Exhibitor FAQs

SPONSOR & EXHIBITOR INFORMATION 

Sponsor and exhibitor updates are being sent from the partner@naepnet.org e-mail address or directly from eshow.  Please ensure that your email platform is set to accept messages from those email addresses so that you receive all updates regarding EPIC25.

Conference Location 

The Hyatt Regency is located next to the Super Dome in New Orleans, LA. When navigating to the conference please use the official address. 

Hyatt Regency New Orleans   
601 Loyola Ave, New Orleans, LA 70113 
(504) 561-1234  

 

Hotel & Travel Information  

Nestled near the iconic Superdome, the Hyatt Regency New Orleans is your gateway to the vibrant culture of the Crescent City. Just minutes from the French Quarter, this modern, luxurious hotel offers everything you need to experience the best of New Orleans. After a day of conference sessions, exploring the exhibit hall, or connecting, relax in spacious accommodations or explore nearby attractions like the Superdome and Bourbon Street. Your stay promises to be as dynamic and memorable as the city itself. 

The conference room block link will be available only after your booth and/or sponsorship has been approved. The link will be included in your confirmation email.
 
Hyatt Regency New Orleans    
601 Loyola Ave, New Orleans, LA 70113 
 

Air Travel Information  

The Hyatt Regency is easily accessible by the Louis Armstrong New Orleans International Airport, MSY.  

 

Conference Attendee List 

The Pre-Conference Attendee list will be issued on Monday April 28, 2025.
 

Exhibitor Schedule 

05/05 SUNDAY  

2:00 PM - 5:00 PM        Exhibitor Reg & Setup  
 

05/06 MONDAY 

8:00 AM - 3:00 PM         Exhibitor Reg & Setup  
3:30 PM - 3:45 PM         Exhibit Hall Grand Opening & Ribbon Cutting 
3:30 PM - 5:30 PM         Exhibitor Expo Open
4:30 PM - 5:30 PM         The Procurement Prohibition Mixer in the Exhibitor
5:30 PM - 6:30 PM         1:1 Exhibitor Appointments

05/07 TUESDAY 

7:30 AM - 8:30 AM          1:1 Exhibitor Appointments 
10:00 AM - 11:30 AM       Exhibit Hall Open & Unopposed 
10:00 PM - 4:30 PM        Exhibit Hall Open 
4:30 PM                          Tear Down and Move Out

05/08 WEDNESDAY 

7:30 AM - 8:30 AM           1:1 Exhibitor Appointments     
9:45 AM - 12:00 PM         1:1 Exhibitor Appointments  

*PRELIMINARY SCHEDULE, MAY BE SUBJECT TO CHANGE 

Conference Attire 

Conference attire is business casual. The weather in New Orleans in May can be unpredictable so be prepared! Like most conference centers, temperatures in the Hyatt Regency can fluctuate, so you might want to bring a light jacket or sweater to wear inside the meeting rooms and expo hall. The hotel and conference center are large so comfortable shoes are recommended for conference wear.

EXHIBIT HALL SPECIFICS          

• All food & beverages offered on-site must be coordinated through NAEP’s Event’s Manager and ordered through NAEP’s contracted provider.      
• All furnishings used on-site must be acquired from or arranged through NAEP’s contracted provider, Arata.  
• Suppliers wishing to create aisles/an island between their booth and the next booth/supplier can do so by purchasing the adjoining booths.  

Your Exhibit Hall Partner 

Arata is the Exhibit Hall provider of services and products including shipping.  

Contact Information 

Patrick Thurston
Arata Expositions, Inc. 
Email: pthurston@arataexpo.com
 

Registering Supplier Representatives 

Each exhibit booth includes one full conference registration and two exhibit hall-only passes. Additional passes can be purchased but are limited. All exhibit attendee registrations and changes should be completed by April 25th.  

The type of pass you have will determine which conference functions you may attend. 
 

Exhibit Hall Only Pass Holders: Can attend only the Exhibit Hall hours.

Full Conference Pass Holders: Can attend all the Exhibit Hall, all educational sessions, networking events, and meal functions. 

*Booth Attendees registration will open to registered exhibitors in early February 2025. 

 

Food And Beverage Information      

Food and beverages (F&B) other than alcohol may be served at booths within the Exhibit Hall as long as done so within the Hotel’s (Hyatt Regency) policies and catered through the Hyatt. 
 

Hyatt Regency Catering 

Please contact us at  events@naepnet.org to coordinate any F&B requests. 

NAEP Sponsorship Questions/Order Revisions 

National Association of Educational Procurement (NAEP) 
Email: partner@naepnet.org 

Exhibitor And Sponsor Payments 

Please note that payment for Sponsorships, Exhibitor Booths, and/or additional passes can be made via credit card, ACH or check.  If paying by check, the payment should be sent to our check payment lockbox.  

NAEP (Check Payment Lockbox) 
PO Box 748532 
Atlanta, GA 30374 

For ACH instructions/information, please contact NAEP’s CFO, Burr Millsap.  
Sponsorships/Booths not paid in full by April 1. 2025 will be returned to inventory for resale.