Event Timeline and Key Dates

N/A

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.

Ongoing

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

EDUCAUSE 2025 primary logistics contacts play an important role in making sure their organization is well-informed and prepared for the conference. 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 2025 Rules and Regulations

All participating organizations are responsible for following the show rules to ensure a successful event for all. Please review the EDUCAUSE 2025 Rules and Regulations for important guidelines regarding your booth (if your company is exhibiting) and other key details for participating in this year's event.

August 5

EDUCAUSE 2025 Exhibitor Webinar

On August 5, 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.

August 12

Early Bird Deadline for Exhibitor Staff Registration

Through August 12, any additional exhibitor staff registrations over your complimentary allotment will cost $199. After this date, the rates will continue to increase as we get closer to the show date.

August 13–September 29

Advance Exhibitor Staff Registration Rate

Between August 13 and September 29, any additional exhibitor staff registrations over your complimentary allotment will cost $249. After this date, the rates will continue to increase as we get closer to the show date.

August 19

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 online to Maritz Global Events through the registration and housing dashboard in the Exhibitor Event Portal by August 19 for the best rates.

Submitting your order through the registration and housing dashboard will help you avoid a processing fee.

August 20–September 30

Lead Retrieval Pre-Show Rate

If you missed the early bird rate deadline (August 19) for ordering lead retrieval, this is the next best date range to order this service.

September 12

Room Name Assignments Due

All rooms require name assignments by 5:00 p.m. ET on September 12.

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 12. Please do not ship your booth structure until approval has been received. Visit the Booth Design section of the Corporate Resource Center for details on what must be submitted for edits or approval.

Deadline to Reserve Space in One of Seven EDUCAUSE Exhibitor Newsletter Promotions

EDUCAUSE (in conjunction with VIP Guest Invites, an IndustryConnect company) will create and send a series of newsletters to all in-person EDUCAUSE 2025 registrants that are focused solely on promoting our exhibiting companies. Spots are limited and available first come, first served.

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. EAC staff coming to Nashville must have proof of their affiliation with your company to be permitted during set-up and teardown.

You must also email your EAC proof of insurance to the EDUCAUSE corporate team 35 days prior.

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 25 . "Shipping to Warehouse" labels will be located at Freeman Online.

Materials received after October 20 will incur an additional charge.

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 for Electrical Services

Music City Center is the provider of electrical services and electrical labor for booths. An order form is available in Music City Center.

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, 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.

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 29–on

Regular Exhibitor Staff Registration Rate

From September 29–on, any additional exhibitor registrations over your complimentary allotment will cost $299.

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 EDUCAUSE Commons hours. Access the event menu and place your order here by October 3 to be included in EDUCAUSE marketing.

Deadline to Finalize Your Booth Information for the Online Directory

Log in to the Exhibitor Event Portal to submit your directory information and follow these instructions for updating your exhibitor directory listing.

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.

October 10

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 October 10 in order to receive necessary communications in advance of the event.

Deadline to Order Internet for Your Booth

An order form is available in Freeman Online.

October 23
(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 $299, 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 23.)

October 25

Shipments Received at Convention Center (Show Site Shipping)

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

October 25–27

Exhibitor Move-In

October 27–30

EDUCAUSE Annual Conference Dates

October 28–29

Exhibit Dates

October 29–30

Exhibitor Move-Out