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Exhibitor Resources

Thank you for your support of SHPE and your decision to exhibit at the 2022 National Convention! We’re excited to have you join us in Charlotte, North Carolina this November for what will be the largest gathering of Hispanics in STEM in the U.S.

This Exhibitor Resources section is your one stop shop for all of the forms, information, and links you need to prepare for the event.

The various forms are broken out to make it easier to find what you need.
We encourage you to visit the section often as new forms and information is added frequently.

Please email with any questions.

Career Fair Information

Move In:

Wed 11/2 – Move in 8am-12pm for IPCs; all non-IPC exhibitors can move in from 12pm to 4:30pm
Thursday 11/3 – Move in is 8am-4:30pm

Career Fair is Open to Attendees:

Friday 11/4 10am-4pm
Saturday 11/5 10am-4pm

Career Fair Move Out:

Saturday 11/5 4pm-10pm
Sunday 11/6 8am-11am

Interview Booths Information

Interview Move In:

Wednesday 11/2 8am-12pm

Interview Booths are Open:

Wednesday 11/2 1pm-5pm for IPC companies only
Thursday 11/3 8am-5pm
Friday 11/4 8am-5pm
Saturday 11/5 8am-5pm

Interview Move Out:

Saturday 11/5 5pm-10pm
Sunday 11/6 8am-11am

Select the hotel that’s right for you and book online through RHS, the exclusive housing provider for the SHPE National Convention. Reserve now >

If you have any issues with the housing site, please contact JB Morris at

Map Your Show is the Attendee facing online directory for the event and feeds the mobile app.

An E-mail was sent to the main point of contact for each exhibiting company with your exhibitor id and password. If you did not receive an E-mail or you need your user id and password, please email:  or

Sample of the E-mail >

Use this link to access the site >

IPCs & Gold Sponsors receive the Highlights Package.

Platinum Sponsors receive the Be Visible Package.

To add a package to your profile, please send a completed commitment form to

Exhibitor Badge Registration is now open.

During the registration process, individuals will self-register with the promo code by registration type The code is only valid for the allotment of registrations included in your sponsor level and any additional you may have purchased.

Please distribute the promo codes only to those individuals that will be participating in the National Convention.

Badge types
Full Convention:

Access to all programs and events (except for ticketed functions) and the career fair/interview booth expo floors

Career Fair Only:

Access to the career fair and interview booth expo floors.

The registration Email was sent to the main point of contact for each company on 9/23/22 with allotments and promo codes.

If you have a question on your allotment or need your promo code(s), please email Raquel at

Example of registration steps available here.

Career Fair & Interview Schedule at a Glance

Official Contractor List with Deadlines – Coming Soon!

EAC Form- Exhibitor Appointed Contractor

If you use a contractor that is not on the official list of contractors, you will need to submit this form and the contractor will have to provide an insurance certificate.

Contractor List >

Freeman Online Ordering – DUE OCTOBER 5 >

  • New Exhibitors – Please allow 5 to 7 business days from your confirmation for Freeman to upload your company in their system.
  • Existing Exhibitors – If this is your first-time using Freeman Online for any event and you do not already have a username & password that you created, you will need to set up a login.

Quick Facts >

Method of Payment – DUE OCTOBER 5 >

Going Green Tips >

Note: Save money by ordering from Freeman’s online store by October 5.


Freeman Furnishings Brochure – DUE OCTOBER 5 >

Freeman Furnishings Order Forms – DUE OCTOBER 5 >

Floor Coverings

The Career Fair (Halls B & C) is NOT carpeted with the exception of the University, Government & Non-Profit pavilion.

The pavilion will be carpeted in midnight blue. Aisle carpet will be midnight blue.

All booths must have some type of floor covering.

You may rent floor coverings from Freeman or you may bring your own.

Interview booths (Hall A) will not be carpeted and carpet is NOT required in interview booths

Freeman Flooring Solutions – DUE OCTOBER 5 >

Flooring Solutions Pricing & Order Forms – DUE OCTOBER 5 >

Shipping & Material Handling Explained >

What Are Freight Services >

Advance to Warehouse Shipping Labels >

  • Start Arriving 10/3/22
  • Must be Received by 10/26/22

Direct to Show Site Labels >

Cannot Arrive Prior to 11/2/22

Marshaling Yard Directions – COMING SOON!

Freeman Transportation* >
*This is if you are shipping your exhibit materials by Freeman Transportation and not another carrier.

Audio Visual Freeman Brochure – DUE OCTOBER 5 >
Audio Visual Freeman Order Form – DUE OCTOBER 5 >

Booth Cleaning >

Business Center UPS Store >

Floral TLC National – DUE OCTOBER 17 >

Food & Beverage Charlotte Convention Center – DUE OCTOBER 12 >

Security Show Pros Form (PDF) – DUE OCTOBER 17 >
Security Show Pros Form (Word) – DUE OCTOBER 17 >

Lead Retrieval >
discount deadline 10/24/22


Any island space (20×20 or larger) can hang a banner above their booth.  The max height is 20’ from the floor to the top of the banner.

Encore has the exclusive at the Charlotte Convention Center. Learn More >

The point of contact for Encore is:

William Dail
Area Director of Venues
Hybrid+ Certified

O +1-704-339-6183

Exhibitor Alert!

Please be careful when contacted by a third-party vendor posing or leading you to believe they are working on behalf of SHPE. The repeat offenders are housing companies and list rental companies. If you are contacted by any company you find suspicious or you want to make sure they are an authorized vendor for SHPE, please contact us at If possible, please include any email communication you received from them.
Housing Company:
ResQuest is the official SHPE housing provider. Book your housing via the SHPE housing link.
List rental companies:
We do NOT rent or sell the SHPE registration list.

Register Here to Attend

Fill in the form, or, if you prefer, Send Us An Email