Fall Discovery Show 2018 – Exhibitor Reservation Form

MPIBA’s Fall Discovery Show – October 11-13, 2018
The Renaissance Denver Stapleton Hotel
in Denver, Colorado

Exhibitor Reservation Form

The Fall Discovery Show 2018 Exhibitor Reservation Form below allows you to reserve exhibit tables, sign up for Pick of the Lists and other promotions, reserve an ad in the show Directory, list show specials, reserve individual meal tickets, and much more! The form appears at the bottom of this page.

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Exhibitor Deadlines and Schedule for 2018

Please do not pay from the Exhibitor Reservation Form; MPIBA will process, review, and generate invoices. Unless other arrangements have been made, payment is due 30 days from invoice date.

  • August 15: Exhibitor Reservation Form due.
    Forms received August 16 or later will incur a $50 late fee.
  • August 15: Fall Discovery Show Directory Ads due. Send to info@mountainsplains.org by August 15 or upload in this form.
  • September 14: Pick of the Lists Handouts due (150 sets, collated/stapled or bound).
  • September 14: Bookseller Welcome Bag insertions due (300 quantity).
  • September 14: Two copies of your advertised titles for the Winter Catalog Exhibit Hall display.

Send all three September 14 due date items above to:
MPIBA Executive Office, c/o Heather Duncan
2105 Union Drive, Lakewood, CO 80215
(720) 272-0805.

  • September 15: Payment to MPIBA due by check or bank transfer; no credit cards accepted. If payment is not received or other arrangements made by this date, your reserved tables will be released.
  • September 18: Deadline to receive special $149 room rate at The Renaissance Denver Stapleton Hotel, link below.
  • Wednesday, October 10: “Are You a First-Timer?” for New Exhibitors, 7:00pm – 7:30 pm.
    In an informal setting, seasoned exhibitors provide valuable insights on how to make the Fall Discovery Show work successfully for a new exhibitor. Plan to mingle with fellow members and the MPIBA Board in the Lobby Bar at 7:45pm.
  • Thursday, October 11: Exhibit Hall Set-up for Exhibitors, 7:30am – 2:30pm
  • Thursday, October 11: Exhibit Hall Gala Opening Reception, 4:30pm – 6:30pm
    Plus cash bars, hors d’oeuvres, author signings at exhibitors’ tables.
  • Friday, October 12: Exhibit Hall Hours, 9:30am – 12:30pm; 1:30pm – 4:00pm
    Exhibits open; author signings at exhibitors’ tables – reserve in form below.
    Boxes of exhibitors’ books and materials, Winter Catalog display books, and author autographed books are raffled off to booksellers in an exciting end to exhibit hall hours.
  • Friday, October 12: Exhibit Hall Breakdown, 4:00pm – 5:30pm
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Exhibitor Materials – Shipping and Drayage


Download Coast to Coast’s Exhibitor Service Manual here for prices, information, and instructions.

  • August 6 – September 28: Books and materials for exhibits and author meal events can arrive at Coast to Coast Trade Show Services. EARLIER is better.
  • September 28: Last day for exhibitor materials to arrive at Coast to Coast. Shipments arriving after this date will incur surcharges.

Exhibitors: You are welcome to bring several boxes directly into the Exhibit Hall on set-up day by using bell captain services at the hotel. However, if you have a pallet of books/materials or other large shipments, you must send directly to Coast to Coast Trade Show Services.
If you ship directly to The Renaissance Hotel or to MPIBA, you will be charged re-shipping and re-delivery charges.

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Room Reservations at
The Renaissance Denver Stapleton Hotel

3801 Quebec Street
Denver, CO 80207
(888) 228-9290 or (303) 399-7500

September 18:
Deadline to receive special $149 room rate at The Renaissance Denver Stapleton Hotel.

Book your group rate sleeping room for MPIBA.

Or you can call (888) 228-9290 or (303) 399-7500, then choose the option for reservations. Be sure to mention that you are with the MPIBA Fall Discovery Show.

The hotel does not provide a shuttle service from Denver International Airport, so you can take the light rail, a private car service, or a taxi to the hotel.

Click here for more information about transportation.

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Questions and Information

Heather Duncan, Executive Director
heather@mountainsplains.org

Kathy Keel, Operations Manager
info@mountainsplains.org
(970) 484-3939

Originally posted July 12, 2018.

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Fall Discovery Show 2018 - EXHIBITOR Reservation Form

  • ______________________________________________________________________________________
  • This form is due by August 15, 2018.

    Forms received on or after August 16 will incur a $50 late fee.
    Please do not pay from this form; MPIBA will process, review, and generate an invoice for your charges.

    Navigating This Form:

    Use the TAB key to move from field to field and from section to section in this form. If you hit the "enter" or "return" key, your form will submit before you are finished.
    The Company Name in the first block is required; however, if your Company Name does not change, then you do not have to re-enter that in the non-required sections below.
  • 1 - Exhibitor's Company Information

  • 2 - Membership Dues

    All prices listed in this form are for a current MPIBA member. If you have not already joined MPIBA as a new member or renewed your dues for 2018-2019, please select this item; otherwise your invoice will reflect the higher non-member price.
  • Publisher, sales rep, wholesaler.
    Price: $150.00 Quantity:
  • Sidelines company, author, media, association.
    Price: $150.00 Quantity:
  • 3 - Exhibitor Attendee Badges

  • Click the round plus sign on the right to add more lines.
    Company NameCompany Name on BadgeExhibitor Name 1Exhibitor Name 2Exhibitor Name 3 
    Add a new row
  • 4 - Exhibit Space Reservation

    The MPIBA Fall Discovery Show is a table-top show; it is not configured as individual pipe-and-drape booths.

    Price below includes one 6' x 30" draped table, one 30" tall x 36" cocktail round (perfect for your signing author, displaying brochures or giveaways, or for an easel sign), one chair, and one table sign provided and placed by MPIBA. Wall tables have approximately an 8' x 6' space with access to electricity for no additional charge; you must bring your own power strip or extension cord to access.

    The Colorado Ballroom exhibit hall is carpeted, and nothing can be attached to the walls. If you want to display a footed sign or banner, we can work with you on set-up day for a more custom configuration in your purchased space.
  • Price: $650.00 Quantity:
  • Price: $550.00 Quantity:
  • Price: $50.00 Quantity:
  • Price: $100.00 Quantity:
  • 5 - Author Signing in Exhibit Hall

    The fee is per author signing at your exhibit table during the Thursday Exhibit Hall Gala Opening Reception (4:30pm-6:30pm) or during Friday Exhibit Hall hours (9:30am-12:30pm and 1:30pm-4:00pm).

    You must complete the listing below for your author and book title/subtitle, cross-referenced to your table number, to be listed on a large-format sign at the entrance to the Exhibit Hall and in the Fall Discovery Show Directory.

    Signings are limited to 1-2 authors at any one time. There is a cocktail round and chair adjacent to your exhibit table that your author can use for this purpose. Authors can sign ARCs, finished books, or other promotional materials.

  • Price: $100.00 Quantity:
  • Click the round plus sign on the right to add more lines.
    ExhibitorPublisherAuthorTitleSubtitleThursday Reception: YESFriday Morning: YESFriday Afternoon: YES 
    Add a new row
  • 6 - Signage at Your Exhibit Table

    MPIBA will provide and place one sign on the front of your table with the Company Name above. You can list two more signs below (limit three signs per table).

    If you have signed up for multiple tables, please list the signs you need below.
  • Please have "A," "The," at end of company/publisher name, separated by a comma.
    If space is insufficient on this form, please upload an Excel spreadsheet or Word document below. Spreadsheet format:
    Column 1: Your Company Name
    Column 2: Sign Name (publisher, imprint, other)
    Click the round plus sign at the right to add more lines.
    Company NameSign Name 
    Add a new row
  • Accepted file types: xls, xlsx, doc, docx, pdf.
  • 7 - Show Specials

    Drive bookseller traffic to your table with special offers!
    Your Show Specials will be published in the Fall Discovery Show Directory and, time permitting, in advance of the Show.
  • Please have "A," "The," at end of company/publisher name, separated by a comma.
    If space is insufficient on this form, please upload an Excel spreadsheet. Spreadsheet format:
    Column 1: Your Company Name
    Column 2: Publisher Name
    Column 3: Show Special Offer
    Click the round plus sign at the right to add more lines.
    Company NamePublisher NameShow Special 
    Add a new row
  • Accepted file types: xls, xlsx.
  • 8 - Promotions and Events

  • Pick of the Lists

    Showcase your favorite titles to the bookseller audience!
    To qualify for a Pick of the Lists spot on Thursday, October 11, you must present at least five new titles that booksellers have not seen; subsequent editions of previously-published titles do not qualify. Titles will be reviewed by MPIBA prior to accepting your spot request.

    List your top five titles to be presented below (either the Edelweiss link or title, subtitle, author, and original publication date). Pick of the Lists handouts are required in advance, with the five listed titles on the first page, followed by any other titles the presenter wishes to include. See above for due date and shipping instructions.

  • Price: $250.00 Quantity:
  • Price: $200.00 Quantity:
  • Click the round plus sign at right to add more lines.
    Presenter NameChildren's Morning Session: "yes" to reserveAdult Morning Session: "yes" to reserveAdult Afternoon Session: "yes" to reserve 
    Add a new row
  • In order to qualify for a Pick of the Lists spot, please list your top five titles.

    Click the round plus sign at right to add more lines.
    Presenter NameTitle #1Title # 2Title #3Title #4Title #5 
    Add a new row
  • Provide Edelweiss links here for your top five titles; separate each URL with a comma.
  • Bookseller Welcome Bag Promotion


    Get the word out to bookseller attendees in advance! Every bookseller is given a Welcome Bag at check-in. Inserts are due in advance; see above for due date and shipping.
  • Price: $100.00 Quantity:
  • Description of your insert: brochure, bookmark, map, other; no books accepted. See above for due date and shipping instructions.
    Add a new row
  • Fall Discovery Show Directory Advertisement

    Reach bookseller attendees before and during the Fall Discovery Show!
    The Directory highlights appearing authors, exhibitors' Show Specials, Pick of the Lists schedule and titles, overall Show information, and much more. In 2017, this beautiful, informative 48-page Directory was distributed to over 500 attendees.
    Interior color ads are CMYK/full color and are adjacent to the covers; all other interior ads are black and white/grayscale.
    Full page ad: 7.5" wide x 10" tall
    Half page ad: 7.5" x 4.75" tall
    Quarter page ad: 3.5" wide x 4.75" tall
  • Please size exactly as above. Upload your PDF or JPG file: 300dpi minimum, high resolution.
    Do not include built-in bleed, bleed marks, registration marks, or crop marks.
    Accepted file types: jpg, jpeg, pdf.
  • 9 - Display Stickers

  • "Compliments of the Publisher"
    permanent stickers, roll of 100.
    Price: $5.00 Quantity:
  • "Display Only"
    removable stickers, roll of 100.
    Price: $5.00 Quantity:
  • 10 - Event Sponsorships and Donations

    Fall Discovery Show overall and special event sponsors are recognized on large-format signs, in the Directory, and acknowledged at the event. The Gala Author Banquet Sponsorship also includes a complimentary full page color ad in the Directory, and a sign or banner at the entrance to the Colorado Ballroom provided by the sponsor.

    Author Appearance Sponsorship at a meal or special event are not listed here; you will provide that information separately.

    Sponsorships Sold Out:

    Exhibit Hall Overall Sponsorship ($2,500)
    Reading the West Book Awards Luncheon ($2,000)
    Author! Author! Lunch ($2,000)
    Literary Trivia Cocktail Reception ($1,000)
  • Any amount is welcomed and appreciated.
  • This donation is to help defray expenses for bookseller travel to the Fall Discovery Show and other events. Any amount is welcomed and appreciated.
  • 11 - Meal and Event Tickets for Individuals

    Please list your meal tickets for individuals below.

    Do not complete this section for MPIBA-invited authors who are speaking at a meal event. Instead, you will complete a separate Author and Meal Table Reservation form to indicate author, escort, rep names, attendee names, and full meal table reservations for meal events where your author is a sponsored speaker. You will also be able to purchase additional paid tickets in that form.
  • 1. Add the attendee name in the first block at left.
    2. Then use the pop-up form to select meals and events for that person. "Submit" when you're done with the pop-up.
    3. Use the "Add Attendee" button to continue to add people until you're finished.
    4. You can view your subtotal in the "Meals and Events Total" price block.
    Attendee Name Children's A&I Breakfast - $35 Exhibit Hall Gala Opening Reception - $0 Meet & Greet at Station 16 - $0 Women's Voices Breakfast - $35 Author! Author! Lunch - $35 Young Readers Roundup - $0 Genre Author Panel - $0 Gala Author Banquet - $65 Future Releases Breakfast - $35 Reading the West Luncheon - $50 Books & Brews - $30  
                           
    There are no Attendees.
  • Price: $0.00
  • Fall Discovery Show - Exhibitor Total Charges for 2018

    After review, MPIBA will invoice you for the total charges listed below. Please do not pay from this form.

  • $0.00
  • If person listed above is not responsible for payment, please provide the name, title, e-mail address, phone and fax numbers, mailing and street address, city/state/zip code for the person to whom the invoice should be sent.
  • Terms and Conditions:

    MPIBA will invoice you and payment in full is due 30 days from invoice date. Any changes in exhibit arrangements must be made by September 1, 2018. Until that date, the cancellation fee is 50% of exhibit space; after September 1, the cancellation fee will be 100%. If payment is not received or other arrangements made by September 15, 2018, your tables will be released.
    All orders for exhibit space are subject to approval by MPIBA. MPIBA shall not be subject to any liability for any failures to provide exhibit space which occur due to circumstances outside the control of MPIBA. MPIBA reserves the right to reject, adjust, or cancel any order for exhibit space for any reason at any time. In the event that MPIBA negligently fails to provide said exhibit space, its maximum liability will be limited to the amount of the exhibitor’s payment for exhibit space.
    By completing and submitting this form, you agree to these terms and conditions.