FAQ

On average the annual PASBO conference will have 800 - 900 attendees from all across the state of Pennsylvania.  Attendees range from, but are not limited to, Accountants, Business Managers, Assistant Business Managers, Technology, Facilities, Transportation and Food Service Directors along with their assistants. We also will have a few Superintendents attend as well.

All exhibit booths are 10’ wide x 8’ deep, Each exhibiting company is limited to no more than two exhibit booths. All exhibit displays must conform to exhibit area display requirements as described in the contract. PASBO reserves the right to enforce this requirement through dismantling of the exhibit as necessary.

• Identification sign with booth number, company name, city and state;
• Uniform booth drapes (blue & white) -  8'' high backwall drape and 36'' high side divider drapes.  
• One 6'' display table with cover and skirt;
• One trash can
• Two stack chairs
• Conference registrations for 8 (SUBJECT TO CHANGE)  company representatives per booth.

A full refund will be made by PASBO for cancellations of exhibit booth contracts received in the PASBO office on or before August 31.  A $300 service fee will be charged for cancellations received beginning on September 1 through December 1.  No refunds for booths cancelled after December 1.

If PASBO cancels the conference, the booth/sponsor contact person will be notified and have the option to request a full refund or apply payment to the following year’s conference.  Refunds will be processed within 60 days of event cancellation.  PASBO will consider a partial refund if the conference and/or exhibit hall is held in an alternate format, subject to cancellation language noted above. 

Yes, each exhibiting company and sponsor must be a current Business member of PASBO.

Exhibit Set-Up (SUBJECT TO CHANGE):

• Tuesday, March 14, 2023 - 12:00 p.m. - 7:00 p.m
• Wednesday, March 15, 2023 -  6:45 a.m. - 10:00 a.m.

Exhibit Hall Hours (SUBJECT TO CHANGE)

• Wednesday, March 15, 2023 -  10:30 a.m. - 3:00 p.m.
• Thursday, March 16, 2023 -     9:30 a.m. - 3:15 p.m.

Exhibit Take-Down Hours

• Thursday, March 16, 2023 -   3:15 p.m. - 6:00 p.m No booth may be dismantled prior to the designated time without permission from PASBO.  PASBO reserves the right to disqualify any vendor from any PASBO event for non-compliance with this requirement.

You may register up to 8 (SUBJECT TO CHANGE) company representatives per booth. We encourage pre-registration to avoid long lines onsite.

Your name badge is your passport into the exhibit area. If you wish to register more than 8 (SUBJECT TO CHANGE) representatives per booth there is a charge of $235 for each additional representative. 

Meals are not included with conference registration but meal tickets (lunch and Thursday dinner) can be purchased when pre-registering your representatives online. Any purchased meal tickets will be printed onsite with your name badge at Exhibitor Registration when you check in. Meal tickets will not be available for purchase onsite.  

Continental breakfast will be available on Wednesday and Thursday (no meal ticket required).

Lunch Option - Exhibitors can purchase lunch items on Wednesday and Thursday inside the exhibit hall. 

No, you must register each representative to reserve a hotel room. Registration opens on October 3. You will need to reserve a hotel room when you register each representative for a name badge.

Lodging is on a first come, first reserved basis and you must be registered as an attendee or booth representative to receive the link to reserve your room.

Kalahari Resorts and Conventions Poconos:

• $151 per room per night plus 9% tax

You can check in at 4:00 p.m. on the day of your arrival.  Check out time is 11:00 a.m. on the day of your departure. Guests are able to register for their guest room beginning at noon the day of arrival and will receive their water park wristband and access to the water park at that time. Access to the water park prior to noon the day of arrival is not available. There is an additional charge for a late checkout, please speak with the front desk.

Yes, all exhibit areas at Kalahari Resorts and Conventions Poconos are carpeted. 

Exhibits which include the operation of musical instruments, radios, talking motion picture equipment, public address systems or noisemaking machines must be constructed or arranged so that the noise resulting from the demonstration will not disturb adjacent exhibitors and their patrons.

Pre-packaged food (granola bars, crackers, candies, etc.) are permissible as giveaways at exhibit booths. All food samples at booths must be pre-approved by PASBO. Please contact Karen Rogers at krogers@pasbo.org.

A portion of the exhibit booth rental fee ($25) is used by the Exhibitors Advisory Committee to purchase prizes that will be distributed to members from drawings held several times each day in the exhibit area. Attendees visiting the exhibit area may register for prizes to be awarded by the Exhibitors Advisory Committee. During the conference exhibitors may award prizes at their booths during exhibit hours and post winners to the bulletin board near the General Registration Desk. PASBO is not responsible for individual exhibitor prizes.

Only current Exhibitors and Sponsors are eligible to request a hospitality suite on Tuesday or Wednesday night.  Hospitalities may NOT be co-hosted with non-exhibitors/sponsors.
The main purpose of the conference is to provide professional development programming for Pennsylvania''s school business officials. Hospitality activities may not conflict with this purpose and are expected to comply with the following rules:

• Hospitality rooms may be open only during the hours indicated on the following screen.  Please do not request food or beverage delivery from the hotel more than one hour prior to opening time.
• Hospitality rooms must be operated within the rules and regulations established by the hotel.
• All requests for hospitality rooms must be approved by the PASBO office. This is to include the date(s) and the name of the representative in charge.
• The PASBO Executive Director must approve all hospitality activities.
• The hotel and convention center is a smoke-free facility.

Failure of Business Members to comply with these rules may result in the termination of their membership and a prohibition from conference activities.

Once you have reserved your room through PASBO a packet of materials including food and beverage arrangements will be sent to the hospitality contact person by the hotel. If you have any questions, please contact Karen Rogers at krogers@pasbo.org

PASBO established an Admission of Exhibitor Representative and Reasonable Standard of Conduct to ensure a positive exhibit environment for business associates and members.

Exhibiting companies wishing to utilize the services of individuals other than their own associates, such as celebrities, entertainers, authors, etc., are required to seek approval for the activity 60 days in advance of the PASBO sponsored event to the attention of the PASBO Executive Director. The request shall include an overview of the proposed activity and provide enough detail to address how the activity will be conducted. Activities that are foreseen to be potentially disruptive to other exhibitors or violate the reasonable standard of conduct will not be approved.

The reasonable standard of conduct shall consist of representatives not being rude or offensive toward members or other exhibitors. Questionable dress that is considered too casual or revealing and entertainment that is excessively loud or unsuitable for an educational conference will be prohibited. PASBO reserves the right to terminate any activities and remove offending members during a PASBO event for failure to comply with the standard as defined. Non-employees of an exhibiting company will not be permitted access to the event without the prior approval of the PASBO Executive Director. Exhibiting companies failing to follow this procedure may be removed without refund and/or barred from future PASBO events for violations of this reasonable standard of conduct.

The official decorator and drayage agent is General Exposition Services. Information will be posted under the "Exhibit Kit" tab within the Exhibit Service Center. General Expo Services can be reached by mail at 205 Windsor Road, Limerick Business Center, Pottstown, PA 19464 or by phone at 610-495-8866.

Responsibility for various types of insurance coverage is that of each individual exhibitor. Each exhibitor will hold free of liability, in connection with property damage or personal damage to his agents and employees, the headquarters hotel, the Pennsylvania Association of School Business Officials and the employees of each such organization for loss, theft, damage or destruction of goods, or for any injury to themselves or employees while in the exhibit area or for any damage of any nature or character.

No flammable fluids, substances or materials of any nature, including decorative material that is not flameproof may be used in the booth.  Electrical wiring must conform to the National Electric Code Safety rules.  Each exhibiting company must comply with local fire regulations.