Exhibitor & Sponsor Prospectus

Conference & Exhibitions

Friday, March 28 & Saturday, March 29, 2025

Location

Indiana Convention Center
100 South Capital Avenue, Indianapolis, IN 46225

Don’t miss this opportunity to introduce your organization to thousands! 
In 2024, 2,086 people attended.

Exhibitor Dates & Times
February 1 Final chance to submit payment and application for booth space to Indiana AEYC
George Fern Co. (show decorator) will send Service Kits, along with utilities/equipment rental forms to exhibitors
Thu, March 27
12:00 -5:00 pm
Move in Time: Booths will be ready for set-up in Hall D
Fri, March 28
7:45 am – 3:00 pm
&
Sat, March 29
7:30 am – 1:30 pm
Exhibition Hours
Note: Indiana AEYC must comply with state and city fire and safety regulations. Therefore the number of booth workers is limited to a maximum of 3 people at any one time (per booth).
Sat, March 29 Booth dismantling to begin after 1:30 pm.

Conference Exhibitor Booth Space

Don’t miss this opportunity to introduce your organization to thousands of professionals in early care and education! The Indiana Early Childhood Conference regularly brings together more than 2,000 participants from Indiana and surrounding states, making it the largest early childhood conference in Indiana!

Booth Space in the Exhibit Hall

EXHIBITORS
Early Bird
(ends 12/13/24)
Super Saver
4 Booths (1 Unit)
for the price of 3
$1,400
First Booth
$525

Additional Booth
$475

Regular Rate
Super Saver
4 Booths (1 Unit)
for the price of 3
$1,700
First Booth
$625
Additional Booth
$575
INFORMATION EXCHANGE EXHIBITORS
Early Bird Rate Does not apply to Non-commercial Exhibitors
Standard Booth
$300

Displaying large products?
Save up to $425 with Super Saver when you reserve your space early.

Booth Information

To reserve a booth, you must submit full payment and exhibitor application.

Items taken into account when assigning booth:

  • When the reservation was made
  • Amount of time the exhibiting company has been with Indiana AEYC
  • Number of booths requested
  • Overall layout and flow of the exhibit hall

Each exhibiting group receives:

  • Admission for one to attend conference sessions
  • All conference materials
  • Quality exhibit space including skirted table, pipe, drape and sign-age

Each Booth Space:

  • Measures 10’ x 10’
  • Includes an 8’ tall back-wall and 3’ tall side rails
  • One 7” x 44” identification sign
  • One 8’ skirted table with two folding chairs

Note: Utilities and equipment may be rented through the show decorator, the George Fern Company. See Audio-Visual/Utilities.

All exhibit(s) must be designed and displayed to conform to the size of the space leased. Displays may not obstruct the view of, or interfere with, the exhibits of others. Aisles, lobby areas, and exits must be kept clear at all times. Exhibitor demonstrations must remain within the boundaries of the booth space purchased. Exhibitors may not alter the location of exhibits or booths. Exhibitors may not assign, sublet, or share space already assigned without the permission of Indiana AEYC.

All audio-visual equipment must be kept at a volume low enough to not disturb other exhibitors and conferences. Electrical outlets are available at booth space for an additional fee. Electricity needs should be addressed with the show decorator, George Fern Company; 30-45 days prior to the conference, the George Fern Company will send service kits containing utility needs forms and equipment rental order forms. (If you order lead retrieval from cvent, be sure to also order Internet access from the Indiana Convention Center.)

INAEYC Conference Sponsorships
Platinum Sponsorship: $6,500
  • Logo featured in Conference App
  • Ad in Conference App
  • Featured in social media and communications as a Sponsor with social media pages tagged
  • Listed as featured exhibitor in Conference App
  • Pre and post Conference mailing lists (Any emails sent should have an option for individuals to opt-out of future marketing emails, Limit to one pre-conference email and one post-conference email, Limit to one pre-conference hard copy mailer and one post-conference hard copy mailer)
  • 1 complimentary booth (additional booth available for purchase)
  • 5 complimentary conference registrations
  • Recognition in post-conference wrap-up email and communications
  • Ongoing recognition on INAEYC website as Platinum Sponsor
Gold Sponsorship: $3,000
  • Logo in Conference App
  • Ad in Conference App
  • Featured in social media and communications as a Sponsor with social media pages tagged
  • Listed as exhibitor in Conference App
  • Pre and post Conference mailing lists (Any emails sent should have an option for individuals to opt-out of future marketing emails, Limit to one pre-conference email and one post-conference email, Limit to one pre-conference hard copy mailer and one post-conference hard copy mailer)
  • 1 complimentary booth (additional booth available for purchase)
  • 3 complimentary conference registrations
  • Recognition in post-conference wrap-up email and communications
Silver Sponsorship: $2,500
  • Logo in Conference App
  • Ad in Conference App
  • Featured in social media and communications as a Sponsor with social media pages tagged
  • Listed as exhibitor in Conference App
  • Pre and post Conference mailing lists (Any emails sent should have an option for individuals to opt-out of future marketing emails, Limit to one pre-conference email and one post-conference email, Limit to one pre-conference hard copy mailer and one post-conference hard copy mailer)
  • 1 complimentary conference registration
  • 1 complimentary booth (additional booth available for purchase)
Keynote Session Sponsorship: $1,500
  • Logo in Conference App
  • Announcement and advertised as keynote session sponsor before keynote begins
  • Featured in social media and member announcements as keynote session sponsor
  • Featured on the INAEYC website as Keynote session sponsor
  • 1 complimentary conference registration

General Information

All exhibit displays and materials must be compatible with developmentally appropriate practices as defined by the Indiana Association for the Education of Young Children Inc. (Indiana AEYC) and the National Association for the Education of Young Children (NAEYC). Indiana AEYC reserves the right to prohibit or remove any exhibit or refuse the submission, distribution, or display of artwork that may detract from the general character of the exhibition as a whole. This includes persons, objects, printed materials, souvenirs, artwork for conference materials, or anything of a character that Association management determines to be objectionable or detrimental to the exhibit or incompatible with Indiana AEYC or NAEYC. In the event of such restriction, refusal, or petition for removal, Indiana AEYC is not liable for any damages or loss of business. Nor will it refund rentals or other exhibit expenses.

To reserve booth space, you must submit application (including the Exhibitor Application and the liability clause) along with full payment. Non-profit organizations must also provide a documentation of tax exemption. Booth space is not reserved until full payment and all documentation has been received by Indiana AEYC. Exhibitors: Remember to get your application and payment in by December 13, 2024 for the Early Bird Discount!

Payment is non-refundable and non-transferable. Once a booth is reserved through payment, exhibitors are committed to the number of booths secured and agree to be present during the designated exhibit hours.

ll decorations must be handled through the Indiana AEYC decorator, George Fern Company, (317) 635-9606. Exhibitors may not tape, paste, thumbtack, nail, or otherwise affix signs or posters to the walls or columns, or hang things from the sprinkler pipes. Any sign or poster leaning against the walls must be properly padded so as not to cause wall damage. Helium tanks and helium balloons are not permitted in the Convention Center. Decorating with stickers, glitter, and/or confetti is also prohibited. Additionally, Indiana AEYC must comply with state and city fire and safety regulations. Therefore, the number of booth workers is limited to a maximum of 3 people at any one time (per booth).

Items dispensed are limited to products manufactured or processed by the exhibiting firm and which relate to the theme of the show. All items are limited to sample size: beverages are limited to a 2 oz. container; food items are limited to a “bite size” of 2 oz. or less. An “Authorization Request for Sample Food & Beverage Distribution” form must be submitted a minimum of 30 days prior to the conference. Please contact Sodexo at (317) 262-3500 for more information.

Exhibitors selling merchandise assume full responsibility for securing a vendor license and collecting applicable local and state taxes. An Indiana Business Tax application must be on file. Contact (317) 232-2240 for more information. Each exhibitor should have a refund/exchange policy posted in plain view of shoppers. Indiana AEYC will not be involved with sales taking place between exhibitors and attendees of the Indiana Early Childhood Conference or visitors to the exhibit hall.

Measures will be taken to ensure the security of exhibit materials. The exhibit area will be locked and secured when the exhibit hall is not scheduled to be open. Indiana AEYC, the Indiana Convention Center, and the City of Indianapolis cannot accept responsibility for the protection of exhibitor’s materials and displays. Exhibitors are expected to carry all risk insurance on their exhibits. All property shipped to or from the conference by the exhibitor is at the sole risk of the exhibitor.

Freight shipments may be made through the show decorator, George Fern Company. Shipments will be made to Advance Warehouse c/o George Fern Company. Shipments should be addressed to: Advance Warehouse c/o George Fern, 1147 S. White River Pkwy. E, Indianapolis, IN 46225. Please label your shipment with the date and name of the conference, and your booth number(s). All shipments and storage fees are the responsibility of the exhibitor. (The Indiana Convention Center will not accept any freight shipments). For more information about George Fern Company, visit fernexpo.com or call (317) 635-9606.

Exhibitors must agree to abide by the Exhibitor Code of Conduct found at https://inaeyc.org/wp-content/uploads/2024/07/Code-of-Conduct.pdf.

Contact Information for Questions Concerning:

Exhibiting:
Marla Segal
800.657.7577 or 317.452.0380

Sponsorship:
Stefanie Brooks
800.657.7577 or 317.275.3516

Show Decorator:
George Fern Company
317.635.9606 / fernexpo.com

Authorization Request for Sample Food & Beverage Distribution:
Sodexo 317.262.3500
Marion County Health Department 317.221.2222

Indianapolis Convention Center
100 South Capitol Avenue
Indianapolis, IN 46225

Register to become an Exhibitor or Sponsor