Exhibitor Kit

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

Exhibit Hall Setup and Hours

Please Note: This is important for your travel planning! This year's conference dates are Monday–Thursday; the exhibit dates are Tuesday and Wednesday.

Setup

  • Saturday, September 27: 8:00 a.m.–5:00 p.m.
  • Sunday, September 28: 8:00 a.m.–5:00 p.m.
  • Monday, September 29: 8:00 a.m.–5:00 p.m.

All exhibit materials must be uncrated and crates must be ready for removal by 2:00 p.m. on Monday, September 29.

Show Hours

  • Tuesday, September 30: 9:30 a.m.–6:30 p.m.
  • Wednesday, October 1: 10:00 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

  • Wednesday, October 1: 4:30 p.m.–8:00 p.m.
  • Thursday, October 2: 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:

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

Freeman, Shipping, and Nonofficial Contractors

Freeman is the official general service contractor for EDUCAUSE 2014. Freeman Online is available to order all Freeman services and other officially contracted services instrumental for your booth. Other service forms included are electrical, A/V, computer rental, Internet, lead retrieval, and floral.

Freeman is also in charge of warehouse acceptance/storage and on-site acceptance of your EDUCAUSE 2014 shipment. Shipping information and labels are available at Freeman Online.

EDUCAUSE must be notified if using a nonofficial contractor by filling out and returning the Notification of Intent to Use an Exhibitor Appointed Contractor (proof of insurance must accompany this form).

Entrance into the Exhibit Hall and Non-Official Contractors

Security is tight, and only those who have been preapproved will be allowed into the exhibit hall. EDUCAUSE must be notified if using a nonofficial contractor by filling out and returning the 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.

Create an EDUCAUSE Profile

Many of the online forms found on the EDUCAUSE website (exhibitor directory form, registration) can be accessed by using your EDUCAUSE profile (username/password). The profile is created for individuals, not organizations, and is for overall EDUCAUSE affiliation (not conference-specific).

Press Information

Individuals who have registered for the conference with media credentials are included in this list of media representatives.

Exhibitor Registration—Five Exhibitor Registrations per 10' x 10' Space

Preconference Exhibitor Registration

Each exhibiting company has access to five complimentary exhibitor registrations per 10' x 10' space*. Exhibitor registration includes entrance into the exhibit hall and refreshment breaks held in the exhibit area.

*Staff must be registered in advance to take advantage of the complimentary exhibitor registrations. On-site registrations are $50.00 each.

See who is registered from your company >>

Note: Exhibitor registration does not include lunch, sessions, and other functions. Lunch tickets may be purchased at the time of online registration or on-site. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2014 conference are required to pay the appropriate conference registration fee.

Free Preconference Sessions

Join us on Monday, September 29 for three free preconference sessions offering industry-critical information that will support your selling efforts. You can sign up for the corporate preconference sessions when you register for the conference.

Exhibitor Registration Instructions

  • Go to EDUCAUSE 2014 Registration.
  • Click "Register Yourself" or "Register Someone Else."
  • Log in if registering yourself or enter the registrant's e-mail if registering someone else. Note: our online registration system requires a unique e-mail address per registrant.
  • Click the "Register as exhibit staff" button.
  • Select your company from the drop-down menu, click "Next," and proceed.

Need to change or cancel an existing registration? Contact conf@educause.edu or 303-449-4430.

Exhibit Hall Information and Regulations

The show is located in West Hall A3-4 of the Orange County Convention Center. Show colors are blue drape and gray aisle carpeting.

Booth Inclusions

Booths include five exhibitor registrations per 10x10 space*, standard listing in the web and print exhibitor directory, and access to one complimentary attendee address list for sending an approved direct mail piece (no e-mail). 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.

*The complimentary exhibitor registrations must be processed in advance. On-site registrations are $50.00 each.

Note: Booths do not include full-conference registrations. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2014 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 2014 Booth Exhibit Specifications, as provided in the Rules and Regulations.

  • All exhibits must conform to and enhance the professional and educational atmosphere of the meeting.
  • Maximum height for linear "in-line" booths is 8'.
  • 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.
  • 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.
  • 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.
  • Maximum height for hanging signs is 22' at the top of the sign (island booths only).
  • 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.

Housing

EDUCAUSE provides a convenient method to make your hotel reservations  through our online housing reservation system. Hotel rooms range from $160 to $226 per night plus applicable taxes.

Housing Advisory: Experient is the only official housing bureau for EDUCAUSE 2014. Any other company or travel agency contacting you is not affiliated with EDUCAUSE. These agencies and companies will insist that the room inventory is low, claim to offer better rates, and engage inother misrepresentations as part of their 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. As always, EDUCAUSE secures a housing block providing discounted and convenient hotel rooms with shuttle service from these hotels to the EDUCAUSE event. If you make reservations through any organization other than Experient, EDUCAUSE is unable to guarantee the validity of the reservation.

Cancellation Policy 

Cancellations received after August 15th will be assessed a fee of $150.00 per room. Cancellations made by web, emailed or faxed on or before the deadline will not be charged the cancel fee. Cancellations must be received by the hotel within 72 hours prior to arrival in order to avoid a full night room and tax penalty along with the $150 USD EDUCAUSE cancel fee.

Preconference Attendee List

There are two types of attendee lists available for EDUCAUSE 2014: complimentary attendee address list for a one-time direct mail piece and registration lists for planning purposes only.

Registration List (cannot be used promotional purposes)

Anyone registered for the conference has access to the registration lists using their EDUCAUSE profile. 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 e-mail. The registration list should not be used as a pre or post-conference lead sheet. Registration lists only includes attendees that opt-in to sharing their information.

See who is registered from your company >>

Attendee Mailing List (can be used for promotional purposes)

EDUCAUSE 2014 participants may request one set of complimentary attendee physical addresses to promote presence via an approved direct-mail piece. See details in the below timeline.

Download the EDUCAUSE 2014 logo for your direct mailer here.

 

Timeline

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

Date Item Description Submission Information

Ongoing

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. Up to three contacts can be designated (primary, secondary, tertiary). Send contact changes to corp@educause.edu.

Rules and Regulations

Reference the EDUCAUSE 2014 Rules and Regulations. Exhibitors are responsible for ensuring that their booths meet all of the exhibit specifications, as provided in the Rules and Regulations.

July 25

Exhibitor Directory Information

Finalize information in your Exhibitor Directory Form for inclusion in the web and print Exhibitor Directory. The standard listing includes sales contact with "e-mail me" button, 50-word booth abstract, product/service categories.  Upgrades available for purchase include logo and premium abstract (up to 250 words).

All information saved to the form will display in the web exhibitor directory. Select information (sales contact, product/service categories, and logo if purchased) will be included in the print exhibitor directory.

NOTE: You must be designated as an exhibitor contact and log in with your EDUCAUSE profile to access the form (profiles are created for individuals, not organizations).

July 25

Terms and Conditions

The Terms and Conditions MUST be read, signed, and returned in order to exhibit; e-mail signed document to corp@educause.edu or fax to 303-440-0461, Attn: Corporate Services.

August 8

Program Ad Artwork

Artwork for purchased print program ads and complimentary ads (Platinum and Gold Partners) is due to EDUCAUSE. Submit to corp@educause.edu.

August 21

Lead Retrieval (early-rate deadline)

Capture attendee information: for earliest lead-retrieval rates, submit order form to ITN International; form is located at Freeman Online.

August 26

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 September 22.

August 28

Notification to Use an Exhibitor Appointed Contractor Form

Submit completed form and proof of insurance to EDUCAUSE at corp@educause.edu or fax to 303-440-0461, Attn: Corporate Services. Form is located at Freeman Online or download here.

August 29

Booth Security (discount rate deadline)

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

August 29

Banner Artwork

Artwork for purchased banners and escalator runners is due to Freeman. Find banner locations, artwork specs, additional production details, and submission instructions at PLANTOUR by Freeman.

September 3

Electricity; Rigging for Hanging Signs (island booths only)

Order the following services from the Orange County Convention Center OCCC by this deadline to receive the best rate; order forms are located at Freeman Online.

  • Electricity
  • Rigging installation/dismantle (hanging signage - island booths only)

September 3

Booth Internet

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

September 4

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.

Once approved, the list of attendee addresses may be requested at any time, though we recommend waiting until after early-bird registration on Sept 4. The list will be provided in an Excel spreadsheet; it is the exhibitor's responsibility to produce and mail the piece.

Download the EDUCAUSE 2014 logo for your direct mailer here.

September 5

Housing Cutoff

This is the last day to make hotel reservations in the EDUCAUSE housing block. After this date reservations need to be made directly with the hotel. Visit the Hotel and Travel for more information and to reserve housing. Note: you will first need to register for the conference in order to access the hotel reservations system.

September 8

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
  • Rigging installation/dismantle
  • Third-party authorization form
  • Hanging signs form

September 16

A/V and Computer Rental (advanced rate)

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

September 18

Lead Retrieval (preshow rate)

Submit order form to ITN International; form is located at Freeman Online. (If you did not submit on or before August 21, this is the next-best preshow rate.)

September 19

Cutoff for Preregistered Exhibitors

Preregister your exhibit hall staff. Following this date, all exhibitors will register on-site and be charged a $50.00 fee per person. Registration details are above.

September 19

Floral Services

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

September 22

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.

September 27

Shipments Received at Show Site

Freeman will begin accepting shipments at the Orange County 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)

Carolyn Colman
303-939-0326
ccolman@educause.edu

Danielle Groover
303-544-5670
dgroover@educause.edu

Registration

Member Services
303-449-4430
conf@educause.edu

Freeman

General Service Contractor

Exhibitor Services Department
407-816-7900 (phone)
469-621-5605 (fax)
FreemanOrlandoES@freemanco.com

Orange County Convention Center

Electric and Rigging

Exhibitor Services Team
407-685-9824 or 888-345-9898
407-685-9884 (fax)
Exhibitor.Services@occc.net

Creative Greenery of Dallas

Florist

972-442-5592
972-442-2530 (fax)
Todd@dallasgreenery.com

ITN International (bCard)

Lead Retrieval

801-676-7933
801-406-0040 (fax)
exhibitors@itnint.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

Smart City

Internet

888-446-6911
702-943-6001 (fax)

 

Close
Close


Annual Conference
September 29–October 2
Register Now!

Events for all Levels and Interests

Whether you're looking for a conference to attend face-to-face to connect with peers, or for an online event for team professional development, see what's upcoming.

Close

Digital Badges
Member recognition effort
Earn yours >

Career Center


Leadership and Management Programs

EDUCAUSE Institute
Project Management

 

 

Jump Start Your Career Growth

Explore EDUCAUSE professional development opportunities that match your career aspirations and desired level of time investment through our interactive online guide.

 

Close
EDUCAUSE organizes its efforts around three IT Focus Areas

 

 

Join These Programs If Your Focus Is

Close

Get on the Higher Ed IT Map

Employees of EDUCAUSE member institutions and organizations are invited to create individual profiles.
 

 

Close

2014 Strategic Priorities

  • Building the Profession
  • IT as a Game Changer
  • Foundations


Learn More >

Uncommon Thinking for the Common Good™

EDUCAUSE is the foremost community of higher education IT leaders and professionals.