Additional important details and answers our exhibitors need to know can also be found on our Exhibitor FAQ page.
IF YOU HAVE NOT YET REGISTERED YOUR COMPANY AND/OR BOOTH STAFF IN CONFERENCE TRACKER, PLEASE DO SO BY FRIDAY, MARCH 28, 2025.
This step is critical to ensure you and your staff have badges, as well as for creating your online presence for your company in the App. Badges are required at all times. If you have not completed this step, click HERE. If online registration is closed, please see the Help Desk in the Grand Ballroom Foyer on Thursday morning to register and receive your badge.
CONFERENCE TRACKER – EXHIBITOR WEB PORTAL
All exhibitors have access to build a virtual booth through the Conference Tracker Exhibitor Portal. This portal is available from any web browser and will allow you to add robust content to what attendees will see about your company in their conference app.
Getting Started
You have likely already received an invitation from the platform to log in. This email has your unique login link as well, which will let you skip the login screen. These invites were sent to the email address you used to sign up for the exhibit space.
If you have not received these emails and they are not in spam, please contact us Here . Please note that we can not use the same email address for more than one person – each person must have a unique, valid email.
To login into the exhibitor portal in your browser (it’s mobile-friendly as well), go to the Conference Tracker website HERE, and click the GREEN “Log in” button at the top right. Enter the email address you used to register for the conference and click “Continue”.
The exhibitor portal is your tool to create a digital presence for our attendees that is as appealing and informative as your in-person space in Richmond, maximizing your visibility and ability to reach them.
Your exhibitor profile and “virtual booth”, both available to attendees in their portals and the app, give you the opportunity to share information about your company including who you are, what you offer, contact information, social media, videos, and files such as brochures and catalogs. This is a valuable tool for increasing your exposure and we highly encourage you to make use of it.
Another valuable tool the web portal offers for connecting with attendees is the Social Wall. This can be found in the right sidebar of your web portal dashboard, just under the VAAEYC logo. Click the “Social Wall” button to view and post text, photos, or files to the feed, or react to others’ posts.
CLICK HERE to access a Guide written by Conference Tracker specifically to share with exhibitors. This guide offers step-by-step instructions from start to finish and also details all of the many features in the app, complete with useful links and screenshots. We’ll give you the highlights on this webpage here, but PLEASE BOOKMARK THIS GUIDE as well. This platform has a LOT to offer that we think you’ll like!
EXHIBIT HALL HOURS
Wednesday, April 2
10:00 a.m. – 2:00 p.m. | Exhibit Contractor Set-Up
2:00 – 9:00 p.m. | Exhibitor Move In
Thursday, April 3
7:00 – 9:30 a.m. | Exhibitor Move In
9:30 a.m. – 5:00 p.m. | Exhibit Hall Open
Friday, April 4
9:30 a.m. – 5:00 p.m. | Exhibit Hall Open
Saturday, April 5
9:00 a.m. – 12:00 p.m. | Exhibit Hall Open
12:00 – 5:00 p.m. | Exhibit Tear-Down
EXHIBITOR HOSPITALITY ROOM
Exhibitors will find refreshments available throughout the day in the “Green Room” behind Grand Ballroom A. You will enter this room through the “back of the house” in the Convention Center. You will be required to have your name badge. VAAEYC staff will give you directions to the room, or you can check at the Help Desk.
In the past VAAEYC has been able to offer coupons for concessions that were available in the exhibit hall. Unfortunately food and beverage prices are so high that VAAEYC is unable to continue providing this service. Starting in 2024 we are only able to provide some beverages and light snacks in a “break room” for vendors.
Are you also an attendee or presenter? Check out the Attendee & Presenter Know Before You Go pages!