Exhibitor Deadlines
2026
June 1
➤ Additional 30% of exhibit fees due (for those who selected booth space onsite at HPBExpo26), totaling at least 60%
July 15
➤ Cancellations/Downsizes: 30% fee applies. Written notice must be received by this date to avoid a higher penalty
August 3
➤ 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.
October 30
➤ New Product Pavilion/Attendees’ Choice Awards: Early Bird entry deadline
December 1
➤ Indoor & Outdoor Burning Request Forms and Drawings due to HPBA
December 18
➤ Meeting Room Requests due
December 22
➤ Lead Retrieval Tier 1 Discount deadline. Tier 2 pricing begins December 23.
December 31
➤ 2027 HPBA Membership Dues must be paid to retain member pricing. Unpaid dues will result in non-member exhibit rates.
2027
January 4
➤ Certificates of Insurance due for all exhibitors
January 6
➤ Final day to earn 2028 Priority Points by booking hotel through official Housing Partner
January 15
➤ New Product Pavilion/Attendees’ Choice Awards: Standard entry deadline
Late entry fee begins after this date.
January 22
➤ Refund deadline for badge registration, education, NFI certification, and event tickets (minus $10 admin fee)
Does not apply to booth cancellation or downsizing
January 28
➤ Freeman Discount Deadline for products and services
January 29
➤ Final day to submit entries for New Product Pavilion/Attendees’ Choice Awards (if space is available)
February 1
➤ Deadline to make, modify, or cancel official hotel reservations
➤ Hotel suite reservation deadline – contact HPBA.
February 2
➤ Booth Variance Requests and Exhibitor Appointed Contractor (EAC) Forms due
February 3
➤ Lead Retrieval Tier 2 Discount deadline. Tier 3 pricing begins February 4.
February 4
➤ Freeman begins accepting Advance Warehouse shipments
February 15
PRESIDENT’S DAY HOLIDAY – Freeman warehouse will be closed in observance of the holiday and will not accept shipments on this day.
February 25
➤ Advance Warehouse Deadline – shipments received after this incur additional fees.
March 1-3
➤ Targeted Exhibitor Move-in
➤ Check the Exhibitor Service Manual for your assigned move-in date/time.
Off-target charges may apply if your shipment arrives outside of your assigned date/time.
March 3
➤ Onsite registration opens at 7:30am and will remain open until Saturday, March 6 at 12 PM CST.
➤ 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 4-6
➤ Exhibit Hall Open to attendees. Check official show hours online.
➤ Onsite Priority Booth Selection for HPBExpo28 takes place (schedule released in February).
March 6
➤ Final day of badge registration – closes at 12:00pm
➤ Tear-down begins after 1:00pm; No early breakdowns allowed
➤ Empty containers will be returned to booths no later than 7:00pm.
March 8
➤ 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 October 2026 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