Booth Regulations, Inclusions, and Additional Details

EDUCAUSE 2024 Rules and Regulations

Exhibitors are responsible for ensuring that their booths meet the EDUCAUSE 2024 booth exhibit specifications. Please review the EDUCAUSE 2024 Rules and Regulations for important guidelines regarding your booth.

All exhibitors are required to have valid insurance as outlined in the Terms and Conditions and be able to provide a copy of the Certificate of Insurance, if requested.

If your company is using an Exhibitor Appointed Contractor (EAC), their Certificate of Insurance must be submitted to EDUCAUSE as well as the Notification of Intent to use and Exhibitor Appointed Contractor by September 13. For additional details, see EAC section.

For the EDUCAUSE Annual Conference, during the term of this Contract and for the dates of the exhibit, including move-in and move-out days, Exhibitor shall obtain and maintain Comprehensive General Liability insurance. Such policy shall provide minimum coverage of not less than $1,000,000 per occurrence and shall name EDUCAUSE, its officers, directors, employees, and agents as additional insureds. A certificate evidencing such policy and its coverage and indicating the additional insureds as required herein may be requested by EDUCAUSE. Failure to provide such a certificate constitutes grounds for EDUCAUSE to cancel this Contract without liability and to retain Exhibitor’s booth fees as liquidated damages. Exhibitor understands and agrees that neither EDUCAUSE nor the Conference Facility maintains insurance covering Exhibitor’s property, and it is the sole responsibility of Exhibitor to obtain sufficient insurance coverage for such property.

Booth Design Deadline | September 6

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 6. 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. 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).

Booth design example

Booth design example

What Is (and Isn't) Included with Your Booth

Booth inclusions:

  • A set amount of exhibitor staff registrations per 100 sq. feet of exhibit space (a 10’ x 10’ booth is 100 sq. ft).*
  • A set amount of exhibitor full-conference registrations (based on your booth size).*
  • A standard listing in the exhibitor directory.
  • The opportunity for a complimentary, EDUCAUSE approved, one-time promotional communication sent to conference attendees. Please refer to the Attendee Details and Promotions section for more information.
  • An identification sign with company and booth number (inline booths only).
  • Pipe railing, 8’-high curtain back wall and 3’-high curtain side rails (inline booths only).

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).
  • Complimentary lunch. 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.

*Please note:

  • Any additional exhibitor registrations over your complimentary allotment will cost $199 prior to August 6. After this date, the rates will continue to increase as we get closer to the show date. View pricing tiers.

  • It is highly recommended that attendees register as soon as possible and no later than October 4 in order to take advantage of your complimentary registrations and to receive necessary communications in advance of the event.

  • 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).

    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 17. 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 17.

Booth Orders

All services and items for your booth must be ordered and paid for through the appropriate supplier, including:

  • Carpet/flooring
  • Electrical
  • Internet*
  • A/V

*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.

Please refer to the Contract Services section for additional details and deadlines. You'll also find the complete timeline and key dates in the Timeline/Key Dates section.

Food and Beverage Service at Your Booth

Exhibitors are welcome to order food and beverages to be served at your booth during EDUCAUSE Commons hours as an additional way to drive traffic to you.* An event menu and additional details and recommendations are available here.

EDUCAUSE does not provide complimentary lunch during EDUCAUSE 2024, so this is an excellent opportunity to attract hungry attendees to you!

* Service must remain within the confines of your assigned booth space (service equipment is not permitted in aisles). Food and beverage orders must be submitted to the convention center by October 4.

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 13. 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 13.
  • 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.

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 contact information form by October 3.

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