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Call for Exhibitors

Reach Your Health and PE Buyers

More than 4,000 health and physical education professionals gather at the SHAPE America National Convention & Expo to explore new trends, learn from industry experts, and strengthen their professional networks. Attendees flock to the exhibit hall to search for the latest products, services and technologies that support the implementation of high-quality, standards-based physical education and skills-based health education instruction.

SHAPE America understands that exhibiting requires a significant commitment of your time and resources. We view our relationship as a partnership. We are committed to your success and to delivering the most valuable marketing and promotional opportunity possible.


Expo Hours and Location

The 2021 SHAPE America National Convention & Expo opens Wednesday, April 14, 2021 at the Baltimore Convention Center, located in the Inner Harbor neighborhood of downtown Baltimore, MD.  Expo hours have been scheduled to provide maximum interaction between convention attendees and exhibitor personnel, including 3 hours of exclusive exhibit hall hours; if we find it necessary to alter expo hours, exhibitors will receive as much advance notice as possible.

All exhibits must remain in place until 2:00 p.m. on Friday, April 16, 2021. Return of crates and packing cases and dismantling of exhibits will begin at that time.

NEW! Stay and Save Incentive
All exhibitors that remain setup until the designated dismantle time will receive $100 off your total contracted exhibit space for the 2022 SHAPE America National Convention & Expo.
 

  SETUP HOURS EXPO HOURS DISMANTLING HOURS
Tuesday, April 13, 2021 12:00 - 6:00 p.m.    
Wednesday, April 14, 2021 8:00 - 9:00 a.m. (touch up only) 12:00 - 5:00 p.m. 
12:00 - 1:30 p.m. (Exclusive)
 
Thursday, April 15, 2021   8:45 a.m. - 5:00 p.m.
12:25 - 1:10 p.m. (Exclusive)
 
Friday, April 16, 2021   8:45 a.m. - 2:00 p.m.
12:00 - 12:45 p.m. (Exclusive)
2:00 - 9:00 p.m.

Standard Exhibit and Nonprofit Booth Inclusions

  CORPORATE EXHIBIT NONPROFIT BOOTH
Pipe and drape (8' high back and 3' high siderails) Included Included
7" x 44" ID sign (to include exhibitor name and booth number) Included Included
Side chairs   Two (2)
6' skirted table   One (1)
Wastebasket One (1) One (1)
Perimeter security Included Included
Aisle carpeting Included Included
Full Convention registration One (1)/100 sq. ft. One (1)
50% discount on additional Full Convention registrations up to 5 up to 5
Exhibit Hall Only passes Three (3)/100 sq. ft. Three (3)
Additional Exhibit Hall Only passes at a rate of $90 per pass Included Included
NEW! Complimentary inclusion in the Show Specials Guide to include a 10-word headline, 300-word description, company logo, and up to three (3) clickable URL links.  Upgrade opportunities available, including half-page ad placement and and full-page (with embedded video) ad placement. Included Included
Opportunity to apply for a 20-minute activity demonstration slot.  Offered on a first-come, first-served basis; limit one per exhibitor Included Included
Listing in the winter 2021 issue of Momentum, released in January 2021, if reserved prior to December 1, 2020 Included Included
Listing on the 2021 SHAPE America National Convention & Expo interactive floor plan and searchable exhibitor directory Included Included
Recognition in convention marketing materials Included Included
Opportunity to earn Priority Points to ensure high-visibility at future SHAPE America conventions Included Included
Pre- and post-convention attendee mailing list; email addresses NOT included. Included Included

 Please note:  Exhibit space rental does not include storage, placement, shipment or reshipment of exhibit materials, special lighting, booth furnishings, tables, chairs, electrical supplies, carpet, individual booth cleaning, or any other special service ordered by the exhibitor.  Please reference the Exhibitor Budgeting resource for representative information on associated costs for these items.

Space Rental Rates

Linear (or Inline) Booths have only one (1) side exposed to an aisle and have at least one adjacent neighbor on either side of the booth.  Corner booth positions are considered to be Linear Booths, but are exposed to aisles on two (2) sides.  Pricing for Linear Booths is per 10' x 10' space.  A modest premium will be applied to your order if selecting a corner booth position (see chart below).  

Split Island Booths are exposed to aisles on three sides and share a common back wall with another booth(s).  Pricing is based on the Linear Booth rates for the total square footage, plus the premium for all exposed corners.

Island Booths are exposed to aisles on all four sides of the booth with no adjacent neighbors.  Pricing is based on the Linear Booth rates for the total square footage, plus the premium for all exposed corners.
 

  PRE-SALES*
(Before 5/24/2020)
EARLY BIRD
(5/25/2020 - 10/31/2020)
ADVANCED
(11/1/2020 - 1/31/2021)
FULL-PRICE
(After 2/1/2021)
10' x 10' Linear Booth** $1,575.00 $1,785.00 $1,890.00 $2,100.00
10' x 20' Linear Booth** $3,150.00 $3,570.00 $3,780.00 $4,200.00
Corner Booth Premium** $225.00 $255.00 $270.00 $300.00
10' x 20' Split Island Booth** $3,600.00 $4,080.00 $4,320.00 $4,800.00
10' x 20' Island Booth** $3,600.00 $4,080.00 $4,320.00 $4,800.00
20' x 20' Island Booth** $7,200.00 $8,160.00 $8,640.00 $9,600.00

*Please note: The Pre-Sales period is open exclusively for those organizations that contracted space for the 2020 SHAPE America National Convention & Expo. Exhibit space sales will open to the general public on May 25, 2020.

**Nonprofit Booths
Nonprofit 501(c)(3) organizations and government agencies that raise awareness through distribution of FREE education resources and DO NOT offer any items for sale are eligible to receive a 59% discount off Exhibit Booth Rates, including the corner booth premium fee.

The Nonprofit Booth Discount will be automatically applied to your online exhibit booth reservation.  To ensure that your discount is applied, please be sure to answer "Yes" to the questions "Are you a 501(c)(3) organization or government agency?" and "Are you interested in purchasing a Nonprofit Booth?" on the Company Information (Private) page/step of the online exhibit space application.

Exhibitor Budgeting

When considering your SHAPE America National Convention & Expo budget, use the list below as a pricing guide for the most requested booth services. A complete, final price list will be available in the Exhibitor Service Kit provided through Hargrove in January 2021.

ITEM DESCRIPTION ESTIMATED PRICE*
Carpet It is required that each exhibiting company have a floor covering for their booth which covers the entire booth space. Exhibitors can bring their own or rent through Hargrove. $257 per 10' x 10' standard carpet
Electricity Show Management does not provide electricity. $101 per 500-watt outlet
WiFi Show Management does not provide WiFi for exhibitors. $227.97 for 3 days
Audio/Visual Show Management does not provide audio visual equipment for exhibitors.  Equipment is available for rent through BAV; order forms will be included in the Exhibitor Service Kit $400/32" monitor with floor stand
$375/PC Laptop Computer
$425/iPad with kiosk mount and floor stand
Tables 6'L x 2'W x 30"H draped tables $196 per table
Chairs Standard armless side chairs $105 per chair
Wastebasket Standard wastebasket -- Show Management includes one (1) wastebasket per contracted space. $31 each
Material Handling If you ship a booth/freight to the advance warehouse or directly to the exhibit hall, you will be responsible for the Material Handling fees associated with the movement of your freight within the hall. THe final cost is based upon the weight of your freight. Direct to advance warehouse (crated/skidded) - $104 per CWT ($208 minimum)/Direct to show site (crated/skidded) - $101 per CWT ($202 minimum)
Vacuum/Cleaning Keep up the appearance of your booth space during the SHAPE America National Convention & Expo. $1.70 per sq. ft. Daily
Booth Labor Exhibitor supervised installation and dismantle labor. Straight time - $106/hour; Overtime - $159/hour
Lead Retrieval Exhibitors can order lead retrieval services and rent lead retrieval systems through SHAPE America's official registration company, Experient. Forms are included in the Exhibitor Service Kit. SWAP (download lead retrieval app to your own phone/device), includes 1-3 users - $499; additional SWAP users - $129 each
 

*All costs are based on sample Online or Advance rates from the 2021 SHAPE America National Convention & Expo; rates do increase closer to show date. Please note that rates are subject to change annually based on event location. A complete, final price list for the 2021 SHAPE America National Convention & Expo will be available in the Exhibitor Service Kit, to be provided by Hargrove, in January 2021.


Exhibitor Rules and Regulations

Review the 2021 Exhibitor Terms and Conditions, Rules and Regulations.

Call for Exhibitors Brochure


Download the 2021 Call for Exhibitors.


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