Exhibitor Kit

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

Exhibit Hall Setup, Show Hours, and Teardown

SETUP	SHOW HOURS*	TEARDOWN
Tuesday, March 19 7:30–10:00 a.m.	Tuesday, March 19 10:45 a.m.–12:00 noon 1:15–3:45 p.m. 5:00–6:15 p.m.
	Wednesday, March 20 10:15 –11:15 a.m. 1:45–2:30 p.m.	Wednesday, March 20 2:30–5:00 p.m.

*Note: The exhibit hall is closed Tuesday 12:00–1:15 p.m.; Tuesday 3:45–5:00 p.m; and Wednesday 11:15 a.m.–1:45 p.m.

Setup

• Short Setup: All exhibits must be set by 10:00 a.m. Empty crates must be set in aisle for pickup by 9:00 a.m.

  Due to short setup we strongly recommend shipping your booth in advance to the warehouse instead of direct to show site. If you must ship direct to show site, please schedule for delivery on Monday, March 18.

• The exhibit hall is closed to exhibitors for cleaning from 10:00 to 10:30 a.m.
• Exhibitors will be allowed to re-enter the exhibit area at 10:30 a.m. for the 10:45 a.m. opening

Show Hours

• Due to security only those with an exhibitor badge will have access to the exhibit hall during setup on Tuesday and 90 minutes before the hall opens on Wednesday.
• Please do not schedule meetings in the exhibit hall during setup and preshow hours, as attendees without the exhibitor badge will not be allowed in the hall.

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Exhibit Hall Information

The Exhibit Hall is located in Ballrooms A-C of the Rhode Island Convention Center. The exhibit hall is carpeted; show colors are blue and flax (tan).

• List of Exhibitors with Booth Numbers
• Exhibit Hall Floorplan

Booth Inclusions

• Five exhibitor registrations per 8' x 10' space*
• One 6' table, two chairs, one waste basket, and an ID sign
• Wireless access (electricity and wired internet must be ordered)
• Exhibitor directory listing
• Access to one complimentary attendee address list for sending an approved direct mail piece (no email or telephone solicitation).

*The complimentary exhibitor registrations must be processed in advance. Advanced registration ends at 11:59 p.m. Eastern on March 12. On-site registrations are $59.00 each.

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Booth Specifications

All exhibitors are responsible for ensuring that their booths meet the NERCOMP 2019 Exhibit Display Rules.

• All exhibits must conform to and enhance the professional and educational atmosphere of the meeting.
• Maximum height for 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.
• Overflow from booths into the aisles is prohibited. Do not over-furnish or overstaff your booth.
• Hanging signs, helium balloons, and/or lighter-than-air objects are not permitted.
• 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 okay if items do not impede access to utility services, create a safety problem, or look unsightly.
• No catering orders are allowed in booths.
• 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.

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Exhibitor Badge Registration

Advance Exhibitor Badge Registration

Each 8' x 10' booth includes five complimentary exhibitor badge registrations*. Exhibitor badges includes entrance into the exhibit hall, refreshment breaks and reception in the hall, and breakfasts.

*Staff must be registered in advance to take advantage of the complimentary exhibitor registrations. Advanced registration ends at 11:59 p.m. Eastern on March 12. On-site registrations are $59.00 each.

Note: Exhibitor registration does NOT include lunch, sessions, and other functions. There are several restaurants in Downtown Providence located near the convention center.

Any exhibit personnel who wish to attend any portion of the NERCOMP 2019 conference are required to pay the appropriate conference registration fee (registration fees are available through the exhibitor portal).

Badge Registration Instructions

Individual Registration

1. Go to NERCOMP 2019 Exhibitor Registration.
2. Enter registrant information and select company name from the drop-down menu.
   Important: if registering on behalf of person, check the applicable box (you will receive a copy of the confirmation emailed to the registrant).
3. Click "Next" to continue with registration.
4. Select registration option(s):
   • Exhibit Staff: If using allotted badges included with the booth, the $59.00 fee will be zeroed out at the end after selecting the "Complete Registration" button.
   • Conference Registration: Full-conference and one day-only registrations are available for purchase.
5. Continue to Registration Summary page to "Complete Registration".
   Remember: If using registration included with the booth the $59.00 fee will be zeroed out after selecting the "Complete Registration" button.

Group Registration

Group registration allows multiple individuals to be registered in a single transaction. It is important that the group registration instructions are followed exactly to ensure the group registration is processed correctly.

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Preconference Attendee List

There are two types of attendee lists available for NERCOMP 2019: complimentary attendee address list for a one-time direct mail piece and registration (participant) lists for planning purposes only.

Registration List (cannot be used for promotional purposes)

Anyone registered for the conference has access to the registration (participant) lists using their registration email and confirmation number. Registration lists are provided as a service for conference attendees to network with their peers.

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 email and telephone solicitation. The registration list should not be used as a pre- or post-conference lead sheet. Registration lists include only attendees that opt-in to sharing their information.

Attendee Mailing List (can be used for promotional purposes)

NERCOMP 2019 participants may request one set of complimentary attendee physical addresses to promote presence via direct mail. See details in the below timeline.

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Housing

The Omni Providence is the official NERCOMP 2019 host hotel. Visit Hotel and Travel to book accommodations in the EDUCAUSE room block by February 25, 2019.

You will book your hotel through the conference registration process. You must be registered to attend the conference before you can book any housing within the EDUCAUSE room block. We do this to make sure only registered attendees have access to our room block. There are two options. You can either:

• follow the link for Book Hotel Now within your registration confirmation page, or
• if you have already registered, you can access the Make Hotel Reservations link from your confirmation email

Housing Advisory: The Omni Providence is the only official NERCOMP 2019 host hotel. Any other company or travel agency contacting you is not affiliated with EDUCAUSE. These agencies and companies claim the room inventory is low and will offer better rates and any other sales pitch to solicit your business. In some cases these companies claim to have hotel rooms at discounted rates, but when you arrive on-site, the hotel does not have your reservation. If you make reservations through any other organization, EDUCAUSE is unable to guarantee the validity of the reservation.

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Lead Capture

LeadCapture solution—a smartphone app that makes it easy to scan and rate leads, take notes, and access your leads at any time via your personal web portal—provided by Cvent.

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