June 1, 2024

Additional 25% of exhibit fees due, to pay a minimum total of 50%, for exhibitors that reserved booth space during the Priority Booth Selection Period.

August 1, 2024

Prior to and including this date, cancellations and downsizes incur a 25% fee (25% of total exhibit fee). Cancellation or downsize of exhibit space must be received by HPBA in writing by this date to avoid higher penalty percentage (see November 1 below).

September 30, 2024

Exhibitor and attendee badge registration opens online. IMPORTANT: Booth reservation does not automatically register exhibit personnel for badges – registration for badges must take place separately through our online registration program. Register for Exhibitor Badges.

October 1, 2024

Full payment due for all exhibiting companies. 100% payment due with new contracts as of this date.

November 1, 2024

After August 1, but prior to and including this date, cancellations and downsizes incur a 50% fee (50% of total exhibit fee). Cancellation or downsize of exhibit space must be received by HPBA in writing by this date to avoid higher penalty percentage.

After this date, exhibitors are liable for 100% of contracted booth fees. No refunds will be made for cancellations after this date and all outstanding booth fees must be paid.

November 4 , 2024

Update Exhibitor Listing information prior to this date for accurate exhibitor listings at www.hpbexpo.com.

December 2 , 2024

Deadline for New Product Pavilion Early-Bird Rate.

December 31, 2024

Early bird badge registration deadline.

Indoor & Outdoor Burning Request Forms due to HPBA for review and approval.

Exhibitors required to pay 2025 HPBA membership dues must do so by this date. If dues are not paid, exhibit invoices will be adjusted to the non-member pricing structure. HPBA membership information is available on the HPBA website, www.hpba.org or by email to membership@hpba.org.

January 6, 2025

Last day to receive additional 2026 priority points for booking 2025 hotel reservations with official Housing Partner, onPeak.

January 10, 2025

Last day to submit New Product Pavilion/Attendees Choice Award entries at the Standard Rate. Rates increase after this date.

Additional Listing Order Form due.

Update Exhibitor Listing information by this date for accurate exhibitor listings in the official HPBExpo mobile app (periodic updates will be uploaded until March 21, 2025).

January 22, 2025

Deadline to place Early Bird order Lead Retrieval system from Compusystems. Orders after this date will be at the Advanced or Standard rate.

January 24, 2025

Ancillary Meeting Room Request deadline.

February 7, 2025

Deadline to place Advanced Rate order Lead Retrieval system from Compusystems. Orders after this date will be at the Standard rate.

February 10, 2025

Certificates of Insurance for Exhibitors are due to HPBA.

February 17, 2025

Refunds for Expo Badge Registration, Education Courses, NFI Certification and meetings and events, less a $10 administrative fee, will be made only if the request is received in writing by this date. No refunds after this date. See separate deadline structure for booth fee cancellation/downsize.

The Freeman warehouse will be CLOSED on February 17 in observance of the holiday. No shipments will be received on this day.

February 24, 2025

Freeman Discount Deadline for order forms. Rates for Freeman products and services will increase after this date.

Freeman begins to accept Advance Warehouse freight. Do not plan for freight to arrive at the warehouse prior to this date.

Exhibitor Appointed Contractors (EAC) form is due to HPBA.

Booth Variance Requests are due to HPBA.

February 27, 2025

Ernest N. Morial Convention Center Early-Bird Pricing Ends for Utilities (Electric, Air, Water, Drain, Gas), Technology (Internet, Phone), and Catering. Standard and onsite rates will be effective after this date.

March 4, 2025

The Freeman warehouse will be closed on Tuesday, March 04, 2025 for Mardi Gras. No shipments will be received on this day.

March 5, 2025

Deadline to make hotel reservations in the official housing block with onPeak. After this date, please contact your hotel directly. Refer to your reservation confirmation for change/cancellation deadlines per hotel.

Hotel Suite Reservation deadline – contact onPeak for reservations.

March 17, 2025

Freeman Advance Warehouse Deadline. Freight received after this date at the warehouse will incur additional charges. Deliver to the warehouse by this deadline for the lowest material handling rates.

March 20, 2025

Ernest N. Morial Convention Center Standard Pricing Ends for Utilities (Electric, Air, Water, Drain, Gas), Technology (Internet, Phone), and Catering. Onsite rates will be effective after this date.

March 21, 2025

Information entered in your online Exhibitor Listing as of this date will be used for the final data download to the HPBExpo Mobile App.

March 24-26, 2025

Targeted Exhibitor Move-in for on-site shipments. Please check the Targeted Move-In Floor Plan in the Exhibitor Service Manual for your company’s assigned date/time for March 24-25 deliveries deliveries. Off-target charges may apply if your shipment arrives outside of your assigned date/time.

Setup for advanced warehouse shipments. Freight will be delivered to booth space no later than 8 AM on March 24.

March 26, 2025

Onsite registration opens at 7:30am. Badge pick-up, additional badges or changes can be made at this time. Onsite badge registration will remain open through Saturday, March 29 and close at 2:00pm CST.

Final day of Exhibitor Move-in. All exhibits must be set and ready for inspection by 5:00pm. Items left in show aisles after 5:00pm are subject to removal by Freeman and will incur a fee.

March 27-29, 2025

Exhibits open to attendees during specified hours only. Check website for posted show times.

HPBExpo 2026 Priority Booth Sales by priority order appointment – onsite at HPBExpo 2025 in New Orleans, Louisiana (schedule to be published in February 2025).

March 29, 2025

Final day of badge registration. Closes at 2:00pm

Booth tear-down begins after 3:00pm show closing – NO TEAR-DOWN ALLOWED PRIOR TO 3:00pm.

March 31, 2025

Exhibitors must be packed and have carriers checked in no later than 10:00am for 12:00 noon deadline. Exhibitor freight not cleared from the show floor will be rerouted by Freeman at the exhibitor’s expense. A trash removal fee will be charged to exhibitors that leave booth items for disposal.

See Complete Exhibitor Service Manual or call vendors for the following:

Audio Visual & Computer

Booth/Booth Material Shipping

Catering – Food & Beverage

Internet, Telephone, Gas, Misc. Utilities Deadlines

Floral

Freeman Booth Labor

Photographer & Videographer

Third Party Authorizations

Don’t forget…

Airline Reservations & Car Rental

Check Your Delivery Deadline for Warehouse Shipment Delivery

Check Your Targeted Move-In Schedule for Onsite Shipment Delivery

NOTE: OVERTIME CHARGES WILL BE ADDED FOR SHIPMENTS OR SERVICES PERFORMED ON WEEKENDS OR EVENINGS