Timeline/Key Dates

Due Date Task/Information

N/A

Floral Services

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

Ongoing

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

Primary logistics contacts designated to coordinate your company’s participation at EDUCAUSE 2022 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.)

Ongoing

EDUCAUSE 2022 Rules and Regulations

Exhibitors are responsible for ensuring that their booths meet the EDUCAUSE 2022 booth exhibit specifications. Please review the EDUCAUSE 2022 Rules and Regulations for important guidelines regarding your booth.

August 2

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 8

Early Bird Deadline for the Exhibitor Staff Registration Rate

Through August 8, any additional exhibitor registrations over your complimentary allotment will cost $129. After this date, the rates will continue to increase as we get closer to the show date.

August 9–September 29

Advance Exhibitor Staff Registration Rate

Between August 9–September 29, any additional exhibitor registrations over your complimentary allotment will cost $149. After this date, the rates will continue to increase as we get closer to the show date.

August 16

Lead Retrieval 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 Retrieval Order Form to Maritz Global Events by August 16. To avoid a processing fee, place your order through the Maritz Registration Dashboard within your Exhibitor eConsole.

September 9

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 booth design to the EDUCAUSE Corporate Team no later than September 9. Please do not ship your booth structure until approval has been received.

September 16

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 23

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 23 in order to receive necessary communications in advance of the event.


Deadline to Finalize Your Booth Information for the Online Directory

You will need to finalize the "Booth Info" section (coming soon) within your Exhibitor eConsole by this date.

September 23–October 17

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 23 and continues through October 17 at 3:30 p.m. MT. "Shipping to Warehouse" labels will be located at Freeman Online.

Materials received after October 17 will incur an additional charge.

September 27

Lead Retrieval Pre-Show Rate

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

September 29

Registration Cancellations | Refund Deadline

Payment for the full amount of the registration fee must be made by the first day of the conference. Individual cancellations received on or before September 29 are entitled to a full refund*. No refund will be provided for cancellations after September 29. To request a cancellation for a paid exhibitor registration, please send an email to [email protected].

*No refunds will be issued for the bulk package. Those who redeem a promo code purchased as part of this package may cancel, but a refund will not be issued. Recipients are encouraged to find another participant within their organization to redeem this promo code on their behalf. Bulk packages are only available through the Corporate Give-Back opportunity, which has restricted use by institutions only.

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

September 30–on

Regular Exhibitor Staff Registration Rate

From September 30–on, any additional exhibitor registrations over your complimentary allotment will cost $169.

October 11

Deadline to Submit Your Exhibitor On-site Booth Contact Form

October 17

Deadline to Order Food and Beverage from the Convention Center to be Served at Your Booth

October 20
(11:59 p.m. ET)

Complimentary Exhibitor Registration Rate

Complimentary exhibitor registrations must be processed in advance. Any exhibitor registrations completed after this date and time (including on-site registrations) will be charged $169, 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 20.)

October 23

Shipments Received at Convention Center (Show Site Shipping)

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

October 23–25

Exhibitor Move-In

October 25–28

EDUCAUSE Annual Conference Dates

October 26–27

Exhibit Dates

October 27–28

Exhibitor Move-Out