Priority Points Policies & Procedures

Revised April 16, 2021

 IBIE 2022 will utilize an online exhibit space contract application process. After submitting a contract and deposit by the required deadline, the exhibiting company will be provided a date and time to call in and select its IBIE 2022 exhibit space based on the IBIE 2022 Priority Points Policy and Procedure below.

Priority Point Accumulation Process

All current ABA, BEMA and RBA members have a special Priority Period to select space before non-member past exhibitors and prospects (“Round I”). Each member company will be assigned “Priority Points” based on several criteria:

LOYALTY PROGRAM: One point will be awarded for each show that a company participated in from 1977 – 2019.

NUMBER OF YEARS OF ACTIVE MEMBERSHIP: Based on ABA, BEMA and RBA membership records, each member company will receive one priority point for every year that they were an active member for the period 1988 – 2021. (Membership is only tracked for one association, IBIE will not combine points if a company is a member of two or more associations.)

SQUARE FOOTAGE TOTALS IN PAST IBIE SHOWS (2001, 2004, 2007, 2010, 2013, 2016, 2019)

Points are totaled for the seven shows:

100 – 400 sq. ft. = 1 point

401 – 1,000 sq. ft. = 2 points

1,001 – 2,500 sq. ft. = 3 points

2,501 – 4,000 sq. ft. = 4 points

4,001+ = 5 points

NEW* IBIE HOTEL BLOCK UTILIZATION: Three points will be awarded to the company should 75% or more of registered representatives for the IBIE show also book and stay in an official IBIE hotel. Housing lists and registration lists will be compared after IBIE 2022 and the awarded point will be added for the IBIE 2025 show priority point calculation. This is a new accumulation criterion and is not retroactive to past shows.

NOTE: Each of these criteria points are also assigned on a “weighted” factor, determined and approved by the IBIE Committee. In the case of two or more companies having the same number of Priority Points, the amount of square footage in prior show will be used as the tie-breaker. Should the amount of square footage from the prior show be the same, the secondary tie-breaker will be the total number of years of active membership.

Booth Selection Process

ROUND 1 | MEMBERS ONLY OF ABA, BEMA AND RBA

IBIE Show Management will compile this data based on the member round 1 space applications and deposits that are received or postmarked by 11:59 PM CT on the published deadline date. Show Management will strictly adhere to this deadline date, with no exceptions for late submission of applications. Companies will be notified by email of their Priority Points, instructions and call-in date for the selection time period.

Members of any of the associations who have a lapse of one year or more during the three-year period between IBIE shows, will not be eligible for round 1 but will be eligible for round 2.

ROUND 2 | MEMBERS OF ABA, BEMA AND RBA WHO DID NOT APPLY BY ROUND 1 DEADLINE AND 2019 NON-MEMBER EXHIBITORS

Members who miss the application deadline for Round 1 and past exhibitors who are non-members will select space in Round 2 also have a priority assignment period (“Round 2”), which will be noted on their mailing. Thereafter, space assignments will be made on a first-come, first-served basis (“Round III”). When possible, IBIE will take into consideration location preferences requested by an exhibitor on their Exhibit Space Application & Contract when making space assignments not selected by the exhibitors during the Priority Point call-in process. In all events, IBIE reserves the right to make the final determination of all space assignments in the overall best interests of the Exposition. Furthermore, IBIE cannot guarantee that a particular exhibit space will be available for a particular exhibitor and reserves the right to make changes to the space assignments as needed (e.g., in cases of force majeure).

ROUND 3 | GENERAL SPACE SELECTION

Round 3 is open for prospects of IBIE to apply for space. Space will be assigned by the order of application and deposits received by IBIE.

Selecting Space for Others:

Under the Membership Priority Selection process, exhibitors that are part of a larger subsidiary/parent company arrangement have two options to pick space. Once the option has been selected at space selection, the option cannot be modified.

OPTION 1: Separate Booths 

An exhibitor may select space during the same space selection time for other profit centers, divisions, subsidiaries or companies but only if they are part of the same company or parent corporation. Each division/subsidiary must complete their own Space Application and will be considered as a separate exhibit booth, accruing priority points separately.

The space selected for the other wholly-owned profit centers, divisions, subsidiaries or companies that are part of the same company or parent corporation may be adjacent to each other or in separate locations throughout the exhibit hall.

While ABA, BEMA or RBA members may select space during the same space selection time for their subsidiaries or divisions under the guidelines noted above, the member rate of exhibit space will only apply to the portion of the booth occupied by current member(s). The profit centers, divisions, subsidiaries or companies that are wholly-owned parts of the same company or parent corporation must qualify for membership status on their own to obtain member discount on exhibit space. Each exhibiting company will indicate its ABA, BEMA and/or RBA membership status on the separate contract required for participation under the subsidiary’s/division’s name. Any of the companies who drop their membership after space has been confirmed will be re-invoiced at the non-member rate.

OPTION 2: Contiguous

An exhibitor may select space during the same space selection time for other profit centers, divisions, subsidiaries or companies but only if they are part of the same company or parent corporation. Each additional company added will be considered an additional listing and will NOT accrue or earn priority points for their participation at the IBIE 2022 show. Priority Points will only be earned and accrued by the exhibitor who submits the application/deposit and selects the initial contiguous booth space.

The space selected for the other wholly-owned profit centers, divisions, subsidiaries or companies that are part of the same company or parent corporation must be in one contiguous booth.

Procedures for Selection of Space for Others:

  • Complete a separate Application & Contract for each company, indicating square footage for each selection. Documentation must also be provided to IBIE at the time of exhibit contract submission, containing proof of wholly-owned corporate status of affiliated companies in order to qualify for selecting space at the same selection time.
  • After contracts are signed, the profit centers, divisions, subsidiaries or companies that are part of the same company or parent corporation will be official exhibitors and can be listed in the Official Show Directory.

This IBIE 2022 Priority Points Policy and Procedure originate on the online IBIE 2022 Exhibit Space Contract. Please refer to this online exhibit space contract for the latest version of this policy and procedure. In the case of differences between this Policy and Procedure statement and the online exhibit space contract, the online exhibit space contract will rule. IBIE management reserves the right to make changes without notice, and its decision is final.

 

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