2025

• June 1
  ➤ Additional 30% of exhibit fees due (for those who selected booth space onsite at HPBExpo25), totaling at least 60%.
• July 15
  ➤ Cancellations/Downsizes: 30% fee applies. Written notice must be received by this date to avoid a higher penalty.
• September 2
  ➤ Exhibitor and attendee registration opens online.
  Badge registration is not automatic with booth reservation.
• October 1
  ➤ 100% booth payment due for all exhibitors. New contracts from this date forward must include full payment.
• October 15
  ➤ Cancellations/Downsizes: 60% fee applies.
  ➤ After this date, no refunds will be made and 100% of booth fees are owed.
• November 14
  ➤ New Product Pavilion/Attendees’ Choice Awards: Early Bird entry deadline.
• December 19
  ➤ Indoor & Outdoor Burning Request Forms and Drawings due to HPBA.
• December 31
  ➤ 2026 HPBA Membership Dues must be paid to retain member pricing. Unpaid dues will result in non-member exhibit rates.

2026

• January 6
  ➤ Final day to earn 2027 Priority Points by booking hotel through official Housing Partner.
• January 7
  ➤ Lead Retrieval Tier 1 Discount deadline. Tier 2 pricing begins January 8.
• January 9
  ➤ New Product Pavilion/Attendees’ Choice Awards: Standard entry deadline.
  Late entry fee begins after this date.
• January 16
  ➤ Meeting Room Requests due.
  ➤ Certificates of Insurance due for all exhibitors.
• February 2
  ➤ Booth Variance Requests and Exhibitor Appointed Contractor (EAC) Forms due.
• February 9
  ➤ Refund deadline for badge registration, education, NFI certification, and event tickets (minus $10 admin fee).
  Does not apply to booth cancellation or downsizing.
• February 13
  ➤ Final day to submit entries for New Product Pavilion/Attendees’ Choice Awards (if space is available).
• February 17
  ➤ Freeman Discount Deadline for products and services.
• February 18
  ➤ Lead Retrieval Tier 2 Discount deadline. Tier 3 pricing begins February 19.
  ➤ Freeman begins accepting Advance Warehouse shipments.
• March 4
  ➤ Deadline to make, modify, or cancel official hotel reservations.
  ➤ Hotel suite reservation deadline – contact HPBA.
• March 10
  ➤ Advance Warehouse Deadline – shipments received after this incur additional fees.
• March 16–18
  ➤ Targeted Exhibitor Move-in.
  ➤ Check the Exhibitor Service Manual for your assigned move-in date/time.
• March 18
  ➤ Onsite registration opens at 7:30am.
  ➤ Final day for move-in. Booths must be fully set by 5:00pm. Aisle items will be removed by Freeman and billed to exhibitor.
• March 19–21
  ➤ Exhibit Hall Open to attendees. Check official show hours online.
  ➤ Onsite Priority Booth Selection for HPBExpo27 takes place (schedule released in March).
• March 21
  ➤ Final day of badge registration – closes at 2:00pm.
  ➤ Tear-down begins after 2:00pm. No early breakdowns allowed.
  ➤ Empty containers begin returning to booths at 8:00pm.
• March 23
  ➤ All freight must be packed and carriers checked in by 10:00am for noon departure.
  ➤ Exhibitors leaving booth materials onsite will be billed for trash removal. Freight not cleared will be rerouted at the exhibitor’s expense.

---

Other Important Forms & Vendor Deadlines

(See Exhibitor Service Manual in November 2025 or contact vendors directly.)

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

---

Planning Tips

• Book your travel and accommodations early
• Know your targeted move-in date and delivery deadlines
• Overtime charges apply for weekend or after-hours freight/services