August 1, 2021
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, 2021
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 10, 2021
Exhibitor 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.
HPBA exhibitor housing block opens online. All exhibitors should use onPeak via for guaranteed housing reservations.

November 1, 2021
All exhibitors contracted with payment by this date will be listed in the attendee Registration Brochure.
Full payment due for all exhibiting companies. 100% payment due with new contracts as of this date.

November 30, 2021
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 31, 2021
Exhibitors required to pay 2022 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, or by email to

Indoor Burning Request Forms due to HPBA for review and approval.

January 6, 2022
Meeting Room Request deadline.

January 10, 2022
Last day to receive additional 2023 priority points for booking 2022 housing with onPeak.

January 12, 2022
Last day to submit New Product Pavilion/Attendees Choice Award entries with guaranteed acceptance. All New Product Pavilion/Attendees Choice Award entries received after this date, but before February 23, 2022, will be accepted on a first-come, first-served basis.

January 18, 2022
Sponsorship opportunities order form due (select items may vary in deadline).

January 27, 2022
Cancellation deadline for registration badges, education badges, and/or other Expo event tickets. No refunds after this date. See separate deadline structure for booth fee cancellation/downsize.

January 28, 2022
Freeman begins to accept Advance Warehouse freight. Do not plan for freight to arrive at the warehouse prior to this date.

January 31, 2022
Freeman Discount Deadline. Rates for Freeman products and services will increase after this date.

February 1, 2022
Hotel reservation deadline for HPBExpo official housing block with onPeak.
Suite Reservation deadline – contact onPeak for reservations.

February 2, 2022
Certificates of Insurance for Exhibitors and Exhibitor Appointed Contractors are due.
Security order form due (for individual booth security).
EAC form is due.

February 4, 2022
Booth Variance Requests are due.

February 21, 2022
Faxed or mailed Exhibitor Badge Pre-registration forms must be received by this date. Online registration will remain open through March 5.

February 22, 2022
Freeman Advance Warehouse Deadline. Freight received after this date at the warehouse will incur additional charges.

February 23, 2022
Final New Product Pavilion entry deadline. Entries are accepted on a first-come, first-served basis after January 11 and space may or may not be available at this time.

February 28, 2022 – March 1, 2022
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. Off-target charges may apply if your shipment arrives outside of your assigned date/time.

March 1, 2022
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 Saturday, March 14 and close at 2:00pm Eastern time.

March 2, 2022
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.

March 3-5, 2022
Exhibits open to attendees during specified hours only.
HPBExpo 2023 Priority Booth Selection by priority order appointment – onsite at HPBExpo 2022 in Atlanta, Georgia (schedule to be published in February 2022).

March 5, 2022
Booth tear-down begins after 3:00pm show closing – NO TEAR-DOWN ALLOWED PRIOR TO 3:00pm.

March 7, 2022
Exhibitors must be packed and have carriers checked in no later than 3:00pm for 5:00 pm deadline.

Please see forms or call vendor for the following:
Audio Visual & Computer
Booth/Booth Material Shipping
Catering – Food & Beverage
Internet, Telephone, Gas, Misc. Utilities Deadlines
FREEMAN Booth Labor
FREEMAN Products and Services Discount Deadline
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


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