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


  • Sunday, October 25: 8:00 a.m.–5:00 p.m.
  • Monday, October 26: 8:00 a.m.–5:00 p.m.
  • Tuesday, October 27: 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 Tuesday, October 27.

Show Hours

  • Wednesday, October 28: 9:30 a.m.–6:30 p.m.
  • Thursday, October 29: 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.


  • Thursday, October 29: 4:30 p.m.–8:00 p.m.
  • Friday, October 30: 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); 12:30–2:30 p.m. (lunch); 4:30–6:30 p.m. (networking reception)
  • Thursday: 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)

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 the access registration and housing system. For password assistance e-mail corp@educause.edu.
  • Booths includes five complimentary exhibitor badges per 10' x 10' (100 ft2) of exhibit space. Note: staff must be registered in advance by Oct. 22 to take advantage of the complimentary exhibitor registrations. On-site registrations are $60.00 each.
  • It is important that you book your housing through Experient, the only official housing bureau for EDUCAUSE 2015. Beware of housing poachers.
  • Important Note: As the main contact you are responsible for providing a credit card guarantee for any registration and housing fees. Please review the registration policy and reservation details from exhibitor badge registration and housing.

Badge Registration and Housing Instructions

  • Click "Register Now" button from Exhibitor Badge Registration and Housing
  • Select:  "Go!" to register and manage housing (including an existing room block) –OR– "Request a Block" to request a new block of 10 or more rooms.
  • Find your company then enter the password
  • Take time to click around and familiarize yourself with the system.
  • When booking a new person, registration and housing can be booked separately or together by selecting the applicable radio button:

Exhibit Hall Information and Regulations

The show is located in Exhibit Hall H-K of the Indiana Convention Center. Show colors are blue drape and gray 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).

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 $60.00 each.

Note: Booths do not include full-conference registrations. Any exhibit personnel who wish to attend any portion of the EDUCAUSE 2015 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 2015 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' 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 overstaff 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.
  • Maximum height for hanging signs is 22' at the top of the sign (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 corp@educause.edu to request the most current media list.


General Service Contractor

Freeman is the official general service contractor for EDUCAUSE 2015. Freeman Online is available to order all Freeman services (furnishings, shipping, labor) as well as other official show vendor services for your booth (electrical, A/V, computer rental, Internet, lead retrieval, and floral). View the list of official show vendors under contacts.

New This Year!

Freeman now has a mobile app, Concierge Elite, to help you on-site with last minute items for your booth like chairs, tables, and carpet. You can submit service requests, view your order history, access important show information, and more! Additional information including a short demo can be found at Freeman Online.

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 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 2015: complimentary attendee addresses list for a one-time direct mail piece and an attendee participant lists for planning purposes only.

Attendee Mailing List (can be used for promotional purposes)

EDUCAUSE 2015 participants may request one set of complimentary attendee physical addresses to promote presence via an approved direct-mail piece (no-email). See details in the below timeline.

Download the EDUCAUSE 2015 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 only include attendees that opt-in to sharing their information.


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


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


Booth contacts should create an EDUCAUSE profile (username/password) in order to access the Exhibitor Directory Form. The profile is created for individuals, not organizations, and is for overall EDUCAUSE affiliation (not conference-specific).

Rules and Regulations

Reference the EDUCAUSE 2015 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 21

Exhibitor Directory Information

Finalize information in your Exhibitor Directory Form for inclusion in the print, web, and mobile 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 and mobile 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).

August 21

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 Relations.

August 31

Lead Retrieval (advance rate deadline)

Capture attendee information: for best lead retrieval rates, submit order form to Experient; form is located at Freeman Online.

September 4

Program Ad Artwork

Artwork for purchased print program ads and complimentary ads (2015 Platinum and Gold Partners) is due to EDUCAUSE. Submit to corp@educause.edu.

A confirmation with details has been sent to those with an ad in the print program.

Partner levels are determiend by an organizations spend from the previous year (not event specific). Find out more at EDUCAUSE Corporate Partner Program.

September 15

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 31, this is the next-best preshow rate.)

September 21

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 25

Booth Security (discount rate deadline)

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

September 25

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 16.

September 25

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.

October 1

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 2015 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 Sept 29. The list will be provided in an Excel spreadsheet; it is the exhibitor's responsibility to produce and mail the piece.

Download the EDUCAUSE 2015 logo for your direct mailer here.

October 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 Exhibitor Badge Registration and Housing for more information and to reserve housing.

October 5

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 9

Electricity (advanced rate deadline)

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

October 9

Booth Internet (advanced rate deadline)

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.

October 13

A/V and Computer Rental (advance rate deadline)

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

October 16

Exhibitor Badge Registration

Register your exhibit hall staff in advance. Once the registration system closes on Oct 22, registrations will have to be processed on-site (no exceptions) and will cost $60.00 per person.

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 16

Floral Services

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

October 16

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 16

On-site Booth Contact

Provide the information of the person responsible for your booth while on-site in Indianapolis, so show management knows who to contact if needed.

Submit the Exhibitor On-Site Booth Contact form.

October 25

Shipments Received at Show Site

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


Company Function / Responsibility Contacts


Corporate Relations (Show Management)

Danielle Groover, Coordinator

Danielle Bailey, Assistant

Carolyn Colman, Manager


Housing and Registration

Experient Customer Service

Lead Retrieval

Marie Zinnert, Exhibitor Services


General Service Contractor

Exhibitor Services Department
615-884-5785 (phone)
469-621-5605 (fax)

Indiana Convention Center


Utility Department
317-262-3419 (fax)

Creative Greenery of Dallas


972-442-2530 (fax)

Marshall Robinson & Associates

Booth Security

972-692-7970 (fax)


A/V and Computer Rental

Trade Show Services

Smart City


702-943-6001 (fax)