HR Indiana 2018
HR Indiana 2018
HR Indiana 2018
Conference Exhibitor Information
Conference Exhibitor Information

HR Indiana Exhibitor Registration is Officially Open! REGISTER NOW!

Regular Booth: $1,500
Double Booth: $2,400
Corner Booth: $2,500
End Cap: $3,100
Triple Booth: $3,100

Quick Links

Exhibitor Hours

Exhibit Hall Theme

Conference App & Lead Gen

Social Media Kit

Booth Personnel

Exhibitor Packet & Assignments

Booth Sampling and Catering

Shipping Instructions


Exhibitor Set Up

Exhibitor Tear Down

Register Now!

Click HERE to download the 2019 Exhibitor / Sponsor Prospectus document

NOTE: If you are contacted by a vendor who is not associated with HR Indiana Conference please forward their email to Sometimes out-of-town vendors try to imply they are associated with our conference. The only vendors who are approved to be in the exhibit hall are: Excel Decorators, Centerplate, and Evans Audio Visual. All other companies will be asked to leave the exhibit hall.

Exhibitor Hours

Again this year the HR Indiana Exhibit Hall will be in Indiana Convention Center A & B. We will have all buffets and reception food integrated in these halls for maximum visibility.

Monday, August 12: 11:30 a.m. – 6:00 p.m.
Tuesday, August 13: 11:30 a.m. – 2:00 p.m.
Lunch will be served in the exhibit halls both days and we anticipate a high volume of traffic during lunch.
Monday night from 4:00 p.m. – 6:00 p.m. will be a networking reception for all attendees in the Convention Center. This will be a great chance for you to meet with the attendees and get involved with them.

Exhibit Hall Theme: Stars of the Silver Screen!

2019 is the 25th Anniversary of the HR Indiana State Conference. A 25th anniversary is traditionally a silver anniversary, so our theme is “The Stars of the Silver Screen”. Based on your favorite movie celebrities, silver screen elegance, the classic movies everybody loves, and a silver color scheme! Keep our theme in mind when you plan your booth decorations and equipment!

Important Note: No food from outside vendors allowed in the hall – see more details below. NO helium balloons, confetti or glitter are allowed in the hall.

The President’s Choice Award will be given to the company that best embodies the theme for their booth. The winner will receive half off exhibitor registration for the HR Indiana Annual Conference in the following year!

Last year’s President’s Choice Award winner was F.C. Tucker Relocation.

Lead Capturing BACK for 2019! Whova!

This year we’ve merged our conference app and the lead capturing service into one convenient app.

Using the Whova app, you’ll be able to scan name badges of attendees who are interested in your company and collect their information to use later. FREE OF CHARGE. After the show you’ll be able to download a complete report of contacts collected by your booth representatives.

Whova opens up opportunities for attendees to connect with exhibitors; using the built in social options, users can comment on, like, and post pictures of the exhibitors they enjoyed the most! Using Whova also allows exhibitors to connect with attendees via forum posts, direct messages, sponsored banner ads, games, and more.

Whova Detailed Instructions (Log In & Lead Scanning)

Successful use of this tool depends on YOU preparing ahead and learning how to best use it at the conference.

Click HERE for information on how to use the app.

Log In

Please fill out THIS FORM with the information of every representative at your booth; it will be critical that ALL booth members are registered in advance if at all possible. Please include anybody who will be at your booth at any time. We will have an exhibitor account set up in Whova for your use when you arrive. Each booth representative will be able to log in to the Whova app using the email that you gave us, create a password, and then start scanning. Anyone not previously registered for your booth will need to follow the instructions provided to set up their own WHOVA account for Lead Gen scanning capabilities in the hall. Come see the registration booth if there is trouble.

Scanning Leads

When logged in to your profile, you can scan a QR code on attendees’ name badges to get their information. This option is located on the home page under “Lead Generation.” By default, the information that is gathered is their name, email address, company, and title. The phone number is NOT gathered in the scan, but is provided in the attendee list that is sent prior to and after the conference. Once a badge is scanned, a screen pulls up to edit the lead, add information, or add notes. If you would like to capture their phone number and it wasn’t filled out yet, you can ask the attendee to add it here. Once the badge is scanned the lead is automatically saved; you do not have to add or edit information or click save on the next screen for the lead to be captured. To export your company’s list of leads, navigate to the Lead Generation page and click “Export.” Type in an email address and select “Send” to email the list as an Excel file.


Many companies choose to set up a raffle at the conference to encourage people to visit the booth*. If you choose to run a raffle, it is not affiliated or run by HR Indiana. You can put information about the raffle in your Exhibitor Description and posted at your booth. Raffle winner(s) can be chosen from the list of scanned attendees within your app. To contact the chosen winner(s), you can send them a private message via the app, send a text if the phone number was recorded, or send an email. Please do not crowd the app Community Board with multiple announcements for winners.

*You will choose your booth prize winner using the scanned list of names on your app on Tuesday at 12:30. You will be responsible for contacting the winner, we will not be making announcements for booth prize winners. More information can be provided at registration on the process for announcing winners. If you do not wish to participate in these drawings, you are not obligated to do so.

Social Media Kit

We encourage you to plan a series of social media posts to announce your presence as an exhibitor at the 2019 HR Indiana Conference. Check out our pre-made kit for suggestions of posts and ideas for how to best promote your company.

Download the Social Media Kit HERE.

Booth Personnel

Each booth registration comes with 3 representatives allowed in the booth at a time. If you want more personnel, up to 2 additional representatives may be registered at the cost of $300 each. You can do this during the initial registration form or afterwards by filling out THIS FORM.

  • Lanyards will have the company name on them and must be swapped out as booth personnel come and go to help in the booth.
  • NO MORE than the number of people registered and paid for may be in the booth at one time.
  • It is the responsibility of the exhibitors to transfer lanyards among your attending booth staff, it is NOT the responsibility of the Exhibit Hall staff.
  • No additional Lanyards will be distributed without payment.
  • In order for each booth representative to have the ability to use the app and scan badges, please fill out THIS FORM with the information of every representative at your booth. Please include anybody who will be at your booth at any time.


Exhibitor Packet from Excel Decorators and Booth Assignments

The exhibitor packet from Excel Decorators, Inc. will be sent to you. Excel Decorators is the company that organizes the booths within the exhibit hall. If you have not received your email packet by August 1, 2019, please contact us at

Booth assignments will be final by August 1st and sent to you by Excel Decorators.

We reserve the right to make changes in order to accommodate the many exhibitors who have registered this year for the HR Indiana Exhibit Hall. Upon arrival at the Exhibit Hall in the Indiana Convention Center, we will confirm your booth at the on-site HR Indiana Exhibit Hall Registration located in the rear of the exhibit hall. We will work closely with our official decorators and the Indiana Convention Center to ensure your set up needs are met.

The furnishings provided in each booth include a carpet, 6 foot draped table, two chairs, signage, a wastebasket and electricity. If you require a longer table or need additional furnishings, you may order these items through the Excel Decorators exhibitor service kit.

Booth Sampling and Catering 

Food from outside* vendors may not be brought into the exhibit hall. If you wish to have popcorn, cookies, nuts/trail mix, candy bars, coffee, muffins, candy, lemonade, etc. – it must be ordered through Centerplate.


To be eligible to hand out samples, please fill out the Application for Food Sampling.

To order food from Centerplate, please fill out the Booth Catering Order Form.

*If your company is the manufacturer, producer, and marketer of the product you wish to sample, you are able to hand it out. It must be approved prior to the event by Centerplate.

Shipping Instructions

Specific shipping instructions are included in the exhibitor kit from Excel Decorators. Please make sure to follow these instructions when sending your booth and related materials to Excel. Please plan to have packages arrive no later than 4:00 pm on Friday, August 9, 2019. Please make sure that you follow these shipping instructions carefully since neither The Indiana Convention Center, Excel Decorators, nor the HR Indiana SHRM State Council will be held responsible for your booth and its contents.

Do not ship to the JW Marriott! They will refuse your shipment.

Delivery address for Thursday and Friday, August 8th – 9th:

HR Indiana Annual Conf. ‘19
Excel Decorators
3748 Kentucky Avenue
Indianapolis, IN 46221

Delivery address for Sunday and Monday, August 11th – 12th:

HR Indiana Annual Conf. ‘19
Excel Desk/ ICCLOS
100 S. Capitol Ave./ Halls A&B
Indianapolis, Indiana 46225


While there are many options for parking at and around the Indiana Convention Center, as is always the case with downtown events, we expect parking to be at a premium. The exhibit hall is near the corner of West St and Missouri, just across from Victory Field.  If you aren’t familiar with the area we strongly encourage you to arrive early and plan ahead.  Keep in mind that you can access the Convention Center using the skywalks from various other buildings, including the mall.  Some of those skywalks are noted on the map to the left in the aqua blue color. Click HERE to view a map that shows all of the parking options in the area.


Exhibitor Set Up / Drop off

You can drop off your materials and set up your booth on Sunday evening or Monday morning. Drop off will happen at the Indiana Convention Center loading docks 1- 6 on West St. You will need to check in with the registration desk inside the Exhibit Hall near the rear dock doors. Our team will be there to greet you and direct you to your booth.

Note: The AC will not be on during set up, and it is probably going to be a hot day. Expect for the Convention Center to be very warm. Dress comfortably. You will have time to change and shower before the hall opens.

Important: Children (under 18) are not allowed in the Convention Center during set up.

Sunday: 5:00 – 6:30 p.m. — Set up. Garage Doors Open. Everyone must exit the exhibit hall by 6:30 p.m. This is different than in the past!
Monday: 6:30 – 8:00 a.m. — Set up. Garage Doors Open.
Monday: 8:00 – 10:00 a.m. — Set up. Garage Doors Closed. Must use side door. No exceptions.

DROP OFF OPTION A: The Indiana Convention Center has a loading dock just behind the hall that will allow for easy unloading and transport of your materials to your booth. If you use this dock you must drop off your materials as quickly as possible and then go park your vehicle. We do not have sufficient space in the dock area for people to park for any extended period of time. Note that there is only one way into this area from South Missouri street, which is one-way North.

DROP OFF OPTION B: On the Maryland Street side of the Convention Center there is a pull off. You will have a bit of a walk to the hall from this drive but it will be closer than any of your parking options. There is not sufficient space for people to park here for any extended period of time so again we ask that you unload quickly and park your vehicle before taking time to setup your booth.

Prohibited items for your booth:

  • NO Helium balloons
  • NO Glitter
  • NO Confetti
  • NO Open flames

Exhibitor Tear Down

All exhibitor booths are required to stay open on Monday from 11:30 a.m. to 6:00 p.m. and on Tuesday from 10:00 a.m. to 2:00 p.m.  This ensures that our attendees have the opportunity to talk with each of you and obtain your materials to make an informed decision about your services.

Tear down is on Tuesday from 2:00 – 3:00 p.m.

Everyone must be out of the hall by 3:00 p.m. on Tuesday.


Thank you for reading through all of the exhibitor information and guidelines!



If you need more information call the HR Indiana Conference office at (317) 841-8202 or email us at