NICE K12 Conference Exhibitor FAQ
(Frequently Asked Questions)
Who is the Audience?
Exhibit at the 2019 K12 Cybersecurity Education Conference, hosted by iKeepSafe at the Hyatt Regency Orange County, serves a highly targeted market of education stakeholders, K12 educators, K12 curriculum specialists, CTE instructors, school counselors, and students. In addition, the conference will bring together cybersecurity and technology community experts such as educational technology non-profits, and federal, state, and regional government agencies. Expected attendance 450+.
What are the exhibitor hours?
Sunday, December 8 from 7-10 pm - Exhibitor Set-up (All booths)
Monday, December 9 from 7am-6:30pm - Exhibitor Hall Open
Tuesday, December 10 from 8am-4pm - Exhibitor Hall Open; 4-5pm - Exhibitor Move Out
NOTE: Although exhibitors are not required to man tables constantly, tables should be kept open until 4pm on the final event day.
What is included with the exhibitor table?
6 foot table and small identification sign
Free access to badge scanning, networking, and lead generation through the ‘Whova’ conference management app
Conference admission for 2 personnel including access to all sessions and events
Meals and snacks provided
Wireless connectivity (wifi)
Logo in printed conference program booklet, passport raffle card, and on conference website
Free exhibitor profile page on ‘Whova’ app including logo, website link, and company description
What are exhibitor do’s and don’ts?
Do not use a backdrop or standing display with your table
Do provide any handouts, hands on activities, and information to attendees
Do use sound systems, but do not make them audible more than 2 feet into the aisle or neighboring tables
Do assume entire responsibility for losses, damages, and claims arising out of damage to exhibitor’s displays, equipment and property brought to the conference
Do READ and UNDERSTAND THE SHIPPING INSTRUCTIONS
Do use the ‘Whova’ app for networking and lead generation
Do not change your table assignment
Do read the full Conference Sponsor/Exhibitor Expectations located in your contract
do exhibitors get attendee contact info?
With the free ‘Whova’ app, exhibitors are able to scan attendee QR codes using a smart phone or tablet. Exhibitors may also enter contact information manually through the app. Contacts collected throughout the conference are easily downloadable to spreadsheet for use with CRM systems.
how do exhibitors generate leads and network at nice k12?
The best way to get the most out of exhibiting at 2019 NICE K12 is to utilize all the features in the free ‘Whova’ app.
Use the exhibitor profile to add information about your organization so the attendees can know more about you and plan a visit to your table
Add promotional collateral such as coupons and raffles into the app
Scan attendee QR Codes or add leads manually at your table with your smart phone, tablet, or laptop
Set one-on-one meetings with contacts through the app
Join conversations on the conference community boards
How do exhibitors access the ‘Whova’ app?
Upon receipt of signed contract and payment, exhibitors will be sent a link, log-in information, and step-by-step instructions for the ‘Whova’ app. Exhibitor organizations will need to provide contact information for any associates who will be utilizing the app. Contact firstname.lastname@example.org for further questions.
What is the exhibitor hall location & layout?
The Exhibitor Hall location and layout will become available at a later date. Check back soon.
How do I register my booth staff and how many badges do I receive?
Exhibitors receive conference admission for 2 personnel per paid table, including access to all sessions and events. Exhibitor tables that are included in sponsorships may receive more. Please consult the Sponsor page for those details.
Upon receipt of a signed contract and payment, you will receive a registration code for each complimentary admission and the link to the registration site.
What is the shipping policy for the hyatt regency?
Exhibit shipping/receiving facilitation, logistics, and all costs incurred shall be the sole responsibility of the Exhibitor.
****NOTE: Special arrangements must be made for receiving any equipment, goods, displays or other materials, which will be sent, delivered or brought into the Hotel. Failure to do so this may result in deliveries being refused or materials being unavailable when required.****
The Hotel's receiving entrance is open from 8:00 a.m. to 5:00 p.m., Monday through Friday.
To ship items to the hotel, download and return the shipping form no later than two weeks prior to the conference:
Any materials being sent to the Hotel must be marked as follows:
Hold for arrival - ATTN: (Guest's Name who will claim the shipment at hotel)
Date of claim persons arrival
Name of Group, preferably the posting name of the group
Complete Return Address
Deborah Fisher, Hyatt Regency Event Planning Manager
Number of Boxes (Example: Box 1 of 2 and Box 2 of 2) 7.
Address Package to Hotel as follows:
Hyatt Regency Orange County
11999 Harbor Blvd.
Garden Grove, CA 92840
Packages received will be charged to each registered hotel guest as follows (the hotel cannot accept packages for non-registered guests):
$10.00 per Box for 0-20 Pounds
$20.00 per Box for 21-30 Pounds
$30.00 per Box for 31-50 Pounds
$50.00 per Box for 51-100 Pounds
$100.00 per Box for over 100 Pounds
$50.00 per Standard Rolling Case $75.00 per Large Rolling Case
$150.00 per Pallets/Crates/Extra-Large Rolling Case
Third Party Drayage Companies
Guest must coordinate receiving of packages or incur inbound handling rates
Requests for storage of 3rd party delivered items - $25/day fee
Outbound packages not picked up within 2 days - $25/day fee.
If you need packages shipped out at the conclusion of your meeting, please advise your Servicing Manager at least one week in advance. The same charges outlined above will be charged for the shipping of these packages. The charges will be billed to each registered hotel guest (the hotel cannot ship packages for non-registered guests).
For shipping arrangements contact the Hyatt Regency Orange County Event Planning Manager, Deborah Fisher, directly at 714.740.6011 or Deborah.Fisher@Hyatt.com
Download a print version of the above info here: