Exhibitor fees for the Basic/Standard 10’x10’ booth package are:

• non-profit organizations – $1,250 standard rate
• for-profit businesses – $1,750 standard rate

The cost for a space in the Career Pavilion is $350, and includes a 6′ table and 2 chairs.

Each Standard 10′ x 10′ Booth includes the following equipment:

• 1 – 11” x 17” Identification Sign with Company Name and Booth Number
• 8’ High Draped Back & 3’ High Side Walls (white)
• 1 – 6’L x 24”W x 30”H Skirted Table (white)
• 2 – Plastic Contour Chairs
• 1 – Wastebasket
• 1 – Standard Electrical Outlet (5 Amp located at the back of your booth)

A Standard Electrical Outlet can accommodate 1 laptop or 1 small device.

The Career Pavilion is meant for Organizations who wish to share information with attendees on their STEM programs. Career Pavilion space will include a 6’ table and 2 chairs – there is no pipe and drape and electricity is not included. These areas are for information sharing purposes and do not include the full set-up of the Expo.

Booth placement and configuration will be determined based on -various criteria, including sponsorship level, date by which all exhibit information is received, and special needs for your exhibit.  You will be able to specify your location preferences by thematic pavilion in the Exhibitor Portal.  We will release booth numbers and locations in early 2020.

The 2020 Festival Floor plan is being finalized and will be shared soon! 

You can still find your booth number in your 2020 GoExpo Exhibitor Profile and use this number to purchase items from the GES Espresso site!

All exhibits should be highly interactive and targeted at a 10th grade level or below understanding of science. Please refrain from using static displays. The best exhibits are typically those that have a clear take-home message. We strongly encourage having scientists and engineers at the booth to interact with people and answer questions. For useful tips on how to create an impactful exhibit, read our Top Ten Tips to Create an Exhibit that Rocks! Click here to open, review and print this PDF.

Yes we do! Here is a fun tutorial video on the next steps to guide you through the Exhibitor process:
USASEF Tutorial Video Link

The Exhibitor Portal is an online tool where all Expo exhibitors and performers update their contact and exhibit information, as well as pay for their booth space. Exhibitors are provided with log in and password information via email once they have registered to participate.

For further explanation, click our Tutorial Video here

Each confirmed exhibitor will be asked to provide the following on the Exhibitor Portal:

• Exhibit Profile Information
• Confirmation of a Vehicle
• Risk Assessment Form
• Proof of Insurance

The GES Exhibitor Expresso Ordering Site is the ordering platform that the USASEF Exhibitors use to access the 2020 Exhibitor Manual and ordering forms to purchase additional materials, including: Electricity, Internet, Carpet etc.

All exhibitors will be provided their booth number in early 2020; this email will enable you to log in and complete the needed forms.

For further explanation, click our Tutorial Video here

The Exhibitor Portal is the online platform that ALL exhibitors are required to log-into to fully register for the 2020 Expo. This is where you will provide your Exhibit information, Risk assessment form and proof of insurance.

The GES Exhibitor Expresso Ordering Site is the ordering platform that the USASEF Exhibitors use to access the 2020 Exhibitor Manual and ordering forms to purchase additional materials, including: Electricity, Internet, Carpet etc.

• Click here for the 2020 Exhibitor Manual
• The Exhibitor Manual will be your one stop shop for accessing all exhibitor order forms and important updates.

If you need to purchase additional services in excess of what is explained above, please order from the following vendors:

• Hi-Tech Electric – handles electrical needs above the package offering, labor to distribute the power in the booth (i.e. if you need the power in the front right corner instead of the back of the booth) and plumbing/water requests.
• Smart City – handles all wired and wireless internet and telephone requests.
• Aramark – handles all food and beverage requests.
• CSI – handles overall event security and booth security requests.
• GES – handles all furniture, carpet, sign hanging, installation and/or dismantle labor, freight services to include material handling and the option for inbound/outbound shipping to and from show site and can assist with providing specialized display pieces or furniture if required.

*Please note: The vendors listed above are exclusive to Festival Services.  If you are looking to work with an outside vendor for any of the services listed above, you must first speak with the Festival Team prior to scheduling any services.

The ordering forms for the above services can be found online through the GES Exhibitor Expresso Ordering Site.

Click here for the 2020 Pricing and Important Deadlines

Your entire exhibit must be contained within your booth space.

Storage of any boxes or supplies must also be contained within your space.

Additional storage space is available at an additional cost from GES.

• Lots of energy
• Bottled Water and Snacks for your booth staff/volunteers
• Your mobile phone
• Phone numbers of all your staff and volunteers who will be working the booth throughout the weekend
• UL-approved extension cord(s)
• Tape
• Your Festival T-shirt. If you are planning to wear one, we recommend layered clothing.
• Any signage, materials, and equipment you need for your exhibit
• A camera to take pictures of your booth for your next newsletter

• Backpacks and large bags
• Large flags and banners (except as noted)
• Weapons, dangerous objects and illegal substances
• Food and beverages (with review, samples sizes permissible)
• Pets
• Whistles, Artificial noise makers
• Laser pointers
• Umbrellas
• Alcohol or smoking

A Mobile Spot is defined as any of the following:

• Vehicle (self-propelled or towed) – car, truck, motorcycle
• Mobile Lab or Simulator
• Bus or Large Commercial Vehicle
• Railed Vehicle – Train or Tram
• Watercraft – Ship or Boat
• Aircraft – planes, spacecraft
• Containers – Shipping containers or designed displays that are over 5,000 lbs and require specialized equipment for placement.

*Please note: Trailers used to transport and move materials into the building that have no practical application to the display, CANNOT be placed in the building during the run of the event. Using a branded trailer as a backdrop for a display is not a practical application and will need to be removed from the show floor.

If you plan on bringing any of the above into the convention center, you will need to provide a full description on the Exhibitor Portal.

A substance is defined as any of the following:

• Chemicals
• Gases
• Liquids (includes water)

If you plan on bringing any of the above into the convention center, you will need to provide a full description on the Risk Assessment form, located on the Exhibitor portal.

If a third party is delivering any of the above to the convention center, you will need to provide a full description on the Risk Assessment form, located on the Exhibitor portal. You will also need to specify the provider and the quantity ordered.

This will be a targeted move-in due to the size of the event.  Exhibitors are required to follow the target schedule based on the NSF of your booth and this schedule will be available when the GES Exhibitor Expresso Ordering Site is released.

The target schedule is critical to ensure the efficiency in servicing all exhibitors in and out of the building.  If you are not able to move in during your target time, you must contact GES and notify them so that arrangements can be made to prevent negative impact to exhibiting neighbors and the overall event.  Failure to notify GES may result in penalties applied to Material Handling billing for this event.

Inquiries and notifications can be directed to GES at 800-475-2098 – USA or 702-515-5970 – International. They can also be contacted via chat at http://www.ges.com/chat.

Exhibitors will have two options of shipping materials to the show:

Advanced warehouse – materials sent in ahead of the move-in date to be stored and delivered directly to their booth.  The advanced warehouse address and shipping deadline will be published when the GES Exhibitor Expresso Ordering Site is released.

Direct to Showsite by use of the Marshaling Yard – There is limited surface street access around the Walter E. Washington Convention Center and POVs (Personally Owned Vehicles) or Commercial Freight Carriers CANNOT come directly into the Convention Center.  They will need to first check into the Marshaling Yard prior to being dispatched over for unload.  Based on your target move – in day and time, it is recommended that you check into the yard 2 hours prior to your target time to keep within the schedule.  Any vehicles coming directly into the Convention Center will be turned away and directed back to the Marshaling Yard for check-in.  The address and hours for the marshaling yard will be available when the Exhibitor Ordering Site is released.

The Walter E. Washington Convention Center is a Union Facility and all materials received through the dock or not qualified as hand-carry will be subject to Material Handling Charges based on the overall weight of materials identified for your display booth.

The hand carry requirement for this purpose is any material that can be carried into the convention center by one person in one trip without the use of any equipment (cart, hand-dolly, or any wheeled platform).  Display pieces in rolling cases are excluded and are considered hand-carry as long as the one person, one trip qualification is followed.

There is a hand carry entrance on the corner of 9^th and Mt Vernon. The hand carry requirement for this purpose is any material that can be carried into the convention center by one person in one trip without the use of any equipment (cart, hand-dolly, or any wheeled platform).  Display pieces in rolling cases are excluded and are considered hand-carry as long as the one person, one trip qualification is followed.

Expo halls will have security guards at the entrance during the move-in/out hours and exhibitors will be asked to show credentials. Expo halls will be locked overnight. However, if you have valuables, we recommend that you hire a private security firm specifically for your booths. Washington Convention Center, USASEF, CSI, and their agents are NOT liable for any lost or stolen items.

If you need to purchase additional security from CSI, you may access the ordering form through the GES Exhibitor Expresso Ordering Site.

Yes, every exhibitor is required to provide a Certificate of Insurance. This document can be uploaded on the Exhibitor Portal.

If you are unable to provide a Certificate of Insurance through your pre-existing insurance policy, you will be required to purchase a coverage plan through Rainprotection.net

The webinar sessions start with a brief slide presentation about the Expo logistics, including move-in/move-out procedures, Convention Center rules & regs., ordering special booth items and much more! We will end with a Q&A session for any additional questions. Click here to sign up for one today!

We strongly recommend that you use public transportation!

By Metro:  The Convention Center is easily accessible by the following Metro Stations:  Mt. Vernon Sq/7th Street/Convention Center Metro Stop, Gallery Place – Chinatown and Metro Center.  View the interactive Metro map here.

By Car: Traveling by car or van, you will need to park at one of the public parking facilities surrounding the Convention Center.  Car and van drop offs are not permitted at the Convention Center. Please park your vehicle first and then walk to the Convention Center from your parking location.   To access a list of public lots click here.

Parking: To reserve your parking spot, visit the USA Science & Engineering Festival SpotHero Parking Page and book a spot near the Washington Convention Center with rates up to 50% off drive-up.

New to SpotHero? Click here to download the SpotHero app.

By Bus: Bus drop-offs are permitted at the Convention Center in designated areas only.  Buses are not permitted to stage at the Convention Center during the event.  If you are planning on traveling by bus, Festival planners will contact you to coordinate drop-off and pick-up details.

The USA Science & Engineering Festival has partnered with onPeak to provide you with affordable hotel options for your trip to Washington, DC.  Available only through the official hotel reservation page, rooms are limited and available on a first come, first served basis.

Click here to view the official hotel reservation page. 

Warning:  We have received reports that other companies are posing as official travel vendors for the USA Science and Engineering Festival. They are NOT affiliated with the Festival in any capacity. For your own protection, we ask that you exercise caution when making your hotel and travel arrangements. The Festival only guarantees hotel room rates or availability during the show dates for reservations made through onPeak, the official hotel provider.

If you choose to book with a vendor not endorsed by USA Science & Engineering Festival, we strongly encourage you to verify their credentials before doing business with them, and then independently confirm that your reservations have in fact been made and will be honored by directly contacting your chosen hotel.