Vendor Information Page

• Frequently Asked Questions

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Vehicles inside:  If you wish to have a vehicle in the ballroom, there are specific TRIPLE 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 or disconnected.  All vehicles MUST arrive at the venue ready to load in any 8 am on Tuesday, January 27, 2026.  There are no outdoor spaces for vehicles.

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 January 5, 2026. 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 have materials for the conference attendee bags (send 300) please give them to the registration desk no later than Monday, January 25th at 2 pm  or If you wish to send them ahead of time, please ship to AACOP, ATTN: Chief Mark Goodman, Maricopa Police Department, 18135 N. Park Plaza, Maricopa, AZ 85138.  This address is ONLY for bag stuffers, see below for shipping other items for the show.  Make sure the boxes are clearly labeled as AACOP BAG STUFFERS.

Door prizes may be handed to the registration desk anytime before Thursday, January 29th at 10 am.  In order for attendees to be eligible for raffle prizes, they are required to visit and receive a documented stamp/signature from each booth.  BINGO!

Hotel Reservations:

Guests can book at Harrahs by calling 1-800-CAESARS or logging into Harrah's Ak-Chin Hotel & Casino - Phoenix, AZ.  THERE IS NO GROUP RATE THIS YEAR due to renovations at the hotel. 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). 

Make sure they adjust the dates on their reservations. The online system defaults to just a one night stay for the first contracted night. Please be advised that check in time is 4:00 PM, but guests can be checked in early based on availability. Early check ins can incur fees of up to $50.

Please advised they do not currently provide daily housekeeping service. If your stay is longer than 3 days you can request makeup service by dialing the front desk. Likewise you can contact front desk to replenish any toiletries you may need during your stay.

EXHIBITOR INFORMATION

Receiving, Shipping, Storage and Additional Requests

Here at Harrah’s Ak-Chin we strive to streamline the shipping/receiving process and process of renting exhibitor items smooth and easy for

you. Please familiarize yourself with our policies and procedures below.

First Step

Contact Convention Services Coordinator, Tay Johns, at [email protected] If you need power, to ship items to and/or from property, or

rent items he will coordinate this with you and with our internal departments. Some items incur rental/drayage fees. Tay will need to create

master accounts for you and have documents signed in advance. Please reach out via email at your earliest convenience as he will need to

provide a list of vendors requiring power to Harrah’s inhouse AV team no more than two weeks prior to event date.

Item Rentals

We offer a variety of rental items including, but not limited to:

• Daily Power Usage

• Easel Rentals

• Conference Monitors

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. Please be

advised that neither Harrah’s Ak-Chin or it’s associates are responsible for lost or damaged items sent to and from property.

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

Attached is a Credit Card Authorization Form, please have this filled out when checking in at your booth if you plan on any charges.

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 grouparrival. Banquet storage areas are not securable.

RECEIVING BOXES ON PROPERTY

Standard operating procedure is to have all drayage delivered to your booth prior to the day and time designated for exhibitor set up so that everything is ready for you to set up. This is a standard we strive to, but advise that unexpected situations can occur. If a different pickup time

needs to be made Tay will coordinate this with you.

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 boxalong 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.

LOAD-IN:

Instructions below for Vendor Vehicle/Exhibitor load-in through the back entrance. This only applies to those with HEAVY or BIG EQUIPMENT.  However, I would strongly encourage those that can to load-in through the casino/hotel entrance.Those that don’t have a visitor badge will NOT BE ALLOWED through the back loading area.

PREDICTED SCHEDULE AT A GLANCE: 

Tuesday, January 27, 2026: Vendor Set Up Hours 8:00 a.m. – 5:00 p.m. (NO EXCEPTIONS HERE)

Wednesday, January 28, 2026: Vendor Set Up Hours 7:00 a.m. – 8:00 a.m. (Show opens at 8:00 am)

Wednesday, January 28, 2026: Vendor Show Hours 8:00 a.m. – 5:00 p.m.

Thursday, January 29, 2026: Vendor Show Hours 8:00 a.m. – 12:00 p.m.

Thursday, January 29, 2026: Vendor Show Closes at Noon/Breakdown 12:00 p.m. – 2:00 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!