Thank you for exhibiting at the 2025 EDUCAUSE Annual Conference! Here, you will find information about preparing your booth and other event details and deadlines.
Visit each section below for complete details. If you have questions, please contact our corporate team at [email protected].
- Your Role as Primary Logistics Contact
- Event Platforms
- Exhibitor Registration and Housing
- Exhibit Hall Location and Hours
- Booth Regulations, Design Deadline, and Inclusions
- Contract Services and Shipping
- Food and Beverage Service at Your Booth
- Exhibitor Directory Submission Process
- Your On-site Contact
- Tips and Tools to Get The Most Out of Your Experience
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.
- 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.
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:
|
| 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 Housing
EDUCAUSE 2025 primary logistics contacts are responsible for managing staff registration and housing for the event. Maritz Global Events is the Official Housing and Registration bureau for the EDUCAUSE Annual Conference.
Within the EDUCAUSE 2025 Event Portal, you will find the Maritz Registration Dashboard where your primary logistics contact will:
- Determine who will staff your booth during the event.
- Determine which staff member(s) will receive your complimentary exhibitor staff and exhibitor full-conference registration(s). This is separate from any complimentary full-conference registrations received as part of a purchased opportunity, which require the promo code provided in the original confirmation email from EDUCAUSE.
- Upload your staff’s contact information.
- Invite staff to register for the event.*
*Each person must complete their own event registration from the Maritz invitation and will be prompted to login to or create an EDUCAUSE Profile before doing so. This includes staff working your booth, presenters, and/or those who wish to attend for professional development. Purchasing an opportunity does not automatically register anyone.
It is highly recommended that attendees register as soon as possible and no later than October 10 in order to take advantage of your complimentary registrations (if applicable) and to receive necessary communications in advance of the event.
For step-by-step instructions on how to coordinate registration and housing and how to use your complimentary exhibitor staff and exhibitor full-conference registrations (if applicable), download the guide below.
GUIDE TO EXHIBITOR REG AND HOUSING
To check the status of your staff’s registrations, log in to the Exhibitor Event Portal at any time. From there, navigate to the Exhibitor Hub, scroll to the bottom (under Featured Links), and select the Exhibitor Registration and Housing tile.
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.
Primary logistics contacts—planning to attend the event?
You will need to complete an event registration as well. Primary logistics contacts are not automatically registered.
Registration Types and Inclusions
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.
Exhibit Hall Location and Hours
Location and Floorplan
The EDUCAUSE Commons (aka Exhibit Hall) is located in Exhibit Halls A–D of the Music City Center. The EDUCAUSE Commons is NOT carpeted and show colors are black drape.
The EDUCAUSE Commons is designed around three product and service categories: Enterprise Strategy, Infrastructure, and Support; Cybersecurity, Privacy, and Risk Management; and Teaching and Learning.
Within each area, you will find:
- Interactive activities
- Food and beverages
- Live presentations
- Poster sessions related to each area's theme—and more
You can view the 2025 EDUCAUSE Commons Floorplan and Exhibitor List here.
Exhibitor Move-In, Exhibit Hours, and Exhibitor Move-Out
Please note: Wristbands will be available at no charge for setup and teardown personnel; these wristbands are not valid during show hours and must be obtained by security at the exhibit hall access points. Proof of organization affiliation, whether you're an exhibiting company representative or individual from an EAC company, will be required by security prior to allowing access. Also, no one under 16 years of age will be permitted to visit the exhibit hall (including move-in and move-out times) or allowed in the conference venue unless that person is a student presenter, is a registered participant, and is accompanied by an adult chaperone. For the safety of everyone, strollers are not permitted at any time in any applicable exhibit hall. These policies are strictly enforced, apply to all attendees including exhibitors and media, and are without exception. EDUCAUSE reserves the right to request proof of age from anyone at any time and to revoke a badge or deny attendance of any registered participants.
| Dates/Hours | Additional Details | |
|---|---|---|
| Exhibitor Move-In |
Saturday, October 25 | 8:00 a.m.–5:00 p.m. Sunday, October 26 | 8:00 a.m.–5:00 p.m. Monday, October 27 | 8:00 a.m.–5:00 p.m. |
On Monday, October 27:
|
| Exhibit Hours |
Tuesday, October 28: | 9:30 a.m.–5:30 p.m. You should expect the largest crowds in the EDUCAUSE Commons:
Wednesday, October 29: | 9:30 a.m.–4:00 p.m. You should expect the largest crowds in the EDUCAUSE Commons:
|
During exhibit hours:
|
| Exhibitor Move-Out |
Wednesday, October 29 | 4:00–8:00 p.m. Thursday, October 30 | 8:00 a.m.–noon |
Booth Regulations, Design Deadline, and Inclusions
Exhibitors are responsible for ensuring that their booths meet the EDUCAUSE 2025 booth exhibit specifications. Please review the EDUCAUSE 2025 Rules and Regulations for important guidelines regarding your booth.
Booth Design Deadline | September 12
If you have a booth space that is 400 sq. ft or larger, you must email your booth design to our corporate team no later than September 12. Our team will review your submission and will notify you either that changes are needed or that your design has been approved. Please do not ship your booth structure until approval has been received.
Not sure what to submit? View the images below, which showcase details needed for approval. We are not looking at any branding or graphics you intend, only the hard structure itself. If you have an enclosed space, please indicate if there will be a door and which direction the door will open (“out” into the designated booth space, or “in” into the enclosed space). All enclosed spaces, even those with no ceiling, require a fire extinguisher to be readily accessible within the space.
What Is (and Isn't) Included with Your Booth
Booth inclusions:
- A designated number of complimentary exhibitor registrations per 100 sq. feet of exhibit space for access to the EDUCAUSE Commons during setup, preshow, show, and teardown hours (a 10’ x 10’ booth is 100 sq. ft; minimum four registrations per 100 sq. feet).*
- A designated number of complimentary exhibitor full-conference registrations for access to the complete conference experience (based on your booth size; available for your staff only).*
- An identification sign with company and booth number (inline booths only).
- Rented space is raw concrete with no furnishings provided. Pipe railing, 8'-high curtain back wall, and 3'-high curtain side rails (inline booths only).
- A standard listing in the exhibitor directory.
Booths do not include:
- Storage, placement, shipment, or return shipment of exhibit materials.
- All services and items for the booth, including but not limited to, required carpet/flooring, electric, internet, furnishings, lead retrieval, etc.
- Internet. Complimentary wireless access will be available in the EDUCAUSE Commons this year, intended for light use by conference attendees only. You should not rely on this service for successful demos (all dedicated internet needs must be ordered).
- Lunch.
*Please note:
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Any additional exhibitor registrations over your complimentary allotment will cost $199 prior to August 12. After this date, the rates will continue to increase as we get closer to the show date. View pricing tiers.
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It is highly recommended that attendees register as soon as possible and no later than October 10 in order to take advantage of your complimentary registrations and to receive necessary communications in advance of the event.
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Exhibitors also receive a designated number of complimentary exhibitor full-conference registrations for access to the complete conference experience in addition to your complimentary exhibitor staff registrations (based on your booth size) for use by your exhibit staff only.
Table with number of complimentary registrations by booth size Booth Size Number of Complimentary Exhibitor Registrations Number of Complimentary Exhibitor Full-Conference Registrations 10' x 10' 4 1 10' x 20' 9 1 10' x 30' 14 1 20' x 20' 18 2 20' x 30' 28 2 20' x 40' 38 2 30' x 30' 43 2 30' x 40' 58 2 - Complimentary exhibitor registrations must be processed in advance, by 11:59 p.m. ET on October 23.. Any exhibitor registrations completed after this date and time (including on-site registrations) will be charged $299, even if your allotment hasn’t been used. There are administrative costs to process registrations after October 23.
Contract Services and Shipping
Official General Service Contractor
Freeman is the official general service contractor for EDUCAUSE 2025.
Booth Orders
All services and items for your booth must be ordered and paid for through the appropriate supplier. You can order all officially contracted services instrumental for your booth through Freeman Online including:
- Booth carpeting/flooring, which is mandatory (all booths must have floor covering)
- Booth furnishings, displays, and accessories
- Modular booth rentals
- Cleaning services
- Labor installation/dismantle
- Material handling
- Sign and banner hanging (island booths only)
- Forklift/rigging labor
- Third-party authorization form
- A/V and computer rental
Within Freeman Online, you will find vendor order forms for the following:
- Floral | Creative Greenery of Dallas
- In-Booth Security | Contact our corporate team for details
- Electrical | Music City Center
- In-Booth Internet | Music City Center
- Food and Beverage | Music City Center
Lead Retrieval
We’ve partnered 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.
If you’re interested in purchasing lead retrieval:
- Review options available here.
- To avoid a processing fee, submit your order online to Maritz Global Events through the registration and housing dashboard in the Exhibitor Event Portal.
For the best rates, please submit the online order form to Maritz Global Events by August 19.
The next best rate for submitting your order is between August 20 and September 30. After September 30, rates will continue to increase.
If you have questions regarding the tool, please contact Maritz Global Events.
Exhibitor Appointed Contractors (EACs)
Security is tight and only those who have been pre-approved will be allowed into the EDUCAUSE Commons.
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:
- Complete the Notification of Intent to Use an Exhibitor Appointed Contractor form by September 22. A certificate of the EAC’s General Liability Insurance must be included, naming EDUCAUSE and/or Freeman or the convention center as additional insured.
- Email your EAC proof of insurance to the EDUCAUSE corporate team by September 22.
- EAC staff, needing to access the hall for set-up and teardown, must have identifying credentials proving that they are with the EAC company. If they do not have proof of their affiliation, security will not provide them with a temporary wristband or allow them into the Commons.
- EAC staff, needing to access the Commons during post show hours, must have a completed registration and name badge for entry.
- EACs are only allowed to supervise and may not perform any labor tasks. EACs must secure labor from the local labor union.
EACs will receive temporary setup and teardown wristbands from security. If contractors need to access the exhibit hall during show hours, they need to be registered as exhibitor staff.
Visit Exhibitor Registration and Housing for additional information regarding exhibit hall staff registration.
Shipping
Freeman is in charge of warehouse acceptance/storage and on-site acceptance of your conference shipment. All items and materials brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the official show vendors.
Advance Shipping to Freeman Warehouse
Freeman begins accepting shipments on September 25. "Shipping to Warehouse" labels will be located at Freeman Online. Materials received after October 20 will incur an additional charge.
Shipments Received at Convention Center (Show Site Shipping)
Freeman will begin accepting shipments at the Music City Center on Saturday, October 25 at 8:00 a.m. "Show Site Shipping" labels will be located at Freeman Online. Shipments arriving before this date may be refused by the facility.
Food and Beverage Service at Your Booth
Work with the Music City Center to customize your own refreshment plan to be served at your booth during EDUCAUSE Commons hours.
EDUCAUSE does not provide complimentary lunch during the event, so this is a prime opportunity to attract hungry attendees to you.
Not sure where to begin? Here are a couple of suggestions to get started:
- Provide a boxed lunch for attendees at your booth.
A lunch break is scheduled for 90 minutes on Tuesday and Wednesday (11:30-1:00 p.m. CT, October 28 and 29). Be the place for a lunch meeting or casual drop-in to stimulate engagement with you and your team. - Provide specialty food and beverages for a limited time or all day.
You can supply treats or drinks at the time(s) of your choosing during EDUCAUSE Commons hours.
Download the food and beverage menu and order form to review options and to submit your order to the catering sales manager by October 3.
Please note:
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Service must remain within the confines of your assigned booth space (service equipment is not permitted in aisles).
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To help get the word out about the tasty treats you'll serve, EDUCAUSE will include your company name and food and/or beverage offering(s) in a mobile app push notification during the in-person event. Submit your order by October 3 to be included.
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If your company reserved a private meeting suite, you may also serve food and beverages in your suite. Download the food and beverage menu and order form to place your order. Any food, beverage, or equipment must remain in the confines of the meeting suite walls and may not be placed outside of the room. Find additional meeting suite details here.
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Food and beverage orders must be submitted to the convention center by October 3 to be included in EDUCAUSE marketing.
Your Exhibitor Directory Listing
Promote your company for free in the online Exhibitor Directory. The directory listing includes:
- Company name
- Company logo and banner
- Booth number
- Contact information (phone/address)*
- Company social media channels/links*
- Website URL*
- Company description/abstract
- Product/service categories
*Information provided will apply to your listing within the conference exhibitor directory only and will not affect your organizational details within your company's EDUCAUSE Profile.
Log in to the Exhibitor Event Portal to submit your directory information and follow these instructions for updating your exhibitor directory listing. Content must be updated by Friday, October 3.
Your On-site Contact
For the safety and security of your staff while on-site, please provide EDUCAUSE with the contact information of your on-site representative. To do so, complete this form by October 9.
This person will only be contacted if we have questions or concerns about your booth set-up or in the case of an emergency.
Tips and Tools to Get the Most Out of Your Experience
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.
You can also download the conference logo to be used in your promotions.
Getting Started
Get to know our brand guidelines. 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.
