Vendor Information Page

Information for all vendors and sponsors for the Annual Conference, Training and Vendor Expo - September 10-12, 2024

• Frequently Asked Questions

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Vehicles inside:  If you wish to have a vehicle in the ballroom, there are specific double booths that show on the map that are the only booths that will allow a vehicle.  Gas tanks must be 1/4 full or less and car batteries removed.  There are no outdoor spaces for vehicles.

Special Speaker/Quiet Time: There is a special speaker this year for the opening ceremony. It is imperative that your attendees be in the ballroom and have booths set up by 8:30 a.m. on Wednesday, September 11, 2024. We recommend booth setup on Tuesday afternoon and have extended the hours of setup for your convenience for those that wish to setup earlier. We invite all vendor attendees to join the AACOP attendees for this special presentation. Additionally, we ask that those still on the vendor floor honor our request for “quiet time” so that it does not interfere with the speaker’s presentation.

For your convenience we have created a “To Do List” to ensure you don’t miss a thing!

To Do:

• Verify & Send to [email protected]
  • Logo (if applicable)
  • Ad (if applicable)
• Make Hotel Reservations
• Make Vehicle/Flight Arrangements (if applicable)
• Create Shipping Labels for Equipment with necessary information as described in the Vendor Registration Packet. Deliver to hotel no more than 7 days before the event. Don’t forget to include Return Shipping Labels so that the attendee can have equipment shipped back. On-site labels will not be available.
• Attendees in need of power, please ensure that you pack a commercial grade extension cord per the fire marshal. Booths will be provided access to electric outlet which may be 25 feet from booth location. If more than one outlet is necessary at booth, please ensure you have a surge protector.

Conference Ad:  You have the opportunity to place your ad in the conference program. Cost to purchase a ¼ page ad is $50, ½ page ad is $100, and a full page ad is $200.  Ad designs are due by August 30, 2023. Ad size is as follows ¼ page is equal to 4 ¼” x 5 ½”, ½ page is equal to 8 ½” x 5 ½”, and a full size ad is equal to 8 ½” x 11” When designing your ad in either color or black and white, please plan for a ¼ inch margin and no bleed. Your ad can be emailed to [email protected]

Conference bag stuffers/Door Prizes: If you wish to donate a door prize, or have materials for the conference bag (we typically stuff 250-350), please contact the Vendor Registration table at the conference. If you wish to send them ahead of time, please contact Roxie.  All drawings for donated door prizes will be held in the vendor display area on Thursday, September 12, 2024. In order for attendees to be eligible for raffle prizes, they are required to visit and receive a documented stamp/signature from each booth.

Hotel Reservations:

The host hotel is Harrah's Ak Chin in Maricopa, AZ.  We have negotiated a group rate of $80/single occupant room. Our group code S09COPR.

Guests can book through the designated weblink below or by calling 1-800-CAESARS and providing that group code. Please be advised that at check in all guests will be asked to provide a standard credit or debit card for a nightly $50 Incidentals Deposit that will be released after check out (Reloadable and Green dot cards are not accepted). The hotel will hold all rooms at the group rate until 11:59 PM on August 9^th, 2024. As of August 10^th 2024 all reservations will be booked subject to availability and at the prevailing rate at that time.

https://www.caesars.com/book/?propCode=AKC&action=FindRooms&groupcode=S09COPR

Make sure you adjust the dates on their reservations.  The online system defaults to just a one night stay for the first contracted night. 

Shipping Details: 

EXHIBITOR INFORMATION

Receiving, Shipping, Storage and Additional Requests

The following information will provide Exhibitors with shipping, receiving & storage guidelines as well as information regarding additional needs.

SHIPPING MATERIALS/MERCHANDISE/EXHIBITS  

Exhibitors are responsible for the arrangements and all expenses of shipping all items to and from Harrah’s Ak-Chin Casino.

ADDRESS  

All shipments must be addressed using the following example:

 DRAYAGE/HANDLING CHARGES  

The following charges apply for all incoming and outgoing shipments.  Drayage charges are the responsibility of each vendor.  Charges can be posted to a Credit Card for incoming and outgoing items. (Prices are subject to change)

         Letters USPS         $10.00 each                   0 – 40 lbs.                  $30.00 each             41 – 60 lbs.          $40.00 each                  61 – 100 lbs.                   $50.00 each                    Rolling Cases             $100.00 each             Pallet/Crate/Skid $500.00 each

 STORAGE

All shipments received using the above example will be delivered to Warehouse Supervisor and placed in storage in the Warehouse. 

Note: Harrah’s Ak-Chin has limited storage facilities. Boxes should be scheduled for delivery no more than 2-3 days prior to the group arrival.  Banquet storage areas are not securable.

 RECEIVING BOXES ON PROPERTY

Please contact Convention Services Coordinator, Tay Johns, at [email protected] He will assist you in creating a master account for which to bill shipping and/or any rentals and will need some authorization forms filled out. Packages will be made available at the time and date coordinated between the two of you in your correspondence.        Note:         Please have your tracking numbers available for assisting us with lost or misplaced items

RETURN SHIPPING 

All Vendors needing return shipping must have boxes packaged and ready to ship with return shipping label on boxes.  Leave all packaged outbound shipping on Vendor table and Harrah’s will ship out. The shipping label must be completed in its entirety and adhered to the box along with the Outgoing Drayage Sheet, which will be provided by the Convention Services Coordinator, placed and set on the box.  All boxes are to be left with the correct completed paperwork on the exhibit table.  Convention Stewards will pick up all items for shipping from the Convention Center floor for processing.

Note: FedEx and UPS are the only companies that have scheduled drop-off and pick-up times at our Receiving Dock.     

        If using a freight Company other than UPS or FedEx, sender is responsible for calling that shipping company.

• It is the responsibility of the sender to ensure that all items to be shipped are labeled and packaged properly. All items must be completely shipment ready. 
• Payment for Drayage Fees will be charged to the Groups Master Account.
  • For the “Shippers Address” on the FedEx or UPS Label, please utilize the correct address provided above.
  • Retain the Shippers Copy of the shipping label for record and tracking number.
  • Daily Weekday Deliveries from FED EX and UPS.
  • NO WEEKEND DELIVERIES.

DEADLINES AT A GLANCE:

August 30, 2024 Conference Program Ad Designs Due

August 30, 2024 Conference Program Information for Vendor Listing Due

August 30, 2024 Personnel Changes for Name Tags

August 30, 2024 Hotel reservations to receive Group Rates

September 8, 2024 Bag Stuffers Received 

September 8, 2024 Door Prizes (only if mailing prior to conference) 

September 10, 2024 Vendor Set Up Hours 8:00 p.m. – 5:00 p.m. (NO EXCEPTIONS HERE)

September 11, 2024 Vendor Set Up Hours 7:00 a.m. – 8:00 a.m.

September 11, 2024 Vendor Show Hours 8:00 a.m. – 5:00 p.m.

September 12, 2024 Vendor Show Hours 8:00 a.m. – 12:00 p.m.

September 12, 2024 Vendor Show Closes at Noon/Breakdown 12:00 p.m. – 5:00 p.m.

If you have any questions, please feel free to contact Roxie Heussner at [email protected].

Can’t wait to see you at the conference!