PPC Tabletop Exhibitor Policy

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Purpose

PPC tabletop displays provide Associate Members with the opportunity to showcase literature and materials to meeting attendees. These displays encourage networking and relationship-building with PPC Principal Members and are typically located near the main ballroom — in the same area as breaks, breakfasts, and receptions — for maximum exposure.

The goal of this policy is to ensure all Associate Members have a fair and equitable experience.

Acknowledgment

By purchasing a sponsorship and participating in the PPC tabletop display program, Associate Members acknowledge that they have read, understood, and agree to comply with this policy.

Tabletop Display Guidelines

General Availability

  • Displays are available during evening receptions (held at the hotel) and from breakfast until the end of general session programming each day.
  • First-come, first-served: Table space is not pre-assigned.

Display Specifications

  • Table Size: 6-foot table supplied by the hotel or venue.
  • Table Covering: Black or white linen provided by the hotel; Associate Members may use branded linens.
  • Materials & Setup: All materials must fit within the table surface. Display units must not exceed 4 feet above table height (78” total height).

Supplemental Items:

  • Floor-standing displays, signage, or pull-up banners are not recommended.
  • If used, they must be positioned behind the table and not exceed 78 inches in height (note: bottom 30” may not be visible).

Electric & Electronic Displays

  • No electronic or battery-powered displays are permitted.
  • Prohibited items include:
    • Display monitors
    • Battery-powered laptops
    • Other media displays

Signage & Materials

  • PPC will not provide signage.
  • Associate Members must provide and set up their own signage and display materials.

Setup & Breakdown Procedures

Setup:

  • First day of registration: 12:00 PM – 5:00 PM
  • Table selection: First-come, first-served during setup.

Breakdown:

  • Must be completed on the final day of the conference at the Associate Member’s discretion.
  • Early departures must break down before the session begins.
  • No breakdown allowed during General Sessions — must wait until the program concludes.

Shipping, Freight & Return Procedures

Shipping:

  • Addresses and timelines provided 30–60 days before the meeting.
  • Hotel-specific instructions included.

Return Shipping:

  • Packages must include a prepaid shipping label with both the hotel’s return address and the Associate Member’s return information.

Freight Charges:

  • Member is responsible for inbound and outbound freight charges.

Hotel-Specific Instructions:

  • Some hotels require picking up shipments from an on-site FedEx or UPS office.

Security & Coverage

  • Display Security: Members are responsible for securing items when displays are unattended.
  • Coverage: Recommended to maintain an active presence at the table whenever possible.

Accountability & Compliance

  • Adherence: All Associate Members must comply with these guidelines as a condition of sponsorship.
  • Non-Compliance: May result in remedial action during current or future conferences.
  • Damages: Any costs from non-compliance will be charged to the Associate Member.
  • Modifications: Venue-specific changes will be communicated in advance.