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Space Selection Guidelines

Exhibiting Eligibility

An exhibitor must be either a manufacturer or independent representative of a manufacturer that produces products related to the topics covered in the event’s technical programs, or that are used in relevant ancillary work, such as trade publications, associations, etc. Companies must have products that target the respective show audience to exhibit in the respective event and designated area.

IPC APEX EXPO is a co-located event, with electronics assembly exhibitors in the IPC APEX area (aisles 100—1500, and 2400—3700) and suppliers to bare board manufacturing in the IPC EXPO area (aisles 1600—2300).

IPC (Exhibition Management) reserves the sole right to determine the eligibility of a product for display, and to deny participation to any company whose products or services are determined to be inappropriate for the exhibition.

Rates

Advance Rates until May 20, 2011:
  • $22.00 per square foot, IPC Member rate
  • $28.00 per square foot, Standard rate
Rates after May 20, 2011:
  • $26.00 per square foot, IPC Member rate
  • $32.00 per square foot, Standard rate
  • Only one annual IPC membership discount allowed per IPC APEX EXPO event.
  • If IPC membership lapses prior to timely payment in full, standard rates will apply.
  • Exhibitors who are WECC members, but are not IPC members, may be granted the IPC Member rate.

Contracts, Deposits, and Payment Schedule

Signed contracts for the 2012 IPC APEX EXPO Initial Booth Space Assignment, to be held June 28-30, 2011, must be submitted to IPC with a minimum 10% non refundable deposit by May 20, 2011. Contract and deposit must be received by IPC on or before May 20, 2011—not simply postmarked by this date.

Deposits
  • On or before May 20, 2011, a 10% non-refundable deposit is required with contract (Tiers 1—3).
  • Between May 21, 2011—July 31, 2011, a 25% non-refundable deposit is required with contract (Tier 4).
  • Between August 1, 2011—October 14, 2011, a 75% non-refundable deposit is required with contract.
  • After October 14, 2011, a 100% non-refundable deposit is required with contract.
Payment Schedule
  • Payments should be made in three installments by check.
  • A minimum non-refundable deposit of 10% is due with the signed contract by May 20, 2011. Or, a minimum non-refundable deposit of 25% due with signed contract, between May 21, 2011 and July 31, 2011.
  • An installment equal to 65% of total booth space rental is due by July 31, 2011 (75% paid).
  • The final 25% is due October 14, 2011 (100% paid).

Cancellation and Refund Policy

A 10% non refundable deposit required by May 20, 2011 for advance rates. A 25% non-refundable deposit is due for companies contracting between May 21 and July 31, 2011.

  • IPC APEX EXPO 2012 exhibitors are eligible for a partial refund if the event sells out, reaching the capacity for booth space in both the upper level and ground level. If the event does not sell out, there will be no refund for booth reductions or cancellations.
  • If IPC APEX EXPO 2012 sells out, exhibitors that cancel booth space and have paid their deposits per the payment schedule will receive a 50% refund.
    • If payments are not paid per the contracted schedule, exhibitor is not eligible for a refund
    • IPC may collect on any past due amount
  • Exhibitors that reduce booth space after being assigned will owe 100% of booth space occupied during the 2012 event and will receive a 50% refund for exhibit space not occupied, if IPC APEX EXPO reaches a sold-out status.
  • No refunds for reductions or cancellations on or after October 14, 2011.
  • IPC reserves the right to cancel booth space for delinquent payment and not refund any partial deposit received by IPC. If IPC cancels booth space for delinquent payment, IPC will notify such exhibitor via e-mail and via certified letter.
  • Forfeitures of any kind may not be applied to advertising, sponsorships, membership dues or future IPC events or programs.
    All cancellations or booth reductions must be in writing to IPC.

Lottery Number Selection

During the 2011 event, the following exhibitors were invited to draw a lottery number for the 2012 Initial Booth Space Selection: 2011 IPC APEX EXPO Exhibitors and 2010 IPC EXPO Exhibitors. Trade and ancillary companies are exempt from drawing a lottery number. The 2012 Lottery Number Drawing is held during set-up and over the 2011 IPC APEX EXPO show dates: Monday, April 11 through Thursday, April 16, 2011. Lottery numbers cannot be exchanged between companies nor reassigned.

Initial Booth Space Selection Process

Initial booth space selection will be conducted online Tuesday, June 28, 2011 and Wednesday, June 29, 2011. Based on lottery order, each company is assigned a specific day and time for booth space selection. The schedule and floor plan with booth configurations and booth numbers will be available on June 20, 2011 and e-mailed to the primary contact listed on the contract. Since the floor plan and respective booth inventory are created based on contracts and deposits received, companies may not increase or decrease from the originally contracted booth size until after the Initial Space Selection. Companies whose contracts were received after May 21, 2010 will be skipped, regardless of lottery number. These companies will be part of Tier 4, which is first come, first served. Companies whose contracts are received without deposits will be assigned once the deposit is received by IPC. 

The booth space selection process is conducted in four tiers:

Tier 1:

2011 IPC APEX EXPO Exhibitors or 2010 IPC EXPO Exhibitors in lottery order. Exhibitor drew Tier 1 Lottery Number during the 2011 IPC APEX EXPO, and returned contract and 10% non refundable deposit by May 20, 2011.  As a result, exhibitor retained Tier 1 Lottery Number, and will participate in the initial space selection.Tier 2:

2011 IPC APEX EXPO Exhibitors or 2010 IPC EXPO Exhibitors that did not draw a lottery number during the 2011 IPC APEX EXPO, but returned contract and 10% non refundable deposit by May 20, 2011. An IPC representative will draw a Tier 2 Lottery Number among these qualifying companies to determine assignment order.  As a result, exhibitor will participate in the initial space selection, after Tier 1 exhibitors have been assigned.Tier 3:

Companies that did not exhibit at the 2011 event, and were not eligible to draw a lottery number, but returned a contract and 10% non refundable deposit by May 20, 2011. An IPC representative will draw a Tier 3 Lottery Number among these qualifying companies to determine assignment order.  As a result, exhibitor will participate in the initial space selection, after Tiers 1 and 2 exhibitors have been assigned.Tier 4:

Companies will be assigned first come, first served basis, in the order the 25% non refundable deposit and contract are received by IPC after May 20, 2011.  Exhibitor will be assigned after the initial space selection, after Tiers 1, 2 and 3 have been assigned.

Floor Plan and Booth Preferences

Each year’s floor plan is unique, based on a combination of lottery numbers, the number of returned contracts received with deposits, as well as operational requirements for move-in and move-out, overall traffic flow, overall facility structures and regulations. A detailed floor plan including booth numbers and various configurations will be available on the event website on June 20, 2011. The primary contact listed on the contract will be contacted when the 2012 floor plan is available. Companies may not increase or decrease their contracted booth size until after the Initial Booth Assignment is completed.

Integrity

  • Booths may be combined to create a booth if it maintains the integrity of the aisles and complements overall traffic flow.
  • Booths may not be divided until after the initial space selection and are divided at the sole discretion of Exhibition Management.
  • Booths may not be combined across aisles. Booths may not be combined to create end-caps.
  • Exhibition Management may change a booth configuration based on safety concerns raised by the fire marshal.

Configurations

  • In-Line Booth (exhibit space with exhibit booths on either side and back, in a straight line). 8’3” maximum height.
  • Perimeter Booth (in-line booth located on the outer, perimeter wall of the exhibit floor). 12’ maximum height.
  • Peninsula Booth (exhibit space, 400 sq. ft. or greater, and is at least 20 ft. in both length and width, with aisles on 3 sides). Peninsula booths must back-wall another peninsula booth or a perimeter wall. 16’ maximum height.
  • Island Booth (exhibit space, 400 sq. ft. or greater, with aisles on four sides). 20’ maximum height.
  • End cap booths are not allowed.

Booth Sizes and Dimensions

  • 10’ x 10’ (100 sq. ft.) is the smallest booth available.
  • 10’ x 10’ (100 sq. ft.) booths can be combined in the same aisle to create 10’ x 20’, 10’ x 30’, and 10’ x 40’ configurations.
    • Limited 10’ x 15’ (150 sq. ft.) booths may be created on a case-by-case basis.
  • 20’ x 40’ (800 sq. ft.) is the maximum booth size allowed for companies without equipment.
  • 30’ x 50’ (1,500 sq. ft.) is the maximum booth size allowed for companies displaying equipment in IPC EXPO.
  • 50’ x 100’ (5,000 sq. ft.) is the maximum booth size allowed for companies displaying equipment in IPC APEX.
  • Odd-sized booths are highly discouraged.

Disclosure

  • IPC Show Management reserves the right to add, modify, enhance or delete any guideline, rule, and/or policy.
  • All guidelines, rules and policies will be applied equally and fairly to all companies.