Conference Exhibits Information

About the Conference:

The Iowa Bandmasters Association wishes to extend an invitation to your company to display at our annual conference. The conference will be held at the Des Moines Marriott Downtown. Many exhibitors who do shows nationwide tell us our conference is one of the top shows in the country. Over 950 members and guests register for our conference. Concerts by 12-14 bands bring in an additional 2400 band members, chaperones, and parents.

Booth Description and Fees:

Most booths are 8’ wide x 6’ deep with background drapery 8’ high and 3’ side dividers. Included with each booth will be one 6’ table covered and draped, two folding chairs, one company identification sign. The fee for one booth space is $400. Each additional space is $350. The first $400 fee includes an associate membership for the year following the conference. 

Booths will be assigned at the sole discretion of IBA with consideration given to booth configuration requirements, seniority, date of contract submission, and balance. Exhibitors may state preferences for booth location. Booth assignments will be shared with exhibitors in April.

Freeman Decorating will contact each exhibitor regarding special furniture, additional tables, etc. Materials and equipment shipped to the conference must be addressed to Iowa Bandmasters Conference, Freeman Decorating Company, 2000 Easton Blvd., Des Moines, IA, 50317 (phone 515-265-5601). Do not ship anything direct to the hotel.

Setup Information:

• Wednesday, May 14 from 5:00 PM to 10:00 PM

• Thursday, May 15 from 7:00 AM to 9:00 AM

Everything must be set up by 9:00 AM Thursday, May 15. Anyone not in place by 9:00 AM will automatically lose their spot for the coming year. A packet with badges, conference programs, and information sheets will be delivered to your booth Wednesday evening, May 14th. 

Exhibit Hours:

• Thursday, May 15th from 9:00 AM to 4:00 PM

• Friday, May 16th from 9:00 AM to 11:45 AM and 1:00 PM to 4:00 PM (Exhibit areas are closed Friday noon while directors attend district meetings)

Both days have dedicated time scheduled for conference attendees to visit the exhibits hall.

Teardown Information:

• 4:00 PM to 5:00 PM Friday, May 16th

NO EARLY TEARDOWNS. Anyone tearing down before 4:00 on Friday will not be invited next year. 

Hotel Reservations:

Those wishing to stay at the Marriott during the conference can phone 800-228-9290 or click here. It is highly recommended that you reserve a room early as rooms fill quickly, especially for Thursday night.

Insurance/Liability: 

Vendors must provide the Iowa Bandmasters Association with a certificate of liability insurance showing liability limits of at least $1,000,000 per occurrence. The certificate will need to show the Iowa Bandmasters Association as an ‘Additional Insured’ on your policy. Instruct your insurance provider to email or send the certificate to: [email protected]. This certificate must received no later than April 1. Exhibitors preparing food at the conference need to present a certificate showing liability limits of at least $5,000,000 per occurrence.

The Iowa Bandmasters Association, officers or agents shall in no case be responsible for any loss, theft, damage, or injury of any character to any person or article. The I.B.A., while taking all precautions against loss, will not guarantee against it. Exhibitors wishing to insure their goods must do so at their own expense. The exhibit area will be locked during non-operating hours. A security guard will be on duty in the exhibit area from 10:00 PM Wednesday to 7:00 AM Thursday and from 5:00 PM Thursday to 8:00 AM Friday.

Refund Requests:

Exhibits are an extremely important part of our conference. We hope that your company will be able to join us. If a problem should arise, a refund may be requested until the first week in April. After that time, no refunds will be granted. 

Additional information will be forthcoming prior to the conference date. If we can be of any assistance, please contact Braden Wipperman and Jennifer Williams at [email protected].