Conference Dates: June 16-19, 2025

Location:   Indiana Convention Center

100 S. Capitol Avenue

Indianapolis, IN  46225

What are the 2025 booth rental prices?

Is payment due at time of booth rental?

A non-refundable 30% deposit is required for all exhibiting companies. View the Payment Schedule below for payment deadlines.

When is the balance of the booth due?

Booth payments may be paid in three (3) installments leading up to the event.  100% of total booth fee must be paid by March 31, 2025.

How can I access my financial statement/invoice?

The Primary Contact assigned during the rental process will receive two follow-up e-mails confirming the rental purchase. 

1. Welcome + Next Steps e-mail with a link to your Exhibitor Console to View your Financial Statement and Pay Invoice, create your new Exhibitor Hub account to build your Booth Profile/Company Details, manage assigned Exhibitor Tasks, monitor attendee insights/interactions, secure hotel rooms, access Attendee Registration and more...

2. Email copy of Exhibit Space Rental Agreement digitally signed during booth purchase with link to Invoice/Financial Summary.  

What is included with my booth purchase?

• Two (2) complimentary full conference badges per 10’x10’ (100 square feet) of booth space purchased
• Exhibit space with 3’ side drape and 8’ back drape (inline booths only)
• 44”x7” ID Sign with Company Name and booth number and floor sticker with booth number.
• Company Listing in the HITEC website and online digital floorplan, viewable by attendees
• Unlimited Complimentary Qualified VIP Buyer Pass Invitations
• Pre-Show Attendee List in PDF Format - available in Exhibitor Hub 5-weeks out from show date.
• Post-Show Attendee List in Excel Format, at the close of the show

Are any furnishings (carpet, furniture, decorations, etc.) or exhibitor services (A/V, electricity, WiFi, etc.) included with the booth?

No,  All furnishings and services may be ordered from our official General Service Contractor, GES, through the Exhibitor Service Site (GES - Expresso) available in early Spring 2025.  All booths must be carpeted or covered in alternative flooring at exhibitor’s expense.

Who is the official general service contractor for HITEC Indianapolis?

Global Experience Specialists (GES) is the official General Service Contractor for HTEC Indianapolis. Exhibitors can begin ordering services through the Exhibitor Services Site [Expresso by GES]  accessible in the exhibitor console in early Spring 2025,

Can I use an Exhibitor Appointed Contractor (EAC)?

Yes. Exhibitors may use an EAC for HITEC Indianapolis. View the HITEC Indianapolis Exhibitor Guide - EAC Clause Rules & Regulations for full details. Exhibitors intending to utilize an EAC must complete the required EAC Form in the Exhibitor Hub.

Do I need to provide a Certificate of Liability Insurance for this event?

Yes. Every exhibiting company must provide a certificate of liability insurance.  This COI must be presented before being allowed to set up their booth. View the HITEC Indianapolis Exhibitor Guide - Contract Terms & Conditions Exhibitor Insurance Clause for all insurance requirements. COI forms may be uploaded in the Exhibitor Hub.

Is WiFi provided in the Exhibit Hall?

No. To ensure your booth has the proper internet connection required for conducting a successful show you must order appropriate internet from the Indiana Convention Center (ICC). Ordering information for this service and more will be provided in the Exhibit Services Site, accessible in the Exhibitor Hub early 2025.

Can I serve food/drinks in my booth?

Yes. All food and beverage distributed within booths must be ordered from the facility's exclusive caterer. Exhibitors may not bring in their own food or beverage. Show Management approval is required for any alcoholic beverage service offered within booths. Ordering information for this service and approval forms will be accessible in your Exhibitor Hub, early 2025.

Where can I find display guidelines for my booth type?

All show display guidelines, as well as specific guidelines by booth type, are found in the HITEC Indianapolis Exhibitor Guide - Exhibit Display Rules & Regulations.

When is HITEC Indianapolis?

June 16-19, 2025

Indianapolis Convention Center

100 S. Capitol Avenue

Indianapolis, Indiana  46225

What are the HITEC Indianapolis Exhibit Hall hours?

*Early Move-In access for eligible island booths must receive pre-approval from Show Management. Early Move-In request information will be available February, 2025.
**Private Appointment Hours allow Exhibitors to invite registered HITEC attendees to visit their booth prior to official Exhibit Hall Hours.
***Move-In/Move-Out: All exhibits must bet set by 8:00 a.m. EDT on Tuesday, June 17 and may not be dismantled before 2:00 p.m. on Thursday, June 19. Failure to follow these rules will result in loss of priority points.

When Can I Login to the Sales Portal?

At the time designated in your Priority Selection Appointment e-mail. Your company will not be able to log in prior to your appointed time.

Can I request to hold space before my appointment time?

No.

If I have a conflict during the appointment time, can someone else from my company reserve the booth?

Yes. The password provided in your Priority Selection Appointment e-mail can be used by anyone in your company. As long as the individual is authorized to sign on behalf of your company, they can complete the rental.

What if I miss my appointment time?

Your company may log in at the time of or any time after your designated appointment time. You will still be able to login after your appointment time to book a booth if you miss your appointment time. However, be advised that space is not held for missed appointments. If you miss your appointment time, your preferred selection may no longer be available.

My company did not receive an email with an appointment time for Priority Selection. How can I find my appointment time?

Companies with fewer than three Priority Points are not eligible for Priority Selection. Previous exhibiting companies without Priority Selection appointments will be able to book space once General Sales start on June 24, 2024.  Further details will be sent to companies without reservations closer to that time.

How do I rent my booth during my appointment time?

At the time of your assigned appointment window, you will login to the HITEC Indianapolis Booth Sales Portal using the password provided in your appointment details email. If you have lost the email you can retrieve your password on the login page. Proceed through the rental process providing company information, primary contact details, booth selection, payment method, and agreeing to the terms and conditions of rental.

After completing the rental you will receive two (2) emails: one with confirmation and a link to your invoice, and the other with a copy of your contract. Please save both emails for your records. Use the link and password provided in these emails to login to the Exhibitor Console to access your financials, pay any balances owed, view exhibitor resources, and complete exhibitor tasks.

May I speak with someone at HFTP during my appointment time if I have questions about the process?

Yes. You may request an appointment when completing the Priority Selection RSVP Form in the Priority Selection Details email.  If you've already submitted the RSVP form and did not request a consultative call, contact sales@hftp.org.

Can our company rent a smaller or larger booth than we rented for HITEC Indianapolis?

Yes. Exhibitors may always opt for a different booth configuration each time they participate at HITEC. 

Does renting a smaller booth impact our priority status?

No. Priority points are not impacted by the size of booth you rent. See the full HITEC Priority Point Policies.

How many Exhibitor Personnel registrations do I get with my booth purchase?

Two (2) complimentary full conference badges per 10’x10’ (100 square feet) of booth space purchased.

Can I purchase additional registrations for my staff?

Yes. Additional exhibit personnel badges can be purchased within the Registration section of the Exhibitor Portal in May 2025.

Expo Only Booth Personnel (includes ticket to Welcome Reception)  - $350 pre-event / $450 onsite

Full Conference Exhibitor Badge - $675 pre-event / $725 onsite

When can I register my staff?

May 2025.  Complete the registration link in the exhibitor Console.  Comp badge assignments and additional badge purchases are managed within this registration site.

What is the Buyers Pass - Complimentary Exhibits?

As an added benefit to exhibiting, all HITEC Exhibitors have unlimited VIP Qualified Buyers Pass - Complimentary Exhibit registrations. This unique benefit allows exhibitors to invite prospects, current clients, partners, etc. to attend HITEC and visit their booth, completely free. The complimentary registrations are valid for qualified buyers only, as defined by HITEC Management:
Qualified Buyers are professionals employed by hotels, resorts, casinos, clubs, etc. Passes cannot be used by vendors/suppliers, consultants, exhibitor staff or their family, board members, subsidiaries/parent companies, dealers, distributors, resellers, business partners/associates or investors of exhibiting companies
All registrations are subject to approval by HITEC Management and anyone that does not meet the qualifications will be declined.

This Buyer pass option is found under Attendee Registration and selecting the Buyers Pass-Complimentary Exhibits option. 

When can I book my hotel reservations for HITEC Indianapolis?

Hotel information will be published within the Housing/Hotel section of the Exhibitor HUB, opening January, 2025.

HFTP assumes a non-refundable deposit of 30% of the total booth fee as a reasonable and just amount of liquidated damages for cancellations at any stage in the event cycle. The non-refundable deposit will not be returned in any case of event cancellation, postponement, or Exhibitor cancellation. In addition to the non-refundable deposit, it is agreed that the following sums will be reasonable and just liquidated damages for cancellations of exhibit space with respect to the following dates:

December 1, 2024 – March 31, 2025:   50% of the total booth fee for released booths will be retained by HFTP.

After March 31, 2025:   100% of the total booth fee for released booths will be retained by HFTP.

 All cancellations must be submitted in writing to show management. Booth space shall be considered cancelled as of the date written notice is received in the HFTP office. Upon cancellation of exhibit space, exhibitor has no rights to the canceled space and HFTP will release it for sale without obligation for refund to the exhibitor except as noted above.

Monies forfeited due to cancellation of space cannot be applied to future events, registration fees, memberships, or other services, unless express permission is offered by the Association. Exhibitors that cancel their exhibit space but want to attend HITEC must register as an attendee and pay the appropriate registration fee.

A reduction of exhibit space will be considered a cancellation and will be governed by the same policies as cancellations. Reduction of space may result in relocation.

Penalties: Exhibit space contracted during priority selection is prime space. Therefore, one priority point will be deducted from the exhibitor’s priority point status if booth cancellation or reduction in size of space occurs after the execution of this contract.  Exhibit space cancellations and reductions must be submitted in writing to HFTP. 

Attendance Support Documents

• International Attendee Invitation Letter