Review the Exhibitor Kit carefully for important booth coordination information: show hours, rules and regulations, official general service contractor, exhibitor registration, housing, timeline, and contacts.

Upcoming Deadlines

 

July 17th: Conference materials (giveaways, brochures, etc) that are for the conference bag must be received by July 17th in order to make it into the conference bag. There are NO exceptions.

July 28th: (extended!) All table materials must be received by this date. See table material below for details. 

NEW! Monday, August 7th! - Conference set-up! We've acquired the ballroom the day before. You may set-up your table between the hours of 12-5PM on Monday. It's not a requirement but will allow you to be ready to go when the fair opens at 7AM on Tuesday. 

Payments

You can make a payment to UCCSC either with a check or by credit card. 

If you are mailing a check, mail to:
Jessica Hilt
ITS (858–822-3643)
9500 Gilman Drive #0903
La Jolla, CA 92093-0903
Do not mail conference materials to the above address.

To contribute via credit card: 

  1. Go to our online giving page. https://giveto.ucsd.edu/
  2. At the “Explore more giving options”  search bar, enter in 86T45, and click on the magnify glass. 
  3. Click on the radio button for “Information Technology Services Conference Support” and click Continue. 
  4. Complete the form. In special instructions, please put in the NAME OF THE COMPANY making the contribution to UCCSC. 
  5. Once you have completed payment, please email jhilt@ucsd.edu to let her know it was processed and the name on the card under which is was processed!

The credit card donation will come directly to our accounting department and they will process and send out the official tax receipt to you and allocate the funds to the UCSD department in support of UCCSC.

Vendor Fair Setup and Hours

New Early Set-up Time!

Monday, August 7th! - Conference set-up! We've acquired the ballroom the day before. You may set-up your table between the hours of 12-5PM on Monday. It's not a requirement but will allow you to be ready to go when the fair opens at 7AM on Tuesday. New Early Set-up Time!

Setup: Tuesday, August 8th, 2017, 7AM


Teardown: All exhibit materials must packed up and ready for removal by 4PM on Wednesday, August 9th.

The vendor fair is Tuesday, August 8th and Wednesday, August 9th. You are welcome to stay for both days or just one. 

Except for platinum vendors, tables are first come, first serve.

Parking and Loading/Unloading

Loading/Unloading Area

If you need to unload, we recommend driving to the end of Matthews Lane, on the back side of the Price Center. There is a freight elevator that will take you directly across from the East Ballroom. Volunteer HQ (next to the Price Center Ballroom East)  will have a dolly/handcart for you to borrow.

https://goo.gl/maps/sLgK9msZvAp 

Parking

Monday - If you come on Monday for the early set-up, you will need to pay for parking. We recommend the Gilman Parking structure.  

Tuesday/Wednesday - You have one reserved spot PER SPONSOR in the Hopkins Parking Structure.

https://maps.ucsd.edu/map/Default.htm?id=1005&mrkIid=163244

If you have multiple cars, you will need to pay for daily parking. Check out the FAQ for help with paying for parking

Vendor Badges & Registration

Sponsorship comes with 3 sponsor attendees for platinum and 2 sponsor attendees for gold. 

You will not need to register through the regular attendee system. If you have more attendees than your sponsorship includes, you will need to register through the system. 

On-campus housing is not available for sponsors. Please use one of the nearby hotels. 

All vendors will be provided with badges on the day of the event! 

 

Vendor Raffle

We've had several vendors ask about a vendor raffle.

If you would like to add a raffle item to drive traffic to your booth, let us know when you arrive. We will advertise it at breakfast, lunch, and dinner. 

We'll giveaway items at the dinners. Vendors will be responsible for getting their raffle items to the winners. We recommend "must be present to win" but we will leave it to your discretion! 

What do you recommend for a successful fair experience?

Attendee Information. Attendees are given the option during registration to be added to a list that we will provide to you. 

Table Information. This may seem like common sense but make sure you have something on your table for people to come and talk to you about. Brochures, candy, demonstrations, and exhibits are all great conversation starters. Technologists need an excuse to come talk to you.

Reach out to your contacts. Do you work with someone at the conference already? Do you have a mailing list of your UC clients? Let those people know you’re going to be at the conference. Be prepared to ask for introductions to people you’ve only met via email and don’t know what they look like.

Brochures, giveaways, and swag for the conference bag!

All conference materials must be received by July 17th, 2017, in ordered to be included in the conference bag the day of the conference. We will have 500 tote bags to give out for attendees so we recommend that you send 500 of each piece that you intend to send. If you can't do that for some reason, send what you can and we will put as much in the conference bag as possible.

There are no exceptions.

You can include more than one piece. Whatever you send, we’ll do our best to get it in the bag for you!

If you are mailing materials for the conference bag, use this address:
Jessica Hilt ITS (858–822-3643)
Torrey Pines Center South
10280 North Torrey Pines Road
STE 380A
La Jolla, CA 92037

Sending table materials to UC San Diego

ANY materials that are NOT for the conference bag must be clearly marked with the vendor name and “Table Materials.” If not, I can’t guarantee that they will make it to the conference.

The last day I will be collecting table materials for the conference is EOD, July 17th. Extended deadline: July 28th! 

We will NOT ship back materials. Remember that our conference is run by volunteers. We don't have the staff to send back materials. Please make sure your representatives know that they are responsible for getting any tabletop displays, tablecloths, banners or any other reusable items. Anything not claimed will be recycled. Here is the closest Fed Ex to UC San Diego

If you are sending materials to UC San Diego ahead of another team that is flying in, you may send it to:

Jessica Hilt ITS (858–822-3643)
Torrey Pines Center South
10280 North Torrey Pines Road
STE 380A
La Jolla, CA 92037

What is the vendor fair like?

The vendor fair will be close to breakfast, lunch, and dinner.The bad news is that the programming is in a different area of campus.  The good news is that means that participants will be rejoining you several times during the day and those breaks are long enough for them to eat and enjoy the fair. 


All tables are 6ft long and have a tablecloth, electricity, and Internet. 

What should we know about the vendor talks?

Schedule Assignments: Time in the schedule is assigned based on when a vendor agreed to be a Platinum Sponsor. The most popular sign-up slots (early in the day and around lunch) are the first to book. 

Talk Topic: Your talk will be advertised in the schedule. This is great but it also means you're competing against the other programming at the conference. Your talk should not be a sales pitch and should provide content compelling enough to get people to come to the talk. Yes, you may have a giveaway for during the talk. You must have your talk topic, name, and description to Jessica Hilt by June 15th. 

Table assignments

table assignments