Exhibitor Policies

All exhibiting companies agree to be bound by the updated 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 that exhibited at the 2021 virtual Conference. 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 the following year. 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

The Exhibit Hall layout is a little different this year due to health and safety considerations based on COVID-19 guidelines. There will be single, double, and triple booths as well as quadruple booth islands available. Booth direction is indicated on the live booth map and cannot be changed for any reason. Please contact Show Management with any questions concerning the exhibit booth map.

COVID-19 guidelines are subject to change before time of show.

We are pleased to announce that the Exhibitor Kit is now available. The Kit contains detailed information on everything you need to prepare your exhibit space for the National ESEA Conference in New Orleans. Please refer to the Kit for the following:

  • Order Forms & Online Ordering Instructions
  • Furniture & Accessories
  • Audio-Visual Needs
  • Food and Beverage
  • Labor & Shipping

Please allow for up to two weeks for your information to be added to contractors lists after booth purchase.

All exhibit spaces, sponsorship items, and hotel reservations are purchased online. Items may be paid for at the time of selection or held for a maximum of ten days pending payment until January 1, 2022. 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 four 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. City of New Orleans
    1300 Perdido Street
    New Orleans, LA 70112
    (must include address)

4. Ernest N. Morial Convention Center
    900 Convention Center Blvd.
    New Orleans, LA 70130
    (must include address)

Each exhibitor agrees to upload a certificate of insurance confirming such coverage to their account Dashboard prior to January 17, 2022. No exhibitor will be allowed to set up their space without approved insurance documentation on file and no refunds will be given.

A link to purchase Show Insurance is in the works and will be posted here as soon as it becomes available.

Exhibit staff will provide their name and title during check-in at the registration counter. The number of active exhibitor badges available to each company is based on the size of exhibit spaces purchased. 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 move-in and one hour before the hall opens to attendees on Thursday and Friday. Anyone may enter the Exhibit Hall without a badge during open hours.

Exhibitor Check-in and Badge Pickup

• Tuesday, February 15, 2022 from 12:00pm - 9:00pm

• Wednesday, February 16, 2022 from 7:30am - 11:00am

Exhibit Hall Move-in

• Wednesday, February 16, 2022 from 11:00am - 8:00pm

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 and no refunds are available after the 7-day buyer's remorse period.

All Exhibit Booths 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.

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.

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
Wednesday, February 16 from 11:00am - 8:00pm

Exhibit Hall Move-Out
Friday, February 18 from 3:30 pm - 7:30 pm

IMPORTANT: 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.

All confirmed exhibiting companies can make hotel reservations for staff members who will be attending the conference via their company account Dashboard. Hotel reservations may be held without payment for a maximum of ten days, until January 1, 2022. Please remember that all hotel room purchases are subject to the cancellation and refund policy without exception. Identify staff names as soon as they are available via your company account Dashboard, but all staff room reservations must include the name of the individual who will be using them by February 1, 2022 or risk cancellation. Cancel or adjust hotel reservations here.

Hotel Scam Warning
Some companies exhibiting at the National ESEA Conference may be contacted by fraudulent businesses offering to provide rooms at Conference block hotels. These individuals are not affiliated in any way with the National ESEA Conference or Show Management.  

Any company that fails to abide by the official 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.