FAQ

Exhibitor FAQ’s:
Q: Why should I exhibit at the PETE&C Conference?
A: PETE&C is the largest educational technology conference in Pennsylvania. It draws educators and technologists from around the state who want to learn about and purchase products that can benefit their schools. These attendees represent school districts and educational entities that are a huge technology market for hardware, software, web services, furniture, AV products, education programs and more. One of the benefits of being a PETE&C exhibitor is that you are eligible to apply to present educational sessions. Hospitality opportunities are also available. Exhibitors receive complimentary conference registrations for their exhibit booth reps.

Q: How many people attend PETE&C Conference?

A: Over the past few years (2019, 2020, 2021 and 2022) an average of over 2,500 attendees and speakers were registered and attended the conference and that includes our virtual only conference held in 2021.
 

Q: What is the breakdown of attendees by job type?
A: The general breakdown by job type is typically: Teachers – 46%; Technologists 28%; Instructional Administrator 13%; Higher Ed 2%, Other 11%

Q: How many booths are available?
A: There are a total of 214 exhibit spaces - each booth is 8' deep by 10' wide.

Q: When can I sign up for a booth?
A: Registration for the next year’s conference begins shortly after the previous conference ends. The current year’s exhibitors and sponsors get priority on booth selection with the priority points system. About one month after advanced booth sales begin, booth sales will open to all.  Booth space is usually sold out by the end of December.

Q: What sizes of booths are available?
A: Booth sizes are 8' deep x 10' wide and Quad booths are 16' x 20'

Q: What is included in the booth price?
A: Each booth will include a 6' skirted table, 2 chairs, a wastebasket and green and white pipe and drape and 4 registrations for company representatives.
Quad booths include 4 tables, 8 chairs and 14 registrations.

Electric, internet, additional furnishings and lead retrieval can be ordered separately at an additional cost. Please see "Exhibit Kit" tab in the Exhibitor Service Center for more information.

CANCELLATIONS - A full refund will be made by PETE&C for cancellations of exhibit booth contracts received in the PETE&C office on or before August 31. A $300 service fee per booth will be charged for cancellations received after August 31.  No refunds will be made for booths canceled after September 30. (Note: A quad booth, booths 201, 401, 601, 315 and 515 are classified as four (4) booth locations. A $300 service fee will apply four (4) times to any canceled quad booth location.)

COVID CANCELLATION POLICY
If PETE&C cancels the conference or changes to an all-virtual format, the booth/sponsor contact person will be notified and have the option to request a full refund or apply payment to a sponsorship at the virtual conference.  Refunds will be processed within 60 days of request. 

PAYMENT FOR SPACE - The cost of one exhibit space is due in full along with the submission of this contract.  Payment and contract must be received for booth assignment to be processed.  Any payment in full not made by August 31 will incur $300 fee making it the standard non-early bird fee.  Any booth(s) that still have a balance due after December 31 will be released without refund and booths will be resold.

Exhibit Hall Hours (subject to change)
Monday, February 13, 2023        10:00 a.m. – 6:00 p.m.
Tuesday, February 14, 2023          9:15 a.m. – 2:15 p.m.

Booth space must be staffed during exhibit hours.

Exhibit Set-up
Sunday, February 12, 2023  - 12:00 p.m. - 6:00 p.m.
Monday, February 13, 2023  - 7:30 a.m. - 9:45 a.m. (must be set up for 10:00 a.m. opening)

Exhibit Tear Down
Tuesday, February 14, 2023 - 2:15 p.m. - 8:00 p.m.

Q: Can my company be a sponsor even if we are not exhibiting?
A: Yes. PETE&C sponsorships offer unique opportunities to reach attendees through association with various PETE&C events, services and programs. PETE&C sponsors receive advertising, signage, and special recognition. They are also eligible to apply for program presentations and educational sessions.

All demonstrations and other sales activities must be confined to the limits of the exhibit booth space. No exhibitor shall assign, sublet or share the space allocated without the knowledge and consent of PETE&C. Displays shall not be placed in a manner as to interfere with other exhibits.  PETE&C reserves the right to exclude from the exhibition any literature, illustrations, materials or products that, in its judgment, are not consistent with the proper decorum of the educational exhibits. Food sample giveaways at booth must be pre-approved. Please contact Karen Rogers at krogers@pasbo.org.

Exhibitors may set up their booths Sunday, February 12 from 12:00 p.m. until 6:00 p.m. and Monday, February 13 from 7:30 a.m. until 9:45 a.m. for 10:00 a.m. opening. All booths must be set up by Monday, February 13 at 9:45 a.m. or the space will be made available to stand-by exhibitors onsite.

All materials and equipment must be removed form the exhibit hall by Tuesday, February 14 at 8:00 p.m. 

Q: Is the exhibit hall carpeted?
A: Yes. All exhibit areas have carpeting.

Q: How many booth representatives am I allowed to have?
A: Each exhibiting company gets 4 complimentary conference registrations with each booth and 14 with each 16 X 20 Quad booth. These registrations allow reps to attend all conference activities, but no meals are included. Additional reps can be registered for a fee.

Sponsorships also include 1 to 4 free registrations (with continental breakfast and Wed. lunch) depending upon sponsorship level.

Q: How do I register my exhibit booth representatives?

A:  Registration will open on October 3. Exhibitors will need to  login to the Exhibitor Service Center and select "Booth Representative Registration."  Proceed through all pages to complete registration process. This is also where you will reserve your hotel room if needed.  
 

Exhibitors may award prizes at their booths during exhibit hours.  Companies are responsible for getting the prize to the winner.

Exhibits that include the operation of musical instruments, radios, talking motion picture equipment, public address systems or noisemaking machines must be constructed or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors or their patrons.

The official decorator and drayage agent is General Exposition Services. The Exhibit Kit will be posted to the Exhibitor Service Center when available in the fall.

As an exhibitor, you will receive an attendee list approximately 2 weeks before the conference and an updated list 2 weeks after the conference. This list will include the attendee name, title and school entity, and email address (if permission granted by individual). Exhibitor representatives are not included in this list.

Responsibility for various types of insurance coverage is that of each individual exhibitor. Each exhibitor will hold free of liability, in connection with property damage or personal damage to his agents and employees, the headquarters hotel, PETE&C and the employees of each such organization for loss, theft, damage or destruction of goods, or for any injury to themselves or employees while in the exhibit or for any damages of any nature or character.

No flammable fluids, substances or materials of any nature, including decorative material that is not flameproof, may be used in the booth.  Electrical wiring must conform to the national Electric Code Safety Rules.  Exhibitors must comply with the local fire regulations.

Kalahari Resorts & Conventions
250 Kalahari Blvd.
Pocono Manor, PA 18349
Phone: 1-877-525-2427

PETE&C
2608 Market Place
Harrisburg, PA 17110
Phone: 717-540-9551