Payment & Booth Contracts

June 1, 2026
➤ Additional 30% of exhibit fees due for exhibitors who reserved space during onsite Priority Booth Selection at HPBExpo26. A minimum of 60% must be paid by this date.

July 15, 2026
➤ Cancellations/Downsizes: 30% penalty applies. Written notice must be received by HPBA on or before this date to avoid a higher penalty.

October 1, 2026
➤ Full booth payment due for all exhibitors. New contracts submitted after this date require 100% payment.

October 15, 2026
➤ Cancellations/Downsizes: 60% penalty applies.
➤ After this date, 100% of booth fees are non-refundable. All outstanding balances are due.

Registration & Housing

August 3, 2026
➤ Exhibitor and attendee registration opens online
Note: Booth reservation does not include badge registration. All exhibit staff must register separately online.

January 6, 2027
➤ Last day to earn 2028 Priority Points by booking your hotel through the official Housing Partner

February 1, 2027
➤ Deadline to make, change, or cancel hotel reservations in the official block
➤ Deadline to reserve hotel suites (contact HPBA for assistance)

March 3, 2027
➤ Onsite badge registration opens at 7:30 AM. Changes and additions can be made through show close.

March 6, 2027
➤ Badge registration closes at 12 PM.

Special Exhibitor Opportunities

October 30, 2026
➤ New Product Pavilion / Attendees’ Choice Awards: Early Bird entry deadline

January 15, 2027
➤ Standard entry deadline for New Product Pavilion / Attendees’ Choice Awards.
Late entry fee begins after this date.

January 29, 2027
➤ Final deadline to submit entries for New Product Pavilion / Attendees’ Choice Awards (if space remains). No entries accepted after this date.

Logistics, Services & Forms

December 1, 2026
➤ Indoor & Outdoor Burning Request Forms due to HPBA for review

December 18, 2026
➤ Meeting Room Requests due

December 22, 2026
➤ Lead Retrieval Tier 1 discount deadline. Tier 2 rates begin December 23.

December 31, 2026
➤ 2026 HPBA membership dues must be paid to retain member pricing.
Unpaid dues will result in conversion to non-member rates.

January 4, 2027
➤ Certificates of Insurance due for all exhibitors (You may add to an existing policy or purchase a temporary one.)

January 22, 2027
➤ Deadline for refunds (less $10 fee) for badge registration, education sessions, and special events; Does not apply to booth fees

January 28, 2027
➤ Freeman Discount Deadline for product and service orders

February 2, 2027
➤ Booth Variance Requests due
➤ Exhibitor Appointed Contractor (EAC) Form due

February 3, 2027
➤ Lead Retrieval Tier 2 discount deadline. Tier 3 pricing starts February 4.

February 4, 2027
➤ Freeman begins accepting Advance Warehouse shipments

February 15, 2027
➤ President’s Day – Freeman warehouse closed; No freight accepted

February 25, 2027
➤ Advance Warehouse Deadline; Shipments after this incur additional charges.

Onsite Schedule: Move-in, Show Days, and Move-out

March 1-3, 2027
➤ Targeted Exhibitor Move-in
➤ Check the Exhibitor Service Manual for your assigned move-in date/time.
Off-target charges may apply if your shipment arrives outside of your assigned date/time.

March 3, 2027
➤ Final move-in day; Booths must be complete and ready for inspection by 5 PM.
➤ Items left in aisles may be removed at exhibitor expense.

March 4-6, 2027
➤ Show floor open to attendees. See posted show hours.
➤ Onsite Priority Booth Selection for HPBExpo28 will occur (schedule released in February).

March 6, 2027 – Show Close
➤ Booth tear-down begins after 1 PM; No early dismantling permitted
➤ Empty containers returned by Freeman no later than 7 PM

March 8, 2027
➤ Move-out ends at 12 PM. All freight must be packed and carriers checked in by 10 AM.
➤ Late or abandoned freight will be rerouted at exhibitor expense. Trash removal fees apply for booth items left onsite.

Helpful Reminders

Be sure to review the Exhibitor Service Manual (available October 2026) or contact vendors directly for deadlines related to:

• Audio Visual & Computer Rentals
• Shipping & Material Handling
• Booth Catering (Food & Beverage)
• Internet, Electrical, Gas & Utility Services
• Booth Labor (Freeman)
• Photography & Videography
• Third Party Authorizations

Don’t forget to:

• Book airline tickets and car rentals early
• Double-check your targeted move-in date
• Confirm your warehouse shipping deadlines

NOTE: Additional fees may apply for shipments or labor scheduled during evenings or weekends.