June 30, 2022

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, 2022

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).

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.

November 1, 2022

All exhibitors contracted with payment by this date will be listed in the HPBExpo Attendee Registration Brochure.

Full payment due for all exhibiting companies. 100% payment due with new contracts as of this date.

November 30, 2022

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, 2022

Exhibitors required to pay 2023 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 & Outdoor Burning Request Forms due to HPBA for review and approval.

January, 2023 (TBD)

Sponsorship opportunities order form due (select items may vary in deadline).

January 10, 2023

Last day to receive additional 2024 priority points for booking 2023 hotel reservations with official Housing Partner, onPeak.

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 March 2, 2023, will be accepted on a first-come, first-served basis.

Meeting Room Request deadline.

February, 2023 (TBD)

Suite Reservation deadline – contact onPeak for reservations.

February 2, 2023

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.

February 6, 2023

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

February 8, 2023

Freeman Discount Deadline. Rates for Freeman products and services will increase after this date.

February 10, 2023

Certificates of Insurance for Exhibitors and Exhibitor Appointed Contractors are due.

Security order form due (for individual booth security).

EAC form is due.

Booth Variance Requests are due.

February 16, 2023

Hotel reservation deadline for HPBExpo official housing block with onPeak.

March 1, 2023

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

March 2, 2023

Final New Product Pavilion entry deadline. Entries are accepted on a first-come, first-served basis after January 6 and space may or may not be available at this time.

March 8, 2023 – March 9, 2023

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. Early move-in not likely available – please inquire with Show Management.

March 10, 2023

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 Monday, March 13 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.

March 11-13, 2023

Exhibits open to attendees during specified hours only. Check website for posted show times.

HPBExpo 2024 Priority Booth Sales by priority order appointment – onsite at HPBExpo 2023 in Louisville, Kentucky (schedule to be published in February 2023).

March 13, 2023

Final day of badge registration.

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

March 15, 2023

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

Please see Exhibitor Service Manual forms (available in November, 2022) 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

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 IS CHARGED FOR WEEKEND MOVE-IN AND MOVE-OUT – HPBExpo 2023 will not have any weekend move-in or move-out days.