Timeline/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

As the designated contact for coordinating your company's participation at EDUCAUSE 2024, 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.)

Ongoing

EDUCAUSE 2024 Rules and Regulations

All participating organizations are responsible for following the show rules to ensure a successful event for all. Please review the EDUCAUSE 2024 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 6

EDUCAUSE Exhibitor Webinar

On August 6, 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.

Early Bird Deadline for the Exhibitor Staff Registration Rate

Through August 6, 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 7–September 24

Advance Exhibitor Staff Registration Rate

Between August 7 and September 24, 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 12

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 12 for the best rates.

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

August 13–September 23

Lead Retrieval Pre-Show Rate

If you missed the early bird rate deadline (August 12) for ordering lead retrieval, this is the next best date range to order this service.

September 6

Room Name Assignments Due

All rooms require name assignments by 5:00 p.m. ET on September 6.

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 6. 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.

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.

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

New this year! EDUCAUSE (in conjunction with VIP Guest Invites, an IndustryConnect company) will create and send a series of newsletters to all in-person EDUCAUSE 2024 registrants that are focused solely on promoting our exhibiting companies. Spots are limited and available first come, first served.

To reserve space, submit your company logo, company name, and three sentence description of your company and/or booth to VIP Guest Invites by Friday, September 13. Submit your content.

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 17 and continues through October 11 at 3:00 p.m. CT. "Shipping to Warehouse" labels will be located at Freeman Online.

Materials received after October 11 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

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

September 24

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 24 are entitled to a full refund. No refund will be provided for cancellations after September 24. To request a cancellation for a paid exhibitor registration, please send an email to [email protected].

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 25–on

Regular Exhibitor Staff Registration Rate

From September 25–on, any additional exhibitor registrations over your complimentary allotment will cost $299.

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 4

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

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 4.

Deadline to Order Internet for Your Booth

An order form is available in Freeman Online.

October 17
(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 17.)

October 18

Shipments Received at Convention Center (Show Site Shipping)

Freeman will begin accepting shipments at the Henry B. Gonzalez Convention Center this date. Shipments arriving before this date may be refused by the facility.

October 19–21

Exhibitor Move-In

October 21–24

EDUCAUSE Annual Conference Dates

October 22–23

Exhibit Dates

October 23–24

Exhibitor Move-Out