Exhibitor Deadlines
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. - Early September
➤ 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 TBD
➤ Lead Retrieval order deadline (check back for exact date). - 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 8
➤ Lead Retrieval Tier 1 Discount deadline. Tier 2 pricing begins Jan 9. - 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 TBD
➤ Freeman begins accepting Advance Warehouse shipments.
➤ Freeman Discount Deadline for products and services. - 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 16
➤ President’s Day – Freeman warehouse closed. No freight accepted. - February 19
➤ Lead Retrieval Tier 2 Discount deadline. Tier 3 pricing begins Feb 20. - March 4
➤ Deadline to make, modify, or cancel official hotel reservations.
➤ Hotel suite reservation deadline – contact HPBA. - March TBD
➤ 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
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. In accordance with our official suitcasing policy, suppliers, manufacturers, and business service providers may only attend HPBExpo by exhibiting and/or sponsoring.
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