CETPA Exhibitor Prospectus

Thank you for your interest and participation in the California Educational Technology Professionals Association (CETPA) exhibit show. Our show is unique in that we reserve the majority of a single day for vendors to share news about their products with our attendees. We look forward to having you join our 2018 show at the Sacramento Convention Center.

The CETPA Exhibit Show always sells out and has a significant waitlist— book your space now!


Who Are Your Attendees?

CETPA supports over 1,500 members across the state of California along with hundreds of non-members who attend the show each year. We find that due to school district budgets, a good portion of our attendees are only able to attend in alternate years, therefore we encourage you to plan to participate in the exhibit show multiple years in order to reach the largest audience.

The 1,200+ school, district, and county office of education attendees who participated in our 2017 show represented over 500 unique public organizations, 99% located in California. With greater than 640 unique job titles, those most commonly represented include:

  • Director of Technology/Chief Technology Officer
  • Information Technology Administrator or Manager
  • Network Administrator, Engineer, or Manager
  • Systems Analyst
  • Instructional or Educational Technologist
  • Technician


When is the Exhibit Show?

We open the show with an exciting reception at 5:00 pm the night before the main show day. Responding to popular demand from our exhibitors and attendees, in 2018 we will extend this reception by one hour, ending at 8:00 pm.

On Thursday, the show opens at 8:30 am and closes at 3:00 pm. Breakout sessions on Thursday are scheduled for 8:00-8:45 am.


What Do We Get with a Booth?

In addition to exposure to over 2,500 total attendees, our exhibitors are provided the following amenities. All booths include access to wireless internet.

Booth Type

Pipe & Drape

Show Badges

Breakout Session

Meals

Attendee Lists

Kiosk, 3.5 ft x 15 ft

No

3

No

President’s Reception on Tuesday evening, Box lunch on day of show

3 weeks prior, 1 week prior, and within 1 month after show.

Regular, 10 ft x 10 ft

Yes

3

No

Double, 10 ft x 20 ft

Yes

6

No

EndCap, 10 ft x 20 ft

Yes

8

No

Large, 20 ft x 20 ft

Yes

10

No

Sponsorship

Yes

Inquire

Inquire

 

Kiosk booth are pre-designed and include two stools, power, and lighted graphics. No additional pipe, drape, or furniture items are allowed.

Additional furniture, hard-wired internet, electrical, internet, and other items may be purchased through Tricord event services (see conference website for more details).

If you would like to purchase additional badges beyond those supplied with your booth purchase, you may register online and purchase additional show badges for $100.

How Do I Register for a Booth?

Please go to the registration link and select an available booth on the floor plan to begin the registration process. You will be required to provide payment via credit card at the end of the registration process. You may indicate a primary attendee/contact now, and go in later to modify registration and provide information on other booth staff members.

Available booths are noted in green. Reserved booths are noted in red.

 

Who Else Has Exhibited in the Past? Who is Coming This Year?

To view a list of current exhibitors, please visit this link. You may view current booth locations by hovering over the floor plan when registering for a booth.

Please visit this link to view the 2017 exhibitor list.

 

When and Where Can I Move In/When Do I Need to Move Out?

Below is a summary of the event schedule. For more detail, please review the TriCord exhibitor kit.

Tuesday, November 13, 2018

  • 8:00 am-6:00 pm Exhibitor Move-In

    Wednesday, November 14, 2018

  • 8:00 am-12:00 pm Exhibit Hall Move-In, aisles must be clear by 12:00 pm
  • 12:00 pm-5:00 pm Exhibit Hall final set-up
  • 5:00 pm-8:00 pm Opening Reception

    Thursday, November 15, 2018

  • 8:30 am-3:00 pm Exhibit Show (boxed lunch provided)
  • 3:00 pm-8:00 pm Move-out

The show will be held in Exhibit Halls A & B of the Sacramento Convention Center, 1400 J Street, Sacramento, CA, 95814. Please do not ship any items to the exhibit hall; please coordinate all shipments with Tricord Event Services.

Can I Combine or Sublease Booth Space?

No, CETPA does not allow exhibitors either to combine smaller booths to create a larger space nor sublease booth space to another exhibitor.

 

How Do I Get Attendee Info?

Lists of attendees who have not opted out to have their information shared will be emailed to the primary attendee on record three (3) times: three weeks prior to the event, one week prior, and within one month after the show. No additional lists will be produced.

You may send up to two electronic communications before the show and one electronic communication within three weeks of our sending the post-conference list. All communications must include required opt-out/unsubscribe links. We also ask you to consider the number of inquiries our attendees get immediately following the show when planning your outreach. In addition, we encourage you to check local school district calendars so that your outreach efforts do not conflict with scheduled holidays or testing windows.

 

Can I Do a Vendor Session?

Our attendees have historically eschewed vendor sessions, except as part of our competitive Showdown. Other breakout session opportunities are listed below:

  • Showdowns (formerly Shootouts):If you are interested in highlighting your product as part of a Showdown, please contact Laurel Nava, Director of Education & Events at exhibit@cetpa.net.
  • Sponsorship: If you are interested in joining our group of sponsors, please contact Andrea Bennett, Executive Director, at sponsors@cetpa.net.
  • Call for Speakers: If you have been working with staff from one or more schools, districts, or other non-profit educational agency AND your topic applies beyond a single product or company, please submit a session as part of our Call for Speakers (open March-May each year). Please note the names and contact information for your school district presenters in the submission. We will follow up with these individuals; we encourage you to reach out to these district presenters prior to including them in a breakout submission.

 

Can Exhibitors Attend Keynotes, Breakout Sessions, and Other Meals?

Exhibit badges grant access to the show, Thursday morning sessions, and include a boxed lunch. In addition, we invite exhibitors to attend the President’s Reception on Tuesday evening, located at the Hyatt Regency Sacramento (more details will be announced on the website closer to the event date). To attend additional conference activities, purchase a One Day or Full Conference registration.

 

Where Can I Get My Badge?

We will open badge printing on Tuesday, November 13, at 8:30 am. You are welcome to come and print your own badge at our self-service stations beginning at that time. You may not print badges for other booth staff; you may only print your own badge. Any badge that needs to be reprinted (usually because someone else tried to be helpful and print their colleague’s badge) will be charged $40 payable immediately via credit card.

 

What About Off-Site Hospitalities?

We encourage you to reach out to Amanda Lange at DineEvent to request support in securing an appropriate location for a hospitality event outside of conference hours. DineEvent keeps current information on local dining venues.

We ask that you please refrain from scheduling hospitalities or specialized vendor appointments during breakout sessions, the President’s Reception on Tuesday evening, and the raffle immediately following the exhibit show. If you have scheduled a hospitality reception, we encourage you to let us know by emailing exhibit@cetpa.net.

 

Are There Other Ways I Can Advertise?

Yes! We have several opportunities to purchase signage, mobile app banners, and sponsorship at our annual golf tournament. Please check our conference webpage and watch for notifications as these opportunities go live.

 

What If We Need to Cancel?

A full refund will be granted prior to September 6, 2018. A 50% refund will be issued if canceled between September 7 and October 14, 2018. No refunds will be given on or after October 15, 2018 unless at the discretion of CETPA leadership. To request a refund, please email exhibit@cetpa.net.

 

Can We Hold a Raffle in Our Booth?

Because our attendees are public employees and must abide by state gift reporting laws, we encourage you to submit an item to the CETPA-hosted raffle, held immediately after the exhibit show. In order to submit a prize, please fill out the raffle form at this link https://bit.ly/2pFmdqO, print out the form, and send to CETPA at the following address:

CETPA 2018 Raffle

980 9
th Street, Flr. 16, Ste. 21

Sacramento, CA  95814

CETPA is defined by the IRS as a 501(c)(6) organization and as such please note that these items are not tax deductible as a donation but can be written off as a business expense if your organization’s standard operating procedure allows it. ERate gifting rules apply.

We offer the following suggestions for prizes. Our attendees are true “techies” and appreciate the geekiest, nerdiest items you can devise. Popular items include equipment (monitors, projectors, etc.), devices (tablets, watches, etc.), gift cards/gift baskets, protective cases, and live opportunities such as event tickets, conferences passes, and free professional development.

 

I Have a Problem…Where Do I Go?

The Tricord exhibit services desk will be located in the back of the hall, to the right. For registration or other conference issues, please visit our help desks outside of Exhibit Hall A & B on the J Street side. For any other questions or concerns prior to the event, please contact Laurel Nava, Director of Education & Events at exhibit@cetpa.net

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