Exhibit Planning Guide

Overview Of Deadlines

February 25 First day for advance shipment arrivals
March 1 Complete Exhibitor Reply Form online
Complete Exhibitor & Sponsor Directory Reply Form online
Proof of liability insurance
Registration of exhibitors
March 11 Discount deadline for orders with Texas XPO
March 18 Last day for advance shipment arrivals

Venue/Exhibit Location

Hyatt Regency Austin
208 Barton Springs Rd
Austin, TX, USA 78704

Website Hotel Bookings

Exhibit Hall: Zilker Ballroom 1-2

Show Hours

Move-in & set-up:
Saturday, March 25 12:00-17:00
Official opening hours:
Saturday, March 25 (Welcome Reception & Poster Session)
Sunday, March 26
Monday, March 27               
Monday, March 27 16:00-20:00

Exhibit Space

Please note that the exhibit hall has wall-to-wall carpets. A pipe and drape booth is included in the exhibition fee. The maximum building height in the Exhibit Hall is 8 feet. There are no pillars in the room. Your booth package will be installed prior to your arrival on site.

Your regular 10’ deep X 10’ wide booth package includes:

  • 8 ft. high pipe and drape back wall (black)
  • 3ft. sidewalls (black)

  • 1 booth ID sign
  • 2 chairs 

  • 6ft x 2ft table (draped in black)
  • 1 electrical outlet
  • 1 wastebasket 

  • General aisle cleaning

N.B. These furnishings are approved by IPTA and may not be returned or exchanged for a credit, reimbursement, or for alternative furnishings.

Official Supplier / Order Forms

You will receive an email from Texas XPO with a link to the Exhibitor Service Manual as well as your log-in details. Texas XPO can provide additional booth furniture, carpeting, graphics, cleaning, shipping, labor, audiovisual etc.

Exhbitor Reply Form – Due March 1

Please complete the exhibitor reply form.

Exhibitor Reply Form

Sponsor & Exhibitor Directory Reply Form – Due March 1

Please provide your company’s contact information and 50-word company/product(s) description that you wish to display in the directory.

Company’s Information

Registration Using Your Complimentary Full Registration And/Or Exhibitor Pass(es) – Due March 1

Isabel Stengler provided promo codes by email on January 9-10 to sponsors and exhibitors along with instructions on how to register. If you have not received this information, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Two (2) exhibitor staff badges are included for each booth module that was purchased. This badge does not include access to the scientific sessions. The exhibitor staff badge includes access to the coffee breaks from Saturday, March 25 to Monday, March 27, as well as access to catering of the Welcome Reception.

Additional exhibitor badges above the company’s allowance may be obtained at a cost of $350 US.


The exhibitor should get proper liability insurance, being solely responsible for any physical loss or damage to, or any personal injury or other liability arising from exhibit material. All exhibitor property is in the care, custody and control of the exhibitor at all times. The period of liability of the exhibitor shall be deemed to run from the time the exhibitor or any of its staff first enters the exhibitor grounds, and to continue until all his exhibits and property have been removed.

The IPTA Organizing Committee, Congress Secretariat and Exhibit Office, Hyatt Regency Austin, or its agents assume no responsibility for bodily loss of, or damage to products, booths, and equipment of decorations, due to fire, water accident, theft or any other cause while they are on the premises or in any of its outbuildings.

Exhibitors must insure themselves against property loss/damage and liability for injury. Therefore, the exhibitor will provide IPTA by March 1, 2023, with satisfactory proof of liability insurance in the limit of $2,000,000 each and every occurrence.


Exhibitors must store their materials and boxes in their booth unless if they used the material handling services of Texas XPO. In that case, they will manage the storage of empty boxes / cases.

Shipping Information

Shipments under 40 lbs (18kg)
Boxes with a total weight under 40 lbs can be sent directly to the hotel. Be sure to write your company name, name and phone number, as well as reference to IPTA 2023 (March 25-28) on your shipping label.

Shipments above 40 lbs (18kg)
Exhibitors must ship their materials to Texas XPO who will then  deliver the shipments directly to the respective booth. Texas XPO will also handle return shipments.

Please refer to the Texas XPO Exhibitor Manual for more details concerning shipping to the Advance Warehouse and shipping Direct to Show Site. Shipments that arrive Direct to Show Site on Saturday will incur additional costs.


The hotel will provide general security services of the meeting space. The exhibit hall will be locked before and after opening hours. The Zilker Ballroom building will be locked before and after congress opening hours but remains accessible via a sky bridge that connects the hotel and the ballroom. Please remove your valuables from your booth when you are not present.

Exhibitors can access the exhibit hall 30 minutes prior to opening of the exhibit hall, and 30 minutes after closing of the exhibit hall. Proper name tags must be worn at all times.

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