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Vendor Information & Forms

General Information

The vendor area is divided among three venues: Veramendi, Spring Lake and Chautauqua (as well as tables in the conference center hallways.) The venue has been configured to ensure traffic passes outside of all the vendor rooms. We have big name vendors committed in each of the 3 vendor rooms; additional assurance that each room will attract the modeler’s interest.

Tables

Vendor tables are 8’ x 2.5’ (96” x 30”) and $125 each; electricity and dedicated Wi-Fi channels from Embassy Suites are available upon request at an additional fee (see details below). We will attempt to accommodate all special requests. Note that location priority is based on payment received. There may be minor vendor location movements to consolidate table availability. Table registration is a simple process of emailing our vendor coordionator with your table request. If tables are available you will be e-mailed an invoice from IPMS/USA with online payment options. Or, you may mail your payment to IPMS/USA via paper check.

If we are in a sold-out situation please still continue to reach out to our vendor coordinator as we will be creating a waitlist for tables. As other vendors cancel we will contact you with our updated table availability.

Wi-Fi and Power

Dedicated Wi-Fi channels broadcast in the vendor rooms are available for purchase. Convention staff are working a package deal with the Embassy Suites to support vendors and their internet connectivity needs during the convention. We will have dedicated Wi-Fi pricing up on our convention registration page in the near future as well as an option to purchase it at that time.

If a vendor is in need of a dedicated power drop at their table(s) the convention staff will work with the hotel staff to make this possible. We will have power drop pricing up on our convention registration page in the near future as well as an option to purchase it at that time.

Shipping Information

All vendor merchandise and items brought to the venue by the vendor themselves may be unloaded and brought into the facility at no charge. IPMS/USA convention staff will be on-hand to assist vendors with the unloading of their vehicles.

Inbound Shipments

Shipments can be received, and stored without charge, beginning Friday, July 28th, 2023. If packages are received before July 28th, the vendor will be charged a fee for storage. See the table below for pricing set by Embassy Suites. All packages shipped to the conference center will be delivered to your reserved table(s) by Embassy Suites staff on Tuesday, August 1st. While storage within the dates described is free of charge, there is a fee for the hotel staff to deliver your shipment to your table(s). See Drayage Fees below for exact pricing.

All inbound packages must be labeled with the following information:

Embassy Suites - San Marcos
Attn: (your company name)
International Plastic Modelers Society
Event Dates: August 2 - 5 2023
1001 E. McCarty Lane
San Marcos, TX 78666

Download a shipping label here.

The following receiving charges will be applied for all vendors shipping packages or pallets to/from the convention center:

All packages received for storage before July 28th will be charged the following amount (per day, up to July 27th):

Note: A 25% service charge (levied by Embassy Suites) and 8.5% state sales tax will be added to each order.

Drayage Fees

Drayage fees are only applicable if a vendor ships their merchandise to the venue. Once received and stored by Embassy Suites the hotel staff will deliver to the vendors' assigned table(s) on Tuesday, August 1st. If a vendor is bringing their own merchandise and unloading themselves there are no drayage charges.

Drayage fees are calculated per the following:

Note: A 25% service charge (levied by Embassy Suites) and 8.5% state sales tax will be added to each order.

Have a question or comment? Contact our Vendor Coordinatoer, Stan Spooner: stan@CPD.BZ.