Exhibitor & Sponsor Important Information

Exhibitor Set-Up:

Sunday, December 12, 2021 | 2pm-5pm

Exhibitor Hours:

Monday, December 13, 2021 | 9:30am–5:30pm
Tuesday, December 14, 2021 | 9:30am–5:30pm
Wednesday, December 15, 2021 | 9am–11:30am

Exhibitor Move-Out:

Wednesday, December 15, 2021 | 11:30am–1:30pm

Exhibitor Audio Visual, Internet and Electricity Order Form

Encore /JW Marriott Phoenix Desert Ridge Order Form

For questions, contact John J. Quick, Sales Manager, Encore, (480) 258-0186.  Wi-Fi will be available in the meeting space for general use.  If your exhibit/display requires internet for demo purposes or heavy use we recommend ordering a hardwire internet line.

Shipping Information

FedEx Office JW Marriott Phoenix Desert Ridge Shipping Instructions

Exhibitor materials may be shipped directly to the the JW Marriott Phoenix Desert Ridge. Be sure to read through the Shopping Instructions carefully so that you can address packages correctly.  Please schedule your shipment(s) to arrive no more than four days prior to the event start date to avoid additional storage fees.  

Exhibitors are encouraged to contact the FedEx Office at (480) 296-0383 in advance of shipping items with any specific questions. Handling fees are listed in the shipping instruction packet.

UPON YOUR ARRIVAL Packages will be available for pickup at the FedEx Office business center; a handling fee will apply. Packages, pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff at 480.296.0383; a delivery fee will apply. Package deliveries should only be scheduled after the recipient has completed the check-in process. 

UPON YOUR DEPARTURE FedEx Office offers pack and ship services and packaging supplies, such as boxes, tape, etc., which are also available for purchase at the FedEx Office business center. All outbound packages must have a completed carrier airbill af fixed to each package. FedEx Express® shipping boxes and airbill forms are available and are complimentary. Outbound packages and freight to be picked up by a third party courier should be coordinated directly with those vendors, and communication should be sent to FedEx Office, indicating when those items will be picked up. FedEx Office will not make arrangements for freight or third party courier transportation and/or pickup. Outbound handling fees will be applied to all packages and freight, regardless of carrier, in addition to shipping/transportation fees.

Important Deadlines:

Upon Registering – Company Descriptions and Logos

Please submit logo and 100-word listing to Olivia Schmitz Logos must be in EPS format (original EPS, not a JPEG or PNG saved as an EPS) – This will allow us to add your company information to the website and print materials! 

Upon Registering – Sunday Workshops

For each exhibit space purchased, vendors can take advantage of a one 120-minute slot during the Sunday workshop period. No abstract or paper is required for the proceedings, but a description of the workshop will appear in the conference program and on the web site. If you would like to present at a Vendor Workshop on Sunday, you must select AUDIOVISUAL $100 in the ‘Additional Items’ section of the booth registration process. If you did not select this when you registered initially, you can log back in to add and pay the $100 fee. Workshop descriptions should be sent to Olivia Schmitz. Please include title, description and speaker name. There are a limited number of slots available and they are scheduled on a first-come, first-serve basis. Please email Olivia Schmitz ASAP to let her know your time slot* preference (10am-12pm, 12:30-2:30pm, 3pm-5pm).  *Times are subject to change.

August 2 – Vendor Track Submissions

For each reserved tabletop space, vendors get a 45-minute time slot in the Vendor Track. For each slot in the Vendor Track, you have two options: submit a complete paper or an abstract. Abstracts and papers appear online and in the final program, but neither appear in the archival proceedings (IEEE rules). Abstracts are lightly reviewed by the track coordinator and papers are reviewed by multiple members of the committee and may entail revisions. Papers and abstracts must use the Authors’ Kit in order to adhere to the publication format requirements. Papers and abstracts for the Vendor Track must be submitted here. For additional information on the Vendor Track, please contact Renee Thiesing.

September 14 – Tuesday User-group Meetings

User Group Meetings can be scheduled for Tuesday evening from 6:30-8:30pm. Please e-mail Liz Hood by September 14 if you would like to schedule a room. There is no additional fee for AV. Companies will be responsible for ordering their own catering and paying for special room set-up if applicable.

Advance Shipments

There is no advanced shipping of exhibit materials to a decorator this year. Information on shipping to the hotel will be provided.

November 12 – Final Exhibit Space Personnel Due

All booth personnel must be sent to Olivia Schmitz. Each paid exhibit space includes one complimentary full conference registration and two exhibit space only representatives. Please include FULL NAME, E-MAIL ADDRESS and JOB TITLE for all personnel.

December 5 – Videos Uploaded to GTR Platform

Platinum Sponsor – 1 Minute Videos Uploaded
Vendor Track Videos Uploaded

Exhibitor Terms and Conditions

Exhibitor & Sponsor Terms & Conditions