Info for Exhibitors - Urbana 03 - Urbana Archives

When does Urbana start and end?
The convention begins on Saturday, December 27, 2003 between 8 am and 5pm with check- in. The convention ends after the last session at 12:30 am on January 1, 2004.
When should Exhibitors plan to arrive?
Please plan to arrive on the University of Illinois campus by 1 pm on Saturday, December 27, 2003. There is a mandatory afternoon orientation for all exhibitors. Specific check- in information will be available in the fall.
Who will be speaking?
Read bios of all our platform speakers on the speaker’s page.
What’s the schedule like?
View the program for the convention.
What else will be going on at the convention?
Browse the website for more information on convention activities such as delegate small groups, prayer, seminars and those wonderful exhibits.
Where is the convention?
Urbana 03 is at the University of Illinois, Urbana-Champaign (140 mi/ 224 km south of Chicago)

Booth coordinator

What’s a Booth Coordinator?
Each organization exhibiting at Urbana has been required to have a booth coordinator. A booth coordinator is someone selected by your organization to coordinate all administrative, financial and material matters relating to your organization’s exhibit space and your representatives. All arrangements for your organization’s participation in the Urbana 03 Exhibits Area are coordinated between the Urbana 03 Exhibit team and the booth coordinator for your organization. Inquiries regarding your booth materials, set-up and staff should be directed to your organization and booth coordinator. Urbana personnel will not have this information.
How do I find out who my booth coordinator is?
To find out who your booth coordinator is contact your organization. If you have other questions, contact us at exhibitorinfo@ivcf.org and we will try to assist you.

The Exhibits Area & Your Exhibit

What does an 8’ x 8’ space include?
Each exhibit space is 8’ x 8’ and will include one 6’ table, a blue table drape, two folding chairs, a peg board or pipe and drape back drop and 2 electrical outlets.
- Pegboard
  The pegboard back drop measures 8’ long with a display surface 3’11”. Distance from the floor to the bottom of the pegboard is 2’1”. Distance from the floor to the top of the pegboard is 6’. The pegboard is standard with holes placed 3/4” apart. The holes are 3/16” in diameter. You must provide your own hooks for use in the pegboard. Please keep in mind that the exhibitor directly behind you will use the other side of the pegboard. If you plan to tape materials to the pegboard, you must use masking tape, as scotch tape will damage the board.
- Pipe and Drape Backdrop
  Dimensions and related information on the pipe and drape backdrop will be available in early Fall 2003. We cannot guarantee the type of back drop you will be provided at Urbana. Should you have a special need for either the pipe and drape or the pegboard please email us at exhibitorinfo@ivcf.org and we will do the best we can to fill your request.
- Table
  Distance from the floor to the top of the table is 2’6”.
- Electrical Outlets
  Each exhibit space will be wired with 2 electrical outlets for a total of 110 volts. Additional outlet pairs (providing a total of 110 volts) are available for a fee of $50 US. There is a limited amount of electricity in the exhibit halls. Anyone bringing computers or other sensitive equipment should identify any special electrical considerations. Do not plan to plug in more than one cord to any outlet.
Are there any size or construction restrictions?
There are no official height restrictions, but we do ask that you be cautious with materials that could be potential fire hazards or damage University of Illinois facilities including floors and walls. Any fabric used in your display should be treated with a fire retardant. We cannot accommodate exhibits wider than the designated 8’ width, unless you have more than one booth space reserved. Any exhibitor whose booth set-up interferes with other displays may be asked to dismantle part of their exhibit. Please be sure that your exhibit team is able to assemble your exhibit. Only registered exhibit representatives will be allowed in the exhibit area prior to December 28. If you have questions or concerns please contact Leslie Bowling-Dyer, exhibit manager, at 608-274-9001 x 497 or lbowling-dyer@ivcf.org.
What arrangements do I need to make for getting my exhibit and materials to Urbana?
Complete in-bound and out-bound shipping instructions will be available in the fall after booth assignments and locations have been finalized. Please plan to have your booth and/or supplies arrive in Urbana NO EARLIER than December 1, 2003 and NO LATER than December 15, 2003. Your shipment will be stored at a secure warehouse in Urbana until it is delivered to your exhibit location on your set-up day.
When should I plan to install and dismantle my exhibit?
Exhibit must be fully installed by 12 pm on December 28, 2003. After this hour no installation work will be permitted without special permission of the Exhibit Manager. The exhibit area will be available to exhibitors at 9am on December 27, 2003 in the Armory and the IMPE building, and by 9am December 28 in Huff Hall, for installation work. All exhibits must remain intact until 6pm, December 31, 2003, and may not be packed or removed until 6pm, December 31, 2003. Exhibits will need to be dismantled, packed and removed by midnight, December 31, 2003.
What are the exhibiting hours?
The exhibit areas are open for delegates from 1pm until 6pm, December 28, 29, 30, and 31, 2003. The exhibit areas will be opened to exhibit representatives at 12:30pm and closed to exhibit representatives at 6:30pm, December 28, 29, and 30, 2003.
Where will my exhibit booth be located?
Exhibit spaces will be assigned taking into account: alphabetical order, exhibit size, type of ministry, and/or security concerns. Multiple booths will be located together. You will be notified of your specific booth location in the fall. Individual building maps with booth numbers and exhibitor names will be distributed to all delegates at Urbana so that they can find your exhibit.
Can our organization share exhibit space with another organization?
Exhibitors may only share their exhibit space with organizations which have completed the exhibitor application and been approved by the Exhibit Manager. Organizations that have not been approved will be asked to leave the exhibit area.
What else will the exhibit area have to offer?
- Conversation areas
  Each exhibit area will include tables and chairs down the aisles in order to facilitate conversations between delegates and exhibit representatives. Please use this space to interact with delegates, but be sure to keep this area clean and remember that you are sharing this space with other exhibitors.
- Prayer Rooms
  Prayer rooms will be provided in IMPE and the Armory. These rooms are designed as places of prayer for both delegates and exhibitors. Options available in the prayer room include individual prayer, prayer with a friend, or prayer with an Urbana staff.
- Exhibitor lounges
  The exhibitor lounges, open from 1:30 – 5:30 pm on December 28-31, serve as places for exhibit representatives to take a break during the afternoon and have a snack and interact with members of other exhibiting organizations. A lounge will be provided in IMPE and the Armory. We encourage you to use these areas as needed for refreshments or breaks. They are not designed for meeting with students. In the fall exhibiting organizations will have an opportunity to sponsor one of the lounges for a day.
What can we distribute from our exhibit booth?
Due to state and county health code regulations and University of Illinois policy, no food or beverages may be distributed by exhibitors.
Exhibitors may handout brochures and other free materials from their booth.

Due to security considerations please keep the following in mind when preparing materials that you wish to distribute from your booth. Delegates will be limited in what they can carry into the Assembly Hall. Avoid distributing items that are large or bulky. Avoid items that are typically used as convention identifiers (i.e. wristbands, ribbons, nametags with the Urbana logo, etc...) If you are unsure of an item you are considering using, please contact us at exhibitorinfo@ivcf.org and we will be glad to assist you.
Can we sell items from our booth?
No organization or individual is permitted to sell or market any service or product at Urbana 03.
What is an Agency Presentation?
All exhibiting organizations have the opportunity to make two one-hour presentations about their ministry. Agency presentations, formerly known as Exhibitor Workshops, will be scheduled twice daily on December 28, 29, and 31. Audio/visual equipment available for agency presentations is limited to an overhead projector and a screen. Each organization's booth coordinator is responsible for signing up for the presentations.
Presentations should focus on your organizations vision and ministry, rather than a topic. Plan your presentation to be practical and informative with ample time to answer questions about your ministry.

Your Exhibit Team

What should I keep in mind when selecting my exhibit team?
As you choose the members of your exhibit team, remember that your main goal is to build authentic relationships with a diverse group of college students. At Urbana 2000, 44% of delegates were non-white and more than 86 different denominations were represented. Be sure to choose a variety of men and women who possess good communication skills, are good listeners and can relate well with today’s students. As much as possible, try to bring a multi-ethnic team to staff your exhibit.
Students today are looking for mentors and models who will speak honestly about their own struggles and experiences. Look for team members who will share their own ministry experiences and will ask questions, listen, and pray with delegates.
What if we have Exhibit Representatives living outside of the USA?
Urbana will not be issuing letters of invitation. Please have exhibit representatives who do not have an American passport or are not a Permanent Resident contact their booth coordinator to arrange entrance into the United States through your organization.
Why have exhibitors been asked to find housing outside of Urbana-Champaign?
If you have exhibited at Urbana before, you are aware that the cities of Urbana-Champaign are small while the convention is large. Due to the changing needs at the university the number of beds and rooms has decreased. In the community the number of hotel rooms has also decreased. In order to facilitate a sense of equity and reduce stress we are asking exhibitors to secure housing outside of Urbana-Champaign where possible. We have secured discounts at a number of hotels in the towns surrounding Urbana-Champaign. Since most exhibitors have a vehicle for transportation it is easier and more convenient for you to drive to town than for the convention to bus many loads of delegates.
We have provided a PDF file that lists the hotels that provide the discounted rates. In addition there are a number of hotels in the surrounding communities of Rantoul, Tuscola, Monticello, Mahomet and Farmer City and within Urbana-Champaign as well, that we have not contracted with but may have available rooms. There are a few rooms within hotels in Urbana-Champaign that have not been secured for general convention use. You may contact these hotels directly for availability.
What is included in the exhibitor representative registration fees?
Included in the Exhibit representative registration fee is access to the general sessions via closed circuit TV in an exhibitor’s viewing area, an Urbana 03 fleece exhibitor vest, box lunches, convention handbook and nametag and other services.

Exhibitor Vests
Exhibitors will be required to wear their vest while in the exhibit area. A sufficient number of small, medium, large and extra large vests will be available onsite.
Exhibitor Box Lunches
Don’t let the word “box” fool you. We have contracted with some of Urbana-Champaign’s finest caterers to provide some tasty options for our exhibitors. Menus will include a variety of sliced meats (i.e. honey ham, shaved roast beef, etc.), vegetarian options, bakery fresh rolls, salads, seasonal fruits and one day will feature a special entrée served over rice or pasta. Two days will feature a variety of box lunches to choose from and the other two days lunch will be served buffet style with a hot soup option. Beverages, including coffee, will be available in the exhibitor lounges. Lunches and beverages are all included in representative registration fees.

What other resources is Urbana offering to exhibitors?

Probability of Serving in Cross Cultural Missions" Contact List
The "Probability of Serving in Cross Cultural Missions" Contact List is available for $200. This is a list of delegates who describe themselves as “likely to serve in cross cultural missions in the near future” and want to be contacted by you. You will receive delegate names, states, telephone numbers, email addresses and denominational affiliation electronically in an Excel spreadsheet. Use this list to invite delegates to visit your exhibit and to make appointments with delegates for more formal interviews during the convention. Your organization's booth coordinator is responsible for signing up for the contact list.
Denominational Email Service
The Denominational Email service is available for $150. If you are an exhibiting organization with a denominational affiliation you have the opportunity to have Urbana 03 send a pre-convention email message to delegates who indicated on their registration that they are affiliated with your denomination. Messages should be 100 words or less and need to be received by October 31, 2003. Your organization's booth coordinator is responsible for signing up for the email service.

How much does it cost to exhibit at Urbana?

Booth Fees
- Fee per booth space is $775 US until August 31, 2003.
- Payment is due within 30 days after acceptance. If, after 30 days from being accepted, booths are not paid in full, IVCF may, at its discretion, cancel your booth reservation. Unpaid booth fees will also void your agency’s registration for Urbana 03. In the event that your registration is voided your agency will need to re-apply.
Will there be booth fee increases and why?
On September 1, 2003 booth fees will increase to $975 US. Increases in booth fees are designed as an incentive, not as a punishment. It will help us tremendously to receive your payments early, so we have time to process your payments and prepare for the convention.
How do I cancel a booth reservation?
Send an email to lbowling-dyer@ivcf.org. Please include "Booth Cancellation - your organization name" in the subject heading. If your cancellation email or letter is received on or prior to October 31, 2003, you will be refunded the amount paid less the $75 cancellation fee. Booth fees are non-refundable after October 31, 2003. Refunds will be issued in the form of a check in January 2004.

How much does it cost to register my exhibits team?

Representative fees
- Fee per exhibit representative is $200 US until August 31, 2003.
- Payment of the exhibit representative fee will generate a unique code to be used by your exhibiting team members to register for the convention.
- You may use all or a portion of the representative registration codes that your organization has been authorized to have. Organizations will automatically be authorized to have four representatives per booth. Appeals for additional representatives should be made to the exhibit manager at lbowling-dyer@ivcf.org.
- You do not have to pay for all registration codes at once. They may be purchased in any increment up to the maximum number authorized for your organization.
- No registration codes may be purchased after October 31, 2003.
Will there be representative registration fee increases and why?
On September 1, 2003 representative fees will increase to $300 US. Increases in representative fees are designed as an incentive, not as a punishment. It will help us tremendously to receive your payments early, so that we have time to process your payments and prepare for the convention.
How do I cancel a representative registration?
Send an email to lbowling-dyer@ivcf.org. Please include "Rep Cancellation - your organization name" in the subject heading. If your cancellation email or letter is received on or prior to October 31, 2003, you will be refunded the amount paid less the $50 cancellation fee. Representative fees are non-refundable after October 31, 2003. Refunds will be issued in the form of a check in January 2004.
How long do I have to use the registration codes I purchase?
Any purchased codes not used by November 30, 2003 will be voided and are considered non-refundable. By December 1, 2003 we need final identification of all exhibit representatives.
Can I transfer a representative registration code to someone else once it’s been used?
Representative codes are non-transferable. To replace personnel who have cancelled, you will need to purchase additional registration codes. Cancelled registration codes, however, are not counted toward the total number of representatives authorized for your organization.
Is substitution of representatives allowed?
There are no substitutions. Representative codes can not be reassigned once used.
Recommendations for managing your representative registration codes
- Create your own document to keep track of codes you assign to specific representatives from your organization.
- Give each representative one code only. They may only use it once to register.
- Do not give out a code until you are certain the individual will be coming. Once used, the code cannot be reassigned to another individual.
- Each exhibitor representative must register individually using their unique code. They will not need to pay, since you have prepaid for them.
- Send exhibitor representatives here to register: https://www.urbana.org/03registration/regcode.cfm?Type=exhibitor&clear=yes
What other costs might our team incur?
- Car rental fees average between $35- $45 per day from airport rental companies. Each exhibiting agency or school will need to provide their own transportation to and from the U of I campus each day of the convention.
- Hotels in the areas surrounding Champaign -Urbana are available for approximately $35 - $65 per night.
- Each exhibit space is automatically wired with a 110 volt electrical outlet (2 sockets per outlet). Additional outlets are available for $50 each.. Requests and payments for additional outlets can be made on your exhibitor status page at www.urbana.org/orgs. Requests need to be received by September 15, 2003.
- The "Probability of Serving in Cross Cultural Missions" Contact List is available for $200.
- The Denominational Email service is available for $150.

How can I get Urbana 03 promotional materials?

All Urbana 03 promotional materials are available to order, free of charge, through the InterVarsity Store at: www.urbana.org/go/promotions. Visit to find brochures, flyers, bookmarks, posters, and much more!!

Ad Slicks: www.urbana.org/u2003.promotions.adslicks.cfm. Spread the word about Urbana 03! Use these ads in your newsletters, on your website, anywhere you want people to know about Urbana 03!

Banner ad: Post the Urbana 03 banner ad on your website. www.urbana.org/main.linkbanners.cfm

Urbana 03 "Ask Me" buttons: Please wear these colorful, pins and help spread the word about Urbana 03. Each exhibiting agency will be mailed a quantity of Urbana 03 "Ask Me" buttons for distribution among your agency representatives. For more information, please contact Maria Slevin at mslevin@ivcf.org or (608) 274-4823 ext. 379.

Travel to Urbana 03

Since most exhibit teams will need a car for daily travel to and from the convention we recommend that you talk with your booth coordinator before making your travel plans. Team members living at a distance who need to fly in may want to coordinate arrival at one airport and rent a car from the airport to get them to the convention. Their team can then use the same car for their transportation during the convention.
Make your travel plans early. Travel costs are not included in your exhibitor registration fee. Please wait until you have received your registration confirmation before booking your travel.

Arrival
Exhibitors should plan to arrive on the University of Illinois campus by 1 p.m. CT on Saturday, December 27, 2003. There is a mandatory afternoon orientation for all exhibitors. Specific check- in information will be available in the fall.
Departure
Begins at 12:30 a.m. the morning of Thursday, January 1, 2004, immediately following the last session.
Air Travel
Where do I go?
You should plan to fly into Chicago O'Hare, Chicago Midway, Indianapolis or St. Louis.
Why should I fly to one of these cities?
If, after talking with your booth coordinator, you find you still need transportation from the airport, there will be discounted shuttle bus service organized at those airports directly to the convention.
When should I fly?
You have two choices for Arrival:
1. December 27. Plan to arrive at one of the designated airports between 6:00 a.m. and 2:00 p.m. Shuttle buses will operate from the designated airports to the convention from 6:00 a.m. until 3:00 p.m. It is about a 3 ½ hour ride from these major airports to the convention.
2. December 26. If due to long distances, time zone changes, or sold out flights it is more convenient for you to fly on December 26 there will be discounted hotels available at the Chicago, Indianapolis and St. Louis airports. Hotel names, prices and phone numbers will be on the convention website by August 2003. You are responsible for these hotel expenses. (There is NO housing available at the convention site on December 26; shuttle buses will run only on December 27).
You have two choices for Departure:
3. If your return flight is BEFORE NOON on January 1, we will provide shuttle buses back to the airports immediately following the closing session 12:30 a.m., Jan. 1. (This is the recommended departure time.)
4. If your return flight is AFTER NOON on January 1, we will provide shuttle buses back to the airports beginning at 6:00 a.m. on January 1.
How Do I Get My Ticket?
Travel to the convention is your responsibility and is not included in your convention registration fee. DO NOT make your travel arrangements before you receive confirmation that you are registered for Urbana 03.
- 1. Internet Travel Purchase
  - If you purchase your ticket through an Internet site REMEMBER: Follow the instructions in "Where do I go?" and "When should I fly?" above.
  - Be sure you have a confirmed seat. Even though discounted fares are sometimes available on short notice on the Internet, it is our experience that flights become sold out many weeks before the convention.
  - Be sure to complete your travel arrangements by reading the travel information at www.urbana.org/go/travel and purchasing the appropriate shuttle bus ticket from Chicago, Indianapolis or St. Louis to Urbana. The cost is $55.00 round trip (airport to convention and back to airport).
- 2. Your Preferred Travel Agency
  - Be sure to direct your agent to the information provided at www.urbana.org/go/travel so they can get you the appropriate airline ticket

Road Travel

Charter Bus
Local travel coordinators will have charter bus, carpool and other important information available beginning in August 2003. Exhibitors are welcomed to join delegates in traveling to Urbana via one of these methods. Check www.urbana.org/go/travel for updated information.
Private Car or Van
Exhibitors will have a parking lot assigned to them on campus. You will be able to drive from your hotel to campus each day and park near the Exhibit Halls. We ask that exhibit teams would carpool to the campus during the convention to ensure ample parking for all exhibitors.
Private or Church Bus
It is recommended that buses be parked at your hotel and vans and cars be used for daily transportation to and from the convention. However, if you would like to use convention parking it will be available for these vehicles at no charge, but, buses will have to remain parked for the duration of the convention. An arrival map will be on the website by August 2003.
Be sure to follow the Arrival guidelines given on this page when you make your travel plans. Your departure time will be determined by the driver of your vehicle, and will be on January 1, 2004.
Where do exhibitors go to check – in when we arrive at Urbana? Specific check- in information will be available in the fall.

What deadlines do I need to be aware of?

Booth coordinators can access a complete list of current exhibitor deadlines by logging on to your organization's administrative pages at www.urbana.org/orgs

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