Society of Telecommunications Consultants Conferences

The following Policies & Procedures have been designed to create an atmosphere of equal status for all Vendor Advisory Council members to present products and services to conference attendees.

Company banners may be no more than 3' x 3' and must be displayed by attaching to the front of the table. If you are going to make a new banner, we suggest it be 3' wide by 30" high (standard table height).

VAC members may demonstrate any product, service or application, within the table space allowance of 6' wide x 30" deep (one vendor per 6' table).

Even though you may have participated in STC Conference networking in the past, changes in procedure, policy, or timing can be expected from conference to conference. Please refer to Quick Facts for specific information on Orientation schedules.

Participants are asked to adhere to the time frames allotted for Networking Sessions on the conference schedule. We know you all want to be considerate of speakers and consultants participating in sessions.

Policy prohibits Hospitality Suites or off-site excursions (except for dinner after the Business Meetings on Friday evening) and any other activity that would interfere or compete with a successful conference.

The STC Conference Planning Committee recommends that literature be limited to samples, as it can be cumbersome for you to bring and for consultants to carry home. Each vendor may conduct a post conference mailing to interested consultants.

Giveaways (other than company literature, videotapes, cassettes or diskettes) are limited to items with a value of no more than $25.

Vendor participants must have at least one attendee registered at the full conference rate to participate in the networking session. It is also necessary to register additional attendees from their company at the secondary daily attendee rate or Networking Session assistant rate.

All VAC members in good standing (all current dues paid) are eligible to hold table space at conference networking sessions.

Registration forms must be submitted by the conference due date, with all sections completed, to secure table space. Please refer to Quick Facts for specific dates.

Participation in the Networking Session is subject to table availability for any registrations received after the conference registration due date.

Nonmember vendors may participate in the VAC Networking Session and attend the conference at member rates if, by three (3) weeks prior to the conference, they:

Submit a completed VAC Membership Application, including company brochure, application fee, and prepaid VAC dues .
Submit a completed Conference Registration form, including applicable conference registration fees.
They must have at least one attendee from their company registered at the full conference rate. Additional company attendees may register at the secondary rates.

Participation in the Networking Session is subject to table availability for any registrations received after the conference registration due date. Please refer to Quick Facts for specific dates.

The VAC Networking Room setup and table assignments are created with the focus of providing an even-level playing field for all vendors.

Table space assignment is randomly selected. However, reasonable efforts are made to avoid placing direct competitors at the adjoining table.

Requests for adjoining table assignments due to company affiliations will be considered if notice is given prior to the registration due date and must be listed on the primary vendor attendee registration form. After this date all requests will be accommodated by switching with the vendor assigned to the adjoining table. The company requesting the switch will need to obtain approval from both the company being switched, as well as the adjoining companies & notify the STC registration desk.

The Networking Room setup consists of 6' x 30" tables (one vendor per table). They are set 30" from the wall and 2' apart for easy access to either the front or back of the table.

When necessary, 6' wide x 30" deep tables will be added to the middle of the room to accommodate all VAC registrations, received by the registration due date. These tables typically do not have electrical connections available and will be assigned to those vendors not requiring them. Please refer to Quick Facts for specific dates.

Tables are numbered consecutively. A map of the table numbers & assignments will be available at registration upon check-in and also posted at the Networking room entrance.

Freight will be accepted no earlier than the Monday previous to the show. Please refer to Quick Facts for the specific Networking move-in dates and times.

The label should contain the contact name (Guest), name of the event (STC Conference), the hotel contact name, the hotel address, and the number of pieces. Please refer to Quick Facts for specific hotel information.

SAVE ALL SHIPPING BOXES AT NETWORKING. (Neither STC nor the hotel can guarantee additional boxes or shipping materials/labels.)

All materials must be packed and removed from the Networking Room by the scheduled end of tear down date and time. Please refer to Quick Facts for specific date and time.

Each shipment must have a completed bill of lading with your company carrier account number and number of pieces attached to the lead box.

If you plan to use any other shipping carrier besides FedEx or UPS, you will be responsible for contacting that carrier for pickup and providing them with pickup information. You must also have all your boxes labeled with the appropriate carrier label and all shipping information filled in (STC does not have shipping labels). In the event your selected carrier fails to pickup before 3:00 pm on Friday, you will be expected to have your boxes moved to the Shipping and Receiving area, and call your shipping carrier to arrange pickup for the following Monday. Please refer to Quick Facts for specific information for hotel contact extensions carrier pickup numbers.

The Hotel will discard any materials left on the premises at 5:00 PM on Friday. Please refer to Quick Facts for specific date/time information.

The STC is devoid of any responsibility for any order placement, costs, installation and disconnection of any telecommunications services required by VAC members.

Contact the hotel for telephone/data service & installation 3 weeks in advance for the networking sessions to avoid additional charges.