Exhibitor Kit

Review the Exhibitor Kit carefully for important booth coordination information: show hours, rules and regulations, official general service contractor, badge registration, housing, timeline, and contacts.

New! EDUCAUSE Exhibitor Webinar was held August 9. View the recording of this informative webinar held by the Pennsylvania Convention Center and Freeman regarding working in the facility.

  • Exhibit Hall Setup and Hours

    Setup

    • Sunday, October 29: 8:00 a.m.–5:00 p.m.
    • Monday, October 30: 8:00 a.m.–5:00 p.m.
    • Tuesday, October 31: 8:00 a.m.–5:00 p.m.

    All exhibit materials must be uncrated and crates must be marked with EMPTY LABELs ready for removal by 2:00 p.m. on Tuesday, October 31.

    Note: Booths must be show ready by 5:00 p.m. on Tuesday, October 31 to prepare for show opening.

    Exhibit Hall Show Hours

    • Wednesday, November 1: 9:30 a.m.–6:00 p.m.
    • Thursday, November 2: 9:30 a.m.–4:30 p.m.

    Please Note: Due to tight security, only those with an exhibitor badge will have access to the exhibit hall 90 minutes before it opens. Please do not schedule meetings in the exhibit hall during preshow hours, as attendees without the exhibitor badge will not be allowed in the hall.

    Teardown

    • Thursday, November 2: 4:30 p.m.–8:00 p.m.
    • Friday, November 3: 8:00 a.m.–2:00 p.m.

    Dedicated Exhibit Hall Times

    You should expect the largest crowds in the exhibit hall during these times:

    • Wednesday: 9:30–10:30 a.m. (refreshment break); 12:00–2:00 p.m. (lunch); 4:00–6:00 p.m. (networking reception)
    • Thursday: 9:30–10:00 a.m. (refreshment break); 11:30 a.m.–1:30 p.m. (lunch); 3:30–4:30 p.m. (refreshment break)

     

    Exhibitor Badge Registration and Housing

    The main (primary) contact from each exhibiting company is responsible for exhibitor badge registration and housing.

    Exhibitor Badge Registration and Housing

    • A password is required to access the registration and housing system. For password assistance e-mail corp@educause.edu.
    • Booths include five complimentary exhibitor badges per 10' x 10' (100 sq. ft.) of exhibit space. Note: Staff must be registered in advance by October 27 at 11:59 p.m. EST to take advantage of the complimentary exhibitor registrations. Additional exhibitor badges over the allotted amount can be purchased in advance or on-site for $65.00 each. Registrations processed after October 27 are $65.00 each.
      • Exhibitor registration includes access to the exhibit hall during setup, preshow, show, and teardown hours as well as refreshment breaks held in the exhibit hall.
      • Note: Exhibitor badge registration does NOT include lunch or access to any conference sessions; however, lunch tickets and full or daily conference badges may be purchased from exhibitor registration.
    • It is important that you book your housing through Experient, the only official housing bureau for EDUCAUSE 2017. Beware of housing poachers.
    • Important Note: Credit card payment is required for purchased name badges and lunch tickets; credit card guarantee is required for hotel rooms.

    Badge Registration and Housing Instructions

    • Go to Exhibitor Badge Registration and Housing
    • Search company name and enter password.
    • Choose how to book hotel rooms:
      • Click "Individual Reservations" if booking nine or fewer rooms or if you don't want a block.
      • Click "Group Room Block" if you want to request a block of rooms (10-room minimum; block must be managed by the group contact).
    • Take time to click around and familiarize yourself with the system.

    Continued This Year!! There is continued functionality to the Experient system that gives the group contact options on how to manage the group's registration and housing needs:

    • Contact can manage all of group's badge registration and housing needs or invite individuals to complete on their own.
    • Badge registrations managed by the group contact can be imported en masse using a spreadsheet template (found on the site).
    • Completed badge registration and housing can be exported into an Excel spreadsheet.
    • Please carefully review the Exhibitor Badge Registration and Housing Overview prior to using the "Invite" functionality.

    If you have any question about the housing and registration system, please contact Experient at educauseexh@experient-inc.com.

  • Exhibit Hall Information and Regulations

    The show is located in Exhibit Halls A–C of the Pennsylvania Convention Center. Show colors are black drape and tuxedo aisle carpeting.

    Booth Inclusions

    • Five exhibitor registrations per 10'x10' space (100 sq. ft.)*
    • Standard listing in the print, web, and mobile exhibitor directory**
    • Access to one complimentary attendee address list for sending an approved direct mail piece (no e-mail).

    *The complimentary exhibitor registrations must be processed in advance. On-site registrations are $65.00 each.

    **To upgrade your standard listing and include your full color logo for an additional fee, complete this form by August 21.

    All services and items for the booth, including carpet/flooring, electric, Internet, furnishings, etc. must be ordered and paid for through the appropriate supplier.

    Complimentary wireless access is NOT available in the exhibit hall—all Internet needs must be ordered.

    Note: Booths do NOT include full conference registrations. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2017 conference are required to pay the appropriate conference registration fee.

    Rules and Regulations

    Exhibitors are responsible for ensuring that their booths meet all of the EDUCAUSE 2017 Booth Exhibit Specifications as provided in the Rules and Regulations.

    • All exhibits must conform to and enhance the professional and educational atmosphere of the conference.
    • Maximum height for linear "in-line" booths is 8' in the back half of the booth and 4' in the front half of the booth. Note: Free-standing banners taller than 4' must be displayed in the back half of the booth.
    • Maximum height for island booths is 20'.
    • All booths must be carpeted. Exhibitor is responsible for carpeting the booth.
    • Booth overflow into the aisles and neighboring booths is prohibited. Demonstration areas must be placed a minimum of 2' (60 cm) from the aisle line to accommodate the viewing audience inside the booth. Do not over-furnish or over-staff your booth.
    • Storage behind back drape, pop-up structures, and under draped tables is prohibited. Storing a limited supply of literature or product appropriately within the booth area is acceptable if items do not impede access to utility services, create a safety problem, or look unsightly.
    • Pop-up structures should be positioned to minimize visibility of unfinished backs.
    • Masking drape, ordered by show management, will be required for all unfinished booths at exhibitor's expense.
    • Maximum height for hanging signs is 22' at the top of the sign from the floor (island booths only).
    • Helium balloons and/or lighter-than-air objects are not permitted.
    • Food and beverage is not allowed in booths.

    Construction of perimeter walls: To ensure that neighboring exhibitors have the opportunity to be seen from nearby aisles, a "window of visibility" is strongly recommended. This "window of visibility" is defined as 50% open area on each of the four sides of the perimeter of the booth.


     

    Press Information

    Send an e-mail to media@educause.edu to request the most current media list.


     

    NEW for 2017!

    EDUCAUSE 2018 Booth Selection will take place online prior to EDUCAUSE 2017.

    Current year exhibiting companies will have an assigned appointment time, prior to this year's event. Scheduling priority will be based on member status and cumulative spend. Appointments will start September 26, 2017 and run through October 2017. You must be a member in good standing in order to be prioritized to sign up for booth space, which means your member dues should have been paid by July 1. Nonmember appointments will follow members.

General Service Contractor

Freeman is the official general service contractor for EDUCAUSE 2017. Freeman Online is available to order all Freeman services (electrical, furnishings, shipping, labor) as well as other official show vendor services for your booth (A/V, computer rental, Internet, lead retrieval, and floral). View the list of official show vendors under contacts.

Entrance into the Exhibit Hall and Non-Official Contractors

Security is tight, and only those who have been pre-approved will be allowed into the exhibit hall. EDUCAUSE must be notified if using a non-official contractor by submitting a Notification of Intent to Use an Exhibitor-Appointed Contractor form (proof of insurance must accompany this form). These contractors 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 exhibit hall staff.

 

Preconference Attendee List

There are two types of attendee lists available for EDUCAUSE 2017: complimentary attendee addresses list for a one-time direct mail piece and an attendee participants list for planning purposes only.

Attendee Mailing List (can be used for promotional purposes)

EDUCAUSE 2017 participants may request one set of complimentary attendee physical addresses to promote presence via an approved direct mail piece (no e-mail). See details in the timeline below.

Download the EDUCAUSE 2017 logo for your direct mailer here:

Registration (Participant) List (cannot be used for promotional purposes)

The main (primary) contact responsible for coordinating the logistics of the booth has access to the participant list through the Experient registration and housing site (password required).

EDUCAUSE prohibits the following use of the registration list: data may not be harvested, sold to others, incorporated into any type of database, used to generate mailing lists, or employed for any promotional purpose, especially mass e-mail and telephone solicitation. The registration list should not be used as a pre- or post-conference lead sheet. Registration lists include only attendees who opt-in to sharing their information.


 

Timeline

Make sure you are on schedule! This timeline includes due dates for all official show suppliers instrumental in the coordination of your participation.

Password Tips

There are several different vendors and forms requiring unique username/passwords. To alleviate some confusion, here is a list of the most common sites that require a username/password (all unique vs. SSO):

Date Item Description Submission Information

Ongoing

Booth Contact Information

Notify EDUCAUSE at any time if there is a contact change for your booth coordination. Individuals designated as a contact receive important logistical communications from EDUCAUSE. Our systems can accommodate only one primary contact per company. Send contact changes to corp@educause.edu.

Ongoing

Rules and Regulations

Reference the EDUCAUSE 2017 Rules and Regulations. Exhibitors are responsible for ensuring that their booths meet all of the exhibit specifications, as provided in the rules and regulations.

August 9 (recorded webinar)

Exhibitor Webinar

New! EDUCAUSE Exhibitor Webinar was held August 9. View the recording of this informative webinar held by the Pennsylvania Convention Center and Freeman regarding working in the facility.

August 21

Exhibitor Directory Upgrades

Complete request form for logo and/or abstract upgrade by August 21. Logo requests submitted after this date are not guaranteed inclusion in the print directory. The standard listing in the print directory includes company name, booth number, and URL. Upgrades available for purchase include logo (print and online) and premium abstract (up to 1000 characters online only). NOTE: This request is not automatic. Once we process your order request, you will receive a confirmation with further instructions.

August 25

Exhibitor Directory Information

Finalize information in the "Booth Info" section of your exhibitor console by August 25 for your company's listing to be included in the print directory. Access to your exhibitor console was shared in the Exhibitor Kit communication e-mail. After August 25, changes to your "Booth Info" section will display only in the web and mobile directory.

NOTE: File format to be uploaded in the "Booth Info" section for the logo upgrade: JPEG or PNG for digital (a PNG with transparent background is preferred). All information saved in the "Booth Info" section will display in the web and mobile exhibitor directory. Select information (company name, booth number, URL, and logo if purchased) will be included in the print exhibitor directory.

If you need assistance accessing your company's exhibitor console, e-mail corp@educause.edu.

August 30

Lead Retrieval (advance rate deadline)

Capture attendee information: For best rates on select lead retrieval, submit order form to Experient by August 30. The order form is located at Freeman Online.

September 14

Lead Retrieval (preshow rate deadline)

Submit order form to Experient; form is located at Freeman Online. (If you did not submit on or before August 30, this is the next-best preshow rate.)

September 26

NEW for 2017! EDUCAUSE 2018 Booth Selection starts

EDUCAUSE 2018 Booth Selection will take place online prior to EDUCAUSE 2017.

Current year exhibiting companies will have an assigned appointment time, prior to this year's event. Scheduling priority will be based on member status and cumulative spend. Appointments will start September 26, 2017 and run through October 2017. You must be a member in good standing in order to be prioritized to sign up for booth space, which means your member dues should have been paid by July 1. Nonmember appointments will follow members.

September 29

Advance Shipping to Freeman Warehouse

Freeman begins accepting shipments at their warehouse. Shipping information and labels are available at Freeman Online. The advance shipping deadline is October 20.

September 29

Booth Security (discount rate deadline)

Submit order form to Marshall Robinson & Associates; form is located at Freeman Online.

September 29

Notification to Use an Exhibitor-Appointed Contractor Form

30 days prior to the first day of exhibitor move-in, you must notify EDUCAUSE if you are using a firm other than the official general service contractor designated by show management by submitting the form Notification of Intent to Use an Exhibitor-Appointed Contractor (EAC).

A copy of the EAC's General Liability Insurance Certificate must be submitted to EDUCAUSE 30 days prior as well.

E-mail EAC proof of insurance to corp@educause.edu or fax to Corporate Relations at 303-440-0461.

September 29

Promotional Mailing (direct mail, no e-mail)

Exhibitors may request one complimentary set of attendee addresses to promote corporate presence via an approved direct mail piece (no e-mail).

Send your promotional materials to corp@educause.edu for approval; the two major things we look for during the approval process are that EDUCAUSE is all upper case and that the copy does not imply that EDUCAUSE endorses your company’s presence or its products and services. The conference should be referred to as EDUCAUSE 2017 or the EDUCAUSE Annual Conference.

Once approved, the list of attendee addresses may be requested at any time, though we recommend waiting until after early-bird registration on October 3. The list will be provided in an Excel spreadsheet; it is the exhibitor's responsibility to produce and mail the piece.

Download the EDUCAUSE 2017 logo for your direct mailer here:

October 6

Freeman (discount price deadline)

Submit to Freeman; forms are located at Freeman Online.

  • Booth carpeting (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

October 6

Electricity (advanced rate deadline)

Order electricity for your booth from Freeman by this deadline to receive the best rate; order form is located at Freeman Online.

October 6

Booth Internet (advanced rate deadline)

Submit to Pennsylvania Convention Center; order form is located at Freeman Online. Note: Complimentary wireless access is NOT available in the exhibit hall—all Internet needs must be ordered.

October 9

Housing Cutoff

This is the last day to make hotel reservations in the EDUCAUSE housing block and receive the conference rate. After this date reservations need to be made directly with the hotel.

October 17

A/V and Computer Rental (advance rate deadline)

Submit to PRG; form is located at Freeman Online (orders received after the advanced rate deadline are subject to an additional 20% fee).

October 20

Advance Receiving of Shipments at Freeman Warehouse Ends

Material arriving after this date will be received at the warehouse with an additional after-deadline charge; shipping information and labels are located at Freeman Online.

October 20

On-site Booth Contact

Provide information on the person responsible for your booth who show management can contact on-site in Philadelphia if needed.

Submit the Exhibitor On-Site Booth Contact form.

October 27

Exhibitor Badge Registration

Register your exhibit hall staff in advance. After October 27, registrations will cost $65.00 per person (no exceptions).

Please do not wait until the last minute before the system closes as this will not allow time to answer questions or troubleshoot if needed.

October 27

Floral Services

Submit to Creative Greenery of Dallas; form is located at Freeman Online.

October 29

Shipments Received at Show Site

Freeman will begin accepting shipments at the Pennsylvania Convention Center; shipping information and labels are available at Freeman Online. Shipments arriving before this date may be refused by the facility.

 

Contacts

Company Function / Responsibility Contacts

EDUCAUSE

Corporate Relations (Show Management)

Danielle Bailey, Operations Coordinator
720-406-6768
dbailey@educause.edu

Tonya Sloan, CMP, Operations Manager
720-406-6773
tsloan@educause.edu

Carolyn Colman, Senior Manager, Membership Development
303-939-0326
ccolman@educause.edu

Experient

Housing and Registration
 
 

Lead Retrieval

Experient Customer Service
800-424-5249
educauseEXH@experient-inc.com

Marie Zinnert, Exhibitor Services
888-270-8467
marie.zinnert@experient-inc.com

Freeman

General Service Contractor

Exhibitor Services Department
201-299-7575
469-621-5618 (fax)
FreemanNewYorkES@freeman.com

Pennsylvania Convention Center

Electricity
 

Internet

215-418-2190
utilities@paconvention.com

215-418-2190
showservices@paconvention.com

Marshall Robinson & Associates

Booth Security

903-897-2091
972-692-7970 (fax)
info@mr-assoc.com

PRG

A/V and Computer Rental

Trade Show Services
888-844-4225
tradeshows@prg.com