Review the Exhibitor Kit carefully for important booth coordination information: show hours, rules and regulations, official general service contractor, badge registration, housing, timeline, and contacts.
EDUCAUSE 2018 Exhibitor Webinar was held August 7. View the recording, or print the PDF, of this informative webinar held by the Colorado Convention Center and Freeman regarding working in the facility.
General Service Contractor
Freeman is the official general service contractor for EDUCAUSE 2018. Freeman Online is available to order all Freeman services (A/V, computer rental, furnishings, shipping, labor) as well as other official show vendor services for your booth (electrical, internet, lead capture, security and floral). View the list of official show vendors under contacts.
Entrance into the Exhibit Hall and Non-Official Contractors
Security is tight, and only those who have been pre-approved will be allowed into the exhibit hall. EDUCAUSE must be notified if using a non-official contractor by submitting a Notification of Intent to Use an Exhibitor Appointed Contractor form (proof of insurance must accompany this form). These contractors will receive temporary setup and teardown wristbands from security. If contractors need to access the exhibit hall during show hours, they need to be registered as exhibit hall staff.
Preconference Attendee List
There are two types of attendee lists available for EDUCAUSE 2018: complimentary attendee addresses list for a one-time direct mail piece and an attendee participant list for planning purposes only (no email).
Attendee Mailing List (can be used for promotional purposes)
EDUCAUSE 2018 participants may request one set of complimentary attendee physical addresses to promote presence via an approved direct-mail piece (no email). See details in the below timeline.
Download the EDUCAUSE 2018 logo for your direct mailer here (See rules below*):
*The EDUCAUSE’s trademarks, service marks, logos, trade dress and any other identifying mark or insignia (collectively “EDUCAUSE’s Trademarks”) should only be used in a manner that follows these incorporated guidelines: (a) To maintain brand integrity, EDUCAUSE trademarks should not be used on a heavily textured, colored, or patterned background. To keep the trademarks separate from other elements within the design space, a measure of white space should also be maintained around it. These guidelines apply to both the horizontal and vertical formats of the logo, regardless of the medium. (b) EDUCAUSE is all upper case and that the copy does not imply that EDUCAUSE endorses your company's presence or its products and services.
Registration (Participant) List (cannot be used for promotional purposes)
The main (primary) contact responsible for coordinating the logistics of the booth has access to the participant list through the Experient registration and housing site (password required).
EDUCAUSE prohibits the following use of the registration list: data may not be harvested, sold to others, incorporated into any type of database, used to generate mailing lists, or employed for any promotional purpose, especially mass email and telephone solicitation. The registration list should not be used as a pre or post-conference lead sheet. Registration lists only include attendees that opt-in to sharing their information.
Timeline
Make sure you are on schedule! This timeline includes due dates for all official show suppliers instrumental in the coordination of your participation.
Password Tips
There are several different vendors and forms requiring unique username/passwords. To alleviate some confusion, here is a list of the most common sites that require a username/password (all unique vs. SSO):
- Experient Exhibitor Badge Registration and Housing: For password assistance, email [email protected].
- Freeman Online: Set up an account directly with Freeman. Freeman Exhibitor Services Department can assist: 303-320-5100; [email protected]
| Date | Item Description | Submission Information |
|
Ongoing |
Booth Contact Information |
Notify EDUCAUSE at any time if there is a contact change for your booth coordination. Individuals designated as a contact receive important logistical communications from EDUCAUSE. Our systems can only accommodate one primary contact per company. Send contact changes to [email protected]. |
|---|---|---|
|
Ongoing |
Rules and Regulations |
Reference the EDUCAUSE 2018 Rules and Regulations. Exhibitors are responsible for ensuring that their booths meet all of the exhibit specifications, as provided in the Rules and Regulations. |
|
August 7 |
Exhibitor Webinar |
EDUCAUSE 2018 Exhibitor Webinar was held August 7. View the recording, or print the PDF, of this informative webinar held by the Colorado Convention Center and Freeman regarding working in the facility. |
|
August 21 |
Exhibitor Directory Upgrades |
Complete request form for logo and/or abstract upgrade by August 21. Logo requests submitted after this date are not guaranteed inclusion in the print directory. The standard listing in the print directory includes company name, booth number, and URL. Upgrades available for purchase include logo (print and online) and premium abstract (up to 1000 characters online only). |
|
August 24 |
Exhibitor Directory Information |
Finalize information in the “Booth Info” section of your exhibitor console by August 24 for your company's listing to be included in the print directory. Access to your exhibitor console was shared in the Exhibitor Kit communication email sent. After August 24, changes to your “Booth Info” section will only display in the web and mobile directory. NOTE: File format to be uploaded in the “Booth Info” section for the logo upgrade: JPEG or PNG for digital (a PNG with transparent background is preferred). All information saved in the “Booth Info” section will display in the web and mobile exhibitor directory. Select information (company name, booth number, URL, and logo if purchased) will be included in the print exhibitor directory. If you need assistance accessing your company's exhibitor console, email [email protected]. |
|
September 6 |
Lead Retrieval (advance rate deadline) |
Capture attendee information: For best rates on select lead capture, submit order form to Experient by September 6. The order form is located at Freeman Online. |
|
September 21 |
Lead Retrieval (preshow rate deadline) |
Submit order form to Experient; form is located at Freeman Online. (If you did not submit on or before September 6, this is the next-best preshow rate.) |
|
September 28 |
Advance Shipping to Freeman Warehouse |
Freeman begins accepting shipments at their warehouse. Shipping information and labels are available at Freeman Online. The advance shipping deadline is October 22. |
|
September 28 |
Booth Security (discount rate deadline) |
Submit order form to Marshall Robinson & Associates; form is located at Freeman Online. |
|
September 28 |
Notification to Use an Exhibitor-Appointed Contractor Form |
30 days prior to the first day of exhibitor move-in, you must notify EDUCAUSE if you are using a firm other than the official general service contractor designated by show management by submitting the form Notification of Intent to Use an Exhibitor Appointed Contractor (EAC). A copy of the EAC's General Liability Insurance Certificate must be submitted to EDUCAUSE 30 days prior as well. Email EAC proof of insurance to [email protected] or fax to Corporate Relations at 303-440-0461. |
|
September 28 |
Promotional Mailing (direct mail, no email) |
Exhibitors may request one complimentary set of attendee addresses to promote corporate presence via an approved direct mail piece (no email). Send your promotional materials to [email protected] for approval; the two major things we look for during the approval process are that EDUCAUSE is all upper case and that the copy does not imply that EDUCAUSE endorses your company's presence or its products and services. The conference should be referred to as EDUCAUSE 2018 or the EDUCAUSE Annual Conference. Once approved, the list of attendee addresses may be requested at any time, though we recommend waiting until after early-bird registration on September 7. The list will be provided in an Excel spreadsheet; it is the exhibitor's responsibility to produce and mail the piece. Download the EDUCAUSE 2018 logo for your direct mailer here (See rules* above): |
|
October 4 |
Housing Cutoff |
This is the last day to make hotel reservations in the EDUCAUSE housing block and receive the conference rate. After this date reservations need to be made directly with the hotel. |
|
October 5 |
Electricity (advanced rate deadline) |
Order electricity for your booth from the Colorado Convention Center by this deadline to receive the best rate; order form is located at Freeman Online or at www.denverconvention.com/exhibit-at-an-event/order-exhibitor-services. |
|
October 5 |
Booth Internet (advanced rate deadline) |
Submit to Smart City Networks; order form is located at Freeman Online. Note: Complimentary wireless access is NOT available in the exhibit hall—all internet needs must be ordered. |
|
October 8 |
Freeman (discount price deadline) |
Submit to Freeman; forms are located at Freeman Online.
|
|
October 19 |
On-site Booth Contact |
Provide information on the person responsible for your booth who show management can contact on-site in Denver if needed. Submit the Exhibitor On-Site Booth Contact form. |
|
October 22 |
Advance Receiving of Shipments at Freeman Warehouse Ends |
Material arriving after this date will be received at the warehouse with an additional after-deadline charge; shipping information and labels are located at Freeman Online. |
|
October 26 |
Exhibitor Badge Registration |
Register your exhibit hall staff in advance. After October 26, registrations will cost $65.00 per person (no exceptions). Please do not wait until the last minute before the system closes as this will not allow time to answer questions or troubleshoot if needed. |
|
October 26 |
Floral Services |
Submit to Creative Greenery of Dallas; form is located at Freeman Online. |
|
October 28 |
Shipments Received at Show Site |
Freeman will begin accepting shipments at the Colorado Convention Center; shipping information and labels are available at Freeman Online. Shipments arriving before this date may be refused by the facility. |
Contacts
| Company | Function / Responsibility | Contacts |
|
EDUCAUSE |
Corporate Relations (Show Management) |
Danielle Bailey, Operations Coordinator Tonya Sloan, CMP, Operations Manager Carolyn Colman, Senior Manager, Membership Development |
|---|---|---|
|
Experient |
Housing and Registration Lead Retrieval |
Experient Customer Service Marie Zinnert, Exhibitor Services |
|
Freeman |
General Service Contractor |
Exhibitor Services Department |
|
Colorado Convention Center |
Electricity |
303-228-8027 (phone) |
|
Marshall Robinson & Associates |
Booth Security |
903-897-2091 |
|
Freeman |
A/V and Computer Rental |
Exhibitor Services Department |
|
Colorado Convention Center (provided by Smart City Networks) |
Internet |
303-228-8027 (phone) |
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Exhibit Hall Setup and Hours
Setup
- Sunday, October 28: 8:00 a.m.–5:00 p.m.
- Monday, October 29: 8:00 a.m.–5:00 p.m.
- Tuesday, October 30: 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 30.
Note: Booths must be show ready by 5:00 p.m. on Tuesday, October 30 to prepare for show opening
Exhibit Hall Show Hours
- Wednesday, October 31: 9:00 a.m.–5:45 p.m.
- Thursday, November 1: 9:00 a.m.–4:15 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 pre-show hours, as attendees will not be allowed in the hall.
Teardown
- Thursday, November 1: 4:15 p.m.–8:00 p.m.
- Friday, November 2: 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: 9:00–9:45 a.m. (refreshment break); 11:30 a.m.–1:30 p.m. (lunch); 4:15–5:45 p.m. (networking reception)
- Thursday: 9:00–9:45 a.m. (refreshment break); 11:30 a.m.–1:30 p.m. (lunch); 3:15–4:15 p.m. (refreshment break)
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 email [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 26 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 26 are $65.00 each.
- Exhibitor registration includes access to the exhibit hall during setup, pre-show, 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 2018. 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.
The Experient system 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 in mass 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].
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Exhibit Hall Information and Regulations
The show is located in Exhibit Halls B-E of the Colorado Convention Center. Show colors are black drape and tuxedo aisle carpeting.
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 email).
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.
*The complimentary exhibitor registrations must be processed in advance. On-site registrations are $65.00 each.
Note: Booths do NOT include full conference registrations. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2018 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 2018 Booth Exhibit Specifications as provided in the Rules and Regulations.
- All exhibits must conform to and enhance the professional and educational atmosphere of the meeting.
- 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'.
- Maximum height for hanging signs is 22' at the top of the sign from the floor (island booths only).
- All booths must be carpeted or have floor covering. Exhibitor is responsible for proper floor covering in the booth. Ordering “precut” carpet from Freeman is only 9 x 10 and will result in the back foot of your space as raw concrete. Be sure to order a true 10 x 10 floor covering or make sure your booth structure is brought forward to cover this portion.
- 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.
- 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.
Press Information
To view the list of registered media representatives, log in to your exhibitor registration dashboard and select "Press/Media" in the "RegType" field from the Participant List menu option.