Timeline/Key Dates

Due Date Task/Information


Floral Services

There is no deadline to submit an order form for floral services. You may order floral services on-site, if needed.


Primary Logistics Contacts | Keep Your Role Up-to-Date

Primary logistics contacts designated to coordinate your company's participation at EDUCAUSE 2021 play an important role in making sure your organization is well informed and prepared. If at any time you need to reassign your role, please contact our Corporate Team. (Please note: Our systems can only accommodate one primary contact per company.)


EDUCAUSE 2021 Rules and Regulations

Exhibitors are responsible for ensuring that their booths meet the EDUCAUSE 2021 booth exhibit specifications. Please review the EDUCAUSE 2021 Rules and Regulations for important guidelines regarding your booth.

August 3

EDUCAUSE Exhibitor Webinar

Join us for an informative webinar regarding working with Freeman and the convention center. We'll cover the convention center and union restrictions for booth setup and dismantle. If you're unable to attend the live webinar, a recording will be available.

Stay tuned for an email from EDUCAUSE with additional information, including details on how to join.

August 17

Lead Capture Early Bird Rate

We are partnering with Maritz Global Events to offer you a valuable tool to collect leads and contact information during your interactions with attendees at the in-person event. For the best rates, please submit your Lead Capture Order Form to Maritz Global Events by August 17.

August 27

Deadline to Finalize Your Booth Information for Print

To be included in the print Exhibitory Directory, you will need to finalize the information in the "Booth Info" section found in your Exhibitor eConsole by this date.

(After August 27, changes to your "Booth Info" section will only display in the online directory.)

Deadline to Submit the Exhibitor Directory Upgrade Request Form

You can purchase an upgrade to your standard Exhibitor Directory listing by submitting a request form by this date. This form can be found in your Exhibitor eConsole.

September 10

Room Name Assignments Due

All rooms require name assignments by this date.

Booth Design Deadline Due (400 sq. ft or larger)

If you have a booth space that is 400 sq. ft or larger, you must email your electronic booth design to the EDUCAUSE Corporate Team no later than September 10. Please do not ship your booth structure until approval has been received.

Exhibitor Appointed Contractors (EACs) Notification Form and Proof of Insurance Due

EDUCAUSE must be notified 35 days prior to the first day of exhibitor move-in if you intend to use an Exhibitor Appointed Contractor other than Freeman to supervise your booth install and dismantle.

To do so, please complete a Notification of Intent to Use an Exhibitor Appointed Contractor form. A certificate of the EAC's General Liability Insurance must be included, naming EDUCAUSE and/or Freeman or the convention center as additional insured.

You must also email your EAC proof of insurance to the EDUCAUSE Corporate Team 35 days prior.

September 24

Recommended Registration Deadline

We highly recommend that all staff and presenters who are attending the event register as soon as possible and no later than September 24 in order to receive necessary communications in advance of the event.

Discount Rate Deadline to Order Booth Security

An order form is available in Freeman Online.

Discount Price Deadline for Contracted Services

Hotel Reservation Conference Rate Deadline (not tied to a block of hotel rooms)

September 29

Lead Capture Pre-Show Rate

If you missed the early bird rate deadline for ordering Lead Capture, this is the next best date to order this service.

September 29–October 15

Advance Shipping to Freeman Warehouse

Freeman is in charge of warehouse acceptance/storage and on-site acceptance of your conference shipment. Freeman begins accepting shipments on September 29 and continues through October 15. "Shipping to Warehouse" labels are located at Freeman Online. Materials received after October 18 will incur an additional charge.

September 30

Registration Cancellations | Refund Deadline

Registration cancellations received on or before September 30 are entitled to a full refund. If you cancel after September 30, no refund will be issued. To request a cancellation, please send an email to [email protected].

Reminder: Cancellation of your conference registration does not mean cancellation of your hotel reservation. You must cancel each separately. Registrations and hotel reservations cancelled after certain dates are subject to processing or other fees.

October 1

Discount Rate Deadline to Order Internet for Your Booth

An order form is available in Freeman Online

October 11

Deadline to Submit Your Exhibitor On-site Booth Contact Form

October 21 (11:59 p.m. ET)

Advance Exhibitor Registration Deadline

Complimentary exhibitor registrations must be processed in advance. Any exhibitor registrations completed after this date and time (including on-site registrations) will be charged $119, even if your allotment hasn't been used. This includes additional exhibitor badges beyond the complimentary number. (There are administrative costs to process registrations after October 21.)

October 24

Shipments Received at Convention Center (Show Site Shipping)

Freeman will begin accepting shipments at the Pennsylvania Convention Center this date. Shipments arriving before this date may be refused by the facility.

October 24–26

Exhibitor Move-In

October 26–29

EDUCAUSE Annual Conference Dates

October 27–28

Exhibit Dates

October 28–29

Exhibitor Move-Out