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 2022 Conference. Exhibit space selection is available to all other companies on July 5th. 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 

There are single, double, and triple booths for purchase. Double booth islands can be combined to create a quad booth island. This is the only modification that can be made to the map. 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.

The 2023 Conference Exhibitor Kit is available now. The Kit will contain detailed information on everything you need to prepare your exhibit space for the National ESEA Conference in Indianapolis. Please refer to the Kit for the following:

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

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 6, 2023. 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.

The National Association of ESEA State Program Administrators' COVID-19 Conference Protocols are intended to ensure the safety of our conference attendees, presenters, exhibitors, and staff. Please join us in our efforts to create a safe, in-person conference experience.

By purchasing an in-person exhibit booth space for the 2023 National ESEA Conference, exhibitors/vendors agree to the following COVID-19 waiver and conference protocol compliance:

Exhibitors acknowledge that in-person attendance at an event is completely voluntary. In exchange for being given the opportunity to exhibit and attend this event in-person, exhibitors hereby waive any and all claims or causes of action against the National Association of ESEA State Program Administrators ("the Association"), Show Management, its contractors, or staff for any exposure to COVID-19 or for contracting COVID-19, a related illness, or other harm that may result from exhibitors' in-person participation in this event. Exhibitors further agree to comply with the COVID-19 Conference Protocols published and made available to attendees/vendors by the Association and any safety guidelines or protocols posted or communicated onsite by the Association, Show Management, the host venue, or any governmental authority.

The National Association of ESEA State Program Administrators is working closely with the Indiana Convention Center, to follow the most up-to-date guidance from the Centers from Disease Control (CDC) for large gatherings, as well as local public health guidelines. The latest guidance from the City of Indianapolis can be found here. Updated COVID-19 Conference Protocols will be provided to in-person attendees and exhibitors in the weeks leading up to the event.

Attendees and exhibitors are REQUIRED to:

  • Not attend any conference activities if you start to feel sick or display any COVID-19 symptoms;
  • Follow all COVID-19 protocols and posted signs established by the Association, Show Management, and/or the venue.

Insurance is now provided with each in-person booth sale! Rainprotection is our insurance partner for the 2023 National ESEA Conference and we could not be happier with this no-fuss insurance plan that covers all of our exhibiting partners. Every booth purchase automatically includes a fully approved insurance certificate. Please email any questions regarding insurance to Exhibitors@ESEAnetwork.org.

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 Friday. Anyone may enter the Exhibit Hall without a badge during open hours.

Exhibitor Check-in and Badge Pickup 

• Tuesday, January 31, 2023 from 12:00pm - 9:00pm

• Wednesday, February 1, 2023 from 7:00am - 5:00pm

Exhibit Hall Move-in 

• Wednesday, February 1, 2023 from 11:00am - 5:00pm

• Thursday, February 2, 2023 from 7:00am - 10:00am

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 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.

Wednesday, February 1
Badge Pickup - 7:00am to 5:00pm 
Exhibitor Move-in - 11:00am to 5:00pm

Thursday, February 2
Exhibitor Move-in - 7:00am to 10:00am
Exhibit Hall Open - 10:30am to 5:00pm
Dedicated Exhibit Hall Time - 11:00am to 12:30pm
Promo Sessions - 12:30pm to 2:00pm

Friday, February 3
Exhibit Hall Open - 9:00am to 3:00pm
Promo Sessions 11:00am to 1:00pm
Exhibitor Move-out - 3:00pm to 7:00pm

Saturday, February 4
Final Day of Conference

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 6, 2023. 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 January 13, 2023 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.