their items.
- Exhibitors should create an online shipping label from a shipping company of their choice. IMPORTANT: Exhibitors should schedule a delivery when creating the label.
- If shipping multiple boxes, in lower left corner, identify boxes: 1 of 4; 2 of 4; 3 of 4, etc.
- Pick up address for the shipping label:
Indianapolis Marriott Downtown
350 West Maryland Street
Indianapolis, IN 46225 - Once the shipment has been scheduled, the exhibitor should call the Marriott Redcoat at 317-281-8047 or go to the hotel check-in and tell them you are an exhibitor with the Assessment Institute, and you need your packages/shipment picked up. The Marriott will need to know your exhibitor booth number and the name of the company.
- After the exhibitor has confirmed their shipment pick up with the Marriott Redcoat or hotel check-in, the Marriott’s shipping department will pick up the exhibitor’s items and hold them until the exhibitors shipping company arrives for pick up.
Exhibit Security:
- Exhibitors may temporarily store valuable equipment (e.g. if an exhibitor needs to take a short break away from the table) with the Assessment Institute staff on site.
- Overnight locked storage is available for Monday evening. Items may be placed in storage before 6:00 p.m. on Monday, October 28, 2024, and retrieved Tuesday morning beginning at 7:00 a.m.
Responsibilities and Liabilities:
- Exhibitors are responsible for insuring the safety of their personal and exhibit materials from theft, damage, accident, fire, or other such causes. Exhibitors who wish to carry insurance must do so at their own expense. The Exhibitor understands that neither the Indianapolis Marriott Downtown nor Indiana University maintains insurance covering the Exhibitor’s property, and it is the sole responsibility of the Exhibitor to obtain such insurance.
- The Exhibitor agrees to accept full responsibility for compliance with local, city, and state fire, safety, and health ordinances regarding the installation and operation of equipment. This includes use of safety guards and devices where necessary to prevent personal injury to spectators. Only fireproof materials should be used in displays.
- Exhibitors agree to not post, nail, tape, or otherwise attach items to walls, floors, or other parts of the building or furniture. Exhibitors are responsible for damages to the hotel if they do not comply with this request.
- All necessary fire precautions will be the responsibility of the exhibitor.
- Exhibitor agrees to make no claim against Indiana University or the Indianapolis Marriott Downtown for loss, theft, damage, or destruction of goods, or for any injury to the exhibitor or employees. No claim will be made for any damage of any nature or character, including damage by reason of failure to provide space for the exhibit, or for removal of the exhibit, or for failure to hold the Institute as scheduled.
- Exhibitor assumes responsibility and agrees to indemnify and defend Indiana University and the Indianapolis Marriott Downtown and their respective employees and agents against any claims, damages, or expenses arising out of Exhibitor’s use of the exhibition premises.
Cancellation Policy:
- Requests for cancellation must be submitted in writing by Friday, October 4, 2024, to receive a refund minus a $100 processing fee.
- Email cancellation requests to: Melissa Kocias, Institute Registrar at iuconfs@iu.edu.
- Refund requests will not be accepted after Friday, October 4, 2024.