Meeting Suites and Ancillary Meetings

Meeting Suites

If your company reserved a private meeting suite at EDUCAUSE 2023, please review the following details to prepare.

Location: Special for 2023—meeting suites will be located just outside of the exhibit hall in Hall F2A (at the front left of Central Concourse) of the McCormick Place West Convention Center.

Diagram and Custom Graphics: For a preview of your suite, download this diagram. Details regarding adding custom graphics and other additional services are also provided in the document (at company's cost; deadline: September 6).

Setup, Hours of Operation, and Teardown

Dates/Hours Additional Details

Meeting Suite Set-Up

Monday, October 9 | 8:00 a.m.–5:00 p.m.

On Monday, October 9:

  • All crates and containers must be ready for removal by 2:00 p.m.
  • Empty crates or cartons may not be placed in the aisles after 2:00 p.m.

Meeting Suite Hours

Tuesday, October 10 | 8:00 a.m.–5:15 p.m.

Wednesday, October 11 | 8:00 a.m.–4:00 p.m.

Meeting Suite Teardown

Wednesday, October 11 | 4:00–5:00 p.m.
  • Meeting suites are to be cleared out immediately at the close of the exhibit hall.
  • Any items left in the room after 5:00 p.m. will be disposed of at the exhibitor’s expense.
  • Suggestion: consider having your team remove all items from this space while you’re waiting for empties to be returned to your booth.

Tip: When scheduling appointments for your suite, be sure to communicate that the location of the meeting suite/room is outside of the exhibit hall in addition to your suite number.

Inclusions:

  • 13' x 13' x 8' hard-wall room with lockable door (suites must remain 13' x 13' x 8')
  • Wastebasket
  • Standard carpet
  • Identification sign with company name
  • Basic electricity

(Ceiling not included.)

Additional in-suite opportunities (at company's cost):

  • Order furniture and brand your suite (arranged through Freeman)
  • Serve food and beverage in your suite (arranged through Savor)*
  • Audiovisual (arranged through Freeman AV)
  • Internet (arranged through the convention center)

*If you'd like to serve food and beverages in your suite, review the food and beverage menu and place your order here. Any food, beverage, or equipment must remain in the confines of the meeting suite walls and may not be placed outside of the room.

Ancillary Meetings

Ancillary meetings allow you to host community or customer-focused meetings in conjunction with the in-person conference.

This opportunity is available to organizations that are formally participating in the 2023 EDUCAUSE Annual Conference only (i.e. exhibitors, sponsors, and presenters). If your company has reserved ancillary meeting space, please review the guidelines for details and policies.

Also, EDUCAUSE encourages you to ensure all attendees feel welcome and barriers of any type do not exclude people from attending or participating in any additional events you might host. EDUCAUSE provides reasonable accommodations for attendees participating in all official EDUCAUSE hosted conference experiences (i.e., conference sessions, exhibit hall and networking experiences, and EDUCAUSE planned receptions), and expects our corporate organizations to provide reasonable accommodations during their conference-related activities and events.

We recommend including requests for special accommodations in invitations you extend to conference attendees, even if the event is after hours or off-site. If you'd like to discuss how you might create a more inclusive and accommodating experience for your attendees, please contact us at [email protected]. To learn more about inclusion and accessibility at EDUCAUSE 2023, please visit our Inclusion and Accessibility web page.