Thank you for exhibiting at the 2025 NERCOMP Annual Conference! Here, you will find information about preparing your booth and other event details and deadlines.
Visit each of the sections below for complete information about participating in this year's event. If you have questions, please contact our corporate team at [email protected].
- Your Role as Primary Logistics Contact
- Event Platforms
- Exhibit Hall Location
- Exhibit Hall Hours, Setup, and Teardown
- Your Exhibitor Directory Listing
- Booth Regulations and Inclusions
- Contract Services
- Booth Orders and Shipping
- Lead Retrieval
- Your On-site Contact
- Registration and Housing
- Your Promotional Toolkit
You may also view:
Your Role as Primary Logistics Contact
If you are designated as the primary logistics contact for managing your company's event participation, you play an important role in making sure your organization is well informed and prepared for the event. As the primary logistics contact, your responsibilities include:
- Encouraging your staff and presenters who will be attending the event to register as soon as possible. Visit Registration and Housing for details and steps.
- Completing event orders.
- Ensuring your staff and vendors follow the event rules and regulations.
If at any time you need to reassign your role, please contact our corporate team. Due to system limitations, we can only accommodate one individual as the designated contact.
Also, as the primary contact, we require the ability to email you information regarding your participation, and as part of the participating terms and conditions, primary logistics contacts understand and agree that their individual contact information will be shared with all EDUCAUSE official show vendors in order to fulfill necessary services. This may include company name, mailing address, contact name, title, phone, fax, and email addresses, where available.
Event Platforms
There are several platforms that primary logistics contacts will use to coordinate your company’s participation at NERCOMP 2025.
| Platform | Description |
|---|---|
| NERCOMP 2025 Corporate Resource Center | You are currently in part of the NERCOMP 2025 Corporate Resource Center. This is the primary information center for preparing for the event (whether your organization is exhibiting and/or has purchased an opportunity). Please bookmark the resource center and check back frequently for updates as we approach this year’s conference. |
| Exhibitor Event Portal | Primary logistics contacts from each exhibiting organization have access to the Exhibitor Event Portal where you can:
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| Freeman Online |
Freeman is the Official General Service Contractor for NERCOMP 2025. Primary logistics contacts from exhibiting organizations will need to set up an account directly with Freeman to coordinate all services instrumental for your booth. If you need assistance with Freeman Online, please contact the Freeman Exhibitor Services Department by email to Freeman or call 888-508-5054. Freeman Online can also be accessed within the Exhibitor Event Portal. |
Exhibit Hall Location
The Exhibit Hall is located in Ballrooms A–C of the Rhode Island Convention Center and is carpeted (carpet orders are not required). The show color is blue.
You can view the 2025 Exhibit Hall Floorplan here.
Exhibit Hall Hours, Setup, and Teardown
There is a short time frame for setting up on Tuesday, April 1. Because of this, we strongly recommend shipping your booth in advance to the warehouse instead of directly to the show site. If you must ship directly to the show site, please schedule delivery on Tuesday, April 1.
| Dates/Hours | Additional Details | |
|---|---|---|
| Exhibitor Setup | Tuesday, April 1: 7:30–10:00 a.m. |
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| Exhibit Hours | Tuesday, April 1:
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The Exhibit Hall will be closed:
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| Exhibitor Move-Out | Wednesday, April 2: 2:45–5:00 p.m. |
Your Exhibitor Directory Listing
Promote your company for free in the online Exhibitor Directory. The directory listing includes:
- Company name
- Company logo and banner
- Booth number
- Contact information (phone/address)*
- Company social media channels/links*
- Website URL*
- Company description/abstract
- Product/service categories
* Information provided will apply to your listing within the conference Exhibitor Directory only and will not affect your organizational details within your company's EDUCAUSE Profile.
How to Submit Your Content
To submit your directory information please log in to the Exhibitor Event Portal and follow the instructions for updating your exhibitor directory listing. Content must be updated by Tuesday, March 4, 5:00 p.m. ET.
Booth Regulations and Inclusions
Exhibitors are responsible for ensuring that their booths meet the NERCOMP 2025 booth exhibit specifications. Please review the NERCOMP 2025 Rules and Regulations for important guidelines regarding your booth.
What Is (and Isn't) Included with Your Booth
Booth inclusions:
- Four exhibitor registrations per 8'x10' of space.*
- One 6’ table, two chairs, one waste basket, and an ID sign.
- Wireless access (electricity and wired internet must be ordered).
- Standard listing in the Exhibitor Directory.
- The opportunity to be included in the new NERCOMP 2025 exhibitor newsletter. Please refer to the Attendee Details and Promotions section for details.
Please note: The Exhibit Hall is carpeted; carpet orders are not required.
Booths do not include:
- Storage, placement, shipment, or return shipment of exhibit materials.
- Services and items not included with your booth, including but not limited to, required electric, wired internet, additional furnishings, lead retrieval, etc.
- Full-conference registrations. (Any exhibit personnel who wish to attend sessions or other event activities are required to pay the appropriate conference registration fee.)
- Lunch. There are several food outlets available near the convention center in Downtown Providence.
* Important reminder: Complimentary exhibitor registrations must be processed in advance, by 11:59 p.m. ET on March 27. Any exhibitor registrations completed after this date and time (including on-site registrations) will be charged $129 each, 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 March 27.
Contract Services
Freeman is the official general service contractor for NERCOMP 2025.
Freeman is in charge of warehouse acceptance/storage and on-site acceptance of your NERCOMP 2025 shipment. Shipping labels and other order forms are available through Freeman Online.
All items and materials brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through official show vendors.
Exhibitors are allowed to set up and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. Do not bring outside labor of any kind. Exhibitor-appointed contractors hired for installation and/or dismantling of your booth must obtain labor from the official contractor, Freeman. Exhibitor-appointed contractors cannot physically erect your booth, but may supervise (only). The Labor Jurisdictions information sheet can be found at Freeman Online.
If you have questions, please contact Freeman Exhibitor Services at (888) 508-5054 or by email at [email protected] and let them know you’re a NERCOMP 2025 exhibitor.
Booth Orders and Shipping
Services and items not included with your booth must be ordered and paid for through the appropriate supplier. Order forms for all officially contracted services instrumental for your booth can be found in Freeman Online including:
- Booth rentals
- Booth furnishings, graphics, and accessories
- Labor installation/dismantle
- Material handling (mandatory if Freeman is handling your materials)
- Electrical services
- Wired internet
- Audiovisual and computer rental
- Housekeeping (for booth cleaning)
- Parking passes (beneficial if going in and out of the parking garage throughout the day)
Shipping to Warehouse
Freeman begins accepting shipments on Monday, March 3 and continues through Tuesday, March 25. “Shipping to Warehouse” labels are located at Freeman Online. Materials received after Tuesday, March 25 will incur an additional charge.
Shipping to Show Site
Shipments directly to the show site will be accepted starting Tuesday, April 1. “Shipping to Show Site” labels are located at Freeman Online.
Reminder: Due to the short time frame to set up on Tuesday, April 1, we strongly recommend shipping your booth in advance to the warehouse instead of directly to the show site. If you must ship directly to the show site, please schedule delivery on Tuesday, April 1.
Lead Retrieval
We’ve partnered with Cvent to offer you a valuable tool to collect leads and contact information during your interactions with attendees at the event.
For additional information, view the Lead Retrieval Order Form and order lead retrieval online here. We recommend ordering by March 14.
If you have questions, please contact Cvent Customer Service at [email protected].
Your 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 On-Site Contact form by March 21.
This person will only be contacted if we have questions or concerns about your booth set-up, sponsorship, or in the case of an emergency.
Registration and Housing
Please note: Everyone attending the event must register themselves, including presenters. It is highly recommended that attendees register as soon as possible and no later than March 14 in order to receive necessary communications in advance of the event, and to take advantage of your complimentary registrations. Lunch is not included with exhibitor registrations. However, there are several food outlets available near the convention center in Downtown Providence.
Registration Types, Inclusions, and Cancellations
Each exhibiting company receives four complimentary exhibitor registrations per 80 sq. feet of exhibit space (an 8' x 10' booth is 80 sq. ft). This registration type includes:
- Entrance to the Exhibit Hall
- Breakfast
- Access to refreshment breaks held in the Exhibit Hall
- Entrance to the Networking Reception on Tuesday evening, plus one drink ticket
* Complimentary exhibitor registrations must be processed in advance, by 11:59 p.m. ET on March 27. Any exhibitor registrations completed after this date and time (including on-site registrations) will be charged $129 each, even if your allotment hasn't been used. There are administrative costs to process registrations after March 27.
Pricing
Price changes occur at 11:59 p.m. ET
| Through March 27 | $0 |
|---|---|
| After March 27 | $129 |
This registration type is recommended for anyone who will work at your organization’s booth, but will not use one of your complimentary Exhibit Hall staff registrations. It includes:
- Entrance to the Exhibit Hall
- Breakfast
- Access to refreshment breaks held in the Exhibit Hall
- Entrance to the Networking Reception on Tuesday evening, plus one drink ticket
Pricing: $129
This registration type is recommended for anyone who would like to attend the event for professional development (i.e. access all event activities, including sessions and networking opportunities) and includes:
- Access to the full conference experience (including sessions and the Exhibit Hall)
- Breakfast, lunch, and refreshment breaks on Tuesday and Wednesday
- Tuesday reception
Pricing
Price changes occur at 11:59 p.m. ET
|
|
Through February 6 | After February 6 |
|---|---|---|
| EDUCAUSE and NERCOMP Member | $535 | $635 |
| Nonmember | $755 | $855 |
How to Register
Everyone attending must complete their own event registration and will be prompted to log in or create an EDUCAUSE Profile before doing so.
This includes staff working your booth, presenters, and/or those who wish to attend for professional development (i.e. access all event activities, including sessions and networking opportunities). Purchasing an opportunity does not automatically register anyone.
We highly recommend that attendees register as soon as possible and no later than March 14 in order to receive necessary communications in advance of the event, and to take advantage of your complimentary registrations.
Because your company is exhibiting at NERCOMP 2025, everyone from your company must register using the following steps:
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Enter your information and select your company name from the drop down menu. Click "Next."
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Select one of the following:
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Exhibit Staff: If you’re using a complimentary exhibitor registration, the $129 fee will be zeroed out at the end of the registration process (after selecting the “Complete Registration” button).
If your company has already used all of its complimentary exhibitor registrations, the fee will remain and your registration will be considered (Fee-Based) Additional Exhibit Hall Staff.
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Full-Conference or One-Day: If you’d like to attend all conference activities (sessions and other functions), you may purchase a full-conference or one day registration.
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Continue to the "Registration Summary" page to complete your registration.
Please note: We are unable to accommodate complimentary registrations over what was included with your booth. You are welcome to register additional attendees at the designated registration fee.
Are you the Primary Logistics contact and planning to attend the event?
You will need to complete an event registration as well. Primary logistics contacts are not automatically registered.
Housing
The Omni Providence is the official NERCOMP 2025 host hotel. A block of rooms have been reserved for March 28–April 4, 2025. If you'd like to book within the EDUCAUSE room block, please do so by March 3.
To book your hotel, you can do one of the following once registration for NERCOMP 2025 is available:
- Visit this link directly.
- Follow the "Book Hotel Now" link included within your event registration confirmation page.
- Access the “Make Hotel Reservations” link from within your event registration confirmation email (if you've already registered).
Visit the Hotel and Travel page to learn more.
Important 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.
Housing and Registration Advisory
The Omni Providence is the only official NERCOMP 2025 host hotel.
Improper solicitation of hotel reservations from any company other than Omni Providence is not approved. Reservations made by unaffiliated organizations may appear to have lower rates, however they may be illegitimate, not have the rooms to sell, have unreasonable cancellation or change penalties, or be completely non-refundable.
Please be aware of and report any unauthorized solicitations to EDUCAUSE.
View Event Housing and Attendee List Advisories for more information regarding housing and registration poachers.
Your Promotional Toolkit
Participating in the NERCOMP Annual Conference is a big deal! To help you get the word out to your current clients and prospects, we've crafted tips, templates, and other marketing assets that you can use leading up to, during, and after this year's event.
And to amplify your conference participation even further, be sure to check out the Attendee Details and Promotions page for more information on Snöball—an easy-to-use digital marketing toolkit.
Get to know EDUCAUSE.
Download the guide below to learn more about EDUCAUSE, your member benefits, and additional ways to get engaged.
Get to know our brand guidelines.
When referring to your partner status, use the following naming convention (based on your partner level):
- Company Name, 2025 NERCOMP Annual Conference Exhibitor
EDUCAUSE trademarks, service marks, logos, trade dress, and any other identifying marks or insignia (collectively "EDUCAUSE's Trademark") should only be used in a manner that follows these incorporated guidelines to maintain brand integrity:
- EDUCAUSE trademarks should not be used on a heavily textured, colored, or patterned background.
- Keep the trademarks separate from other elements within the design space by maintaining a measure of white space around it, regardless of the medium.
- EDUCAUSE should be written in all uppercase and any copy should not imply that EDUCAUSE endorses your company's presence at our events or its products and services.
Download the NERCOMP 2025 logo and create a strategy.
Work with your marketing or PR team to strategize when, where, and how you'd like to promote your conference participation. Review the tips and templates below to incorporate into your promotions and preferred communication channels.
You can also download the following NERCOMP 2025 logos to use in your promotional efforts:
Use these tips and templates.
Use your daily emails to let your contacts know they can find you at the event.
NERCOMP 2025 Exhibitor
[Company Name] is exhibiting at the 2025 NERCOMP Annual Conference. Join us and find our booth, March 31–April 2.
Are you engaging on our community platform, EDUCAUSE Connect? Update your email discussion signature to promote your engagement with us. Simply:
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Visit EDUCAUSE Connect and sign in via your EDUCAUSE Profile
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Click your photo in the top right corner and select "Profile"
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Select the "My Account" tab and click "Discussion Signature"
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Add your conference sponsor status (and other details that you'd like to share) and click save
![Discussion Signature. Default Signature [FirstName] [LastName], [JobTitle], [CompanyName], NERCOMP 2025 Exhibitor.](https://events.educause.edu/-/media/images/events/special-topic-events/nercomp-annual-conference/2025/corp-resources/educause-connect-nc25-exhibitor.png)
Use your personal and company social media channels to promote your participation. For instance, keep attendees up-to-date on your booth progress or the exciting things that you'll be offering at your booth.
Copy and paste the sample message(s) below on your preferred social media channels to announce your participation and/or promote your presentation.
[Company Name] is excited to participate at #NERCOMP25. Join us, March 31–April 2 and find out how we can help you address any existing challenges and opportunities in #HigherEdIT. Learn more at https://events.educause.edu/nercomp-annual-conference/2025.
Don't forget to:
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Follow our social media channels and tag EDUCAUSE in your posts (we just might give you a reshare!). You can find us on:
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Cross-promote with other EDUCAUSE members and presenters that you may collaborate with at this year's event.
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Go multimedia. The more interesting you can make your posts using slides, pictures, graphics, and video, the more effective they will be
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Have a conversation and make connections. Use a natural voice in your posts, reply to others' posts when you can, and build rapport with your followers.
Use the sample message below to share the news about your conference engagement in your organization's newsletters and email announcements. Be sure to let your audience know about the special content, offers, or other unique opportunities you'll provide at #NERCOMP25.
Exhibitor sample message:
Dear (insert your colleague's name),
I'm thrilled to share that this year's NERCOMP Annual Conference will take place in Providence, RI, March 31–April 2, and we’re participating.
Along with a deep program of innovative ideas and insights, the conference is the best place for higher education IT leaders from across the NorthEast region to connect and share experiences. I hope you will join us and spread the word by encouraging your professional colleagues and friends to attend as well.
When it’s time for the event, please find our booth in the Exhibit Hall.
We’re happy to help answer your most urgent questions, provide useful information and resources, and engage with you more deeply about your needs now and in the future.
Registration for the event opens in early January 2025. Make plans to join us at NERCOMP 2025!
Best regards,
[Name]
[Title]
[Organization]
[Sponsor Level/Medallion]
Drive traffic to your booth and connect with attendees pre- and post-event via:
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Display advertising: You may also expand your reach by launching an ad campaign on popular EDUCAUSE web pages.
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Content Alerts: Secure a highly visible, monthlong ad position in a weekly EDUCAUSE Review email Content Alert (sent to 77,000 individuals).
- Ad retargeting: Advertise to EDUCAUSE website visitors anywhere they visit online.
If you need help developing a strategy, contact our corporate team.