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.  There are no outdoor spaces for vehicles

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.  Someone will reach out to you prior to the conference to ask if you need to order power.

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 15, 2025. 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 (we typically stuff 250-350) please give them to the registration desk no later than Monday, February 24th 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, February 27th.  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:

The host hotel is Harrah's Ak Chin in Maricopa, AZ.  We have negotiated a group rate of $88/single occupant room. 

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). 

Reservations: Our group code is S02COP5. Guests can now book through the designated weblink pasted down 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). We will hold all rooms at the group rate until 11:59 PM on February 2^nd . As of February 3^rd, 2025 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=S02COP5

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.

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.

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:

January 25, 2025 Conference Program Ad Designs Due

January 25, 2025 Conference Program Information for Vendor Listing Due

February 10, 2025 Personnel Changes for Name Tags

   Hotel reservations to receive Group Rates

February 21, 2025 Bag Stuffers Received to Maricopa PD 

February 24, 2025 Bag Stuffers given to registration table

February 24, 2025 Door Prizes (only if mailing prior to conference, you may give them to us at registration) 

February 25, 2025 Vendor Set Up Hours 8:00 a.m. – 5:00 p.m. (NO EXCEPTIONS HERE)

February 26, 2025 Vendor Set Up Hours 7:00 a.m. – 8:00 a.m.

February 26, 2025 Vendor Show Hours 8:00 a.m. – 5:00 p.m.

February 27, 2025 Vendor Show Hours 8:00 a.m. – 12:00 p.m.

February 27, 2025 Vendor Show Closes at Noon/Breakdown 12:00 p.m. – 3:00 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!