How do I reserve a booth?
Booth space is still available for the 2026 Annual Conference. Click HERE to reserve your space.
I have my booth reserved. How do I register myself and/or my booth staff?
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.”
I’m trying to register myself/my staff, but the form says they’re already registered. Now what?
This means that you may be already registered with another role such as attendee or presenter. Just drop us an email HERE with their name and email address so we can update them. Since they’re already registered, you can skip adding them as a part of this registration form. If you need to assign a Lead Retrieval license to them, you can notify us via email.
Can you tell me more about the Lead Retrieval offered through Conference Tracker?
Lead Retrieval – For more information on Lead Retrieval see this FLYER. If you wish to add Lead Retrieval, a separate license is required for each Booth Representative that will use it. You will assign the licenses when you purchase Lead Retrieval, so booth representatives must be registered first. To start click on your profile image in the upper right corner to open the drop-down menu and then select “Manage License.”
From there select “Yes” if you wish to purchase Lead Retrieval and then select your registered Booth Representatives to assign the licenses to. Once you agree to the terms and confirm, you will be taken to the payment page.
The Conference Tracker Lead Retrieval app will allow you to easily scan the QR codes printed on each attendee badge by scanning it with your smartphone. Once scanned, the attendee’s information will be stored in your profile to utilize for further communication or engagement through the app. Using Lead Retrieval will also allow you to utilize the gamification features available through the Conference Tracker app to reward your future customers for visiting your booth! Learn more HERE.
When does Early Bird Pricing end for Lead Retrieval?
To receive the maximum savings on your Lead Retrieval licenses, purchase them by March 1, 2026. After March 1, all licenses must be purchased at full price directly through Conference Tracker.
What are Push Notifications?
Push notifications are brief messages sent from you to attendees via the Conference Tracker app. They will consist of a title and a message. If attendees press the notification itself, they will be taken to your company profile where they can request more information, peruse your virtual booth, or schedule an appointment with you.
You can purchase up to NINE notifications to share during the conference when you register your staff. Push notifications are $50 for the first and $25 for each additional one.
I need more information about shipping my booth materials or purchasing other exhibitor services. Where can I find that?
The exhibitor services manual was emailed from Hollins Exposition Services on February 13. EMAIL us if you did not receive the email with the login information for online ordering directly through Hollins, or CLICK THE BUTTON AT THE TOP OF THIS PAGE to download a copy.
I would like to donate a prize to be awarded during the VAAEYC-led attendee games at the VAAEYC booth. Who should I contact to coordinate this?
We’d love that! Contact us HERE.
I’m not able to participate as a vendor this year, but would still love to support the conference in some way. Are there other sponsorship or advertising opportunities available?
Absolutely! To learn more about Annual Conference Sponsorship opportunities, please click here. To learn more about advertising opportunities that are still available, please click HERE. Have questions or an idea for supporting the VAAEYC Conference that you don’t see listed? Email us, we’d love to discuss your thoughts!
Where can I find more information regarding exhibit hall hours?
Wednesday, March 11
10:00 a.m. – 2:00 p.m. | Exhibit Contractor Set-Up
2:00 – 8:00 p.m. | Exhibitor Move In
Thursday, March 12
7:00 – 9:00 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
More exhibitor information can also be found HERE.