Booth Regulations and Inclusions, Contract Services, and Shipping

NERCOMP 2023 Rules and Regulations

Exhibitors are responsible for ensuring that their booths meet the NERCOMP 2023 booth exhibit specifications. Please review the NERCOMP 2023 Rules and Regulations for important guidelines regarding your booth.

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

Booth inclusions:

  • Five 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 online Exhibitor Directory.
  • Access to one complimentary attendee address list (less those that opt-out) for sending an approved promotional piece (mail or email, no telephone solicitation; sponsor-produced and EDUCAUSE-approved). Please refer to the Attendee Lists 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 23. Any exhibitor registrations completed after this date and time (including on-site registrations) will be charged $95 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 23.

General Service Contractor

Freeman is the official general service contractor for NERCOMP 2023. Freeman is in charge of warehouse acceptance/storage and on-site acceptance of your NERCOMP 2023 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 2023 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)

Lead Retrieval

We're partnering with The Pulse Network, Inc. (TPNI) to offer you a valuable tool to collect leads and contact information during your interactions with attendees at the event.

For additional information and to place your order, download the Lead Retrieval Order Form and submit to TPNI by March 10 for the best rate.

If you have questions, please contact TPNI Customer Service at 781-688-8000 or email [email protected]. They are available between 8:30 a.m.–5:30 p.m. ET Monday–Friday.

Shipping to Warehouse

Freeman begins accepting shipments on Monday, February 27 and continues through Tuesday, March 21. "Shipping to Warehouse" labels are located at Freeman Online. Materials received after Tuesday, March 21 will incur an additional charge.

Shipping to Show Site

Shipments directly to the show site will be accepted starting Monday, March 27. "Shipping to Show Site" labels are located at Freeman Online.

Reminder: Due to the short time frame to set up on Tuesday, March 28, 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 Monday, March 27.

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 form by March 17.

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