Expo Toolkit

All sponsors and exhibitors must have a Certificate of Insurance (COI) with $1 million in coverage, naming AASHE and the Hyatt Regency Minneapolis as additional insureds (Sample Certificate of Insurance).

AASHE address to include on the Certificate: AASHE (at Government Center), 1 Washington Mall #1295, Boston, MA 02108

• Your exhibit space includes 2 full conference registrations. These registrations allow attendees to attend the keynotes, all educational sessions, and attendee meal functions.
• If you need your Exhibitor Portal details, reach out to conference@aashe.org.
• All unused passes will be forfeit after September 26, 2025.

Review and, if necessary, update your company information using your Sponsor Portal. You will find your Sponsor Portal link in your #AASHE25 Expo Space Confirmation & Onboarding email, sent to you from conference@aashe.org shortly after your payment was received. This information will be visible in the #AASHE25 mobile app.  The information you submitted on your application has already been entered, but you can add any additional information, handouts, or a recorded video to help AASHE attendees know what your organization is all about.

• If you need your Sponsor Portal details, reach out to conference@aashe.org.

Handling Charges

Boxes	$10.00/Box
Rolling Cargo Cases	$150.00 / each
Pallets	$300.00 / each

 

Storage Charges

Packages received or stored 1-5 days prior to event (October 18-22)		Complimentary
Packages received or stored 6-10 days prior to event		$25.00 per day for Boxes $50.00 per day for Pallets & Rolling Cargo Cases
Packages received or stored 11+ days prior to event		$50.00 per day for Boxes $100.00 per day for Pallets & Rolling Cargo Cases

Payment

• Payment will be made on-site at time of the delivery of the boxes. Payment will not be made in advance.
• Payment can be charged to a registered guestroom or paid via credit card. The person on-site accepting the boxes

Shipping Address

Hyatt Regency Minneapolis Attn: [Guest’s Name] / [Organization Name] / Table # AASHE Conference [Arrival Date] 1300 Nicollet Mall Minneapolis, MN 55403Number of Boxes (i.e. box 1 of 1, box 1 of 2, etc)

 

Delivery Date

If your shipment arrives between October 18 and October 22, 2025, no storage fees will apply (although handling fees will still be assessed). Any items arriving sooner will incur daily storage fees on their items (please see above section on Storage Charges).

 

How to Receive Your Packages from the Hyatt during Installation:

• Text 612-669-3721 with your name, company name, and table number.

• An Event Setup Services team member will collect the proper form of payment and then deliver the boxes/packages.

• Boxes/packages will be delivered upon receipt of payment and when a member of the exhibiting party is present.

• Please have the tracking numbers available to help expedite the delivery of the boxes/packages.

 

Show Storage

If you need to store any of your packaging during the conference, please speak with Robin Frederick, who will in the Expo Hall during installation, about where to store these items. The hotel is happy to store items in their back of house until Dismantle.

 

Outbound Shipping

• You must provide your own return shipping labels. Exhibitors must come prepared with pre-printed return labels and arrangements with a shipping company must be made in advance.

  • There is a FedEx Office on-site, if needed.

• Leave labeled boxes on your tables. The Hyatt Regency Minneapolis staff will pick up labeled items from your table.

• Ensure you have a pick up scheduled. There is not a regularly scheduled pick-up with shipment companies including FedEx, UPS, and other common couriers.

  • Schedule your pick up for Friday, October 24. The Hyatt Regency Minneapolis will store your items overnight for no charge.

Please note: AASHE does not distribute attendee lists in accordance with our privacy policy.

Lead Retrieval is not included with your Exhibit Space package. Lead retrieval is $300 per device.

• Lead Retrieval Instructions
  • You will need to provide a cell phone for your table to use lead retrieval. 
  • Download the Pheedloop Go app on your phone and login using the same email you used to register.
  • Find the AASHE event in the mobile app.
  • Click the menu in the upper left hand corner of the AASHE event and select “Lead Capture”
  • Click “Launch Scanner” (you may need to give permission for the app to use your camera).
  • Scan attendee badges, enter any notes you may have, and click Save.

All electrical and audiovisual equipment and services must be ordered through Encore. This includes any power needs, even for a simple plug.

• Complimentary Wi-Fi is available throughout the Expo Hall