Exhibitor & Sponsor Prospectus
Exhibitor & Sponsor Prospectus
Friday & Saturday, May 15-16, 2026
Don’t miss this opportunity to introduce your organization to thousands! In 2025, 2,250 people attended.
Exhibitor Dates, Times, & Info
- Conference & Exhibitions: Friday & Saturday, May 15-16, 2026
Location: Indiana Convention Center
| Exhibitor Dates & Times | |
|---|---|
| March 15 | 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, May 14 12:00 – 5:00 PM |
Move-in Time: Booths will be ready for set-up in Hall D |
| Fri, May 15 7:45 AM – 5:00 PM & Sat, May 16 7:30 AM – 3:30 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, May 16 | Booth dismantling to begin after 3:30 PM. |
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!
Exhibitors
| Early Bird (ends 12/12/25) |
||
|---|---|---|
| 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 |
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
Booth Specifications
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.
Audio Visual/Utilities
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.)
| Exhibitor Dates & Times | |
|---|---|
| March 15 | 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, May 14 12:00 – 5:00 PM |
Move-in Time: Booths will be ready for set-up in Hall D |
| Fri, May 15 7:45 AM – 5:00 PM & Sat, May 16 7:30 AM – 3:30 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, May 16 | Booth dismantling to begin after 3:30 PM. |
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!
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 |
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
Booth Specifications
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.
Audio Visual/Utilities
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.)
Authorization Request for Sample Food & Beverage Distribution
Sodexo 317.262.3500
Marion County Health Department 317.221.2222
INAEYC Conference Sponsorships
Diamond Sponsorship – $10,000
Logo featured in Conference App
Ad featured in Conference App
Social media highlights
Mailing lists for one pre-conference and one post-conference email. Plus one hard copy mailer before and after the event. All emails must include an opt-out for future marketing. Your post message is a great chance to celebrate the experience, share resources, and invite attendees to your newsletter.
1 complimentary booth (additional booth available for purchase)
Prime booth space
7 complimentary conference registrations
Registration Sponsor (i.e.: badges, sign-in screens, greeters or kiosks)
Keynote sponsor
Prime placement & custom content in Conference App
- 1 complimentary hotel room
Platinum Sponsorship – $7,500
Logo featured in Conference App
Ad in Conference App
Social media highlights
Listed as featured exhibitor in Conference App
Recognition in post-conference messaging
Mailing lists for one pre-conference and one post conference email. Plus one hard copy mailer before and after the event. All emails must include an opt-out for future marketing. Your post message is a great chance to celebrate the experience, share resources, and invite attendees to your newsletter.
1 complimentary booth (additional booth available for purchase)
Prime Booth Space
5 complimentary conference registrations
Registration sponsor: (i.e: badges, sign-in screens, greeters or kiosks)
Gold Sponsorship – $5,000
Logo featured in Conference App
Ad in Conference App
Social media highlights
Listed as exhibitor in Conference App
Mailing lists for one pre-conference and one post conference email. Plus one hard copy mailer before and after the event. All emails must include an opt-out for future marketing. Your post message is a great chance to celebrate the experience, share resources, and invite attendees to your newsletter.
1 complimentary booth (additional booth available for purchase)
3 complimentary conference registrations
Recognition in post-conference messaging
Silver Sponsorship – $3,500
Logo featured in Conference App
Ad in Conference App
Social media highlights
Complementary lead capture access to scan conference attendees visiting booth.
1 complimentary booth (additional booth available for purchase)
2 complimentary conference registrations
Bronze Sponsorship – $2,000
Logo in Conference App
Ad in Conference App
Social media highlight
Complimentary lead capture access to scan conference attendees visiting booth
1 complimentary conference registrations
Friend Sponsorship – $1,000
Logo in the Conference App
Ad in the Conference App
Social media highlight
1 complimentary conference registration
General Information
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.
Register Today!
Register Today!
Registration to become an Exhibitor or Sponsor is coming soon, keep on the lookout here on INAEYC’s website!
