Exhibitor FAQs

How many exhibitors will be at the conference?
Space is limited with just 35 tables available on a first-come/first-served basis.

What are the exhibit times?
The exhibit hall opens at 8:00 a.m., with tables claimed on a first-come, first-served basis. You should be set up between 10:00 a.m. and noon on Monday, July 13th. The last session on Tuesday, July 14th ends at 4:00 p.m., at which time you may have a few last minute participants wander through the exhibit area. Most exhibitors have finished packing up by about 5 p.m. There are no exhibits on Wednesday, July 15th. 

What is the cost for exhibitors?
The Regular Fee is $975.  But ACT NOW TO REGISTER BEFORE APRIL 15 and receive the Early Bird fee of $855 for one company representative, which includes participation in Monday night's two social events:  The Wine and Cheese Reception and the “That's How We Roll” Dessert and Games Party.  Each paid representative will also receive two breakfast buffet vouchers and a voucher for Tuesday’s casual, box lunch.   Additional representatives may attend for $385 each. Exhibitors are welcome and encouraged to attend any conference sessions that interest them.

Am I entitled to the same hotel rate as the conference participants?
Absolutely. If you have not already done so, we remind you to make room reservations as soon as possible. A block of rooms has been reserved for this conference at the host hotel—Hyatt Regency Grand Cypress—through June 19th, after which rooms and discount rates may be reserved on a space and rate available basis only. To receive the special conference rate of $169 for single or double you may use the online link. For additional assistance, you may call 877-803-7534 and identify yourself as a participant in the National Small College Enrollment Conference. Based on availability, this special rate is available three days before and 3 days after the conference, so be sure to build in a little extra time for family exploration. If there is a change of plans, you must cancel your reservation with notice of 72 hours prior to arrival date to avoid a one-night charge.
IMPORTANT HOTEL RATE INFORMATION
: Comparison shoppers should be aware that NSCEC has negotiated with the hotel to eliminate the $42.75 daily resort fee that would be imposed when booking a room through a travel website. This benefit is only available through the link above. (Hyatt website software may display the fee in your initial reservation, but the resort fee WILL NOT BE CHARGED once you are the property!) An additional savings on daily parking is available only to participants who book through the link.

When am I likely to see conference participants?
The best times for interaction are during the 30 minute breaks between sessions. By design, the breakout rooms are close to the exhibit area so that conference participants will be able to easily find and explore the exhibit hall. Participants are further encouraged to mingle with exhibitors as they enjoy the complimentary refreshments served in the exhibit hall. We've found that participants also enjoy exploring exhibits before the Opening Session begins at 1 p.m., so we recommend that your table set-up is complete by 11:00 a.m. at the latest; then your first big crowd will be after the Opening Session ends at 2:00 p.m.

Who will be participating in the conference?
In the past there have been between 150 and 200 conference participants and presenters from small colleges and universities across the country. Participants will attend from the fields of admissions, enrollment management, retention, marketing, and student services. There will be a range from new professionals to seasoned veterans. Last year, more than one-third of the participants were at the Vice Presidential level with another 50% at the Director level or above.

What will be available to me in the exhibit area?
Each exhibiting company will have a skirted, 6 -foot table. Some vendors simply use that flat space, others set up their table-top displays, while a few vendors have full-size displays set up on the floor behind the table. Displays may be NO LARGER than 8 feet wide. Power outlets are available around the perimeter of the room; tables set in the center will have one outlet for every two tables. It is always recommended that those needing power should bring extension cords. If you need heavy-usage power or a specific a/v set-up, you may arrange for that through the hotel at an additional charge.

What are the benefits for exhibitors?
In addition to seeing participants during refreshment breaks, your company name, description and logo will be included in a quarter-page ad in the full-color, on-site conference booklet. When your company provides a prize (such as the ever-popular gift card), the company name will also be included on all Tic-Tac-Toe materials. One of the most important benefits: About 2 weeks before the conference date you'll receive a list of participants registered up to that point, and a complete list of attendees will be emailed within one week of the conference conclusion.

Can you tell me about the Product Demonstrations?
For 2020, there are three sets of Product Demonstrations. Each half-hour session is exclusively devoted to your company and offers the opportunity to describe company goods and services. At this time, the Monday and Tuesday Product Demonstrations are unavailable. There are two "Coffee Break" sessions remaining on Wednesday. Refreshments will be served in the two presentation rooms. Please note that Wednesday’s "Coffee Break" sessions will require the representative to stay an additional night beyond Tuesday’s exhibit hall closing.

What other opportunities are available to me?
You can gain additional name recognition when you become a Major Conference Sponsor (if available), sponsor a social event, sponsor a meal, host a refreshment break, present a Product Demonstration (limited slots available), or provide a prize for the Tic-Tac-Toe drawing.  For a complete list and description of Exhibitor opportunities, click on the Exhibitor Sponsorships tab.

What's up with these social events? Will I be able to participate?
Most definitely:  Social events offer enhanced opportunities to interact with participants as well as enhanced opportunities to raise your company's profile when you sponsor, not to mention they offer plain, old-fashioned fun. The Wine & Cheese Reception on Monday, July 13, is actually planned with exhibitors in mind. Like the refreshment breaks, it is complimentary to participants and exhibitors, held in the exhibit area, and presents an effective opportunity to interact with participants, clients, and potential clients in a totally relaxed atmosphere. The day's sessions have ended, so attendees are eager to begin the evening with an adult beverage and conversation with colleagues and exhibitors. Later that evening, the “That's How We Roll” Dessert and Games Party at Splitsville Luxury Lanes in Disney Springs will be attended by NSCEC participants, exhibitors, and guests.  Sponsorship of the event or of the event transportation further raises your profile with participants.

For the fun that made Orlando famous, check out the optional Tuesday evening and Wednesday afternoon events. Discounted Walt Disney World tickets and discounted tickets to see "Drawn to Life," the brand new Cirque du Soleil show are available for an additional fee. Check out all the details here:

What about guests and family?  Are they permitted to attend the social events and meals?
Yes; family and guests may purchase tickets to attend the “That's How We Roll” Dessert and Games Party and may also purchase vouchers for the buffet breakfasts and the box lunch.  (Remember:  These benefits are included free for each paid representative.)

In addition, friends, family, and guests may also purchase discounted tickets for the optional Tuesday and Wednesday events. You’ll see these choices on your registration page. 

May I ship supplies and equipment to the conference?
Before the conference begins, you'll get all the hotel shipping instructions and pricing. The hotel charges for accepting packages with prices ranging from $10 to $100.

Great info, but I have still more questions. Who should I ask?
Email or call our Conference Coordinator, Karen Clark, at conference@nscec.com or 678-560-4175.