Exhibitor Kit

Exhibit Hall Setup and Hours

Setup

• Friday, October 11 | 8:00 a.m.–5:00 p.m.
• Saturday, October 12 | 8:00 a.m.–5:00 p.m.
• Sunday, October 13 | HALL CLOSED–NO SETUP
• Monday, October 14 | 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 Monday, October 14.

Note: Booths must be show ready by 5:00 p.m. on Monday, October 14 to prepare for show opening

Exhibit Hall Show Hours

• Tuesday, October 15 | 9:45 a.m.–6:30 p.m.
• Wednesday, October 16 | 9:45 a.m.–5:00 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

• Wednesday, October 16 | 5:00 p.m.–8:00 p.m.
• Thursday, October 17 | 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:

• Tuesday: 9:45–10:45 a.m. (refreshment break); 12:15 p.m.–2:15 p.m. (lunch); 5:00–6:30 p.m. (networking reception)
• Wednesday: 9:45–10:45 a.m. (refreshment break); 12:15 p.m.–2:15 p.m. (lunch); 4:00–5:00 p.m. (refreshment break)

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As part of the exhibiting terms and conditions, the primary booth contact identified by your organization understands and agrees that their individual contact information will be shared with all EDUCAUSE official show vendors, in order to fulfill necessary booth services, to include company name, mailing address, primary booth contact, title, phone, fax and email addresses, where available. For a list of current year official show vendors please see the contact section below.

New process! Exhibitor Badge Registration and Housing

To maintain our commitment to protecting our community's personal data, we've implemented a new process that requires each individual attending the conference to complete their own event registration.

How to Register Your Staff

As the 2019 EDUCAUSE Annual Conference primary logistics contact for your organization, please follow the steps below. For detailed instructions, access the Exhibitor Badge Registration and Housing Overview or video tutorial provided at the end of this section.

1. Log in to your Exhibitor Console via the link emailed to you.
2. Select "Exhibitor Registration and Housing."
3. Invite your staff to register:
   • Select "Manage Group - Add/Edit Personnel" and add staff individually or import all personnel at once.
   • Use your complimentary staff badge allotment—EDUCAUSE 2019 booths include five complimentary exhibitor registrations per 10'x10' of space for entrance into the exhibit hall and refreshment breaks held in the exhibit area. To use your complimentary allotment, make sure the "Reg Type" for all applicable personnel is designated as "Exhibit Hall Staff." For all additional staff, please leave this field blank, and they will be charged for the registration type they select when registering individually.
   • Click the "Invite Selected" box next to each individual. This will allow them to receive their unique registration invite link.

Please note: Exhibitor badge registration does not include lunch or access to any conference sessions. Full or one day conference registrations will be available to those you do not assign as "Exhibit Hall Staff" and to those over your complimentary staff badge allotment. You'll find more information regarding lunch options below.

Housing Information

• Every individual must register for the conference before they can secure housing, regardless if your company has secured a room block or not. No rooming lists will be accepted.
• It's important that your staff book their housing through Experient, the only official housing bureau for the EDUCAUSE Annual Conference. View Event Housing and Attendee List Advisories for more information regarding housing and registration poachers or to report unauthorized solicitations.
• Credit card guarantee is required for hotel rooms.

Lunch

Lunch tickets may be purchased during your exhibiting personnel's registration and are redeemable in the exhibit hall with all other attendees as part of the conference buffet. Paid concession options are also available in the convention center, if your staff chooses not to purchase a lunch ticket.

Credit card payment is required for purchased staff registrations and lunch tickets.

For more information, please view the Exhibitor Badge Registration and Housing Overview or video tutorial. If you have any questions or system difficulties, please contact Experient by email or call 800-424-5249.

Exhibit Hall Information and Regulations

The show is located in Exhibit Hall F of the West Building at McCormick Place Convention Center. Show colors are black drape and tuxedo aisle carpeting.

• 2019 Exhibit Hall Floorplan and Exhibitor List

You must notify EDUCAUSE if you intend to use an Exhibitor Appointed Contractor (EAC) to supervise your booth install and dismantle by completing the required form linked. A certificate of insurance must be included.

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, shown in the Freeman portal or the contact list below.

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

*Staff must be registered in advance by October 10 at 11:59 PM 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 $90.00 each. Registrations processed after October 10 are $90.00 each.

Note: Booths do NOT include full conference registrations. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2019 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 2019 Booth Exhibit Specifications as provided in the Rules and Regulations. Below are very high-level items for consideration.

• 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 strictly prohibited at McCormick Place. Storage of literature or product will be available through Freeman as a paid opportunity.
• 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.
• Food and beverage is not allowed in booths.

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Press Information

You can access an up-to-date list of media attending the conference at any time via your completed registration confirmation from Experient. Log in from your completed registration and search the Participant List for registration type, "Press/Media."

If you have any questions, please contact [email protected].