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


HR Indiana Exhibitor Registration is Officially Open!

Act now to take advantage of our Super Early Bird rates

Super Early Bird Early Bird Final Pricing
Now – End of December January 1 – End of April May 1 – August
Regular Booth $1,200 $1,300 $1,500
Double Booth $2,200 $2,300 $2,400
Corner Booth $2,300 $2,400 $2,500
End Cap $2,900 $3,000 $3,100
Triple Booth $2,900 $3,000 $3,100


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. – 6:30 p.m.
Tuesday, August 13: 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.
Monday night from 4:00 p.m. – 6:30 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.

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.

Lead Capturing BACK for 2019! 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.

HR Indiana Exhibit Hall Theme: 25th Anniversary!

The 2019 theme celebrates the 25th Anniversary of the HR Indiana State Conference. Think silver screen elegance.  Keep the 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 next year!

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

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 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 folks 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.


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. Please do not go the registration in the JW Marriott, only the registration desk in the rear of the Exhibit Hall, near the dock doors.

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.

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.
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. 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 South Missouri street, which is one-way North.

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 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


There are many options for parking at and around the Indiana Convention Center.  The exhibit hall is on near 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. 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.  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 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.

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

Important! 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.

Exhibitor Tear Down

All exhibitor booths are required to stay open on Monday from 11:30 a.m. to 6:30 p.m. and on Tuesday from 10:00 a.m. to 1:00 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 1:00 – 2:00 p.m.

Everyone must be out of the hall by 2:00 p.m. on Tuesday.

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