Exhibitor Kit

Exhibit Hall Setup and Hours

Setup

• Sunday, October 29: 8:00 a.m.–5:00 p.m.
• Monday, October 30: 8:00 a.m.–5:00 p.m.
• Tuesday, October 31: 8:00 a.m.–5:00 p.m.

All exhibit materials must be uncrated and crates must be marked with EMPTY LABELs ready for removal by 2:00 p.m. on Tuesday, October 31.

Note: Booths must be show ready by 5:00 p.m. on Tuesday, October 31 to prepare for show opening.

Exhibit Hall Show Hours

• Wednesday, November 1: 9:30 a.m.–6:00 p.m.
• Thursday, November 2: 9:30 a.m.–4:30 p.m.

Please Note: Due to tight security, only those with an exhibitor badge will have access to the exhibit hall 90 minutes before it opens. Please do not schedule meetings in the exhibit hall during preshow hours, as attendees without the exhibitor badge will not be allowed in the hall.

Teardown

• Thursday, November 2: 4:30 p.m.–8:00 p.m.
• Friday, November 3: 8:00 a.m.–2:00 p.m.

Dedicated Exhibit Hall Times

You should expect the largest crowds in the exhibit hall during these times:

• Wednesday: 9:30–10:30 a.m. (refreshment break); 12:00–2:00 p.m. (lunch); 4:00–6:00 p.m. (networking reception)
• Thursday: 9:30–10:00 a.m. (refreshment break); 11:30 a.m.–1:30 p.m. (lunch); 3:30–4:30 p.m. (refreshment break)

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Exhibitor Badge Registration and Housing

The main (primary) contact from each exhibiting company is responsible for exhibitor badge registration and housing.

Exhibitor Badge Registration and Housing

• A password is required to access the registration and housing system. For password assistance e-mail [email protected].
• Booths include five complimentary exhibitor badges per 10' x 10' (100 sq. ft.) of exhibit space. Note: Staff must be registered in advance by October 27 at 11:59 p.m. EST to take advantage of the complimentary exhibitor registrations. Additional exhibitor badges over the allotted amount can be purchased in advance or on-site for $65.00 each. Registrations processed after October 27 are $65.00 each.
• Exhibitor registration includes access to the exhibit hall during setup, preshow, show, and teardown hours as well as refreshment breaks held in the exhibit hall.
• Note: Exhibitor badge registration does NOT include lunch or access to any conference sessions; however, lunch tickets and full or daily conference badges may be purchased from exhibitor registration.
• It is important that you book your housing through Experient, the only official housing bureau for EDUCAUSE 2017. Beware of housing poachers.
• Important Note: Credit card payment is required for purchased name badges and lunch tickets; credit card guarantee is required for hotel rooms.

Badge Registration and Housing Instructions

• Go to Exhibitor Badge Registration and Housing
• Search company name and enter password.
• Choose how to book hotel rooms:
• Click "Individual Reservations" if booking nine or fewer rooms or if you don't want a block.
• Click "Group Room Block" if you want to request a block of rooms (10-room minimum; block must be managed by the group contact).
• Take time to click around and familiarize yourself with the system.

Continued This Year!! There is continued functionality to the Experient system that gives the group contact options on how to manage the group's registration and housing needs:

• Contact can manage all of group's badge registration and housing needs or invite individuals to complete on their own.
• Badge registrations managed by the group contact can be imported en masse using a spreadsheet template (found on the site).
• Completed badge registration and housing can be exported into an Excel spreadsheet.
• Please carefully review the Exhibitor Badge Registration and Housing Overview prior to using the "Invite" functionality.

If you have any question about the housing and registration system, please contact Experient at [email protected].

Exhibit Hall Information and Regulations

The show is located in Exhibit Halls A–C of the Pennsylvania Convention Center. Show colors are black drape and tuxedo aisle carpeting.

• 2017 Exhibit Hall Floorplan and Exhibitor List

Booth Inclusions

• Five exhibitor registrations per 10'x10' space (100 sq. ft.)*
• Standard listing in the print, web, and mobile exhibitor directory**
• Access to one complimentary attendee address list for sending an approved direct mail piece (no e-mail).

*The complimentary exhibitor registrations must be processed in advance. On-site registrations are $65.00 each.

**To upgrade your standard listing and include your full color logo for an additional fee, complete this form by August 21.

All services and items for the booth, including carpet/flooring, electric, Internet, furnishings, etc. must be ordered and paid for through the appropriate supplier.

Complimentary wireless access is NOT available in the exhibit hall—all Internet needs must be ordered.

Note: Booths do NOT include full conference registrations. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2017 conference are required to pay the appropriate conference registration fee.

Rules and Regulations

Exhibitors are responsible for ensuring that their booths meet all of the EDUCAUSE 2017 Booth Exhibit Specifications as provided in the Rules and Regulations.

• All exhibits must conform to and enhance the professional and educational atmosphere of the conference.
• Maximum height for linear "in-line" booths is 8' in the back half of the booth and 4' in the front half of the booth. Note: Free-standing banners taller than 4' must be displayed in the back half of the booth.
• Maximum height for island booths is 20'.
• All booths must be carpeted. Exhibitor is responsible for carpeting the booth.
• Booth overflow into the aisles and neighboring booths is prohibited. Demonstration areas must be placed a minimum of 2' (60 cm) from the aisle line to accommodate the viewing audience inside the booth. Do not over-furnish or over-staff your booth.
• Storage behind back drape, pop-up structures, and under draped tables is prohibited. Storing a limited supply of literature or product appropriately within the booth area is acceptable if items do not impede access to utility services, create a safety problem, or look unsightly.
• Pop-up structures should be positioned to minimize visibility of unfinished backs.
• Masking drape, ordered by show management, will be required for all unfinished booths at exhibitor's expense.
• Maximum height for hanging signs is 22' at the top of the sign from the floor (island booths only).
• Helium balloons and/or lighter-than-air objects are not permitted.
• Food and beverage is not allowed in booths.

Construction of perimeter walls: To ensure that neighboring exhibitors have the opportunity to be seen from nearby aisles, a "window of visibility" is strongly recommended. This "window of visibility" is defined as 50% open area on each of the four sides of the perimeter of the booth.

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Press Information

Send an e-mail to [email protected] to request the most current media list.

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NEW for 2017!

EDUCAUSE 2018 Booth Selection will take place online prior to EDUCAUSE 2017.

Current year exhibiting companies will have an assigned appointment time, prior to this year's event. Scheduling priority will be based on member status and cumulative spend. Appointments will start September 26, 2017 and run through October 2017. You must be a member in good standing in order to be prioritized to sign up for booth space, which means your member dues should have been paid by July 1. Nonmember appointments will follow members.