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

Early Exhibitor Rates:

10’x10′ Booth: $1500 ($1550 after 4/30)
10’x10′ Corner Booth: $1900 — ($1950 after 4/30)
20’x10′ Double Booth: $2,400 — ($2450 after 4/30)
30’x10′ Triple Booth: $3900 — ($3950 after 4/30)
20’x10′ End Cap Booth: $2,700 — ($2750 after 4/30)

Download an Exhibitor/Sponsor Prospectus

Click Here to Register and Pay by Credit Card

Click Here to Register and Pay by Check (please send check within 15 days)

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

Monday, August 20: 11:30 a.m. – 6:30 p.m.
Tuesday, August 21: 9:30 a.m. – 1:00 p.m.
Lunch will be served in the exhibit halls both days and we anticipate a high volume of traffic during lunch.

Again this year the HR Indiana Exhibit Hall will be in two halls at the Indiana Convention Center. We will have all buffets and reception food integrated in both halls for maximum visibility.


Lead Capturing BACK for 2018! WHOVA!

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

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 into one document.

Using Whova also opens up more opportunities for exhibitors to connect with attendees. Using the built in social options, users can comment on, like, and post pictures of the exhibitors they enjoyed the most! Exhibitors can also create raffles*, coupons, and other promotional materials right in the app.

Click HERE for information on how to sign into the app.

Click HERE for a video explaining Whova features for exhibitors.

*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 will 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.

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.

  • Lanyards will not have specific names on them and must be swapped out as folks come and go to help in the booth.
  • NO MORE than the number of folks registered and paid for may be in the booth at one time.
  • It is the responsibility of the Reps in your booth 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.

Exhibitor Drop Off

You can drop off your materials and set up your booth on Sunday or Monday.

Sunday: 5:00 – 7:30 p.m. — Set up. Garage Doors Open
Sunday check-in closes at 7:15 p.m. Everyone must exit the exhibit hall by 7:30 p.m.
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.

Upon arrival, proceed to the on-site HR Exhibit Hall Registration desk located inside the Exhibit Hall near the rear dock doors. Our team will be there to greet you and direct you to your booth.

DROP OFF OPTION A: The Convention Center has a loading dock just behind the hall that will allow for easy unloading and transport of your materials to your booth. Volunteers will be waiting at the unloading area to assist you with unloading your materials. 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 West St.

DROP OFF OPTION B: For those of you that do not need assistance there is an alternate drop off location you can use. On the Missouri 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.


There are lots of options for parking at and around the Indiana Convention Center. The hall is near the corner of West St and Missouri, just across from Victory Field. If you aren’t familiar with the area we encourage you to arrive early and plan ahead. As is always the case with downtown events, we expect parking to be at a premium. Keep in mind that you can access the Convention Center using the skywalks from various other buildings, including the mall.

Exhibitor Tear Down

All exhibitor booths are required to stay open from 11:30 a.m. to 6:30 p.m. on Monday and 10:00 a.m. to 1:00 p.m. on Tuesday with tear down from 1:00 – 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.

Please tear down on Tuesday between 1:00 and 2:00 p.m.

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, 2018, please contact us at

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 exhibitor service kit.

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 17, 2018. Please make sure that you follow these shipping instructions carefully since neither The Indiana Convention Center, Excel Decorators, nor the 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 August 16,17:

HR Indiana Annual Conf. ‘18
Excel Decorators
3748 Kentucky Avenue
Indianapolis, IN 46221

Delivery address for Sunday and Monday, August 19, 20:

HR Indiana Annual Conf. ‘18
Excel Desk/ ICCLOS
100 S. Capitol Ave./ Halls A&B
Indianapolis, Indiana 46225

Booth Sampling and Catering 

Food from outside* vendors may not be brought into the exhibit hall in 2018. If you wish to have popcorn, cookies, nuts/trail mix, candy bars, coffee, muffins, 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 once approved.

HR Indiana Exhibit Hall Theme

The 2018 theme is Under the Big Top!
More theme information will be released soon.


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