Timeline/Key Dates

Due Date Task/Information


Floral Services

There is no deadline to submit an order form for floral services. If you pre-order services, you will receive a reduced rate. You may order floral services on-site, if needed.


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

As the designated contact for coordinating your company's participation at EDUCAUSE 2023, you 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 2023 Rules and Regulations

Exhibitors are responsible for ensuring that their booths meet the EDUCAUSE 2023 booth exhibit specifications. Please review the EDUCAUSE 2023 Rules and Regulations for important guidelines regarding your booth.

July 11

EDUCAUSE Exhibitor Webinar

On July 11, EDUCAUSE will hold an informative webinar regarding working with Freeman—our general service contractor—and the convention center. If you are unable to attend, a recording will be made available

July 24

Early Bird Deadline for the Exhibitor Staff Registration Rate

Through July 24, any additional exhibitor registrations over your complimentary allotment will cost $159. After this date, the rates will continue to increase as we get closer to the show date.

July 25–September 14

Advance Paid Exhibitor Staff Registration Rate

Between July 25 and September 14, any additional exhibitor registrations over your complimentary allotment will cost $179. After this date, the rates will continue to increase as we get closer to the show date.

July 31

Lead Retrieval Early Bird Rate

If you'd like to order lead retrieval, download the order form to review available options and submit your order to Maritz Global Events by July 31 for the best rates. (Sign in required.)

Submitting your order through the online order form will help you avoid a processing fee.

The next best rate for submitting your order is between August 1 and September 11. After September 11, rates will continue to escalate.

August 1–September 11

Lead Retrieval Pre-Show Rate

If you missed the early bird rate deadline (July 31) for ordering lead retrieval, this is the next best date range to order this service.

August 25

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 August 25. Please do not ship your booth structure until approval has been received.

September 1

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 EAC 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 6–29

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 6 and continues through September 29 at 3:30 p.m. CT. "Shipping to Warehouse" labels will be located at Freeman Online.

Materials received after September 29 will incur an additional charge.

September 8

Deadline to Finalize Your Booth Information for the Online Directory

Navigate to the "Booth Info" section within your Exhibitor eConsole to submit your directory information by this date.

Discount Rate Deadline for Contracted Services through Freeman

Submit services and items for your booth by this date for the best rate.

Discount Rate Deadline to Order Internet for Your Booth

An order form is available in Freeman Online.

Discount Rate Deadline for Electrical Services

Freeman is the provider of electrical services and electrical labor for booths. An order form is available in Freeman Online.

September 14

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 14 are entitled to a full refund*. No refund will be provided for cancellations after September 14. 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 15

Recent Update

Deadline to Submit Your Food and Beverage Service Order to Be Included in a Mobile App Push during EDUCAUSE 2023

To help you get the word out about the items that you'll be serving at your booth, EDUCAUSE will include your company name and food and/or beverage offering(s) in a mobile app push notification during the event. Orders must be submitted by September 15 to be included.

September 15–on

Regular Paid Exhibitor Staff Registration Rate

From September 15–on, any additional exhibitor registrations over your complimentary allotment will cost $199.

September 21

Deadline to Submit Your Exhibitor On-site Booth Contact Form

For the safety and security of your staff while on-site, please provide EDUCAUSE with the contact information of your on-site representative.

This person will only be contacted if we have questions or concerns about your booth set-up or in the case of an emergency.

September 22

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

Recent Update

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

Exhibitors are welcome to order food and beverages to be served at your booth during exhibit hall hours. Access the event menu and place your order here by September 22.

October 5
(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 $199, 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 5.)

October 6

Shipments Received at Convention Center (Show Site Shipping)

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

October 6, 7, and 9

Exhibitor Move-In

October 9–12

EDUCAUSE Annual Conference Dates

October 10–11

Exhibit Dates

October 11–12

Exhibitor Move-Out

November 9

Deadline to Request the Complimentary Attendee Address List

A complimentary opted-in attendee address list is available to organizations that have purchased an exhibit, event sponsorship, or presentation/connection opportunity only. This list isn't automatically provided, therefore, must be requested by your primary logistics contact.