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InnoTech Austin Exhibitor Portal

General Information

General Information

Hello!

Welcome to the InnoTech Austin Exhibitor Portal. This is your main resource for all of your exhibitor-related needs. This portal provides you and your team with 24/7 access to the information and tools you need to manage and take full advantage of your sponsorship. If you need any assistance, don't hesitate to reach out to Maria Chalaire at mariac@prosperaevents.com.

 

Resources

Important Deadlines

  • Make payment for your booth ASAP but no later than March 12

  • Confirm logo is correct on this page ASAP; If not, please email us the correct logo in hi-res format

  • Book hotel room by February 24

  • (For select exhibitors) Submit company description by February 28

  • (For select exhibitors) Submit ad by February 28

  • Order booth add-ons by March 7

  • Setup your Virtual Booth by March 12

  • Register booth staff by March 14

  • Ship materials to show site by March 26

  • (For select exhibitors) Deliver 500 bag inserts by March 26 by 12pm

Exhibitor FAQs

Exhibitor FAQs

How do I register booth staff?

To save time and stress, we ask all exhibitors working the booth to register prior to Friday, March 14. Exhibitor registration includes access to all General InnoTech conference sessions, keynotes, and vendor presentations. Please note, special events require separate registration and payment. To register, go to this site and select the Exhibitor ticket type. You can register as many booth staff as desired.

 

A few important reminders about exhibitor registration:

  • Exhibitors/Sponsors are not allowed in the event area on the event day without an official badge.

  • Badges will not be mailed in advance.

  • Pre Registered Badges will be delivered to your booth during exhibitor setup times.

 

Where/how do exhibitors check-in?

Exhibitors can check in during exhibitor move-in. If pre-registered though, we will deliver booth staff badges directly to your booth so you can skip the line!

 

When is exhibitor move in?

Main exhibitor move-in is scheduled for Wednesday, March 26 from 6:00pm to 8:00pm, at the AT&T Conference Center (Grand Ballroom, 3rd Floor). The AT&T Conference Center is located at 1900 University Ave, Austin, TX 78705. Exhibitors will also be allowed in the exhibit hall (Grand Ballroom, 3rd Floor) on Thursday, March 27 at 7:00am for final set up. All booth locations must be event ready by 8:45am on Thursday, March 27.

What are the exhibit hours?

The exhibit floor is open on Thursday, March 27 from 9:00am to 4:00pm.

 

When is exhibitor move out?

Exhibitor move-out begins at 4:00pm on Thursday, March 27. You may begin to dismantle your display at 4:00pm and not before. Early dismantle may cause safety issues for attendees and other exhibitors. Move-out must be completed by 5:00pm that evening. The AT&T Conference Center does not have storage facilities, so all items must be cleared from the Grand Ballroom the evening of March 27. For outbound shipments, you can ship your items through your preferred carrier by arranging a pickup. Please ensure your packages are secure, taped up, have a label attached, and that you have scheduled a pickup for them on March 27 after 4pm. Another option would be to take your items to a nearby UPS/FedEx to ship out. 

 

What is Lead Retrieval?

To enhance your event experience, we offer lead retrieval and lead management services through Whova. To Use, download the event app (once launched in March). Then see instructions here. Note, Maria will need the name and email of each person onsite using the app in order to get them set up on the backend.

How do I order power or a hardline?

Power and basic wifi is included with all booths. Info coming soon should you need to order a more advanced setup!

 

How do I order AV/Furnishings?

These services are provided through the forms in the Exhibitor Service Kit from our decorating service partner, Convention Handling Services. Exhibitor Service Kit coming soon!

Each 10Wx8L booth space comes equipped with carpet, (1) 6’ table with black skirt, (2) chairs, and (1) wastebasket; however, should you need additional furnishings, material handling services, rental display units, etc Convention Handling Services offers many additional (optional) services. Please contact Convention Handling Services at info@conventionhandling.com or 210-247-2641 with any decorating questions. Order by March 14 for discounted pricing.

How do I order booth F&B?

AT&T Conference Center is the exclusive provider of all food and beverage. No outside food or beverage is permitted on property. If you wish to provide catering at your booth, please reach out to Maria as all F&B orders need to go through InnoTech/Prospera Events.

How do I ship materials to the show?

❑ SHIPPING MATERIALS TO THE ADVANCE WAREHOUSE – Below is IMPORTANT information about shipping your event materials (display, brochures, etc.) to the warehouse for delivery to your booth on move-in day. 

If you plan to ship your materials PRIOR to Exhibitor Move-In, Convention Handling Services will accept crated, boxed or skidded materials from Monday, March 3, 2025 to Friday, March 21, 2025. By using this service, material handling fees will apply. All shipments to the advance warehouse must be labeled as follows:

2025 InnoTech Austin - 3/27

[Company Name/Booth #] 

c/o CHS

100 E Schulz St.

Marion, TX 78124

Box _____of ______

 

❑ SHIPPING MATERIALS TO SHOW SITE –  Below is IMPORTANT information about shipping your
event materials (display, brochures, etc.) directly to the event. Convention Handling Services will receive shipments at the exhibit facility from Monday, March 24, 2025 to Wednesday, March 26, 2025. By using this service, material handling fees will apply.

Shipments arriving BEFORE MARCH 24 WILL BE REFUSED by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. All shipments to the AT&T Conference Center must be labeled as follows:

2025 InnoTech Austin - 3/27

Attention: [Company Name] c/o CHS

AT&T Executive Education & Conference Center

1900 University Avenue

Austin, Texas 78705

Box _____of ______

How to ship out post-event?

A Convention Handling Services “Bill of Lading” is required on all outbound shipments, whether shipping through CHS’ carrier or your designated carrier (UPS/FedEx). The “Bill of Lading” is available at the service desk in Grand Ballroom. After your booth is packed, labeled and ready to be shipped, please bring the completed “Bill of Lading” form back to the service desk. If you are not using their out-bound carrier, you must call your designated carrier with pick up information. If your carrier fails to show up, your shipment will be re-directed through CHS’ carrier and a fee will be charged.
 

Another option would be to take your items to a nearby UPS/FedEx to ship out.

How do I get an attendee list?

To respect the input from conference attendees and for general data protection, InnoTech does NOT provide the attendee list to all exhibitors and/or sponsors. The lead retrieval service is a great way to collect information while onsite at InnoTech. Leads will be available immediately after the event ends. Any contact by a list broker is NOT associated with InnoTech management.  It is a plot to sell you a fake list. Also, InnoTech NEVER sells or rents lists to brokers or list management services. 

 

What is the Happy 45-Minute Reception?

On  March 27 from 3:15pm to 4pm all InnoTech attendees, exhibitors, speakers and sponsors are invited to enjoy complimentary beverages and networking inside Ballroom D. During the celebration, prizes will be awarded to winning attendees who have completed their Passport to Prizes form and submitted it for the drawing. 

Have additional exhibitor questions?

If you have any additional questions, please email our Exhibitor Account Manager, Maria Chalaire, at mariac@prosperaevents.com and she will be happy to assist.

Travel and Lodging Information

Travel and Lodging Info

Driving to InnoTech Austin? 

Click here for a detailed map of the closest parking garages to our conference.

Need a Hotel?

 InnoTech has a discounted room block at AT&T Hotel & Conference Center. Here is the booking link: https://book.passkey.com/e/50910467 Please book by February 24 to secure your discounted rate.

Marketing Tips & Tools

Marketing Tips & Tools

Tips

Below are a few helpful tips/ideas for you to take advantage of while informing your clients, peers and prospects about your involvement in InnoTech. Be sure to let them know that you are able to provide discounted and/or complimentary passes so they can attend the conference and visit you at the event.

- Social media: Post your involvement and support of InnoTech on your social media outlets. We have included some sample verbiage below for you to use. Also included are links to our social media pages so you can link up and we can promote your company on our social media outlets.

- Monthly newsletters: Be sure to put a small blurb about your involvement in InnoTech in your monthly newsletters. For example: Visit us in Booth [XXX], stop by to see a demo of [XXX], etc.

- Your Website: If you have an events page, please list InnoTech with your booth number and discount code for registration. We have included an event description below and small graphic attached for you to use as a post for your website.

- Stand-alone email messages: Please feel free to use or edit the provided email copy and include InnoTech in at least 2 targeted emails to your lists.  We can also create a nice HTML based email for you to use.

 

Event Description

InnoTech is the region's largest business technology event comprised of educational seminars, Special Events, hands-on demonstrations at the InnoTech exhibits and, of course, limitless networking opportunities throughout InnoTech and at the many after-parties.

Discount Codes

We encourage you to share your exclusive code for 100% off for complimentary InnoTech admission and 20% off any of the special events. Please email us if you still need this.

 

Social Media Copy/Links

Feel free to use these sample posts for your association’s social networks to let your peers and clients know you are supporting InnoTech and invite them to join you. The official event hashtag is #InnoTechATX.

 

TWITTER 

Be our guest at #InnoTechATX, the largest tech conference in the region. Visit www.innotechaustin.com and register with Discount Code [YOUR 100% DISCOUNT CODE HERE] for your ticket! We will be at Booth [YOUR BOOTH NUMBER HERE], please join us! 

 

InnoTech's Twitter handle is innotech_

 

FACEBOOK or Google+

Visit us at the AT&T Conference Center on March 27 for InnoTech Austin; we are in Booth [YOUR BOOTH NUMBER HERE]. For more details, check out www.innotechaustin.com. Enter Discount Code [YOUR DISCOUNT CODE HERE] for complimentary and/or discounted InnoTech admission, on us!


InnoTech's Facebook page URL: https://www.facebook.com/innotechconferences/

LINKEDIN

We are excited to be supporting Austin’s IT community at InnoTech Austin this year. Check out www.innotechaustin.com for speakers and conference topics. Register with code [YOUR DISCOUNT CODE HERE] and receive complimentary and/or discounted admission, courtesy of [YOUR COMPANY NAME].

InnoTech LinkedIn page URL: https://www.linkedin.com/company/innotechconferences/

 

Sample Email Copy

Subject: [COMPANY NAME] Invites You to Attend InnoTech Austin – Passes Included

--

You’re Invited to the 21st Annual InnoTech Austin- Registration Now Open!

 

InnoTech Austin
Thursday, March 27, 2025

AT&T Conference Center

 

Visit www.innotechaustin.com for all the details.

 

Discounted and/or Complimentary Registration Passes

As a member of [ORGANIZATION NAME], you receive complimentary admission to InnoTech Austin and/or discounted registration to special events. InnoTech Austin admission includes access to all InnoTech sessions, the exhibit hall for networking, lunch, the Happy 45-Minute Reception, and more!

 

Enter code INN2C to receive complimentary passes to InnoTech or INN99 for $30 off the Special Event tickets. 

Visit www.innotechaustin.com to register.

 

InnoTech Austin Will Feature: 

  • Professional & educational development with our 20+ seminars from industry professionals 

  • An exhibit hall with the latest and greatest, including LIVE demos with LIVE people

  • InnoTech Happy 45-Minute Networking Reception

  • Up to 7 continuing education hours and credits

  • FREE WIFI

  • And more!

 

InnoTech Special Events Include (Separate Registration Required): 

  • CIO Gala Luncheon

  • ISSA Security Summit & Luncheon

  • Women in Tech Summit& Luncheon


Sessions and exhibitors are updated regularly on www.innotechaustin.com. Check it out for all the latest details or to register.

 

Graphic

We'd love to make a custom graphic for you to share publicly. Just let us know what you'd like on it.

AT&T Hotel and Conference Center, 1900 University Ave,

Austin, TX 78705

O: +01 503-544-5266

 

© 2025 Prospera Events

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