Additional important details and answers our exhibitors need to know can also be found on our
Exhibitor FAQ page.
Booth staff and company representatives
IF YOU HAVE NOT YET REGISTERED YOUR BOOTH STAFF IN CONFERENCE TRACKER, PLEASE DO SO BY FRIDAY, MARCH 6, 2026. Please note that booth sales are closed.
When you reserved a booth with VAAEYC it was done in Conference Tracker (a conference management platform) and you now automatically have a presence in the Conference App with a Virtual Booth. Please follow these step-by-step instructions to make sure you have all of your booth staff registered and that you maximize your exposure to attendees.
Start by logging into the Portal HERE.
The login email will be the Exhibitor Administrators email. If you don’t know who the Administrator is, please email us HERE.
If you have participated in a past VAAEYC Conference, you will need to select the current one to login to. You will then enter your password and there is a “forgot password” feature if you do not recall.
Once you are logged in you will see the Dashboard which should look like the image below.
(Note that if you are also an attendee or a presenter – you will have to select “Exhibitor Administrator” from the drop down menu next to “View As.”)
To add Exhibitor Representatives (Booth Staff):
First click on “Exhibitors” from the left menu and then select “Exhibitor Reps” then select “Create” to begin.
Notes:
- Nothing else will need to be completed unless preferred.
- Complete the top portion of the form.
- All booth staff need their own email.
- There is no card number – leave this field blank.
- Clear out the password field – no password has been set – you will receive an error if you do not clear this field.
- Do not change the role.
- Select if the Representative would like their contact info shared.
- Leave selection as “active.”
- Under contact information – enter as much information as is needed or desired.
VERY IMPORTANT: In the last box you must enter your Company Name as it was entered when signing up for a booth.
After clicking “Save Changes”, please click on the three-dot menu to the right of the new representative’s name, and select “Send Profile Update Invitation.”
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 log in to 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 Hampton, 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!
To purchase Lead Retrieval, please follow the steps here in the FAQ. To purchase this after March 11, 2026, you will need to contact Conference Tracker directly.
LOCATION
The Hampton Roads Convention Center is located at:
1610 Coliseum Drive
Hampton, Virginia 23666
TO ACCESS THE LOADING DOCK – when exiting off I-64 onto Mercury Blvd. (exit 263B), turn right onto Coliseum Drive, followed by a LEFT onto Pine Chapel Rd. Follow Pine Chapel Rd. for a brief distance; the loading dock parking area will be on the right just past the Embassy Suites. From the loading dock (first floor map), take the elevator to the 2nd floor; the exhibit hall will be Ballroom ABC (second floor map).
EXHIBIT HALL HOURS (Sorry! These were incorrect in the email!)
Wednesday, March 11
10:00 a.m. – 2:00 p.m. | Exhibit Contractor Set-Up
2:00 – 9:00 p.m. | Exhibitor Move In
Thursday, March 12
7:00 – 9:30 a.m. | Exhibitor Move In
9:00 a.m. – 5:00 p.m. | Exhibit Hall Open
Friday, March 13
9:00 a.m. – 5:00 p.m. | Exhibit Hall Open
Saturday, March 14
9:00 a.m. – 12:00 p.m. | Exhibit Hall Open
12:00 – 5:00 p.m. | Exhibit Tear-Down
In the past, VAAEYC has been able to offer coupons for concessions in the exhibit hall. Unfortunately, food and beverage prices are so high that VAAEYC is unable to continue providing this service. Food and drink will be available a la carte from the concessions vendor, located in Ballroom ABC.
Are you also an attendee or presenter? Check out the Attendee & Presenter Know Before You Go pages!