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 Program schedule and events
- When does Urbana start and end?
- When should Exhibitors plan to arrive?
- Who will be speaking?
- What’s the schedule like?
- What else will be going on at the convention?
- Where is the convention?
Booth coordinator
- What’s a Booth Coordinator?
- How do I find out who my booth coordinator is?
The Exhibits Area & Your Exhibit
- What does an 8’ x 8’ space include?
- Are there any size or construction restrictions?
- What arrangements do I need to make for getting
my exhibit and materials to Urbana?
- When should I plan to install and dismantle my
exhibit?
- What are the exhibiting hours?
- Where will my exhibit booth be located?
- Can our organization share exhibit space with
another organization?
- What else will the exhibit area have to offer?
- What can we distribute from our exhibit booth?
- Can we sell items from our booth?
- What is an Agency Presentation?
Your Exhibit Team
- What should I keep in mind when selecting my exhibit
team?
- What if we have Exhibit Representatives living
outside of the USA?
- Why have exhibitors been asked to find housing
outside of Urbana-Champaign?
- What is included in the exhibitor representative
registration fees?
What other resources is Urbana offering to exhibitors?
- Probability of Serving in Cross Cultural Missions" Contact List
- Denominational Email Service
How much does it cost to exhibit at Urbana?
- Booth Fees
- Will there be booth fee increases and why?
- How do I cancel a booth reservation?
How much does it cost to register my exhibits team?
- Representative fees
- Will there be representative registration fee
increases and why?
- How do I cancel a representative registration?
- How long do I have to use the registration codes
I purchase?
- Can I transfer a representative registration
code to someone else once it’s been used?
- Is substitution of representatives allowed?
- Recommendations for managing your representative
registration codes
- What other costs might our team incur?
How can I get Urbana 03 promotional materials?
- Promotional Materials
Travel to Urbana 03
- Arrival and Departure
- Air Travel
- Road Travel
What deadlines do I need to be aware of?
Program schedule and events
- When does Urbana start and end?
The convention begins on Saturday, December 27, 2003 between 8 am and 5pm
with check- in. The convention ends after the last session at 12:30 am
on January 1, 2004.
- When should Exhibitors plan to arrive?
Please plan to arrive on the University of Illinois campus by 1 pm on Saturday,
December 27, 2003. There is a mandatory afternoon orientation for all exhibitors.
Specific check- in information will be available in the fall.
- Who will be speaking?
Read bios of all our platform speakers on the speaker’s
page.
- What’s the schedule like?
View the program for
the convention.
- What else will be going on at the convention?
Browse the website for more information on convention activities such as
delegate small groups, prayer, seminars and
those wonderful exhibits.
- Where is the convention?
Urbana 03 is at the University of Illinois, Urbana-Champaign (140 mi/ 224
km south of Chicago)
Booth coordinator
- What’s a Booth Coordinator?
Each organization exhibiting at Urbana has been required to have a booth
coordinator. A booth coordinator is someone selected by your organization
to coordinate all administrative, financial and material matters relating
to your organization’s exhibit space and your representatives. All
arrangements for your organization’s participation in the Urbana
03 Exhibits Area are coordinated between the Urbana 03 Exhibit team and
the booth coordinator for your organization. Inquiries regarding your booth
materials, set-up and staff should be directed to your organization and
booth coordinator. Urbana personnel will not have this information.
- How do I find out who my booth coordinator is?
To find out who your booth coordinator is contact your organization. If you
have other questions, contact us at exhibitorinfo@ivcf.org and
we will try to assist you.
The Exhibits Area & Your Exhibit
- What does an 8’ x 8’ space
include?
Each exhibit space is 8’ x 8’ and will include one 6’ table,
a blue table drape, two folding chairs, a peg board or pipe and drape back
drop and 2 electrical outlets.
- Pegboard
The pegboard back drop measures 8’ long with a display surface
3’11”. Distance from the floor to the bottom of the pegboard
is 2’1”. Distance from the floor to the top of the pegboard
is 6’. The pegboard is standard with holes placed 3/4” apart.
The holes are 3/16” in diameter. You must provide your own hooks
for use in the pegboard. Please keep in mind that the exhibitor directly
behind you will use the other side of the pegboard. If you plan to tape
materials to the pegboard, you must use masking tape, as scotch tape
will damage the board.
- Pipe and Drape Backdrop
Dimensions and related information on the pipe and drape backdrop will
be available in early Fall 2003. We cannot guarantee the type of back
drop you will be provided at Urbana. Should you have a special need
for either the pipe and drape or the pegboard please email us at exhibitorinfo@ivcf.org
and we will do the best we can to fill your request.
- Table
Distance from the floor to the top of the table is 2’6”.
- Electrical Outlets
Each exhibit space will be wired with 2 electrical outlets for a total
of 110 volts. Additional outlet pairs (providing a total of 110 volts)
are available for a fee of $50 US. There is a limited amount of electricity
in the exhibit halls. Anyone bringing computers or other sensitive
equipment should identify any special electrical considerations. Do
not plan to plug in more than one cord to any outlet.
- Are there any size or construction restrictions?
There are no official height restrictions, but we do ask that you be cautious
with materials that could be potential fire hazards or damage University
of Illinois facilities including floors and walls. Any fabric used in your
display should be treated with a fire retardant. We cannot accommodate
exhibits wider than the designated 8’ width, unless you have more
than one booth space reserved. Any exhibitor whose booth set-up interferes
with other displays may be asked to dismantle part of their exhibit. Please
be sure that your exhibit team is able to assemble your exhibit. Only registered
exhibit representatives will be allowed in the exhibit area prior to December
28. If you have questions or concerns please contact Leslie Bowling-Dyer,
exhibit manager, at 608-274-9001 x 497 or lbowling-dyer@ivcf.org.
- What arrangements do I need to make for getting my exhibit and
materials to Urbana?
Complete in-bound and out-bound shipping instructions will be available in
the fall after booth assignments and locations have been finalized. Please
plan to have your booth and/or supplies arrive in Urbana NO
EARLIER than
December 1, 2003 and NO LATER than December 15, 2003. Your shipment
will be stored at a secure warehouse in Urbana until it is delivered to your
exhibit location on your set-up day.
- When should I plan to install and dismantle my exhibit?
Exhibit must be fully installed by 12 pm on December 28, 2003. After this
hour no installation work will be permitted without special permission
of the Exhibit Manager. The exhibit area will be available to exhibitors
at 9am on December 27, 2003 in the Armory and the IMPE building, and by
9am December 28 in Huff Hall, for installation work. All exhibits must
remain intact until 6pm, December 31, 2003, and may not be packed or removed
until 6pm, December 31, 2003. Exhibits will need to be dismantled, packed
and removed by midnight, December 31, 2003.
- What are the exhibiting hours?
The exhibit areas are open for delegates from 1pm until 6pm, December 28,
29, 30, and 31, 2003. The exhibit areas will be opened to exhibit representatives
at 12:30pm and closed to exhibit representatives at 6:30pm, December 28,
29, and 30, 2003.
- Where will my exhibit booth be located?
Exhibit spaces will be assigned taking into account: alphabetical order,
exhibit size, type of ministry, and/or security concerns. Multiple booths
will be located together. You will be notified of your specific booth location
in the fall. Individual building maps with booth numbers and exhibitor
names will be distributed to all delegates at Urbana so that they can find
your exhibit.
- Can our organization share exhibit space with another organization?
Exhibitors may only share their exhibit space with organizations which have
completed the exhibitor application and been approved by the Exhibit Manager.
Organizations that have not been approved will be asked to leave the exhibit
area.
- What else will the exhibit area have to offer?
- Conversation areas
Each exhibit area will include tables and chairs down the aisles in order
to facilitate conversations between delegates and exhibit representatives.
Please use this space to interact with delegates, but be sure to keep
this area clean and remember that you are sharing this space with other
exhibitors.
- Prayer Rooms
Prayer rooms will be provided in IMPE and the Armory. These rooms are
designed as places of prayer for both delegates and exhibitors. Options
available in the prayer room include individual prayer, prayer with
a friend, or prayer with an Urbana staff.
- Exhibitor lounges
The exhibitor lounges, open from 1:30 – 5:30 pm on December 28-31,
serve as places for exhibit representatives to take a break during the
afternoon and have a snack and interact with members of other exhibiting
organizations. A lounge will be provided in IMPE and the Armory. We encourage
you to use these areas as needed for refreshments or breaks. They are
not designed for meeting with students. In the fall exhibiting organizations
will have an opportunity to sponsor one of the lounges for a day.
- What can we distribute from our exhibit booth?
Due to state and county health code regulations and University of Illinois
policy, no food or beverages may be distributed by exhibitors.
Exhibitors may handout brochures and other free materials from their
booth.
Due to security considerations please keep the following in mind when
preparing materials that you wish to distribute from your booth. Delegates
will be limited in what they can carry into the Assembly Hall. Avoid
distributing items that are large or bulky. Avoid items that are typically
used as convention identifiers (i.e. wristbands, ribbons, nametags with
the Urbana logo, etc...) If you are unsure of an item you are considering
using, please contact us at exhibitorinfo@ivcf.org and
we will be glad to assist you.
- Can we sell items from our booth?
No organization or individual is permitted to sell or market any service
or product at Urbana 03.
- What is an Agency Presentation?
All exhibiting organizations have the opportunity to make two one-hour presentations
about their ministry. Agency presentations, formerly known as Exhibitor
Workshops, will be scheduled twice daily on December 28, 29, and 31. Audio/visual
equipment available for agency presentations is limited to an overhead
projector and a screen. Each organization's booth coordinator is responsible
for signing up for the presentations.
Presentations should focus on your organizations vision and ministry,
rather than a topic. Plan your presentation to be practical and informative
with ample time to answer questions about your ministry.
Your Exhibit Team
- What should I keep in mind when selecting my exhibit team?
As you choose the members of your exhibit team, remember that your
main goal is to build authentic relationships with a diverse group of college
students. At Urbana 2000, 44% of delegates were non-white and more than
86 different denominations were represented. Be sure to choose a variety
of men and women who possess good communication skills, are good listeners
and can relate well with today’s students. As much as possible, try
to bring a multi-ethnic team to staff your exhibit.
Students today are looking for mentors and models who will
speak honestly about their own struggles and experiences. Look
for team members who will share their own ministry experiences
and will ask questions, listen, and pray with delegates.
- What if we have Exhibit Representatives living outside of the
USA?
Urbana will not be issuing letters of invitation. Please have exhibit representatives
who do not have an American passport or are not a Permanent Resident contact
their booth coordinator to arrange entrance into the United States through
your organization.
- Why have exhibitors been asked to find housing outside of Urbana-Champaign?
If you have exhibited at Urbana before, you are aware that the cities of
Urbana-Champaign are small while the convention is large. Due to the changing
needs at the university the number of beds and rooms has decreased. In
the community the number of hotel rooms has also decreased. In order to
facilitate a sense of equity and reduce stress we are asking exhibitors
to secure housing outside of Urbana-Champaign where possible. We have secured
discounts at a number of hotels in the towns surrounding Urbana-Champaign.
Since most exhibitors have a vehicle for transportation it is easier and
more convenient for you to drive to town than for the convention to bus
many loads of delegates.
We have provided a PDF
file that lists the hotels that provide the discounted rates. In
addition there are a number of hotels in the surrounding communities
of Rantoul, Tuscola, Monticello, Mahomet and Farmer City and within Urbana-Champaign
as well, that we have not contracted with but may have available rooms.
There are a few rooms within hotels in Urbana-Champaign that have not
been secured for general convention use. You may contact these hotels
directly for availability.
- What is included in the exhibitor representative registration
fees?
Included in the Exhibit representative registration fee is access to the
general sessions via closed circuit TV in an exhibitor’s viewing area,
an Urbana 03 fleece exhibitor vest, box lunches, convention handbook and
nametag and other services.
- Exhibitor Vests
Exhibitors will be required to wear their vest while in the exhibit area.
A sufficient number of small, medium, large and extra large vests will
be available onsite.
- Exhibitor Box Lunches
Don’t let the word “box” fool you. We have contracted with
some of Urbana-Champaign’s finest caterers to provide some tasty options
for our exhibitors. Menus will include a variety of sliced meats (i.e. honey
ham, shaved roast beef, etc.), vegetarian options, bakery fresh rolls, salads,
seasonal fruits and one day will feature a special entrée served over
rice or pasta. Two days will feature a variety of box lunches to choose from
and the other two days lunch will be served buffet style with a hot soup
option. Beverages, including coffee, will be available in the exhibitor lounges.
Lunches and beverages are all included in representative registration fees.
What other resources is Urbana offering to exhibitors?
- Probability of Serving in Cross
Cultural Missions" Contact
List
The "Probability of Serving in Cross Cultural Missions" Contact
List is available for $200. This is a list of delegates who describe themselves
as “likely to serve in cross cultural missions in the near future” and
want to be contacted by you. You will receive delegate names, states, telephone
numbers, email addresses and denominational affiliation electronically in
an Excel spreadsheet. Use this list to invite delegates to visit your exhibit
and to make appointments with delegates for more formal interviews during
the convention. Your organization's booth coordinator is responsible for
signing up for the contact list.
- Denominational Email Service
The Denominational Email service is available for $150. If you are an exhibiting
organization with a denominational affiliation you have the opportunity
to have Urbana 03 send a pre-convention email message to delegates who
indicated on their registration that they are affiliated with your denomination.
Messages should be 100 words or less and need to be received by October
31, 2003. Your organization's booth coordinator is responsible for
signing up for the email service.
How much does it cost to exhibit at Urbana?
- Booth Fees
- Fee per booth space is $775 US until August 31, 2003.
- Payment is due within 30 days after acceptance. If, after 30
days from being accepted, booths are not paid in full, IVCF may,
at its discretion, cancel your booth reservation. Unpaid booth
fees will also void your agency’s registration for Urbana
03. In the event that your registration is voided your agency
will need to re-apply.
- Will there be booth fee increases and why?
On September 1, 2003 booth fees will increase to $975 US. Increases in booth
fees are designed as an incentive, not as a punishment. It will help us
tremendously to receive your payments early, so we have time to process
your payments and prepare for the convention.
- How do I cancel a booth reservation?
Send an email to lbowling-dyer@ivcf.org.
Please include "Booth Cancellation - your organization name" in
the subject heading. If your cancellation email or letter is received on
or prior to October 31, 2003, you will be refunded the amount paid less the
$75 cancellation fee. Booth fees are non-refundable after October 31, 2003.
Refunds will be issued in the form of a check in January 2004.
How much does it cost to register my exhibits team?
- Representative fees
- Fee per exhibit representative is $200 US until August 31,
2003.
- Payment of the exhibit representative fee will generate a unique
code to be used by your exhibiting team members to register for
the convention.
- You may use all or a portion of the representative registration
codes that your organization has been authorized to have. Organizations
will automatically be authorized to have four representatives
per booth. Appeals for additional representatives should be made
to the exhibit manager at lbowling-dyer@ivcf.org.
- You do not have to pay for all registration codes at once.
They may be purchased in any increment up to the maximum number
authorized for your organization.
- No registration codes may be purchased after October 31, 2003.
- Will there be representative registration fee increases and why?
On September 1, 2003 representative fees will increase to $300 US. Increases
in representative fees are designed as an incentive, not as a punishment.
It will help us tremendously to receive your payments early, so that we
have time to process your payments and prepare for the convention.
- How do I cancel a representative registration?
Send an email to lbowling-dyer@ivcf.org.
Please include "Rep Cancellation - your organization name" in the
subject heading. If your cancellation email or letter is received on or prior
to October 31, 2003, you will be refunded the amount paid less the $50 cancellation
fee. Representative fees are non-refundable after October 31, 2003. Refunds
will be issued in the form of a check in January 2004.
- How long do I have to use the registration codes I purchase?
Any purchased codes not used by November 30, 2003 will be voided and are
considered non-refundable. By December 1, 2003 we need final identification
of all exhibit representatives.
- Can I transfer a representative
registration code to someone else once it’s been used?
Representative codes are non-transferable. To replace personnel who have
cancelled, you will need to purchase additional registration codes. Cancelled
registration codes, however, are not counted toward the total number of representatives
authorized for your organization.
- Is substitution of representatives allowed?
There are no substitutions. Representative codes can not be reassigned once
used.
- Recommendations for managing your representative registration
codes
- Create your own document to keep track of codes you assign
to specific representatives from your organization.
- Give each representative one code only. They may only use it
once to register.
- Do not give out a code until you are certain the individual
will be coming. Once used, the code cannot be reassigned to another
individual.
- Each exhibitor representative must register individually using
their unique code. They will not need to pay, since you have
prepaid for them.
- Send exhibitor representatives here to register: https://www.urbana.org/03registration/regcode.cfm?Type=exhibitor&clear=yes
- What other costs might our team incur?
- Car rental fees average between $35- $45 per day from
airport rental companies. Each exhibiting agency or school will
need to provide their own transportation to and from the U of
I campus each day of the convention.
- Hotels in the areas surrounding Champaign -Urbana are
available for approximately $35 - $65 per night.
- Each exhibit space is automatically wired with a 110 volt electrical
outlet (2 sockets per outlet). Additional
outlets are
available for $50 each.. Requests and payments for additional
outlets can be made on your exhibitor status page at www.urbana.org/orgs.
Requests need to be received by September 15, 2003.
- The "Probability of Serving in Cross Cultural Missions" Contact
List is available for $200.
- The Denominational Email service is available for $150.
How can I get Urbana 03 promotional materials?
All Urbana 03 promotional materials are available to order, free of
charge, through the InterVarsity Store at: www.urbana.org/go/promotions.
Visit to find brochures, flyers, bookmarks, posters, and much more!!
Ad Slicks: www.urbana.org/u2003.promotions.adslicks.cfm. Spread
the word about Urbana 03! Use these ads in your newsletters, on your
website, anywhere you want people to know about Urbana 03!
Banner ad: Post the Urbana 03 banner ad on your website. www.urbana.org/main.linkbanners.cfm
Urbana 03 "Ask Me" buttons: Please wear these colorful,
pins and help spread the word about Urbana 03. Each exhibiting agency
will be mailed a quantity of Urbana 03 "Ask Me" buttons for
distribution among your agency representatives. For more information,
please contact Maria Slevin at mslevin@ivcf.org or
(608) 274-4823 ext. 379.
Travel to Urbana 03
Since most exhibit teams will need a car for daily travel to and from
the convention we recommend that you talk with your booth coordinator
before making your travel plans. Team members living at a distance who
need to fly in may want to coordinate arrival at one airport and rent
a car from the airport to get them to the convention. Their team can
then use the same car for their transportation during the convention.
Make your travel plans early. Travel costs are not included in your exhibitor
registration fee. Please wait until you have received your registration confirmation
before booking your travel.
- Arrival
Exhibitors should plan to arrive on the University of Illinois campus by
1 p.m. CT on Saturday, December 27, 2003. There is a mandatory afternoon
orientation for all exhibitors. Specific check- in information will be
available in the fall.
- Departure
Begins at 12:30 a.m. the morning of Thursday, January 1, 2004, immediately
following the last session.
Air Travel
- Where do I go?
You should plan to fly into Chicago O'Hare, Chicago Midway, Indianapolis
or St. Louis.
- Why should I fly to one of these cities?
If, after talking with your booth coordinator, you find you still need transportation
from the airport, there will be discounted shuttle bus service organized
at those airports directly to the convention.
- When should I fly?
You have two choices for Arrival:
1.
December 27. Plan to arrive at one of the designated
airports between 6:00 a.m. and 2:00 p.m. Shuttle buses will operate
from the designated airports to the convention from 6:00 a.m.
until 3:00 p.m. It is about a 3 ½ hour ride from these
major airports to the convention.
2. December 26. If due to long distances, time zone changes,
or sold out flights it is more convenient for you to fly on December
26 there will be discounted hotels available at the Chicago,
Indianapolis and St. Louis airports. Hotel names, prices and
phone numbers will be on the convention website by August 2003.
You are responsible for these hotel expenses. (There is NO housing
available at the convention site on December 26; shuttle buses
will run only on December 27).
You have two choices for Departure:
3. If your return flight is BEFORE NOON
on January 1, we will provide
shuttle buses back to the airports immediately following the closing session
12:30 a.m., Jan. 1. (This is the recommended departure time.)
4. If your return flight is AFTER NOON on
January 1, we will provide
shuttle buses back to the airports beginning at 6:00 a.m. on January 1.
- How Do I Get My Ticket?
Travel to the convention is your responsibility and is not included in your
convention registration fee. DO NOT make your travel arrangements before
you receive confirmation that you are registered for Urbana 03.
- 1. Internet Travel Purchase
- If you purchase your ticket through an Internet site REMEMBER:
Follow the instructions in "Where do I go?" and "When
should I fly?" above.
- Be sure you have a confirmed seat. Even though discounted fares
are sometimes available on short notice on the Internet, it is
our experience that flights become sold out many weeks before
the convention.
- Be sure to complete your travel arrangements by reading the
travel information at www.urbana.org/go/travel and purchasing
the appropriate shuttle bus ticket from Chicago, Indianapolis
or St. Louis to Urbana. The cost is $55.00 round trip (airport
to convention and back to airport).
- 2. Your Preferred Travel Agency
- Be sure to direct your agent to the information provided at www.urbana.org/go/travel so
they can get you the appropriate airline ticket
Road Travel
What deadlines do I need to be aware of?
Booth coordinators can access a complete list of current
exhibitor deadlines by logging on to your organization's administrative
pages at www.urbana.org/orgs
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