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Annual Conference Exhibitor and Sponsor Logistics



Shipping Electrical, AV, Internet Rules & Guidelines for Exhibit Tables
Schedule for the Exhibit Hall Provider Demonstration Guidelines & Information
Conference Registration for Exhibit & Provider Demonstration Staff
Important Dates & Deadlines Hotel Room Reservation & Transportation Exhibit Hall Diagram-Coming in Jan.

 

 

Harrah's Southern California
Harrah's Southern California is located in Funner, CA. To find out more about the venue, location, hotel accommodations and transportation click here.

Onsite diagram coming soon.

Shipping#
All shipping and handling of materials to and from Harrah's Southern California is managed through their own shipping and handling warehouse. All shipping and handling charges incurred are to be paid by the exhibitor/attendee directly to Harrah's. Please see the shipping document below for detailed information about procedures for in-bound and out-bound pricing, how to address packages as well as handling and storage fees. Please schedule your shipment(s) to arrive no more than three days prior to event start date.

Detailed Exhibitor Shipping, Electrical and AV Order Information

Move-in: All shipments will be handled by Harrah's shipping and handling warehouse staff. All shipments will be available for pick up in the exhibit hall during the scheduled move-hours of 12:00-5:00 p.m. on Monday, April 9. Exhibitors must sign for their packages.

Move-out: It is required to have FedEx or UPS labels and completed outgoing shipping and drayage forms for each package. FedEx labels will be available through Convention Stewards or the Group Services Office, but pre-printed/pre-paid labels are highly recommended for efficiency. The outgoing shipping and drayage forms will be provided onsite during move-out for the exhibitors to complete. FedEx and UPS picks up and drops off at Harrah's daily (excluding weekends).

Electrical
Power for exhibit tables is purchased and managed through Harrah's, the onsite electrical provider. Power will need to be ordered and purchased directly through Harrah's, not the NAPCP. Click here for the order form.

Internet
High-speed internet is available through Harrah's. If you require internet to support your exhibit table capabilities, you need to order internet directly through Harrah's. 

Audio Visual Services#
All audio visual needs must be ordered through Harrah's.

Questions on Shipping or to Order Electrical, Internet or AV
To coordinate shipments, order electrical, internet or AV services, contact:
Diane Knepper, Convention Services Manager
Office: (760) 651-3556
Cell: (760) 533-1178
dknepper@harrahs.com

Rules and Regulations for Exhibit Tables
#
The Exhibit Hall is located in The Event Center (TEC) Pre-function area.

Please read carefully to avoid onsite confusion concerning exhibit format; this information is also on your contract.

All exhibits must be contained to the tabletop provided. No exceptions. You will be asked to take down any materials or equipment that do not comply. Exhibits are limited to the
6-ft. skirted table provided in your area. Placing any materials, banners, posters, carts, AV stands or any other furniture or promotional materials outside the tabletop exhibit is prohibited. Promotional materials may not block the view of the other exhibits. Laptop computers are welcome (exhibitors are responsible for the cost of AV, electrical needs, internet and shipping and handling—see above for details). See the Exhibit Hall Contract Guidelines page of your exhibit contract for further details on policies and physical regulations. Also, please make sure your exhibit staff are aware of these regulations.

Click here for images of exhibit tables that meet the Exhibit Hall Contract Guidelines

If you have any questions about your exhibit or what is allowed, contact Rachel Porter directly at (952) 546-1880 ext. 7 or
rachel_porter@napcp.org.

Exhibitors will be provided with:

  • one complimentary full-access conference pass
  • a 6-ft. skirted banquet table, two chairs and wastebasket (some contracts have two or more tables)
  • permission-based attendee list with name, title, organization, mailing address and
    email; provided one week after the conference for a one-time use
  • a listing in the printed program Exhibit Hall Directory, including company logo
  • listed under Exhibitors on conference app; links to specified webpage as well as a link to the Exhibit Hall floor plan to show exhibit table location
  • recognition on the Annual Conference webpage

Exhibit Setup
You may set up your tabletop exhibit on Monday, April 9, from 12:00–5:00 p.m.


Exhibit Tear Down
Exhibit tear down begins at 6:00 p.m. and must be completed by 7:30 p.m. on Tuesday, April 10. Please do not begin tear down prior to 6:00 p.m. Exhibit staff must be prepared to complete the outbound shipping forms with payment information and have completed shipping labels. If your organization has forms with your account number pre-printed, those are recommended to expedite the shipping process.

Schedule for the Exhibit Hall

Monday, April 9, 2018 Tuesday, April 10, 2018
Exhibitor Set Up
12:00 - 5:00 p.m.
Exhibit tables must be ready by 5:00 p.m.
Hours
Exhibit Hall Open 7:15 - 8:15 a.m. and
11:00 a.m. - 6:00 p.m.
Exhibit Hall Open 5:00 - 8:00 p.m.
Monday Event in Exhibit Hall
Opening Cocktail Reception 6:30 - 7:30 p.m. 

Tuesday Events in Exhibit Hall:
Continental Breakfast 7:15 - 8:15 a.m.
Lunch for Exhibitors will be at 11:15 a.m
Lunch 12:00 - 1:00 p.m.
Afternoon Break 2:15 - 3:00 p.m.
Closing Cocktail Reception 5:00 - 6:00 p.m.
Exhibit Hall closes at 8:00 p.m. 
The NAPCP supplies overnight security in the
Exhibit Hall. The NAPCP is not responsible for items
left behind. It is advised to secure valuable items in
one's hotel room. 

Exhibitor Tear Down
6:00 - 7:30 p.m.


Provider Demonstration and Partner Sponsor Educational Breakout Guidelines and Suggestions

Contracts, titles and descriptions are due by January 26, 2018, to be included in the conference printed program. Descriptions received after January 26 are not guaranteed to be included in the program, but will be included in the printed conference addendum, received by all attendees. Click here to download the session template. For Provider Demonstration sessions, complete and submit to Rachel Porter.For Partner Sponsor Educational sessions, complete and submit to Terri Brustad.

Session meeting rooms at Harrah's are all located in The Event Center (TEC) breakout rooms. Rachel Porter will provide your organization with the correct date, time and room location for your session via email at least one month prior to the conference.

All Provider speakers will need to provide their own laptop computers. Laptops will NOT be provided in these rooms. The speaker is required to bring their own dongle (adapter) to connect to the projector. Mac computers and Mac-based PowerPoint Presentations are not recommended.

An LCD projector, screen, microphone, podium and internet will be provided.

The NAPCP does not need to see the presentation deck prior to the conference, but we do appreciate it if the presentation is uploaded to our website.
Arrive at the conference site early. We strongly recommend that you visit the session room to test internet connectivity and hardware compatibility well in advance of your session. While internet connectivity will be provided, we encourage you to come prepared with an offline backup.

Testing Dates and Times
Testing of presentation device and connection available. Scheduling is strongly suggested. The specified rooms will be ready to be connected to laptops. An NAPCP staff person is not guaranteed to be in the room to assist. Contact Rachel to schedule.

Testing dates and time availability will be announced at a later date.

Dates and Times of Provider Demonstration Sessions
Tuesday, April 10 starting at 10:15 a.m. with the last session starting at 4:15 p.m.
Wednesday, April 11 starting at 10:45 a.m. with the last session starting at 3:45 p.m.

Presentation Rooms
Two presentation rooms will be used for these sessions.
The rooms are: TBD


Note about security: While the printed onsite conference program and signage clearly state that these sessions are for end-user attendees only, each speaker will be responsible for providing their own security to monitor attendance. The NAPCP, their employees and agents are not responsible for the entrance of attendees from competing entities and any other security mishaps.

 

Registration for Exhibit, Provider Demonstration or Educational Breakout Staff#
As an exhibitor, speaker for a Provider Demonstration or Educational Breakout, your organization is entitled to one complimentary conference pass per contract. Registration must be completed by March 16, 2018.

Instructions on how to register your exhibit table, Provider Demonstration or Educational Breakout staff are on your conference custom page. This link is emailed to your company's primary contact.

Important Dates and Deadlines for 2018
November 9
Deadline to submit exhibit table contract to receive: $750 off the total exhibit fee and receive $400 off a conference pass 
December 7
Early incentive to turn in your completed session template to be included in an email dedicated specifically to Provider sessions
January 9 Early incentive to turn in your completed session template to be included in an email dedicated specifically to Provider sessions, exhibit table location selection begins; routing will begin with partner sponsors, followed by companies who have history with the NAPCP followed by date of contract and payment submission and continue to submit contracts for all opportunities
January 26 Deadline to submit logos, links and session descriptions to be included in the onsite printed program and conference app; the earlier you submit your session descriptions and contracts, the more exposure you will receive on our website and in our emails; begin to order show services
February 9
Deadline to submit logos, listings and artwork for the 2018 Global Provider Directory
March 12 Deadline to receive hotel group rate discount on hotel room
March 16 Deadline for complimentary registration
April 3  Deadline to order electrical, internet and AV rental equipment 
April 6 Earliest arrival date of exhibit/demonstration materials to hotel
April 10 Exhibitor set up: 12:00–5:00 p.m.
April 11 Exhibitor tear down: 6:00–7:30 p.m.


Hotel Room Reservation

Harrah's Southern California is the designated hotel and conference space. The discounted room block price is $179. Please click here to make your hotel reservations online. The group room block and discounted room rate expires March 12. 

Transportation
Harrah's Southern California will provide complimentary shuttle service to and from the San Diego International Airport to all registered conference attendees who submit a transportation reservation. The transportation will include snacks and non-alcoholic drinks during the ride. Please note the following:
    -Reservations are valid April 5-13, 2018
    -Reservations must be made directly with the shuttle service via the link below
    -Contact information along with arrival and departure flight information is required to book the shuttle
    -Reservations and changes must be made by March 27, 2018; reservations will not be accepted after this date
Book your complimentary shuttle here

Questions?
Rachel Porter, Event Manager
Email:  rachel_porter@napcp.org
Telephone (952) 546-1880 ext. 7

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