1. Review the 2025 SIOP Partner Agreement.
2. Deadlines
- February 19, 2025: Artwork for ads in the printed Onsite Guide is due to graphics@siop.org.
- February 19, 2025: Artwork for sponsored items is due to graphics@siop.org.
- February 19, 2025: For Partner Showcases/Tech Demos, please send session title, brief description (100-150 words), speaker names/job title/org name, and speaker headshots to Susan Rogers at srogers@siop.org.
- March 5, 2025: SIOP invoices must be paid in No refunds after March 5th.
- March 16, 2025: Discount deadline for services ordered through the Colorado Convention Center (AV, catering, electrical, internet).
- March 17, 2025: Discount deadline for services ordered through Paramount Convention Services (carpet, cleaning, furniture, materials handling).
- March 17, 2025: Deadline for shipments to the ABF After this date, there will be additional fees added.
3. Auxiliary Events
- Any partner who wants to hold their own event (e.g., a reception) in the conference hotel must complete a SIOP Auxiliary Event form. Please contact Laura Palmer at laura.palmer@conferencedirect.com to begin the process of securing space.
4. Exhibit Hall Hours
April 2: Noon to 4 PM Booth Set-Up. Larger booths may pre-arrange earlier times. April 3: 8 AM to 6 PM (No midday break)
April 4: 8 AM to 5 PM (No midday break) April 4: 5 PM to 7 PM Booth Tear Down
5. Concession Lunches in the Exhibit Hall
- There will be three concession stands in the exhibit hall on Thursday and Friday, April 3 and April 4, for attendees and exhibitors to purchase lunch.
- The concession hours will be 10 am to 2 This will give attendees an opportunity to visit exhibitors during the midday conference break from 11:30 am to 1:00 pm.
- The exhibition hall will be open 8 am to 6 pm on Thursday and 8 am to 5 pm on Friday, including during the midday breaks.
6. Exhibitor Service Kit
- Paramount Convention Services (PCS) is our General Services
- Leigh Everett is our PCS exhibitor coordinator (leverett@paramountcs.com).
- Please feel free to contact Leigh Everett if you are having difficulty accessing the PCS online ordering
7. Warehouse Information
- PCS is using an ABF Warehouse in Denver to receive exhibitor
- See page 19 of the Exhibitor Service Kit for the shipping
- First Day Receiving: March 3, 2025
- Warehouse Receiving Deadline: March 24, 2025
- ANY SHIPMENT ARRIVING AFTER THIS DATE IS SUBJECT TO A 25% DOCK FEE ON MATERIAL HANDLING.
- LAST DAY SHIPMENTS RECEIVED AT WAREHOUSE WITH SURCHARGE: 03/31/2025
8. Booth Set-Up (Paramount Convention Services)
- The booths are set up from noon to 4 PM on April 2. Larger booths may be given more time for set-up by pre-arrangement with Susan Rogers (srogers@siop.org).
- The discount deadline for Paramount Convention Services is March 17, 2025.
- Order booth installation and dismantling, carpet installation, booth cleaning, drayage, furniture, and material handling.
- PCS can also make marketing signs for your
- Exhibitors do not need to order carpet this year. The Mile High Ballroom is carpeted. But you may order carpeting and padding to place on top of the unpadded carpet in the ballroom for the comfort of your booth staff.
9. Booth Electrical (Colorado Convention Services)
- Advanced pricing for all CCC services ends March 16, 2025.
- Order electrical for your booth (electrical plus electrical labor) through the Colorado Convention Center (CCC).
- ASM Global is their in-house electrical
- The first time that you order anything from the CCC, you will be asked to create an account online with your email and a password.
- They require a layout of your booth to indicate where you need the electrical hook-
- How to Configure Electrical Needs for your booth See Appendix A.
- Electrical Packing See Appendix A.
10. Booth Food & Beverages (Sodexo)
- Order food and beverages for your booth through the Colorado Convention Center (CCC)
- Sodexo Catering Services is their in-house catering
- Here is the Sodexo booth services menu.
- The first time that you order anything from the CCC, you will be asked to create an account online with your email and a password.
- Advanced pricing for all CCC services ends March 16, 2025.
11. Booth Internet
- There will be Wi-Fi in the exhibit hall, enough for emails and general use of laptops and mobile
- If you want stronger access to the internet for streaming, then please order a dedicated line for your booth through the Colorado Convention Center (CCC).
- Smart City is their in-house Wi-Fi Their online order form is here.
- Advanced pricing for all CCC services ends March 16, 2025.
12. Booth & Sponsor Audio Visual
- You may choose to use the Colorado Convention Center (CCC) inhouse vendor, which is Image Audiovisuals, or use the AV company that SIOP is using onsite: Seamless Events.
- Advanced pricing for all CCC and Seamless services ends March 16, 2025.
13. Identifying Booth Staff (Formally called an Exhibit Hall-Only badge)
- Complete the Booth Staff Google Form.
- Completing this form notifies Susan Rogers (srogers@siop.org) to create an Exhibit Hall-Only type badge for the individuals who will be working in your booth.
- The Exhibit Hall-Only badge provides access to the exhibit hall during set-up, tear-down, and when the exhibit hall is closed to attendees.
- Individuals attending the conference who will also be working in your booth during the times when the exhibit hall is open do not need an Exhibit Hall-Only type badge unless they want to scan attendee badges using Whova.
- Only individuals with Exhibit Hall-Only badges can scan attendee As long as you have one individual in your booth who can scan a badge using Whova, you can collect information-- See #17 & #18 on scanning.
- An Exhibit Hall-Only badge does not allow the individual to attend the educational sessions, receptions, or conference meals and They must have an attendee badge to participate in those events.
14. Complimentary Full-Conference Registration Per Booth
- Each booth comes with one complimentary, full-conference registration to attend the 2025 SIOP Annual Conference. This is in addition to the Partner-Level benefits!
- Please send that individual’s name and email address directly to Susan Rogers (srogers@siop.org) by
March 19, 2025. Additional attendees will be required to pay for their attendee registration.
15. Graphic Design (Onsite Guide Ads & Sponsored Signage)
- If your graphic designer has any questions about how the size and format of your sponsored signage, please have them contact Chris Shatto, Head of the Print Team at Paramount Convention Services, at chris@paramountcs.com.
- Submit your artwork to graphics@siop.org for approval before or on February 19, SIOP will review the artwork to ensure that it meets specifications and will submit it to Paramount Convention Services for production.
16. Partner Showcases & Tech Demos
- On or before February 19, 2025, send to Susan Rogers (srogers@siop.org) the following information on your presentation:
- Presentation Title
- Brief Description (100-150 words-what will attendees learn about and be able to do after attending?)
- Speakers—Name, Job Title, Organization
- Speaker Headshots
17. Pre-Reg & Attendee Lists
- Exhibitors will receive a list of S. pre-registrants on March 10, 2025 (3 weeks prior to event), excluding individuals who opted-out on the registration form.
- Exhibitors will receive a list of S. attendees on April 9, 2025 (1-week post-event), excluding individuals who opted out on the registration form.
- No non-U.S. individuals are included on the U.S. only.
- Lists will include name, job title, organization, address, city, state, zip, and
- No telephone or email addresses are included on the
- Approximately one-third of attendees opt out of receiving information from partners when they register (but you can scan their badge during the conference, and you can reach out to all attendees using the Whova app).
18. Whova App
- Approximately two weeks from the event (March 19th-ish), SIOP will have access to the Whova conference app to set up your virtual booth.
- The exhibitor’s main contact will be sent a unique link to the set-up page for their virtual
- Susan Rogers will add the booth staff names to each
- Whova provides information online, called the Whova Exhibitor Guide, for how to set up your virtual booth plus recommendations for how to use the app to market your in-person and virtual booth.
- As attendees join the app (during the days prior to the event when the app is published), you may do searches and reach out to attendees to invite them to your Don’t forget to include a compelling reason why they should stop by your booth during the conference.
- The Whova app is searchable by job Note that not all attendees share their job title or employer in their personal Whova profile.
- You may post questions or comments in the Community section of
19. Badge Scanning
- Download the Whova app on your It can be used as a badge scanner. Only individuals identified in the Whova system as an Exhibitor, can “scan” badges.
- When you scan a badge, the information is recorded in your personal Whova profile that can be downloaded as an Excel spreadsheet after the event.
20. Exhibitor Parking
- If you plan to drive in and park, the CCC recommends that you use the service Spot Hero to reserve a parking spot in advance.
- Your booth space does not include the parking
21. Warning of Unsolicited Vendors:
- SIOP does not contract with housing or mailing list Partnering organizations contacted by such firms are encouraged not to conduct business with them and are asked to forward all such inquiries to srogers@siop.org.
The official hashtag of the conference is #SIOP25.

Susan K. Rogers, CAE,
SIOP Business Development Manager
srogers@siop.org
(419) 353-0032
Helpful Information:
- How to Stand Out at a Trade Show: A Guide for Marketers: https://pipeline.zoominfo.com/marketing/how-to-stand-out-at-a-trade-show
- Important Trade Show Mistakes to Avoid Making: https://blog.apgexhibits.com/2023/10/05/important-trade-show-mistakes-to-avoid-making/
Appendix A
How to Configure Your Booth’s Electrical Needs:
- Write down all the electrical items that will be in your This could include lighting, laptops, display screens, and AV equipment.
- Check the power that each item You can usually find this info on a label at the back of the item. Most items need 110/120-volt power.
- Figure out how much power each area of your booth will need. Add up the wattage for the devices in each area and make sure you order an outlet that can handle this It's best to order a bit more power than you think you'll need to avoid any tripping or outages.
- A detailed floor plan is crucial for the electricians setting up your booth. It should include a scale, booth orientation, the Main Drop Location (MDL), and power distribution points with exact The MDL is where power enters your booth and is then distributed. To avoid cords running around your booth, you might want additional drops.
Electrical Packing Tips:
- Power Strips and/or Surge Protectors: Powering multiple devices at once is common at trade shows. Power strips provide additional outlets, while surge protectors save your expensive equipment from voltage spikes that could potentially damage them.
- Extension Cords: Extension Cords are a must-have at any trade show, especially at a variety of lengths. They provide the flexibility to position your equipment exactly where you want it, regardless of where your booth's power outlets are located.
- Extra Printouts of Your Electrical Diagrams: Mistakes can happen, and documents can get lost while setting up your Having extra copies on hand can be a lifesaver if the original goes missing or if you need to clarify anything with your team, the venue staff, or the electricians.
- Extra Light Bulbs: If your booth design includes specific or custom lighting, having extra light bulbs on hand is a smart move.
- Batteries: For any wireless devices or equipment, make sure you have plenty of batteries in needed Better to have them on hand than to scramble looking for them during the show!