Exhibitor Info - IT3 2025
Tabletop Exhibit Move-in, Move-out
- Exhibitor Move-in is available the evening of Tuesday, February 25 from 3:00 pm – 6:00 pm, and Wednesday, February 26 from 6:00 am – 7:00 am. Tables will be available on a first-come-first-served basis. A Wednesday morning setup is not recommended as attendees will be filing in for registration and breakfast service beginning at 7:00 am.
- Exhibitor Move-out should be completed by 7:00 pm on Thursday, February 27.
- Each 6-foot tabletop will have a black linen and two chairs provided.
Exhibitor Services: WiFi, Electrical Power, Audio-Visual, Security
- Audio-Visual rentals including video and display equipment, Wi-Fi/High Speed Internet line rentals, power strips, and extension cords are available but must be arranged ahead of time with Encore, the Hotel AV Department.
- Please contact the Director/Event Technology directly, Ryan Rainwater for any assistance with the "Encore - EventNow Exhibitor Kit" for ordering instructions: ryan.rainwater@encoreglobal.com Mobile: +1-918-417-0981
- The exhibit area is in the Promenade Foyer space with no way of being locked after hours with no security guard on duty. Exhibitors are responsible for removing valuables upon departing the exhibit area.
- Tabletop Exhibitors can put any equipment in the meeting room overnight to be secured if needed. The room locks with actual keys and have 24/7 security.
Conference Location and Travel Information
Hyatt Regency Tulsa Downtown
100 East Second Street
Tulsa, OK 74103
Phone: (918) 234-1234
Shipping Instructions
Guest Packages/Shipping. The Hotel will not accept any packages more than 1 week prior to your event. Shipments must include the following information:
The Hotel and A&WMA will not assume any responsibility for the damage or loss of merchandise sent to the Hotel for storage.
Exhibitors are responsible for bringing shipping label(s) of the carrier of choice for return shipments. Exhibitors are responsible for packing up, taping, and securing shipping labels to their boxes. Exhibitors are also responsible for arranging package pickups with your preferred carrier.
For return shipping, the exhibitors should label their boxes for either UPS or FedEx.
The exhibitor will need to call & schedule the pickup at the loading dock; hotel staff can move boxes to the loading dock once labeled & scheduled.
Hotel Business Center, Hotel Parking & Onsite Contact
Guest Packages/Shipping. The Hotel will not accept any packages more than 1 week prior to your event. Shipments must include the following information:
• Company/Group Name: A&WMA IT3 Conference
• Exhibitor Full Name
• Event Manager Name: Caroline Jones
• Date of Function: February 26-27, 2025
• Shipper Return Address
The Hotel and A&WMA will not assume any responsibility for the damage or loss of merchandise sent to the Hotel for storage.
Exhibitors are responsible for bringing shipping label(s) of the carrier of choice for return shipments. Exhibitors are responsible for packing up, taping, and securing shipping labels to their boxes. Exhibitors are also responsible for arranging package pickups with your preferred carrier.
For return shipping, the exhibitors should label their boxes for either UPS or FedEx.
The exhibitor will need to call & schedule the pickup at the loading dock; hotel staff can move boxes to the loading dock once labeled & scheduled.
Hotel Business Center, Hotel Parking & Onsite Contact
- There is a business center located in the hotel.
- Parking is available in the garage located next to the hotel for $10 per day for parking/day use, or $21 for overnight self-parking.
- Your A&WMA onsite contact is Lisa Moses.
