Information for Exhibitors for the 2013 Conference
Exhibit Hall Hours:
Thursday, April 4, 2013 The Exhibit Hall will be open for exhibitors to set up from 5.00 – 9.00 p.m. if it is not occupied. KCI Expo Center will inform us in early March 2013 as to whether it is available.
Friday, April 5, 2013The Exhibit Hall will be open for exhibitors to set up at 7.00 a.m. It will open to registered conference attendees at 9.00 a.m. and will close at 6:00 p.m.
Saturday, April 6, 2013The Exhibit Hall will open at 8.00 a.m. and close by 5.00 p.m. Exhibitors must be completely packed and cleared out by 7.00 p.m.
Exhibitor Booths. All booths are 10′ by 10′. All booths come with a cloth backdrop, two chairs, and an 8-foot table with a tablecloth and matching front & side skirts. MPE also provides a sign for each exhibitor displaying the name of the exhibitor.
There are three types of booths – regular booths, end booths, and entrance end booths. Entrance end booths face the entrance doors to the Exhibit Hall. (When all these booths are reserved, a waiting list will be started.) End booths are located at the end of a row of booths. There are 8 entrance end booths and 32 end booths. The remaining booths are “regular” booths.
Extra tables can be rented for an extra charge. These extra tables are available in 4-foot, 6-foot, and 8-foot lengths.
Electricity, Internet Service, and Other Amenities
Several months before the conference, all registered exhibitors will be sent a conference amenities brochure by our conference booth supplier, Liberty Exposition Services (www.libertyexpo.com). The brochure will explain the additional cost and arrangements for electricity, phone service, and internet service for your booth. This company will also receive and deliver boxes of display materials and other materials for your booth. This company will also provide additional tables, chairs and floor coverings (the Exhibit Hall floor is bare concrete). You can also contact this company if you have other physical needs for your booth.
Exhibitor registration forms were distributed at the 2012 MPE Conference. We are now accepting exhibitor registrations for the 2013 MPE Conference.
There is space for up to 190 exhibitor booths in the KCI Expo Center.
Any exhibitor who has not previously attended the MPE Conference must include a current catalogue or detailed description of products or services. All exhibits and printed materials must be acceptable to Christian homeschooling parents.
Exhibitors can request as many booth spaces as desired, and booths will be assigned on a first come, first served basis. Although the Exhibitor Committee will try to accommodate requests for particular locations, the assignment of booth space to specific exhibitors will be based on availability, proximity of competing exhibitors, content, past attendance, and MPE member preferences. When deemed advisable in the best interests of the conference, MPE reserves the right to alter booth locations from that shown on the floor plan provided on this website (available later). All decisions made by the Exhibitor Committee are FINAL.
Registration Fees.Before December 31, 2012,exhibitor boothreservations will be honored only if accompanied by at least half the total fee computed on the form. The remaining fee is due no later than March 1, 2013. At MPE’s sole discretion, booth reservations are subject to cancellation if the fee is not paid in full by March 1, 2013. Exhibitor booth reservations must be accompanied by payment in full of all fees after March 1, 2013.
Exhibitor Booth Registration Acceptance. The Exhibitor Committee will notify exhibitors as soon as possible when their exhibitor booth application has been accepted. Checks for registration fees will be cashed upon acceptance of the exhibitor booth registration. Do not assume your exhibitor booth registration is accepted unless you receive an e-mail or written confirmation of its acceptance.
Waiting List.If all exhibitor booths of a particular type are reserved, MPE will create a waiting list for that type of booth. If a vacancy occurs, the first exhibitor on the waiting list will be given a limited time to confirm it still wants that type of booth and submit the required fees. If the first exhibitor does not want the offered type of booth, then the vacancy will be offered to the next exhibitor on the waiting list under the same conditions until the vacant booth is taken.
Checks from exhibitors on the waiting list will not be cashed until a booth is reserved in its name. Exhibitors still on the waiting list at the start of the conference will be given a choice whether to apply their 2013 registration check against their 2014 conference registration or to receive a refund of their 2013 registration.
Exhibitor Registration Refund Policy. Any cancellation must be made in writing. A full refund will be made if the Exhibitor Committee receives a cancellation before December 31, 2011. After January 1, 2012, any cancellation will receive up to a 50% refund. There will be no refund for cancellations after March 1, 2013.
Taxes.All exhibitors are responsible for their own collection and payment of sales taxes. The sales tax for Platte County, MO, is 8.475%.
Lighting.Lighting in the Exhibitor Hall should be adequate for most uses. However, if bright lighting is important to you, order electricity from the KCI Expo Center and bring lights.
Exclusive Representation.MPE will NOT guarantee that you will be the exclusive exhibitor of your particular product(s) at the conference. It is the responsibility of each company and its exhibitors to coordinate representation of a product line.
Shared Booth Space.Exhibitors shall NOT share booth space with any other company or organization or display materials for another company or organization without the written permission of the Exhibitor Committee.
Exhibitor Meals. No outside food is allowed to be brought into the KCI Expo Center. Please respect the Expo Center’s guidelines in this matter.
Meals are available at the cafeteria of the KCI Expo Center (located to the left of the lobby) from 8:00 a.m. to 5:00 p.m. on Friday and 8:00 a.m. to 3:00 p.m. on Saturday.
Use of the Convention Center Loading Dock. Exhibitors using the Convention Center loading dock shall focus on unloading their material first, then on moving their material from the loading dock to the Exhibit Hall, and finally on arranging their displays within their booth(s).
On Saturday, exhibitors shall focus on packing up their displays and materials, then on moving their boxes and display cases to the loading dock area, and then on loading their vehicle. An exhibitor may NOT move its vehicle(s) into the loading dock area until ALL its display materials have been removed from the Exhibit Hall. This approach will allow the most efficient use of the loading dock area by all exhibitors.
Rules and Regulations.Distribution of printed materials, souvenirs, or other articles must be restricted to the space within the exhibitor’s booth. Any part of an exhibitor’s display that is over 8 feet tall must have prior written approval from the MPE Board.
Smoking is not permitted except in designated areas.
An individual public address system is NOT permitted. Music or audiovisual sound must not be audible more than 8 feet from the exhibitor’s booth.
Use of highly flammable material shall NOT be permitted. Live flames are NOT permitted within an exhibitor’s booth.
An adult must accompany exhibitor’s children under the age of 13 at all times.
Drawings for prizes are permissible; however, the drawings must occur before the end of the conference.
Exhibitors are liable for any damage caused to the building floors, walls, curtains, and drapes as well as to standard booth equipment or to other property of the facility or other exhibitors. Exhibitors must not apply any adhesive to the building floors, walls, or any standard booth equipment. No exhibitor may attach anything to anything outside his booth.
Helium-filled balloons may be attached to the exhibitor’s booth, but the exhibitor is responsible for any loose balloons not removed from the facility at the close of the conference. Helium-filled balloons shall NOT be given to attendees.
Exhibitor Demonstrations. A LIMITED number of 50-minute demonstration opportunities are available for exhibitors. An exhibitor demonstration allows you the opportunity to share your product or service for the entire 50-minute period. These demonstrations will be offered at the same times as featured speaker presentations and homeschooling-related workshops. The fee for presenting an exhibitor demonstration is $50 or $75 (if audio visual equipment is needed). To be considered for an exhibitor demonstration, please check the appropriate box on the exhibitor booth registration form.
There may be more exhibitor demonstration applications than there are available opportunities. The Exhibitor Committee will select among the exhibitor demonstration applications based on content, past attendance, and perceived preferences of our membership. Do not assume your demonstration application is accepted unless you receive e-mail or written confirmation of acceptance.
Exhibitors selected to present demonstrations must provide a short bio and description of the content of the demonstration. These materials should be provided in a WORD file so that they can be printed in the conference brochure.
Each exhibitor is responsible for providing sufficient copies of printed materials. There will NOT be a photocopier available at the conference for use by the exhibitors.
Any demonstration cancellation must be made in writing. A 50% refund will be made if the Exhibitor Committee receives a cancellation before December 31, 2011. On or after January 31, 2013, any cancellation will receive a 50% refund only if MPE is able to fill the demonstration slot. No refund will be made if the demonstration is cancelled after March 1, 2013.
Shipping Information. Freight shipments must be sent prepaid. COD shipments will be refused. Your freight will be accepted at:
LIBERTY EXPOSITION SERVICES, c/o YRC 3500 Booth Avenue, Kansas City, Missouri 64129
Exhibitor Contact.Please direct all inquiries concerning exhibitor booths or demonstrations to:
Ben Trembly, c/o MPE Office, P.O. Box 14391, Lenexa, KS 66285
Ben can also be reached by phone at 913-526-6417 or by email at exhibitorsmidwesthomeschoolersorg