Gold Sponsor Toolkit

Host an evening reception for all attendees or select guests, and we will promote it and include it on the conference schedule. This opportunity is open to all Sponsors and Exhibitors. All logistics/expenses for the event are incurred by the Sponsor.

To submit a sponsored reception:

1. Sponsor/Exhibitor creates an attendee registration form for their sponsored reception:
   1. Sponsor/Exhibitor is responsible for setting any maximum RSVPs, approval methods, or cut off dates in their attendee registration form. AASHE will also include this information in the reception description.
2. Sponsor/Exhibitor submits the Sponsored Reception Request Form below.
3. AASHE reviews the request and notifies the Sponsor/Exhibitor of approval.
4. AASHE will create the event in the conference platform, including a link to the attendee registration form created by the Sponsor/Exhibitor. The event will now be viewable in the conference schedule and Mobile App.
5. Post-reception, Sponsor/Exhibitor must provide AASHE with a list of registered attendees and actual attendance count to help AASHE gauge the impact of these receptions.

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

Register your booth staff 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.

• Your exhibit space includes 5 full conference registrations. These registrations allow attendees to attend the keynotes, all educational sessions, and attendee meal functions.
• If you need your Sponsor Portal details, reach out to conference@aashe.org.
• All unused passes will be forfeit after September 26, 2025.

All Sponsors may purchase up to three (3) additional registrations at a special rate of $600 per attendee. These registrations allow attendees to attend the keynotes, all educational sessions, and attendee meal functions.

• Your exhibit space includes 5 full conference registrations.

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).

 

Outbound Shipping

The hotel accepts no responsibility for the return of packages or shipments at the conclusion of the function. Exhibitor must come prepared with pre-printed return labels and arrangements with a shipping company must be made in advance. There is not a regularly scheduled pick-up with shipment companies including FedEx, UPS, and other common couriers.

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