2025 Exhibitor Resources

The hall is not carpeted. You may choose booth flooring and other furnishings to complement your booth space. See the Exhibitor Services section for information on ordering fixtures and furnishings.

The exhibit hall is in Hall A located on level 1 of the Greater Richmond Convention Center.

Back to top ^

Due Dates & Deadlines

The document linked below contains a comprehensive list of due dates and deadlines for all partnership levels. Note that some of the benefits listed may not be included with your package. Please review the 2025 prospectus for a list of items included with each package.

Back to top ^

Exhibitor Profile

Shortly after registering for your exhibit booth or sponsorship, you will receive an email from our exhibitor management platform, MapDynamics, with instructions to access the exhibitor portal. If you have not received your access link, please reach out to [email protected] for assistance.

Once you receive your MapDynamics access link, log in to complete your company profile by adding your logo, a company description, contact information, social links, onsite representative details, products, services, and more. Your profile will be visible to attendees so we encourage you to fill out all of the tabs and utilize the various profile features. We may also use the information in your exhibitor profile to promote your participation at the conference so please be sure it is complete and accurate.

Administrative Contact: The individual and email address listed in your Administrative tab will be who we use as the key point of contact to relay all important conference information.

Public Contact: This email address will be visible on your exhibitor profile that attendees can see. To reduce spam, we hide this email address until closer to the date of the conference. You may want to use a general info@ or contactus@ email for this field.

Contact Form Email: Attendees can submit a contact form through your exhibitor profile. The email address entered in this field will be where any contact form submissions are forwarded.

NOTE: The representative details in your profile are for informational purposes only. To register your representatives for the conference, follow the instructions below.

Back to top ^

Registering Representatives

REGISTRATION OPENS IN MARCH

You will be receiving instructions on how to redeem the registrations included with your partnership package prior to registration opening in March.

Sponsors and exhibitors have access to up to two (2) additional full conference registrations at a discounted rate of $350. Additional badges beyond the two will be charged at full conference registration rates. You will be able to purchase additional representative badges when registration opens in March.

The deadline to register your representatives is November 3, 2025. After this date you will be required to register onsite as a full conference attendee.

Back to top ^

Furnishings, Shipping, & Material Handling

Fernis the contracted exhibitor services provider for this event. Exhibitors will receive an email invitation from Fernto access the exhibitor services kit with information on ordering fixtures and material handling.

Login to the Fern Exhibitor Services Portal to order furnishings for your booth, view material handling rates, and print shipping labels.

Back to top ^

Electrical & AV

Use the links below for information on ordering electrical hookups, AV equipment, and high-speed internet connections.

Back to top ^

Exhibitor Engagement/Passport to Prizes Program

The Passport to Prizes Program creates incentive for conference attendees to visit YOUR booth. Each exhibit booth will have a unique QR code that attendees can scan using the conference app. Once attendees have visited all of the exhibitors/scanned all of the codes, they will be entered into a prize drawing.

All exhibitors will be included in the Passport to Prizes program. Receive even more exposure by donating a prize! Exhibitors that donate a prize will be recognized in the conference app and during the prize. Email [email protected]to sign up for a prize donation!

Back to top ^

Attendee List

CERFdoes not sell the conference attendee list. As a participating sponsor or exhibitor, you will receive the attendee list as a part of your partnership package at no additional cost.

The attendee list will be sent one month prior to the conference with an updated list sent two weeks before the event. A post-event attendee list will be sent within one week after the conference.

If you are contacted by an outside party advertising the sale of the CERF 2025 Conference attendee list, be aware these emails and solicitations are spam. If you receive an email from anyone outside of the CERFoffice claiming to have access to the attendee list, please do not respond and forward the email to [email protected]

Back to top ^

Cancellation Policy

In the event that the exhibitor and/or sponsor notifies CERF of the exhibitor’s and/or sponsor’s intent to repudiate the contract after acceptance, but prior to 30 August 2025, a full refund of monies received, less a $250 cancellation fee per booth, will be made. A penalty of 50% of the cost of the total booth space contracted will be imposed for a written cancellation received between 31 August 2025 and 1 October 2025. No refunds will be given for cancellations sent in after 1 October 2025. Cancellation fees will be imposed uniformly and will apply whether or not the space is resold. All sponsors are subject to the review and approval of the CERF Governing Board and the CERF 2025 Conference Committee.