December 31, 2020

  • Exhibitors required to pay 2021 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, or by email to


February 1, 2021

  • Cancellations and downsizes made by this date incur a 20% fee (20% 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.


February 19, 2021

  • All exhibitors contracted with payment by this date will be listed in the Attendee Registration Brochure.


March 1, 2021

  • Full payment due for all exhibiting companies. 100% payment due with new contracts as of this date.
  • HPBExpo 2022 Priority Booth Assignment by priority order appointment begins (will run over multiple weeks) – conducted online and/or via phone calls due to 2021 in-person event postponement.


March 23, 2021

  • Indoor and Outdoor Burning Request Form is due to HPBA for review and approval.


April 1, 2021

  • Cancellations and downsizes made after February 1, but by this date, 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.


April 26, 2021

  • Sponsorship opportunities order form due (select items may vary in deadline).


May 14, 2021

  • Security order form due (for individual booth security).


May 19, 2021

  • Cancellation deadline for registration badges, education badges, and/or other Expo event tickets. No refunds after this date. See separate deadline structure for booth fee cancellation/downsize.


May 21, 2021

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


May 26, 2021

  • Certificates of Insurance for Exhibitors and Exhibitor Appointed Contractors are due.
  • EAC (Exhibitor Appointed Contractor) form is due.
  • New Product Pavilion entry deadline. Entries are accepted on a first-come, first-served basis and space may or may not be available at this time.


May 28, 2021

  • Indoor and Outdoor Variance Requests are due.


May 31, 2021

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


June 14, 2021

  • Freeman Advance Warehouse Deadline. Freight received after this date at the warehouse will incur additional charges (shipments will be accepted beginning May 21, 2021).
  • Faxed or mailed Exhibitor Badge Pre-registration forms must be received by this date.


June 22, 2021

  • Onsite registration opens at 1:00pm. Badge pick-up, additional badges or changes can be made at this time. Online badge registration will remain open through Saturday, June 26 and close at 2:00pm Eastern time. See your badge registration confirmation for badge pick-up protocols.


June 23, 2021

  • 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. HPBExpo aisle carpeting is scheduled for installation at 5:00pm.


June 24-26, 2021

  • HPBExpo 2021 Exhibit Hall open to attendees. Only exhibitors may access the show floor prior to the June 24 opening.


June 26, 2021

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


June 29, 2021

Exhibitors must be packed and have carriers checked in no later than 10:00am for 12:00 noon deadline.

  • Anita Derouin, Exhibit Sales Associate
    (703)522-0086, ext. 117
  • Amy Jackson, Senior Manager – Exhibits
    (703)522-0086, ext. 125
  • Deposit payment is due within two (2) weeks of submitting a contract for exhibit space. The following forms of payment are accepted: Visa, MasterCard, American Express, electronic/wire transfer, or company check. Contact show management for further details.
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