Exhibitor Deadlines
Click into each item to expand instructions and submit deliverables. As a reminder, Exhibit Space does not include lead retrieval access, this add-on can be purchased separately from the toolkit below.
September 18, 2026
- Submit a Certificate of Insurance (COI)All sponsors and exhibitors must have a Certificate of Insurance (COI) with $1 million in coverage, naming AASHE and the Hilton Baltimore Inner Harbor 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
September 18, 2026
- Registration Instructions and Additional Tickets
- Your exhibit space includes 2 full conference registrations. These registrations allow attendees to attend the keynotes, all educational sessions, and attendee meal functions.
- Additional tickets are available for purchase at a discounted rate of $600.00 each. Follow the Purchase Additional Tickets button to complete this transaction
- You will be emailed custom registration links for the amount of tickets included in your package by kelly@aashe.org.
- All unused passes will be forfeit after September 18, 2026.
September 18, 2026
- Download the Mobile AppOnce you have registered, download the official #AASHE26 mobile app! Follow the directions below to get connected to schedules, important updates and more:
- Download “Swoogo: Go Attend” (Play Store | Apple App Store)
2. Sign in with your email and password that you created during registration
3. If prompted, search for AASHE 2026 Conference and Expo
**Reminder – you must be registered for the event in order to access the mobile event**
If you need to update your company information please contact kelly@aashe.org
- Download “Swoogo: Go Attend” (Play Store | Apple App Store)
October 4, 2026
- Order Lead Retrieval (Optional)Please note: AASHE does not distribute attendee lists in accordance with our privacy policy.
- Maximize your exhibitor experience by adding on lead retrieval services through AASHE’s official partner, Capture Technologies.
- Learn more about the available products HERE
- Place your order online HERE
Questions about Lead Retrieval from Capture Technologies? Contact sales@ct.events
October 4, 2026
- Order Electricity & AV (Optional)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 Foyer
Expo Hours
Sunday, October 4, 2026
- Exhibitor Installation: 12:00 p.m. – 3:30 p.m.
- Expo Foyer Opening & Reception: 5:30 p.m. – 7:00 p.m.
Monday, October 5, 2026
- Expo Foyer Hours: 9:00 a.m. – 3:30 p.m.
- Dedicated Expo Foyer Coffee Break: 9:45 a.m. – 10:15 a.m.
- Lunch: 12:00 p.m. – 1:45 p.m.
- Dedicated Expo Foyer Refreshment Break: 3:00 p.m. – 3:30 p.m.
- Off-site Sponsored Receptions: 6:30 p.m. –
Tuesday, October 6, 2026
- Expo Foyer Hours: 9:30 a.m. – 12:30 p.m.
- Dedicated Expo Foyer Coffee Break: 9:45 a.m. – 10:15 a.m.
- Lunch: 12:00 p.m. – 1:00 p.m.
- Exhibitor Dismantle: 12:30 p.m. – 2:00 p.m.
Note that sponsors and exhibitors wearing badges may enter the Expo Foyer 1 hour prior to the scheduled opening time each day and may remain in the Expo Foyer 1 hour after the close of the Expo Foyer each day.
Best Green Practices for the Expo
To ensure we practice what we preach, here are some recommendations for a sustainable table space.
- Preparation
- Limit brochures and paper handouts in favor of sending information via email or display electronically at your table (most attendees will review materials at your table and leave them for the next person)
- Use non-dated event neutral designs so items may be used for future events
- Print signage and handouts through FSC-certified printers and/or paper made of post-consumer content
- Use non-chlorine inks such as vegetable or soy
- Print and purchase what you can in the host city to reduce shipping. When shipping, only send what you need and avoid packaging peanuts (polystyrene) or other difficult to recycle toxic materials
- If you wish to hand out swag to attendees, please choose utilitarian items that are sustainably made and recyclable (avoid “brandfill”)
- Use sustainable and/or recycled materials in your exhibit table
- During the Expo
- During set-up, save packaging materials from shipments to reuse at the end of the conference
- Remember to power off and unplug any electronic items at your table when not in use to save energy
- During Breakdown
- During break down, use waste stations to properly recycle any items that cannot be reused
- Pack up your reusable materials and take them with you to use at future events
- We will have a donation station to collect useful items you do not wish to ship back such as water bottles, canvas bags, pens or similar handouts.
- NOTE: All paper handouts should be recycled