Thank you for participating in the 2025 EDUCAUSE Annual Conference as a Conference Partner! Here, you will find information about your package inclusions and benefits, as well as event details and deadlines.
Visit each section below for complete information about participating in this year's event. If you have questions, please contact our corporate team at [email protected].
- Your Role as Primary Logistics Contact
- Your Conference Partner Package Inclusions and Benefits
- Presentation and Lunch and Learn Details
- Event Platforms
- Exhibitor Registration and Booth Information
- General Registration and Housing Information
- Your Promotional Toolkit
- Higher Ed Guide for the Corporate Community
You may also view:
- Attendee Details and Promotions
- Meeting Suites and Ancillary Events
- Event Timeline and Key Dates
- Event Contacts
Your Role as Primary Logistics Contact
If you are designated as the primary logistics contact for managing your organization's event participation, you play an important role in making sure your organization is well-informed and prepared for the conference.
As the primary logistics contact, your responsibilities include:
- Encouraging your staff and presenters who will be attending the event to register as soon as possible. Visit Registration and Housing for details and steps.
- Completing required deliverables, including ordering booth services (if applicable).
- Ensuring your staff follow the event rules and regulations.
If at any time you need to reassign your role, please contact our corporate team. Due to system limitations, we can only accommodate one individual as the designated contact.
Also, as the primary contact, we require the ability to email you information regarding your participation. As part of the participating terms and conditions, primary logistics contacts understand and agree that their individual contact information will be shared with all EDUCAUSE official show vendors in order to fulfill necessary services. This may include company name, mailing address, contact name, title, phone, fax, and email addresses, where available.
Your Conference Partner Package Inclusions and Benefits
Your Conference Partner package includes the opportunity to select an in-person presentation, Lunch and Learn session, or attendee badge sponsorship, as well as brand recognition, complimentary full-conference registrations, ad retargeting, and more.
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Opportunity to Select an: In-Person Conference Presentation or Panel Session OR |
At time of purchase, your company selected one of the following opportunities:
- or - |
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| Lunch and Learn Session OR |
- or - |
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| Name Badge Sponsorship |
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Brand Recognition | Company Logo Due Immediately |
Gain exposure with current and prospective clients and be recognized for your support of higher education via:
If you are designated as the primary logistics contact, you should have received a submission link request via Smartsheet to provide our team with your company logo. Your logo must be submitted in an illustrator vector EPS format, not to exceed 30M, to be displayed in the following locations:
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Four Complimentary Full-Conference Registrations |
This registration type is recommended for anyone who would like to attend the event for professional development (i.e. access all event activities, including sessions) and may be shared with your institutional clients or presenters. This registration type includes access to:
Please note: In-person full-conference registrants will receive an invitation with a complimentary promotional code to register for the online conference after the in-person conference. Visit the Registration and Housing section for complete information about registering and securing a hotel room for this year's event. |
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Ad Retargeting |
Provide a digital advertisement to be strategically served to EDUCAUSE website visitors wherever they visit online for one month (up to 10,000 impressions between September 24–October 24, 2025). If you are designated as the primary logistics contact, you should have received a Smartsheet link to provide graphic artwork in the following file specifications and sizes:
You will also be asked to indicate if you would like your ads to appear globally or just in the United States. As a bonus, you'll receive detailed reports of your campaign results, including the number of impressions and clicks and the geographic locations of where your ads are served once your campaign is complete. |
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Six Complimentary Registrations to Our Corporate Learning Program | Six complimentary registrations to The Higher Ed Guide for the Corporate Community online program (expires December 2025). |
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Complimentary Promotional Toolkit | Access a ready-made toolkit with complimentary graphics, customizable copy, and a Conference Partner medallion to quickly and easily promote your participation and support for this year's event.
Visit the Promotional Toolkit section for complete information. |
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Key Metrics Summary | Receive a summary of key conference metrics post-event. |
Presentation and Lunch and Learn Details
Conference Partners had the opportunity to select either an in-person conference presentation or panel session, Lunch and Learn session, or name badge sponsorship as part of your package. If you are the primary logistics contact, please refer to your confirmation email to determine which opportunity your company selected.
See below for details about the opportunity of your choosing:
45-Minute In-Person Presentation or Panel Session
Conduct a 45-minute presentation on future directions, best practices, successful collaborations, and lessons learned within a conference program track at the in-person event in Nashville.
Your presentation must be educational in nature and conducted in partnership with at least one presenter from a college or university or via a small, diverse panel-type session with four presenters max plus one moderator (total of five).
Program tracks include:
- Cultivating Change through Inspiration, Generosity, and Trust
- Cybersecurity, Privacy, Accessibility, Risk, and Compliance
- Enterprise, Strategy, Data, Infrastructure, and Support
- Future of Work: Professional Development and Skills Enhancement
- Higher Education Landscape, Enrollment, and New Models
- Institutional Innovation, Technological Advancements, and Challenges
- Leadership, Organizational Change, and Adaptation
- Research Computing
- Student Experience
- Teaching and Learning
Contact for EDUCAUSE Presentations
For questions about your presentation, please contact Sarah Reynolds, EDUCAUSE Speaker Manager at [email protected].
Content Development and Due Date | Due July 25
All details shown below are needed no later than July 25, 2025. This deadline allows for the greatest visibility of your session in our online agenda and the time required for successful presentation development. Your session date/time will be assigned after your content has been received.
Please submit your session content using this link. Click the “Add New” button for “Industry Insights Session”. You will be asked to provide the following information:
- Session Title (100 character limit)
- Corporate Speaker
- Campus Speaker(s)
- Abstract (1,500 character limit)
- Session Delivery Format: Please select “Presentation/Panel”
- Program Track/Area of Focus
- Cultivating Change through Inspiration, Generosity, and Trust
- Cybersecurity, Privacy, Accessibility, Risk, and Compliance
- Enterprise, Strategy, Data, Infrastructure, and Support
- Future of Work: Professional Development and Skills Enhancement
- Higher Education Landscape, Enrollment, and New Models
- Institutional Innovation, Technological Advancements, and Challenges
- Leadership, Organizational Change, and Adaptation
- Research Computing
- Student Experience
- Teaching and Learning
NOTE: A conference registration is not included with your presentation. All presenters are responsible for registering and paying for the conference. However, you may use the complimentary promo code included with your package for this purpose. Please communicate the registration requirement to potential presenters. Following submission of your content, EDUCAUSE’s speaker manager will send regular communications to presenters.
Session Guidelines
- Your session should be designed to bring together corporate and institutional thought leadership communities, facilitate intentional dialogue, bridge R&D, and promote product development. The session is NOT for marketing or sales.
- Eliminate company background information, marketing, and sales speak.
- Focus on thought leadership and advancing the needs of higher education.
- Ask participants about their needs and keep the session interactive.
- We ask that presentation slides and any supporting materials be uploaded prior to the conference.
- Take advantage of the resources available to you for designing and delivering an engaging presentation.
Presenter Resources
For additional information about your role as a presenter, how to promote your session, and answers to other frequently asked questions, stay tuned for the Presenter Resources page on the conference site.
Quick Tip: Be sure to provide all of your social media channels and handles in your presentation materials, so attendees can connect with you after the event. Check your channels periodically to help answer questions and participate in discussions.
75-minute In-Person Lunch and Learn Session
Conduct a Lunch and Learn session at the in-person event in Nashville.
As a Lunch and Learn host, you can make the time your own! For example, invite a guest speaker to share their thought leadership on a related topic or use this time to informally network with attendees.
Location
There are two locations where Lunch and Learns will be hosted. Please refer to your confirmation email to determine which venue assignment you were given and who to contact for different functions/responsibilities.
Timeframe
75 minutes (12:00–1:15 p.m.)
- Set-up begins: 11:00 a.m.
- Vacate room by: 2:00 p.m.
Total Attendees
Up to 50
Content Submission Form and Deadline
Complete this form by August 19 to be included in EDUCAUSE promotions and the conference agenda.
Room Diagram and Food and Beverage Service
Your company will work with the assigned venue representative on your room set and other additional related expenses, including food and beverage service.
- Your confirmation email includes an example of a Crescent Rounds 6–7 room set.
- To review food and beverage options and pricing, work with your assigned facility representative. Orders are typically due 30 days prior to the event date.
Important Tips
- You are responsible for working with the listed vendors to order your room set, food and beverage, and any other room needs, at an additional expense.
- Lunch and Learns will be included in the conference's online agenda.
- Please include a registration link in your Lunch and Learn description for attendees to sign up for your session.
- Review your registration list frequently to confirm attendees and ensure competitors aren't reserving spots that are meant for your target market.
- Create a waitlist to backfill.
- Two weeks prior to EDUCAUSE 2025, reach out to your registrant list to confirm attendance so you can pull from your waitlist if needed. Your registration list and waitlist should be used on site to check people off as they enter so you can allow walk-ins if needed.
- Bring a print out of your registration list and waitlist to the conference for confirming people at the door.
- EDUCAUSE promotes Lunch and Learns through our EDUCAUSE 2025 marketing efforts.
- We encourage you to promote your Lunch and Learn through your channels as well.
Lunch and Learn Contacts
Reminder, there are two locations where Lunch and Learns will be hosted. Please refer to your confirmation email to determine which venue assignment you were given and who to contact for different functions/responsibilities. Contact information for your assigned location is also provided below.
For Companies Assigned at Music City Center
| Company | Function/ Responsibility |
Contact Information |
|---|---|---|
| Music City Center Center | Room set, electrical, and internet | Aubrey Ryman Event Manager Ph: (615) 401-1467 |
| Food and beverage | Caitlin Alred Catering Sales Manager Ph: (615) 401-1365 |
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| Freeman | Audiovisual | Mykla Kenney Ph: (214) 497-6197 |
For Companies Assigned at The Omni Nashville
| Company | Function/ Responsibility |
Contact Information |
|---|---|---|
| Omni Nashville | Room set and food and beverage | Coby Deckard Senior Convention Services Manager Ph: (615) 761-3564 |
| Electrical, Internet, Phone | Dan Woolery Senior Sales Manager Pinnacle Live Ph: (925) 389-2555 |
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| Freeman | Audiovisual | Mykla Kenney Ph: (214) 497-6197 |
Event Platforms
There are several platforms that primary logistics contacts will use to coordinate your company’s participation at EDUCAUSE 2025.
| Platform | Description |
|---|---|
| EDUCAUSE 2025 Corporate Resource Center |
You are currently in part of the EDUCAUSE 2025 Corporate Resource Center. This is the primary information center for preparing for the event (whether your organization is exhibiting and/or has purchased an opportunity). Please bookmark the resource center and check back frequently for updates as we approach this year’s conference. |
| Exhibitor Event Portal |
Primary logistics contacts from each exhibiting organization have access to the Exhibitor Event Portal where you can:
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| Maritz Registration Dashboard for Exhibiting Organizations (Available within the Exhibitor Event Portal) |
Within the Exhibitor Event Portal, you will find the Maritz Registration Dashboard where you can:
*Restrictions apply. Please refer to the Attendee Details and Promotions section for more information. |
| Freeman Online |
Freeman is the Official General Service Contractor for EDUCAUSE 2025. Primary logistics contacts from exhibiting organizations will need to set up an account directly with Freeman to coordinate all services instrumental for your booth. If you need assistance with Freeman Online, please contact the Freeman Exhibitor Services Department by email or call 888-508-5054. Freeman Online can also be accessed within the Exhibitor Event Portal. |
Exhibitor Registration and Booth Information
If your company has secured exhibit space at EDUCAUSE 2025, please visit the Exhibitor Registration and Booth Information page for complete information regarding:
- Exhibitor registration and housing
- EDUCAUSE Commons (aka Exhibit Hall) location, hours, setup, and teardown
- Your Exhibitor Directory listing
- Booth regulations and inclusions
- Contract services and shipping
- Lead retrieval
- And more
For details on fulfilling your complimentary full-conference registrations, review the General Registration and Housing Information section below.
General Registration and Housing Information
Please note:
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If your company is exhibiting at this year's event, please visit the Exhibitor Registration and Booth Information page for details about exhibitor registration and housing. There is a separate registration process for exhibitors and exhibit staff.
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It is highly recommended that attendees register as soon as possible and no later than October 10 to take advantage of your complimentary full-conference and exhibitor registrations (if applicable) and to receive necessary event communications.
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Complimentary lunch will not be provided on-site for any registration type. There are concessions within the convention center and several local food outlets available nearby where you can purchase food, and exhibitors may serve food and beverages at your booth. Learn more about food and beverage service at your booth.
Registration Details and Inclusions
Conference Partners receive four complimentary full-conference registrations for access to the complete conference experience.
This registration type is recommended for anyone who would like to attend the event for professional development (i.e. access all event activities, including sessions and networking opportunities) and may be shared with your institutional clients or presenters.
This registration type includes:
- Access to the full-conference in-person experience (sessions, networking, exhibits) Tuesday, October 28 through Thursday, October 30.
- Access to the online conference, November 12–13. In-person full-conference registrants will receive an invitation with a complimentary promotional code to register for the online conference after the in-person conference.
Please note: Monday pre-conference workshops require additional registration.
To access your complimentary full-conference registrations:
- EDUCAUSE will send your organization’s primary logistics contact a confirmation email when you've secured your Conference Partner package. If your company is exhibiting, complimentary full-conference registrations will display in your Maritz Registration Dashboard. However, the dashboard will only show the promo code, total allotment, and total usage with no user detail.
- The confirmation email will include a promo code for you to share with applicable personnel. These promo codes can be used by your company’s personnel or you may share them with your institutional clients or presenters.
From there, you can invite staff, institutional clientele, or presenters to attend EDUCAUSE 2025 and offer them one of your complimentary full-conference registrations. Be sure to:
- Include your promo code and the link to EDUCAUSE Annual Conference Registration in your message, so invitees can register themselves as an attendee.
- Ask your invitees to enter the provided promo code at the beginning of their registration. This will $0 their full-conference, in-person registration fee.
Your invitees may redeem your promotional code during their event registration any time. (Please be sure to use them all, as they are non-refundable.)
If you have questions regarding registration or housing or if you experience system difficulties, please contact Maritz Global Events by email or call 864-641-6856.
Please note: We are unable to accommodate complimentary registrations over what was included with your purchased opportunity. You are welcome to register additional attendees at the designated registration fee.
Housing and Registration Advisory
Maritz Global Events is the Official Housing and Registration bureau for the EDUCAUSE Annual Conference.
Improper solicitation of hotel reservations from any company other than Maritz Global Events is not approved. Reservations made by unaffiliated organizations may appear to have lower rates, however they may be illegitimate, not have the rooms to sell, have unreasonable cancellation or change penalties, or be completely non-refundable.
Please be aware of and report any unauthorized solicitations to EDUCAUSE.
View Event Housing and Attendee List Advisories for more information regarding housing and registration poachers.
Registration Cancellation Policy
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, please send an email to [email protected].
*No refunds will be issued for the bulk package(s). 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 institution or corporation to redeem this promo code on their behalf.
Please Note: 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.
Your Promotional Toolkit
Participating in the EDUCAUSE Annual Conference is a big deal! To help you get the word out to your clients and prospects, we've crafted tips, templates, and other marketing assets that you can use leading up to, during, and after this year's event
Getting Started
Get to know EDUCAUSE.
Download the guide below to learn more about EDUCAUSE, your member benefits, and additional ways to get engaged.
Get to know our brand guidelines.
When referring to your partner status, use the following naming convention (based on your partner level):
- Company Name, 2025 EDUCAUSE Conference Partner
EDUCAUSE trademarks, service marks, logos, trade dress, and any other identifying marks or insignia (collectively "EDUCAUSE's Trademark") should only be used in a manner that follows these incorporated guidelines to maintain brand integrity:
- EDUCAUSE trademarks should not be used on a heavily textured, colored, or patterned background.
- Keep the trademarks separate from other elements within the design space by maintaining a measure of white space around it, regardless of the medium.
- EDUCAUSE should be written in all uppercase and any copy should not imply that EDUCAUSE endorses your company's presence at our events or its products and services.
Download your medallion and create a strategy.
Work with your marketing or PR team to strategize when, where, and how you'd like to promote your conference participation. Review the tips and templates below to incorporate into your promotions and preferred communication channels.
Also, be sure to download your Conference Partner medallion to add to your website, email signature, and other marketing materials. You'll find two variations to choose from within the file below.
Download the Conference Partner Medallion
You can also download the conference logo to be used in your promotions.
Use these tips and templates.
Use your daily emails to let your contacts know about your participation at this year's event and how attendees can connect with you on site or online.
Example:
2025 EDUCAUSE Annual Conference Partner
[Insert Company Name] is a proud Conference Partner for the 2025 EDUCAUSE Annual Conference.
Are you engaging on our community platform, EDUCAUSE Connect? Update your email discussion signature to promote your engagement with us. Simply:
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Visit EDUCAUSE Connect and sign in via your EDUCAUSE Profile
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Click your photo in the top right corner and select "Profile"
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Select the "My Account" tab and click "Discussion Signature"
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Add your conference sponsor status (and other details that you'd like to share) and click save
![Discussion Signature. Default Signature [FirstName] [LastName], [JobTitle], [CompanyName], 2025 EDUCAUSE Conference Partner.](https://events.educause.edu/-/media/images/events/annual-conference/2025/corporate/partner-connect.png)
Use your personal and company social media channels to promote your participation. For instance, keep attendees up-to-date on your booth progress or the exciting things that you'll be offering at your booth or let them know about your presentation.
Feel free to use these social media graphics that we've crafted for you in your posts.
Conference Partner Graphics:
Don't forget to:
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Follow our social media channels and tag EDUCAUSE in your posts (we just might give you a reshare!). You can find us on:
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Cross-promote with other EDUCAUSE members and presenters that you may collaborate with at this year's event.
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Go multimedia. The more interesting you can make your posts using slides, pictures, graphics, and video, the more effective they will be
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Have a conversation and make connections. Use a natural voice in your posts, reply to others' posts when you can, and build rapport with your followers.
Add the slide below to your company presentations to keep your sponsor level top of mind with event attendees.
Use the sample message below to share the news about your conference engagement in your organization's newsletters and email announcements. Be sure to let your audience know about the special content, offers, or other unique opportunities you'll provide at #EDU25.
For exhibitors:
Dear [insert name],
I’m thrilled to share that this year’s EDUCAUSE Annual Conference will take place in-person in Nashville, TN, October 27–30, and online, November 12–13, and we’re participating.
Along with a deep program of innovative ideas and insights, the conference is the best place for the higher education technology community to connect and share experiences. I hope you will join us and spread the word by encouraging your professional colleagues and friends to attend as well.
When it’s time for the event, please find our booth in the EDUCAUSE Commons at the in-person event.
We’re happy to help answer your most urgent questions, provide useful information and resources, and engage with you more deeply about your needs now and in the future.
Registration for the event is open. Join us at EDUCAUSE 2025!
Best regards,
[Name]
[Title]
[Organization]
[Sponsor Level/Medallion]
For presenters:
Dear [insert name],
I’m thrilled to share that this year’s EDUCAUSE Annual Conference will take place in-person in Nashville, TN, October 27–30, and online, November 12–13, and we’re participating.
Along with a deep program of innovative ideas and insights, the conference is the best place for the higher education technology community to connect and share experiences. I hope you will join us and spread the word by encouraging your professional colleagues and friends to attend as well.
When it’s time for the event, please make plans to attend our session, [insert presentation name], where we'll dive deeply into [insert your presentation topic].
Registration for the event is open. Join us at EDUCAUSE 2025!
Best regards,
[Name]
[Title]
[Organization]
[Sponsor Level/Medallion]
Let your PR team know about your company’s participation at the event, so they can help create a strategic plan of timely press releases.
You can also access an up-to-date list of media attending the conference at any time from your registration dashboard by filtering the Participant list for “Press/Media.”
If you have any questions, please contact [email protected].
- Ad retargeting: Use your complimentary 10,000 impressions of ad retargeting to strategically serve a digital ad to EDUCAUSE website visitors wherever they visit online for one month (between September 24–October 24, 2025). Visit your Conference Partner Package Inclusions and Benefits for details and deadlines.
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Display advertising: Expand your reach by launching an ad campaign on popular EDUCAUSE web pages.
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Content Alerts: Secure a highly visible, monthlong ad position in a weekly EDUCAUSE Review email Content Alert (sent to 77,000 individuals).
If you need help developing a strategy, contact our corporate team.
Higher Ed Guide for the Corporate Community Online Program
As part of your package benefits, your company receives six complimentary registrations* to our Higher Ed Guide for the Corporate Community online program.
This online program is led by higher education CIOs and other senior leaders, and is designed to help you and your staff develop or refresh your understanding of how higher education operates so you can work more effectively with your key audience.
Several program dates are available to choose from where we cover:
- Higher Education Organizational Structures
- Stakeholders and Influencers of Technology Decisions
- Technology Planning and Funding
- The Procurement Process
- Partnering with Higher Ed
Learn more about the program and make plans to attend a session prior to EDUCAUSE 2025, so you can amplify your knowledge and skills in time for the big event.
*The promo code for accessing your complimentary registrations for this online program was included in the email confirmation sent to your primary logistics contact. If you have questions or need help finding your code, contact our corporate team.