FAQ

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 October 31. A $300 service fee per booth will be charged for cancellations received after October 31.  No refunds will be made for booths canceled after November 20. (Note: A quad booth, booths 205, 219, 325 and 405 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 October 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.

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 pre-conference, concurrent, and special evening educational sessions. Sunday Night 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 three years (2019, 2020, and 2021) over 2,500 attendees and speakers were registered and attended the conference and that includes our virtual conference last year in 2021.
 

Q: What is the breakdown of attendees by job type?
A: The 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 250 exhibit spaces including three table tops.

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 1 month after the end of the conference, exhibit space is opened up to any interested vendor. Booth space is normally sold out by the end of December.

Q: What sizes of booths are available?
A: PETE&C offers a 6' table top and multiple booths ranging from 6' x 10', 8’ x 8’, 8’ x 10’ to  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. Electric, internet, additional furnishings and lead retrieval can be ordered separately at an additional cost. Please see "Exhibit Kit" for more information.

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.

Q: Is the exhibit hall carpeted?
A: Yes. All exhibit areas at The Hershey Lodge 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 booth. Platinum and Gold sponsorships receive one or two free registration(s) as well. These registrations allow reps to attend all conference activities, but no meals are included. Additional reps can be registered for a fee.

Q: How do I register my exhibit booth representatives?

A:  Registration for 2022 will open on November 1, 2021. Exhibitors will need to use their username and password as supplied in the booth confirmation email to log in to the Exhibitor Service Center and click "Booth Representative Registration."  Follow all the steps through each page until you reach the last page with a green button that states "Print Confirmation." If you have not gone that far you have not registered your representatives and the information will not be saved.
 

Q: What does it mean to be placed on the waiting list for a booth?
A: After all exhibit space has sold out, your company can be added to the waiting list to be contacted if a booth space becomes available. Sponsors will be moved to the top of the waiting list and contacted first in the event of a cancellation.  All companies on the waiting list will receive early information about procuring a booth at next year’s conference.

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 evening social and educational sessions.

Exhibitors may set up their booths Sunday, February 6 from 12:00 p.m. until 6:00 p.m. and Monday, February 7 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 7 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 8 at 8:00 p.m. Exhibits in the Chocolate Lobby must be removed by 5 p.m., Tuesday, February 8.

Exhibit Hall Hours (subject to change)
Monday, February 7        10:00 a.m. – 6:00 p.m.
Tuesday, February 8          9:15 a.m. – 2:15 p.m.

Booth space must be staffed during exhibit hours.

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.

See the Exhibit Map for more information on Booth Display Requirements. 

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

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

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.

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.

HERSHEY Lodge
West Chocolate Avenue and University Drive
Hershey, PA 17033
Phone: 717-533-3311

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