Annual Conference Exhibitor Instructions

HESNI ANNUAL CONFERENCE, MAY 10 & 11, 2018
NIU Conference Center, Naperville, Illinois

INFORMATION FOR EXHIBITORS

We are happy to have your company as an exhibitor — whether for the first time or as a returning exhibitor — at this year's Annual HESNI Conference. Here is information that will help you with your coordination and setup plans.

For 2018 HESNI Corporate Sponsors: Your sponsorship package already paid for exhibit space for your company, so there is no need to order this separately. If you are not planning to use the exhibit space that is included in your sponsorship package, please let us know now so that we may offer the space to someone else.

Our exhibit area at the NIU Conference Center will encompass the large lobby area inside the building's main entrance and adjoining room. Additionally, we plan to include a few exhibits inside two dining areas that will be used for lunch and breaks both days of the Conference. We again expect to fill these rooms with up to 75 exhibits.

How large are exhibit spaces?
The booth spaces are about 8 ft. x 8 ft. Each space will include a covered 6-foot table and two chairs. Spaces will be numbered and a floor plan listing exhibitors and their location will be published in the event smartphone app and also displayed at the conference. Electricity will be available at no additional cost. We will have some extension cords and power strips; however, it is suggested that you bring your own.

Will I need to register to attend the Annual Conference?
No additional registration is necessary. 
All exhibitors may bring up to three people to staff their exhibit display at no extra charge. However, additional individuals (over 3 people) will need to register as guests and pay the appropriate fee. While at the conference, you may attend any of the seminars. Breakfast, lunch and refreshments will be provided both days. Additionally, a social get-together will begin at 3:30 p.m. on Thursday, the first day.

Please tell us the names of your exhibit staff by Monday, April 30. Our online form can be easily accessed and used to do this. Scroll to the bottom and enter their names in the spaces provided and click on the submit button when finished. If you have any difficulty with this online form, please email your exhibit staff member names to  exhibits@hesni.org. If we do not know who your exhibit staff members are in advance, they will not be able to enter the conference. Please be sure to provide your names by Monday, April 30.

Can you choose your exhibit space location?
Exhibit space locations will be assigned and posted beforehand on the exhibit floorplan.
Every effort will be made not to locate competitors next to each other.

When can you set up your exhibit?
All exhibitors will be responsible for the setup and dismantling of their exhibits. Setup may take place either on Wednesday, May 9 (8:00 a.m. - 10:00 p.m.), or at 7:00 a.m. on Thursday, May 10 (one hour before the Conference opens). The exhibits are intended to be open both days of the Conference, 8 a.m. to 3:30 p.m. on Thursday and 8 a.m. to 1:00 p.m. on Friday. Exhibits should not be broken down before 12:45 p.m. on Friday

If you need to ship your exhibit materials to the conference site:
Exhibit materials for shipment should be properly packaged and labelled. You may ship boxes to: NIU Conference Center, 1120 East Diehl Road, Naperville, IL 60563PLEASE BE SURE TO NOTE YOUR NAME/COMPANY AND INCLUDE "FOR HESNI CONFERENCE" on the shipping label or package.

Are there nearby hotels for lodging during the conference?
There are a number of nearby hotels. Contact these or other local hotels for rate information and reservations.

Best Western-Naperville Inn1617 Naperville Road, Naperville, IL 60563, Tel. 630-505-0200

SpringHill Suites by Marriott®, 4305 Weaver Parkway, Warrenville, IL 60555, Tel 630-791-9882

 

Additional questions and comments please address to exhibits@hesni.org.