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 2024 Conference. Exhibit space selection is available to all other companies on July 2nd. 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.

Companies packing or moving out of their booth space prior to the official close of the show may endanger eligibility for early booth selection the following year.

Booth Configuration 

The 2025 Booth map consists of over two hundred 10'x10' spaces that can be combined to create larger booth spaces. It is very IMPORTANT to recognize that the booth direction is indicated on the live booth map and cannot be changed for any reason. Endcaps are prohibited as they can diminish the exhibiting experience for neighboring booths.

Please see the Exhibitor Prospectus for further details or contact Show Management with any questions concerning the exhibit booth map.

The Exhibitor Kit will be made available in August. The Kit will contain detailed information on everything you need to prepare your exhibit space for the National ESEA Conference in Austin, TX. Please refer to the Kit for the following:

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

Please note: Booth purchase does not include storage, shipment or reshipment of exhibit materials, special lighting, electrical supplies, carpet, individual booth cleaning or any other special services orders.

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 10, 2025. 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.

Insurance is now provided with each in-person booth sale! Rainprotection is our insurance partner for the 2025 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 times. Anyone may enter the Exhibit Hall without a badge during open hours.

• 10x10 - 5 badges

• 10x20 - 10 badges

• 10x30 - 15 badges

• 20x20 - 20 badges

Exhibitor Check-in and Badge Pickup 

• Tuesday, February 18, 2025 from 12:00pm - 8:00pm

• Wednesday, February 19, 2025 from 8:00am - 5:00pm

Exhibit Hall Move-in 

• Tuesday, February 18, 2025 from 12:00pm - 8:00pm

• Wednesday, February 19, 2025 from 8:00am - 9:15am

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.

Tuesday, February 18 

Exhibitor Move-In - 12:00pm to 8:00pm

Wednesday, February 19 

Exhibit Hall Early Access/Final Details Setup - 8:00am to 9:15am
Exhibit Hall Open - 9:15am to 4:30pm
Sponsored Sessions - 1:00pm to 2:15pm
Session Breaks
Morning Break - 9:30pm to 10:00am
Midday Break - 2:15pm to 2:45pm

Thursday, February 20 

Exhibit Hall Open - 9:15am to 3:00pm
Sponsored Sessions 12:45pm to 2:00pm
Exhibitor Move-out - 3:00pm to 7:00pm
Session Breaks
Morning Break - 9:15pm to 9:45am
Midday Break - 2:00pm to 2:30pm

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 8, 2025. 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 17, 2025 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.

Exhibitors acknowledge that in-person participation at an event is completely voluntary. In exchange for being given the opportunity to exhibit at 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 illness, or other harm that may result from exhibitors' in-person participation in this event. Exhibitors must be willing to adhere to any and all health and safety requirements in place at the time of the event as specified by the Association, Show Management, the host venue, or any governmental authority.