Vendor Information

Convention Vendors, July 2027

Welcome to your future arrival at Huntsville, Alabama, the Rocket City!!!! IPMS and the convention team would like to cordially invite you to participate in the largest flash mob model shop that occurs once a year. The Convention will be held in the Von Braun Center(VBC), 700 Monroe St. SW, Huntsville, Alabama from 14-17 July 2027. The VBC boasts over 50,000 sq ft of vendor space with over 420 tables available. Vendor setup day is 13 July 2027.

I have included the vendor registration form (at bottom of this letter) for your convenience. Just complete the information requested. You can drop off the completed packet to the registration table starting on Friday and we will get you registered. If you have any questions, please reach out and I will try to come by your table at the convention and we can go over the table layout and discuss any special requirements you may have. Please submit email to: 2027vendorcoord@gmail.com. Please add this address to your email application so email does not get sent to your spam folder.

Once your registration form is submitted and we get your information and preferences, we will enter your information into the IPMS registration system. IPMS/USA will email you an invoice with an online payment option. You may pay online with a credit card, pay via PayPal to Treasurer@IPMSUSA.org, or mail a check (US dollars only) to the address on the invoice.

Included is the floor map showing the planned table layout. On the registration form, there is space for you to annotate your desired tables. There is space to designate up to 3 different location choices of tables. I will do my best to lock you in for your first choice and to meet all of your requests and preferences. As you are aware, there will be changes and this map will adjust as each of your requests and preferences are addressed. I will update this map periodically as details are fleshed out. Tables are not fully reserved until registration is completed and you have paid for your tables. Registration is completed through wild apricot.

These conventions rely on your support and its overall success is measured in part by the door prizes! The door prize success is due in large measure to the generous contributions of vendors such as you. This partnership results in some great prizes and you get free advertising. Our door prize area will be in the front of the vendor area. We encourage you to attach a business card or sticker identifying your business with each donated item. If you are unable to attend our convention, we ask that you consider supporting with a door prize donation.

All vendors are responsible for obtaining a valid local business license prior to the convention and handling all relevant taxes.  We recommend applying for a business license at least 60 days prior to the convention.

For any questions you have please reach out and let me know. My goal is to help make your participation in the 2027 IPMS/USA National Convention a successful and rewarding experience.

Charles Segars

Vendor Chairman

2027vendorcoord@gmail.com

~ Vendors ensure you check your Spam Folder for email traffic. ~

Vendor Room Details

Payment Policy

IPMS USA will send an invoice for requested tables and services. Vendors can pay their entire bill on receipt of their invoice or make installments. Payment must be received by 5 OCT 2026.

Installment payments

1. 30% due 5 OCT 2026
2. 30% due 5 FEB 2027
3. 40% due 5 APR 2027

Failure to make a payment will result in one reminder per payment. Payments over 30 days late may result in table cancellation.

Refund Policy

If a vendor can request a refund according to the following schedule.

1. Cancel before 5 APR 2027: Full Refund
2. Cancel between 5 APR 2027 and 12 JUN 2027 50% refund
3. Cancel 13 JUN 2027 or later No refunds

Tables

Tables will be managed on a first-come first-served basis. Final locations may change depending varying requirements. The request form has space for you to annotate up to 3 desired choices for tables. My goal is to meet your requests to the best extent possible. Tables are 8 feet long by 30 inches wide and the fee includes chairs. Each vendor may receive 2 chairs for the first table and one additional chair for every additional table after the first. Please indicate the number of chairs desired.

Power

If you require access to electrical outlets there will be an additional fee. VBC manages power locations in the venue. Due to the method of power distribution, a power request will play a role in table location. Be sure to include 3 choices for table location. If ordered prior to 5 APRIL 2027 the fee for power is $125. After 5 APRIL, the fee will be $175 if the venue is still able to provide it to you. Please provide any special requests or questions, contact the vendor chairman.

WiFi / Internet

The VBC provides complementary open WiFi service that is open to the public. If you require secure WiFi, the cost is $75 for the event duration. Please indicate on the form above if you require dedicated WIFI and the vendor chairman will discuss the details with you. Secure WiFi includes a password to limit access to only the paying vendors and IPMS.

Loading and Unloading

We will have staff available to assist you in moving your inventory to your table location, if desired. Vendor setup will be available all day Tuesday, 13 July 2027 and the morning of Wednesday, 14 July 2027.

Vendors must be out of the venue by 7:00 pm Saturday evening.

Event security will be provided by the Convention Center supplemented by IPMS Region 3 personnel throughout the event. The vendor rooms will be locked after hours.

Shipping and Drayage

VBC provides an event services coordinator for those vendors needing services such as shipping, handling, etc…. Their contact info is: Lauryn Johnson, ljohnson@vonbrauncenter.com or 256-551-2358.

Truck/Trailer/Personal Vehicle Parking

VBC has parking availability for all size trailers up to tractor trailer size. Rates will vary by request. Please include any specific requests and we will work your specific requests. VBC manages regular vehicle parking that exists on site for $15 a day. There is a city parking garage 1 block over that is $5 for each enter\\exit. The city garage does not accept trailers.

Hotel Reservations

The show hotel is connected to the VBC. We have two hotels directly across the street, two hotels that are 1-2 blocks away and a third hotel that is within 12-15 min walk. Stay tuned to the convention website for dates that reservations will open. There is a required minimum 3 night stay for the first week of reservations. This technique has been recommended\\used in the past and we want to continue. We have five of the seven hotels under contract currently. Once the rooms are released, when making reservations ask for the “IPMS National Convention Rate” or utilize the link posted on the webpage. Hotels tend to sell out quickly.

Alabama Sales Taxes

Vendors are responsible for licenses required and the collection and submission of any applicable sales taxes related to their sale. Huntsville, Alabama has a sales tax rate of 9% split between the state, county and city. We will update information on the website as we get it. Provided are some links for more information.

Huntsville City 4.5%

https://www.huntsvilleal.gov/business/licensing-permits/business-licenses/

Madison County .5%

https://www.madisoncountyal.gov/departments/sales-tax

Alabama State 4.0%

https://www.revenue.alabama.gov/sales-use/sales-tax/

~ Vendors ensure you check your Spam Folder for email traffic. ~

Vendor Room Hours