Exhibitor Policies

All exhibiting companies agree to be bound by the official terms and conditions.

Exhibit Space Assignment

Exhibiting companies select their own exhibit space on a first come, first served basis. Early selection is offered to companies exhibiting at the 2021 Conference in Boston, MA. Exhibit space selection is available to all other companies 30 days later. Companies packing or moving out of their booth space prior to the official close of the show are not eligible for early booth selection. Show Management reserves the right and sole discretion to alter the exhibit hall floor plan at any time in the best interest of the Conference.

Booth Configuration

All Exhibit Hall booths are 10' x 10' in size. Multiple 10’ x 10’ booths may be combined in a row, but booth direction may not be changed. "Endcaps" are not permitted. Hanging signs and custom configurations are allowed if all four or six booths in an island block are purchased together.

Booth Customization

All service providers and order forms, including online ordering, are included in the Exhibitor Kit.

All exhibit spaces and sponsorship items are purchased online. Items may be paid for at the time of selection or held for a maximum of 10 days pending payment. All major credit cards are accepted through your online account including: American Express, Discover, Visa, and Mastercard. If you prefer to pay by check, please download and follow the Official Check Payment Instructions. These instructions must be followed exactly or your check will be returned and items reserved will no longer be held for you.

All exhibitors are required to maintain, for the dates of the exhibition, a commercial general liability policy with a minimum combined single limit for personal injury and property damage of $1,000,000.00 per occurrence and $2,000,000.00 in the aggregate. Insurance document must list each of the following three entities WITH addresses as additionally insured:

1. National Association of ESEA State Program Administrators
532 N. Franklin Street
Fort Bragg, CA 95437
(must include address)

2. Franklin Street Management
532 N. Franklin Street
Fort Bragg, CA 95437
(must include address)

3. John B. Hynes Veterans Memorial Convention Center
900 Boylston Street
Boston, MA 02115
(must include address)

Each exhibitor agrees to upload a certificate of insurance confirming such coverage to their account Dashboard prior to January 8, 2021. No exhibitor will be allowed to set up their space without approved insurance documentation on file and no refunds will be given.

Insurance Option

If you don't already have an insurance provider or current policy, a quick and easy option is available through Insurance 4 Exhibitors:

  • Click here to sign up for insurance
  • Choose "National ESEA Conference, 2021" from the partner event list
  • Select "Get Quote and Checkout"
  • A pre-filled form will be generated; simply enter your company information and purchase the plan
  • Insurance 4 Exhibitors will send your certificate of attendance to Show Management for approval

Exhibitors check in at the registration counter to quickly and easily receive badges. The number of active exhibitor badges available to each company is based on the number of exhibit spaces purchased. Each 10’ x 10’ Exhibit Booth includes five staff badges and each premium room includes ten staff badges. Exhibitor badges may be returned to the registration desk at any time to make another staff badge available. Badges are required to enter the Exhibit Hall during Monday move-in and one hour before the hall opens to attendees on Tuesday and Wednesday. Anyone may enter the Exhibit Hall without a badge during open hours.

Exhibitor Check-In/Badge Pickup

  • Monday, February 8, from 12:00pm - 5:00pm

Exhibit Hall Move-In

  • Monday, February 8, from 12:00pm - 5:00pm

The Conference cancellation policy is incorporated in the overall exhibiting terms and conditions. Ensure that you have read all terms, as they apply to all conference-related purchases. No exceptions are made. All exhibitor cancellations must be made using this official Exhibitor Cancellation Form and no refunds are available after the 7-day buyer's remorse period.

All exhibit spaces and sponsorship items carry a 7-day buyer's remorse clause that permits a full refund if the written cancellation request (using this official Exhibitor Cancellation Form) is received for the exhibit space or sponsorship item within 7 days of purchase. After the 7-day period, these items are nonrefundable.

NOTE Regarding COVID-19:
The National Association of ESEA State Program Administrators is closely monitoring the developing news surrounding the Coronavirus (COVID-19). We want you to know that we are placing the highest priority on the health and safety of all of our exhibitors, presenters, attendees and staff, and will make decisions with the input of public health officials as the Conference nears. At this time, we have no plans to modify, postpone, or cancel the 2021 National ESEA Conference. We will continue to monitor the situation and will post updates with any new information for exhibitors as it becomes available.

All activities scheduled outside the exhibit area, including meetings, special events, sales presentations, social hours, and/or receptions planned for any Conference attendees, must occur outside of Conference hours and must be approved in advance by Show Management. Any such activities not approved and/or conflicting with the Conference schedule as determined by Show Management will be in direct violation of the exhibitor terms and conditions and may result in loss of exhibit privileges or other penalties. For official approval, please fill out the Associated Exhibitor Request Form. We will review the request and contact you within two business days.

All confirmed exhibiting companies can make hotel reservations for staff members who will be attending the conference. Book rooms via your company account Dashboard and identify staff names when they are available. Please remember that all hotel room purchases are subject to the cancellation and refund policy without exception. All staff room reservations must include the name of the individual who will be using them by January 24, 2021 or risk cancellation. For further information, see the Exhibitor Hotel Reservation Policies.

Refunds are granted for exhibitor hotel reservations, based on the following sliding scale:

Cancellation ReceivedAmount Refunded
Within 7 days of purchase 100% Refund - Buyer's Remorse
May - September 90% Refund
October 75% Refund
November 50% Refund
December - February No Refund
  • Changes or cancellations to existing exhibitor hotel reservations may be requested by submitting the Exhibitor Hotel Adjustment Form.
  • Please note that cancellations are deemed eligible for a refund based on the date the cancellation form is submitted. Phone calls and emails are not acceptable forms of notification.

Changes to hotel reservations can only be accommodated through submission of the online hotel reservation adjustment form. A reduction in the number of nights of a hotel stay is a cancellation of each reduced night and refund policies apply to any paid reservations. Hotel reservations may be moved from one conference property to another at any time, subject to availability. A $35 change fee will apply to all reservation move requests received more than seven (7) calendar days after payment.

WARNING: Some exhibitors have been contacted by fake hotel services offering rooms at conference block hotels. Read the Possible Fraud Advisory

Move-in operations may only occur during the established move-in schedule. Exhibiting companies not occupying designated space or not moving into the exhibit space during the designated move-in hours may have their participation cancelled by Show Management, and such space may be re-assigned for the overall benefit of the Conference without refund to the original exhibiting company.

Exhibit Hall Move-in date
Monday, February 8 from 12:00pm - 5:00pm

Any removal, tear down, or packing of items prior to the Conference scheduled move-out time will jeopardize the Exhibitor’s participation in future events. No goods may be removed from the building until all bills incurred by the Exhibitor are paid in full.

Exhibit Hall Move-out date
Wednesday, February 10 from 3:30 pm - 7:30 pm

Any company that fails to abide by these Terms and Conditions may be dismissed from Conference participation and may jeopardize the exhibiting company’s participation in future events. Show Management has the right to enforce all Terms and Conditions at Exhibitor’s expense. If Exhibitor defaults in the performance of any terms or conditions (inclusive of payment of fees, maintenance of insurance, and compliance with any and all rules and requirements), Show Management, at its option, may immediately terminate exhibitor participation. Upon such termination, Exhibitor’s rights and privileges for this event shall terminate, and Show Management shall have the right to take possession of the space occupied by the Exhibitor and to remove all persons and goods, without any liability.