Urbana 25 Exhibitor Information

This marketing kit has everything that you need to spread the word and mobilize people for the conference.

Outside food and beverage are not allowed in the facility.  Food and beverage may be purchased through Aventura, the Phoenix Convention Center’s exclusive provider.

Yes, we encourage booth giveaways! When you consider what to distribute, please be considerate of the fact that most attendees have traveled to the conference and may have limited space in their luggage. Among other items, please note that you are not allowed to giveaway stickers!

All booth spaces are assigned by the Urbana team, with careful thought given to placement.  Each booth will be open on three sides and face a large aisle, to generate as much exposure and foot traffic as possible. Your booth number will be distributed to you in the autumn. Mobilization Hub Map and Booth Numbers.

Yes, our contracted service provider for helping with shipping your items to/from Phoenix is Heritage Exposition Services.  A link to the decorator kit (where you can find shipping and ordering information) can be found here: Urbana 2025 Decorator Kit.pdf

Our decorating company, Heritage Exposition Services, can help you with shipping your booth materials to and from Phoenix.  There is an advance shipment warehouse available that can store your items and they will be delivered by Heritage to your booth space when you arrive.  More instructions on shipping and labeling your items are available in the Heritage decorator kit.

Each organization will have to determine the best way to collect participant data.  We recommend putting together a questionnaire for your representatives to fill out with participants you encounter.  This can be done digitally (through a simple form) or with a pen & paper!  Urbana is counting on you to engage students individually as you speak with them at your booth space.

Here! The decorator kit contains important information and forms to fill out if you want to rent additional tables, chairs, carpet, Wi-Fi, or other furnishings for your booth space.

NOTE: You will not be able to place an order with the decorator until you are assigned a booth number (no later than early November). We want you to be able to review the kit now though, so that you can begin to plan and budget for your booth space.  Here’s a link to the Decorator kit: Decorator Kit

In October, our registration team will email your main point of contact 10 registration codes that can be distributed to your onsite team. Once they arrive onsite at Urbana, your team members will each go through an onsite registration and check-in process to receive their credentials.

If you want to purchase additional exhibitor conference passes, those are available for purchase for $249 + processing fees each at this link by using the code SPONSORU25 at checkout. Note: Conference passes do not include transportation, meals or housing at Urbana, and conference passes are non-refundable.

Yes, this is okay.  You may distribute your 10 free passes to individuals who are helping in your booth space or who are a part of your seminar.  We are asking that each organization bring a full team of 10 representatives to help serve students onsite at Urbana though.

Yes, you may transfer your exhibitor conference pass to another exhibitor. Talk to the onsite group leader for your organization to determine the best way to give access to the new exhibiting participant.

While we deeply value families, Urbana 25 is unable to accommodate children. Please make outside arrangements for childcare if you plan to attend and/or serve during the conference.  All children under the age of 16 are not allowed in Urbana conference venue spaces.

We provide ample opportunities for your organization to connect with students at Urbana. Participant safety is of the utmost importance. You should never meet with participants in hotel suites, private rooms, or after Urbana programming is over. Please contact the Director of Mobilization Partnerships if you have further questions.

https://www.phoenixconventioncenter.com/pdf/Facility%20Guide.pdf

https://www.phoenixconventioncenter.com/pdf/Operational%20Policies%20and%20Procedures.pdf

https://drive.google.com/file/d/1t2DMdBQozgk13ObWs54RWirVSRcSTXm8/view

There are several options for transport to downtown Phoenix if you are arriving by air: Rent a car or grab a Lyft/Uber/Waymo (the driverless car!).  Additionally, there is public transit that costs only $2—while it takes more time, it is available.  More information about the Phoenix public transit system from the airport can be found here: https://www.skyharbor.com/ground-transportation/public-transportation/

Connect with your team leader for your organization to figure out a good late-arrival plan for you.  Late exhibitor registration & move-in will be available from 9am-11am on December 29^th.  Please let our team know when you arrive though, by visiting the Urbana 25 Guest Services Center, located in the Phoenix Convention Center at the 3^rd Street Entrance of the North Building.

While we cannot guarantee anonymity or complete protection, our aim is to provide options that support participants who may have concerns about being identified. Attending Urbana does carry some risk though—particularly in the age of social media and mobile devices with cameras.

At onsite registration and check-in, you may:

• Use a pseudonym (first and last name) on your name badge.
• Request a special lanyard that signals your preference not to be photographed or recorded.

Each organization should make the decision about who attends Urbana based on their own comfort level and independent risk assessment.

• We recommend arriving in Phoenix the evening of December 27th.
• Exhibitor onsite registration and check-in will take place from 9am-11am on December 28^th at the Urbana Guest Services Registration & Check-in area, in the North Building of the Phoenix Convention Center at the 3^rd Street Entrance.  Each exhibitor must complete the onsite registration and check-in process to receive proper exhibitor credentials for Urbana 25. (Please make your own housing arrangements in advance and in accordance with your arrival and departure travel schedule.)
• You must complete the onsite registration & credentialling process BEFORE you begin booth set-up.

Additional move-in instructions (including where to go to unload your vehicles, trucks, etc.) can be found at this link.

You may begin taking down your booth space at 7pm on December 31, 2025.  All exhibitors must have their booth items loaded, shipped, and out of the exhibit hall no later than 11:45pm on December 31, 2025.  No exhibitors will be allowed exhibit hall entry after that date/time. Heritage, our decorating company, will help you with outbound shipping to ensure your booth items are shipped to the correct location.  The final plenary session of Urbana 25 will take place from 10:45pm-Midnight on December 31^st.  You are welcome to stay for this final session or depart anytime after the close of the Mobilization Hub at 7pm on December 31^st. (Please ensure you have a tear-down team to take down and clean up your booth space!)  Don’t forget to plan your travel and hotel reservations with move-out in mind!

There are several public spaces throughout the convention center to meet with your team before the Mob Hub opens.  We highly encourage finding an alcove in the Convention Center, or meeting with your team outside!  (It is Phoenix in the winter, after all!) Once the Mobilization Hub is open, you are welcome to meet with your team inside your assigned booth space.