Shipping | Exhibiting Setup | Hotel Room | Staff Registrations | Travel | Conference Discount for Your Clients

Need AV, Electricity? | Mobile App | Marketing Your Exhibitor Space | Events

Exhibitor Space Materials | Tote Bags | Contests | Security


  • Incoming boxes may be delivered to the Hotel no earlier than three business days prior to the event. Best to have delivered between July 31 – August 4, 2017
  • Address incoming boxes as follows:

Westin Copley Hotel
eduWeb Digital Summit/ August 7, 2017
(Guest Name) (Guest Cell Phone Number)
(Guest Company Name) (Booth #)
10 Huntington Ave
Boston, MA. 02116

  • You NEED to fill out this form (for SHIPPING, Hard-wired Internet, Electrical, AV [monitors], Accessories, etc – IF YOU NEED IT)2017 ExhibitorForm_WestinBoston  and fax back to hotel if you are shipping anything to the hotel.
  • All outgoing boxes must be packed, sealed, and labeled by Exhibitor.
  • Outgoing handling fees will be charged by the hotel business center.

NOTE: If you are shipping an item that requires special handling or that is larger than 3 feet square or heavier than 200 lbs., please contact your Conference Services Manager (Erin Connors) at least one week in advance. This includes computer equipment, Internet servers, electronics, etc. The Hotel does not assume responsibility for handling or setup of such items unless special arrangements have been made. Additional charges may apply.

Exhibiting Setup and Times


  • Setup: 8 am – Noon
  • Exhibiting: Noon – 7 pm


  • Exhibiting: 8 am – 5 pm


  • Exhibiting: 8 am – Noon
  • Breakdown: Noon

Hotel Room

Booked your hotel room?  The conference’s special room block rate is $235 and good till July 8, 2017 at the Westin Copley Place, Boston. By booking your room at the hotel and within the block, you help the conference and beyond that, staying at the venue hotel allows you easy access to your colleagues to network. Please reserve your hotel room by July 8th.

NOTE: As of 6/19/17, Wednesday night, 6/9/17, is SOLD OUT. Here are two hotels nearby that are around $250:

  1. Hampton Inn & Suites Boston Crosstown Center
  2. Fairfield Inn & Suites Boston Cambridge

Staff Registrations

Depending on your exhibitor package (Premier-4 staff, Enhanced-2 staff, Basic -1 staff ), you receive staff registrations per table/space; if you’re a sponsor, depending on which one, you may also receive another staff registration (email conference if uncertain). You can continue to add staff by accessing your account online; if you haven’t added the complimentary one and/or additional staff at $495 per person, do so before the start of the event.


Flying into Boston? There are several ground transportation options to arrive at the hotel.

Driving to Westin Copley Place? Add in your address and plan your trip.

Discount for your Higher Ed Guests

Offer your past/current/prospective clients a Conference Registration Discount (does not apply to packages). The discount code is: ExhSpon_Clients … this is applied on the last registration page, offering them $100 off the $995 Regular Conference Registration fee.

Need AV/Electricity/Hard-Wired Internet?

Fill out this form and send back to hotel if you need electricity, Audio Visual, Hard-Wired Internet, Monitors, Accessories for your exhibiting space; it needs to be submitted directly to the hotel by July 21, 2017.

Mobile App

This year there will be no printed program and everything will be on the app; soon it will be available for download.

Marketing Your Exhibiting Space

We have started providing our Exhibitors some suggestions of how to market your space; look at the Market Your Booth, PDF file. It covers everything from email, social media and more.

A new suggestion this year to draw attendees to your space is to offer Educational Sessions during the 15 minute breaks; for example, if you’re a CMS company, maybe have a “Top 10 Items to Implement a New CMS.” By offering these mini sessions at your booth, you’re educating them about the topic and it’s not a promotional push.

If you choose to have an Educational Session, look at the current Summit Schedule, find a time, then email the conference with the Time, Session Title, and your Space # for the session.


Scheduled at this time by the conference; if you want to host your own event and have us announce it, schedule it outside of these times and email us that information.


5:15 – 6:15 pm: Welcoming Reception  … Among the Exhibitors

7:15 pm:  Pub Crawls (meet in Westin Lobby)


11:15 – 11:45 am:  Networking among the Exhibitors (before lunch)

6 – 7:30 pm:  Evening Reception — Hosted By: OmniUpdate, Ruffalo Noel Levitz, and eduWeb

Exhibitor Space Materials

The conference is estimating 400 people this year so you’ll know how much to bring for your exhibitor space.

Tote Bags

The conference isn’t providing tote bags this year; if you want to provide them at your booth, it’s okay.


  1. Vendor Bingo — we’ll be doing this again and the prize is an Apple Watch which will be given away right before Closing Keynote
  2. Do you have any contests?  — you can have contests and either give the prize(s) away at your table/booth or give them to Shelley at the registration desk to be given away before Closing Keynote


The hotel does not provide security within the conference rooms and exhibitor areas during the day or especially after conference hours. The conference does not store any exhibitor equipment in our office area unless you choose to sign a waiver. Be cautious with your own materials, no matter what they include.