Exhibitor Checklist

Exhibitor Information

Important Information
to Guide Your
Expo Experience

Expo Space
Sold Out

To inquire about a waitlist, contact Heidi Cleary

Exhibit Hall
Floor Plan

Learn More





Application Form


Expo Dates and Hours

Exhibitor Move in:
(400 sq. ft+ booths)

(all exhibitors)

Exhibitor Move in:
8:00am – Noon
(all exhibitors)

Expo Open to Attendees:

Early Morning Workout:
(unopposed time)

Expo Open to Attendees:

Exhibitors Move out:
(all exhibitors)


Exhibitor Checklist

  • Upon Submitting your Exhibitor Application

    • Once you have submitted your application you will receive an email confirming your booth space and giving you credentials to log into the Map Dynamics (floor plan software) website.
    • The Map Dynamics portal is where you manage company information that will appear on the NIRSA floor plan to the public. Add  a company logo, video, contact information and any other details you would like to appear on the floorplan. This is also the portal where you will register your booth personnel.
  • Registration for Booth Personnel

    • Once you have logged into your Map Dynamics account you can register your booth personnel. This can be done by logging in and going to the “In the Booth” tab at the top of your home screen in Map Dynamics. Register your booth personnel by clicking the green “Add New Record” button.
    • Each exhibitor will be allotted badges based on the booth size. Additional badges may be purchased for $50 per badge.
    • Every person attending the NIRSA Conference will need a badge. Your booth size determines the number of badges included for free.
  • Exhibitor Kit- NexxtShow

    • NIRSA exhibitor kit access is available November 29 to all paid exhibitors.
    • The NexxtShow exhibitor kit contains order forms for your booth furnishings, carpet, tables, chairs, electrical, special (NexxtWall) graphics, food and beverage orders, lead retrieval, and important shipping information.
  • Booking Your Hotel

    • The NIRSA room block is now open and all paid exhibitors can use the link provided in your confirmation email from NIRSA Headquarters. If you receive a phone call asking you to reserve rooms through any other NIRSA housing bureau, this is a scam!
  • Sponsorship Opportunities

    • Maximize brand exposure in front of NIRSA decision makers!  Take a peek at the Sponsor menu and secure your opportunity!
  • In-App Advertising

  • Certificate of Insurance

    • Certificate of Insurance is due to NIRSA Headquarters on or before February 2, 2018.  Please email Heidi Cleary if you need a sample COI.

Things to know before the show

  • Exhibitor lounge: courtesy of NexxtShow, grab a snack, water, or put up your feet for a few, and relax! Located in the Exhibitor Services area in the back of the expo hall.

  • Lead Retrieval: investing in lead retrieval will track sales leads including important contact information.

  • SWAG List: Are you giving away freebies from your booth? Please let us know so we can include you on the SWAG giveaway list!

  • Networking Opportunities: Your exhibitor badge gives you full access to the NIRSA Annual Conference including the Opening General Session, multiple socials, and valuable ed sessions. Take advantage of this additional time to interact with attendees outside of the expo hall!

If you have any questions about exhibiting at the NIRSA 2018 Campus Rec & Wellness Expo, please contact Emerson Helbling, Sales and Expo Coordinator or Heidi Cleary, Director of Sales and Corporate Relations, at 541-766-8211.