Exhibitor Deadlines

Payment & Booth Contracts

June 1, 2025
➤ Additional 30% of exhibit fees due for exhibitors who reserved space during onsite Priority Booth Selection at HPBExpo25. A minimum of 60% must be paid by this date.
July 15, 2025
➤ Cancellations/Downsizes: 30% penalty applies. Written notice must be received by HPBA on or before this date to avoid a higher penalty.
October 1, 2025
➤ Full booth payment due for all exhibitors. New contracts submitted after this date require 100% payment.
October 15, 2025
➤ Cancellations/Downsizes: 60% penalty applies.
➤ After this date, 100% of booth fees are non-refundable. All outstanding balances are due.

Registration & Housing

Early September 2025
➤ Exhibitor and attendee registration opens.
Note: Booth reservation does not include badge registration. All exhibit staff must register separately online.
January 6, 2026
➤ Last day to earn 2027 Priority Points by booking your hotel through the official Housing Partner.
March 4, 2026
➤ Deadline to make, change, or cancel hotel reservations in the official block.
➤ Deadline to reserve hotel suites (contact HPBA for assistance).
March 18, 2026
➤ Onsite badge registration opens at 7:30 AM. Changes and additions can be made through show close.
March 21, 2026
➤ Badge registration closes at 12 PM.

Special Exhibitor Opportunities

November 14, 2025
➤ New Product Pavilion / Attendees’ Choice Awards: Early Bird entry deadline.
January 9, 2026
➤ Standard entry deadline for New Product Pavilion / Attendees’ Choice Awards.
Late entry fee begins after this date.
February 13, 2026
➤ 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 19, 2025
➤ Indoor & Outdoor Burning Request Forms and Drawings due to HPBA for review.
December 31, 2025
➤ 2026 HPBA membership dues must be paid to retain member pricing.
Unpaid dues will result in conversion to non-member rates.
January 8, 2026
➤ Lead Retrieval Tier 1 discount deadline. Tier 2 rates begin January 9.
January 16, 2026
➤ Meeting Room Requests due.
➤ Certificates of Insurance due for all exhibitors. (You may add to an existing policy or purchase a temporary one.)
February TBD, 2026
➤ Freeman begins accepting shipments at the Advance Warehouse.
➤ Freeman Discount Deadline for product and service orders.
February 2, 2026
➤ Booth Variance Requests due.
➤ Exhibitor Appointed Contractor (EAC) Form due.
February 9, 2026
➤ Deadline for refunds (less $10 fee) for badge registration, education sessions, and special events. Does not apply to booth fees.
February 16, 2026
➤ President’s Day – Freeman warehouse closed. No freight accepted.
February 19, 2026
➤ Lead Retrieval Tier 2 discount deadline. Tier 3 pricing starts February 20.
March TBD, 2026
➤ Advance Warehouse Deadline (exact date TBD). Shipments after this incur additional charges.

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

March 16–18, 2026
➤ Targeted Exhibitor Move-In begins. Refer to the Exhibitor Service Manual for your assigned move-in date/time.
March 18, 2026
➤ 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 19–21, 2026
➤ Show floor open to attendees. See posted show hours.
➤ Onsite Priority Booth Selection for HPBExpo27 will occur (schedule released in March).
March 21, 2026 – Show Close
➤ Booth tear-down begins after 1 PM. No early dismantling permitted.
➤ Empty containers returned by Freeman starting at 8 PM.
March 23, 2026
➤ 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 November 2025) or contact vendors directly for deadlines related to:

Don’t forget to:

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

HPBA is committed to giving your company the best experience. This includes show management working alongside you to maintain the integrity of our show and protect our exhibitors from suitcasing.