Exhibitor FAQ
2025 Exhibitor FAQ
How do I reserve exhibitor booth space?
Registration opens January 28, 2025. Register online to reserve your space for the 2025 conference. A 50% deposit will be required at checkout to confirm reservation.
Conference Location
Kalahari Resorts & Conventions
3001 Kalahari Blvd
Round Rock, TX 78665
Housing
Housing for the 2025 TEPSA Summer Conference opens in January. To ensure hotel rooms are available for conference participants, proof of exhibitor registration and payment will be required before reserving a hotel room.
Payment
A 50% deposit is required at checkout to confirm your exhibitor registration. Registrations without a deposit will be canceled. Any remaining booth balance will be automatically charged to the original form of payment on April 1, 2025. Please contact Kristina if you wish to opt out of this automatic charge.
Refund
All cancellations will incur a fee of $100 regardless of the reason for cancellation. All cancellation requests must be received in writing to Kristina by May 1. No refunds will be given after this date. All refunds, less the cancellation fee, will be issued after the event.
Exhibit Dates and Show Hours
Monday, June 9
- 2:00-7:00 pm: Booth setup
Tuesday, June 10
- 6:00-8:30 am: Final booth setup
- 9:00 am-1:00 pm: Exhibit Hall open
- 1:00-2:15 pm: Exhibit Hall closed (exhibitor lunch & keynote)
- 2:15-6:00 pm: Exhibit Hall open
- 5:00-6:00 pm: Bites and Brews
Wednesday, June 11
- 9:00 am-12:00 pm: Exhibit Hall open
- 10:00-11:00 am: Donut Delight Morning Mixer
- 11:00-11:15 am: Grand Prize Giveaway
- 11:15 am-3:00 pm: Move-out
Exhibiting Fees
What is included in the exhibitor package?
- 8′ back drape and 3′ side drape (contact Kristina if your backdrop exceeds 8′ and need to request a perimeter booth)
- Company identification sign
- Dedicated exhibit hall hours and listing in the conference mobile app
- 5 exhibitor badges per 10’×10’ booth; each additional badge is $75
- Access to the exhibitor coffee and beverage lounge
- Post-conference attendee list upon request (includes name, campus, campus address, district, and title)
How many exhibitor badges do I receive with my booth?
Each 10’×10′ booth includes 5 complimentary badges. Additional badges are available for $75 each. Badges are required for entry into the exhibit hall at all times—no exceptions. This includes off-hours when the exhibit hall is closed. A badge request form will be sent in March.
Is there an exhibit hall age restriction?
For safety and security reasons, no one under the age of 18 is permitted in the exhibit hall during move-in/out. There are no exceptions. During exhibit hall hours, children may be present but must stay within their assigned booth space and wear a visible exhibitor badge at all times. Strollers, wagons, or similar items are not permitted in the exhibit hall at any time Additionally, a waiver is required for any child under the age of 18. We appreciate your cooperation in maintaining a safe and professional environment for everyone.
Can exhibitors register to attend sessions?
Due to limited space, vendors, and contractors are not permitted to register for learning sessions.
Can I host a giveaway at my booth?
Yes, absolutely! Prize drawings and presentations may be used to draw interest to your exhibit booth. However, noise and other activities should not interfere with the business environment of the exhibitions.
Will there be sponsorship opportunities?
Yes! Sponsorship opportunities for 2025 can be found here.
Suitcasing Policy
Non-exhibiting vendors and suppliers who have not rented exhibit space are not allowed to advertise, display products and/or services, distribute literature, or solicit business in the exhibit hall or at the conference site.
Questions?
Contact Kristina.
