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Vendor Information and Forms

General Information

The vendor area is divided among three venues: Veramendi, Spring Lake* and Chautauqua (as well as tables in the conference center hallways.) The venue has been configured to ensure traffic passes outside of all the vendor rooms. We have big name vendors committed in each of the 3 vendor rooms; additional assurance that each room will attract the modeler’s interest.

Tables

Vendor tables are 8’ x 2.5’ (96” x 30”) and $100 each; electricity and dedicated Wi-Fi channels from Embassy Suites are available upon request at an additional fee (see details on the “Exhibitor Services Order Form”). We will attempt to accommodate all special requests. Note that location priority is based on payment received. There may be minor vendor location movements to consolidate table availability. Table registration is a simple process of completing the Vendor Table Request Form and submitting it with payment.

Request Your Vendor Tables

Have a question or comment?

Contact us at vendor.nats2020@gmail.com or call (541) 377-1888.

Schedule

2020 Vendor Schedule
Tues, Jul 28th 8am-5pm - Vendor setup
Weds, Jul 29th 8am-1pm - Vendor setup 1pm-7pm - Doors open to the public
Thurs, Jul 30th 9am-5pm - Doors open to the public
Fri, Jul 31st 9am-4pm - Doors open to the public
Sat, Aug 1st 9am-4pm* - Doors open to the public
Sun, Aug 2nd Vendor teardown
* Vendors must vacate the Spring Lake venue by 2pm Sat. to allow preparation for the awards ceremony

Shipping Information

All vendor merchandise and items brought to the venue by the vendor themselves may be unloaded and brought into the facility at no charge. IPMS/USA convention staff will be on-hand to assist vendors with the unloading of their vehicles.

Inbound Shipments

Shipments can be received, and stored without charge, beginning Saturday, July 25, 2020. If packages are received before July 25th, the vendor will be charged a fee for storage. See the table below for pricing set by Embassy Suites. All packages shipped to the conference center will be delivered to your reserved table(s) by Embassy Suites staff on Tuesday, July 28th.

All inbound packages must be labeled with the following information:

Embassy Suites - San Marcos
Attn: (your company name)
International Plastic Modelers Society
Event Dates: July 29 - August 1 2020
1001 E. McCarty Lane
San Marcos, TX 78666

Download a shipping label here.

The following receiving charges will be applied for all vendors shipping packages or pallets to/from the convention center:

All packages received for storage before July 25th will be charged the following amount (per day):

Drayage fees are only applicable if a vendor ships their merchandise to the venue. Once received and stored by Embassy Suites the hotel staff will deliver to the vendors' assigned table(s) on Tuesday, July 28th. If a vendor is bringing their own merchandise and unloading themselves there are no drayage charges.

Drayage charges are calcuated per the following:

Embassy Suites charges an additional 25% service charge on top of the above prices and then an additional 8.25% state and local sales tax on top of both.

Download and fill out and Exhibitor Receiving and Storage Services form here. Once filled out, send to the Vendor Coordinator and he will ensure Embassy Suites receives it in a timely manner.

As a final note: all prices for receiving, storage, and drayage on this page are subject to change without the immediate knowledge of the IPMS/USA Convention Staff. All prices are set by Embassy Suites and Atrium Hospitality. While the staff will make every attempt to ensure the latest pricing is listed here it may be updated without our knowledge prior to the event.

Vendor Receiving Form
Vendor Receiving & Storage Form
Shipping Label
Vendor Shipping Label
Vender Services Form
Vendor Services Order Form
Outbound Shipping Form
Outbound Shipping Form
To view and fill out the above linked forms, download and install Adobe Acrobat Reader for free here.