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Exhibitor Help Desk

SPONSOR & EXHIBITOR DEADLINE: Monday, March 2, 2026

Onboarding & Exhibitor Portal Guidance

IUCX strives to make the exhibiting process as easy as possible. By following this guide, exhibitors can stay organized, meet deadlines, and enhance their visibility to attendees, ultimately maximizing their impact at the conference.

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Please keep in mind: This is comprehensive, but not an all-inclusive guide.

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For help during the registration process on selecting booths, sponsorships and booth staff please click the button below.

    • Please make sure that all IUCX emails are whitelisted.    

    • Specific IP email addresses for Cvent (which is the platform we use and where emails come from are: 

      • 198.207.147.224/27 – for Cvent emails 

      • 204.239.0.224/27 – for Cvent emails 

      • 216.230.14.224/27 - for Cvent emails 

    • View exhibit hall floor plan on the IUCX website IUCX | 2026 Exhibitors 

      • Available booths will be indicated in white.  Have 2-3 options in mind before starting the registration process, just in case someone has already selected your first option.  We try to keep the online floor plan updated promptly. However, when multiple people register at the same time, a taken booth may not be indicated on the online floor plan yet.   

  • 1. Complete the online registration process 

    • See the help center for step-by-step instructions on how to register. 

    • Registration will show pending for approval.   

    2. Once your registration has been approved, an automatic confirmation email will be sent from our registration portal. You will also receive a personalized email from the exhibitor manager, Shawnna Ansley, the email will come from sansley@iucx.org  

    The personalized email will contain: 

    • Confirmation of Level of sponsorship (If sponsoring) 

      • You will also receive your comp code for the complimentary registrations that come with your level of sponsorship. 

    • Confirmation of booth size and booth number 

      •  Link to submit your Company Profile and Products and Services. Important to complete - this information is listed on the IUCX website, conference app and listed in the printed exhibitor catalog if received by the print due date.  

    • Invoice for payment due or a copy of the invoice paid. 

    • Please note that all exhibiting companies must be paid in full prior to being allowed to set up their booth space onsite.   

    3. After registration, you will also receive an invitation to the Exhibitor Portal.  The portal is a crucial part of being a successful IUCX exhibitor. The person who registers for the booth space is considered the ADMIN in the Portal. The Administrator needs to be the main point of contact (POC) for the event.   

    • The invitation will be sent to the registration email address and comes from events@iucx.org 

  • Please remember that booth space does not include table(s), chairs, waste basket, Wi-Fi or Electrical.  Please make sure you order needed items from our 3rd party contractors.  Order forms can be found in the exhibitor kit and in your Task. Make sure you have checked the Quick Facts sheet for shipping dates if you are shipping booth or booth materials. The Quick Facts sheet can be found in the exhibitor kit and in the exhibitor portal under Task. 

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    Single Booth Fee Includes: (10’ x 10’ and 10’ x 20’ booths) 

    • Carpet (No Carpet Padding Included) 

    • 1 Booth Staff Registration 

    • 3' side rail drape and 8' back wall drape 

     

    Island Booth Fee Includes: (20’ x 20’ and larger) 

    • A prime booth location located in a high-traffic area. 

    • 1 Booth Staff Registration 

    • Multi-sided access to your island booth 

     

    If you ship items for your booth but do not want to incur the cost of shipping items back. You can donate unwanted items at the end of the conference. IUCX partners with a local charity to help the community. Just notify us of unwanted items and leave your items in your booth on Thursday or Friday morning. The IUCX team will pick them up. It's that simple! 

  • It’s important to add your company logo, virtual banner, company profile, website link, and any other important content.  All the information that is added to the Exhibitor Portal (see next drop down) will feed into the conference app when it goes live. Make sure your company stands out on the app at the conference.

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    A total of 3 attendee lists will go out to each exhibiting company. The list will be sent to the POC only. (The POC will need to share the list with other team members.) The first list will be sent 4 weeks before the conference. The second list will go out 2 weeks before the conference.  A final attendee list will be sent 2 weeks post-conference. Per the IUCX privacy policy, the Attendee list only contains Name, Title, Company and Company Address only. Emails and phone numbers are not included on the list. (Only if you purchase the Lead Capture Scanning will you receive email and phone number on the Lead Capture report.  When the attendee allows you to scan their badge at conference, that is permission for the email and phone number to be released on that report.) 

     

    To help your company have a successful conference, make sure to use the attendee list to start reaching out to potential customers.  You can set up private consultations and meetings on Wednesday and Thursday of the conference week from 9:15 am and 11:15 am in the exhibition hall.  The hall is closed to other attendees during this time. The private demo and consult time gives you a great opportunity to speak to potential clients when the hall is quiet and with no interruptions from other attendees.  (All meeting invitees must be an IUCX registered attendee.) 

  • With your booth staff registration team members can participate in all the workshop sessions, general sessions, breakfasts and lunches on Wednesday and Thursday, and the IUCX networking events.

    Use these opportunities to network with attendees. 

    For example- Attend workshops that coordinate with your company’s products and services.  If you sell payment platform software, attend a Billing and Payments workshop session.  This is a great way to meet and network with utility attendees.   

     

    How to draw attendees to your booth space: 

    a. Be engaging with attendees   

    b. Play a game at your booth 

    c. Have fun or unique giveaways 

    d. Participate in the Exhibit Hall door prize drawing (Details in exhibitor kit/task) 

    e. Have food or entertainment at your booth space 

    Yes, you are allowed to have food and entertainment at your booth space.  However, food items (other than packaged candy giveaways) must be purchased through the convention center catering service. The exhibitor manager will approve the ordered item. The approval process will catch any possible overlap with one another or a sponsored snack, break or reception.   

    If you plan to have booth entertainment, please reach out to the Exhibitor Sponsor, Shawnna Ansley, for approval.  If your entertainment is a person, such as an artist or magician, that entertainer is required to be registered at no fee to the exhibitor.

  • After the conference, please complete your exhibitor survey.  A QR will be given out in Thursday booth handouts. It’s quick and easy, just scan and complete the short survey.  Your feedback is very important to us and helps us make decisions concerning next year’s conference.

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    Have a great show and please don’t hesitate to reach out with any questions. 

Step-by-Step Guide for the Exhibitor Portal

If you have any Conference Sponsorship or Exhibitor questions, please contact: 

Shawnna Ansley, Sponsorship & Exhibitor Mgr, (903) 893-3214 ext 111 | sansley@iucx.org

Shawnna Ansley

Sponsor & Exhibitor Manager

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Eden Watson

ENGAGE311 Manager

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If you have any ENGAGE311 Sponsorship or Exhibitor questions, please contact: 

Eden Watson, ENGAGE311 Mgr,

(903) 893-3214 ext 104 | ewatson@iucx.org

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