Exhibitor Deadlines
June 30, 2023
Additional 30% of exhibit fees due, to pay a minimum total of 50%, for exhibitors that reserved booth space during the Priority Booth Selection Period.
September 1, 2023
Prior to and including this date, cancellations and downsizes incur a 20% fee (20% of total exhibit fee). Cancellation or downsize of exhibit space must be received by HPBA in writing by this date to avoid higher penalty percentage (see November 30 below).
September 15, 2023
Exhibitor and attendee badge registration opens online. IMPORTANT: Booth reservation does not automatically register exhibit personnel for badges – registration for badges must take place separately through our online registration program.
November 1, 2023
Full payment due for all exhibiting companies. 100% payment due with new contracts as of this date.
Deadline for New Product Pavilion Early-Bird Rate.
November 30, 2023
After September 1, but prior to and including this date, cancellations and downsizes incur a 50% fee (50% of total exhibit fee). Cancellation or downsize of exhibit space must be received by HPBA in writing by this date to avoid higher penalty percentage.
After this date, exhibitors are liable for 100% of contracted booth fees. No refunds will be made for cancellations after this date and all outstanding booth fees must be paid.
December 1, 2023
Indoor Burning Request Forms due to HPBA for review and approval.
December 5, 2023
Last day to receive additional 2025 priority points for booking 2024 hotel reservations with official Housing Partner, onPeak.
December 6, 2023
Meeting Room Request deadline.
December 12, 2023
Last day to submit New Product Pavilion/Attendees Choice Award entries at the Standard Rate. Rates increase after this date.
December 15, 2023
Deadline to place Early Bird order Lead Retrieval system from Compusystems. Orders after this date will be at the Advanced or Standard rate.
December 29, 2023
Deadline to place Advanced Rate order Lead Retrieval system from Compusystems. Orders after this date will be at the Standard rate.
December 31, 2023
Exhibitors required to pay 2024 HPBA membership dues must do so by this date. If dues are not paid, exhibit invoices will be adjusted to the non-member pricing structure. HPBA membership information is available on the HPBA website, www.hpba.org or by email to membership@hpba.org.
January 5, 2024
Refunds for Expo Badge Registration, Education Courses, NFI Certification and meetings and events, less a $10 administrative fee, will be made only if the request is received in writing by this date. No refunds after this date. See separate deadline structure for booth fee cancellation/downsize.
January 10, 2024
Certificates of Insurance for Exhibitors and Exhibitor Appointed Contractors are due.
EAC form is due.
Booth Variance Requests are due.
Additional Listing Order Forms due.
January 11, 2024
Freeman begins to accept Advance Warehouse freight. Do not plan for freight to arrive at the warehouse prior to this date. The Freeman warehouse will be CLOSED on January 15 in observance of the holiday.
January 15, 2024
The Freeman warehouse will be CLOSED on January 15 in observance of the holiday.
Freeman Discount Deadline for order forms. Rates for Freeman products and services will increase after this date.
Deadline to make hotel reservations in the official housing block with onPeak. After this date, please contact your hotel directly. Refer to your reservation confirmation for change/cancellation deadlines per hotel.
Hotel Suite Reservation deadline – contact onPeak for reservations.
Sponsorship opportunities order form and materials due (select items may vary in deadline – see order form).
February 2, 2024
Freeman Advance Warehouse Deadline. Freight received after this date at the warehouse will incur additional charges. Deliver to the warehouse by this deadline for the lowest material handling rates.
February 6, 2024
Information entered in your online Exhibitor Console as of this date will be used for the final data download to the HPBExpo Mobile App..
February 10-12, 2024
Targeted Exhibitor Move-in for on-site shipments. Please check the Targeted Move-In Floor Plan in the Exhibitor Service Manual for your company’s assigned date/time for February 10-11 deliveries. Off-target charges may apply if your shipment arrives outside of your assigned date/time.
February 12, 2024
Onsite registration opens at 1:00pm. Badge pick-up, additional badges or changes can be made at this time. Online badge registration will remain open through Thursday, February 15 and close at 2:00pm Eastern time.
Final day of Exhibitor Move-in. All exhibits must be set and ready for inspection by 5:00pm. Items left in show aisles after 5:00pm are subject to removal by Freeman and will incur a fee.
February 13-15, 2024
Exhibits open to attendees during specified hours only. Check website for posted show times.
HPBExpo 2025 Priority Booth Sales by priority order appointment – onsite at HPBExpo 2024 in Nashville, Tennessee (schedule to be published in January 2024).
February 15, 2024
Final day of badge registration. Closes at 2:00pm
Booth tear-down begins after 3:00pm show closing – NO TEAR-DOWN ALLOWED PRIOR TO 3:00pm.
February 17, 2024
Exhibitors must be packed and have carriers checked in no later than 10:00am for 12:00 noon deadline. Exhibitor freight not cleared from the show floor will be rerouted by Freeman at the exhibitor’s expense. A trash removal fee will be charged to exhibitors that leave booth items for disposal.
Please see Exhibitor Service Manual forms (available in October 2023) or call vendor for the following:
Audio Visual & Computer
Booth/Booth Material Shipping
Catering – Food & Beverage
Internet, Telephone, Gas, Misc. Utilities Deadlines
Floral
FREEMAN Booth Labor
Photographer & Videographer
Third Party Authorizations
Don’t forget…
Airline Reservations & Car Rental
Check Your Delivery Deadline for Warehouse Shipment Delivery
Check Your Targeted Move-In Schedule for Onsite Shipment Delivery
NOTE: OVERTIME CHARGES WILL BE ADDED FOR SHIPMENTS OR SERVICES PERFORMED ON WEEKENDS OR EVENINGS
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