Exhibitor's Frequently Asked Questions
PEARCs of being a 2025 exhibitor!
This year, the exhibit space is being rebranded as the Collaboration Hub:
- The Collaboration Hub is centrally located in the Battelle Ballroom, serving as the heart of all PEARC25 activities
- New collaborative areas and interactive activities have been added for 2025 within the Collaboration Hub
- Strategic placement between PEARC25 registration and the plenary session/lunch area ensures maximum visibility for exhibitor booths
- All food and beverage will be served in the Collaboration Hub Tuesday through Thursday
- Gold and above Exhibitors have exclusive speaking opportunities available at the Exhibit Stage in the Collaboration Hub
- PEARC student video presentations will be showcased in the Collaboration Hub
- Posters will be displayed in the Collaboration Hub starting Tuesday when the space officially opens
- The Wednesday Poster/Viz Reception will take place in the Collaboration Hub
- The Collaboration Hub will remain open on Thursday so exhibitors can benefit from the Thursday plenary traffic
Where is the Exhibit space (Collaboration Hub) located at the Greater Columbus Convention Center?
The PEARC25 exhibit space is being designed as a Collaboration Hub that will be the center of all the action. Registration will be located just outside the exhibit hall doors and attendees will move through the exhibits to access all plenary sessions. Tuesday through Thursday, meals and breaks will be served in the same room as the exhibits, ensuring that all conference attendees will be drawn to visit the space. This year’s impressive exhibit hall space is large, modern, fully carpeted, and is surrounded by unique balconies that allow attendees to overlook the entire Battelle Ballroom space.
Exhibit Space Booth Vendor
PEARC25 is partnering with FERN as our exhibit space booth vendor. Your booth point of contact will receive an email that will include a personalized link from, FERN for all shipment details and to order furniture or extra signage. If you don’t know who you listed as your point of contact, please contact Laura Theademan and Ivanna Park at [email protected].
What is included with my Exhibit Space?
Exhibitors will receive a booth with a table, chairs, and a wastebasket, with space varying by exhibitor level. Conference WIFI and (1) powerstrip will be provided for each booth, courtesy of PEARC25. Booth sizes range from 80 sq. ft. for a Job Fair booth to 480 sq. ft. for Platinum-level exhibitors, with additional furniture added to larger booth size.
Booth Assignment and Forum Speaking Schedule
Gold-level and above exhibitors can select their preferred booth location and forum speaking opportunities spots by May 15. After May 15, all remaining booths will be assigned across all levels.
Diamond / Platinum levels receive 2 x 15 min time slots | Gold level receive 1 x 15 min time slot.
| Time | Tuesday, July 22 | Wednesday, July 23 | Thursday, July 24 | |
|---|---|---|---|---|
| Before Plenary | 8:30 am - 8:45 am | Cambridge Computer | Spot 6 | |
| AM Break | 10:30 am - 10:45am | Cambridge Computer | Amazon Web Services | Spot 15 |
| AM Break | 10:45 am - 11:00 am | Internet2 & CaRCC | Cambridge Computer | |
| PM Break | 3:40 pm - 3:55 pm | Spot 4 | Cambridge Computer | |
| PM Break | 4:00 pm - 4:15 pm | ACCESS | Spot 10 | |
| Poster / Viz Reception | 6:00 pm - 6:15 pm | Spot 11 | ||
| Poster / Viz Reception | 6:15 pm - 6:30 pm | Spot 12 | ||
| Poster / Viz Reception | 6:30 pm - 6:45 pm | Spot 13 | ||
| Poster / Viz Reception | 6:45 pm - 7:00 pm | Spot 14 |
PEARC25 Registration
Registration codes will be shared once payment has been received. Additional exhibitor passes are available for $450 each and can be ordered through the exhibitor chairs, Laura Theademan and Ivanna Park at [email protected].
Exhibitor Add-ons
Exhibitors can opt for add-ons like sponsoring a recharge lounge, coffee break, or Wi-Fi. Specific benefits such as session speaking opportunities and marketing promotions depend on your exhibitor level. You can find more details on this, and all other exhibitor related inquiries on the exhibitor prospectus which can be found on the PEARC25 website or by clicking here.
PEARC Exhibitor Planning Contact
PEARC25 has partnered with Executivevents to assist in preparation and onsite support of the PEARC conference. Lauren Holloway ([email protected]) will be the exhibitor’s contact for any questions about exhibit benefits, registration code usage, exhibit space or general onsite assistance.
The PEARC25 Collaboration Hub Floor Plan
*Booths still available!
Exhibit Space Booth Vendor
PEARC25 is partnering with FERN as our exhibit space booth vendor. Your booth point of contact will receive an email that will include a personalized link from, FERN for all shipment details and to order furniture or extra signage. If you don’t know who you listed as your point of contact, please contact Laura Theademan and Ivanna Park at [email protected].
I would like to have something printed for my Exhibit space. How do I do that?
You can order print items through the personalized link that our decorator, FERN will send you through their online portal. Please note, Exhibitors cannot have any signs rigged from the ceiling. This is a PEARC25 rule to keep things consistent. Columbus Printing Options
What am I allowed to do in my Exhibit space?
We hope that you will utilize your space in a way that is impactful to your organization. In the past we have seen organizations bring in tablecloths, pop-up banners, collateral marketing material, fun giveaways, or even add furniture. If you have a monitor to do video display, it must fit within your Exhibit space. You cannot serve outside food and beverage at your Exhibit space. Any food and beverage within your exhibit space must be ordered through Levy catering as the exclusive provider at the GCCC.
To order booth food, electrical, plumbing, rigging, or additional Internet for your exhibit please select the
“Order Utilities” menu item or click here.
On the site:
- Search for PEARC
- Create a user name/password account
- Enter your organization name as the booth name
What are the exhibit hall hours?
| Monday, July 21 | Tuesday, July 22 | Wednesday, July 23 | Thursday, July 24 | |
|---|---|---|---|---|
| Setup | 12:00 pm to 5:00 pm | 7:00 am to 8:15 am | ||
| Daily Hours | Exhibit Hall CLOSED | 8:15 am to 6:00 pm | 8:15 am to 7:30 pm | 8:15 am to 12:30 pm |
| AM Coffee | 8:15 am to 9:00 am | 8:15 am to 9:00 am | 8:15 am to 9:00 am | |
| Plenary | 9:00 am to 10:30 am | 9:00 am to 10:30 am | 11:00 am to 12:30 pm | |
| AM Break | 10:00 am to 10:30 am | 10:00 am to 10:30 am | 10:30 am to 11:00 am | |
| Job Fair | 11:00 am to 12:00 pm (Student program only) 12:00 pm to 12:30 pm (All Attendees) | |||
| Lunch | 12:00 pm to 1:30 pm | 12:00 pm to 1:30 pm | ||
| PM Break | 3:30 pm to 4:15 pm | 3:30 pm to 4:15 pm | ||
| Reception | 5:30 pm to 7:30 pm | |||
| Tear-down | 12:30 pm to 2:30 pm |
How do I get my Exhibitor Badge?
Registration will open between 4:00pm – 6:00pm on Sunday, July 20, and again at 7:30am on Monday, July 21. Registration will be in the Battelle Foyer in the Greater Columbus Convention Center, right outside of The Collaboration Hub.
How do I book a hotel room for PEARC25?
All the hotel block links are available on the PEARC conference website. Please note that registration for PEARC25 does not include a hotel room so those must be booked separately from your PEARC25 conference registration.
Lead Retrieval Pricing
Gold-level and above exhibitors will receive (1) handheld device with software pre-loaded as part of your exhibit level benefit. These devices can be pick-up and dropped-off at the PEARC registration desk. For new or additional requests, please refer to the pricing table.
| Early Pricing | Standard Pricing | Onsite Pricing | ||
|---|---|---|---|---|
| Order by Date: | 1/1/2025 | 6/7/2025 | 7/15/2025 | |
| Software Fee | The software license you can have on your own personal device | $200 | $250 | $300 |
| Additional Software Fee | Additional licenses for additional personal devices | $100 | $125 | $150 |
| Handheld Device Fee | The handheld, ideally for shared experience not passing around personal device | $200 | $250 | |
How to get setup in Fetch/ how to collect your leads
Please use the link in the welcome email to set up your account within the lead retrieval platform; Fetch. Once logged in, click on the event and confirm the main contact to purchase a license. Once licenses are purchased, you’ll need to assign each license to the exhibitor staff that will be onsite capturing leads. When staff are assigned to purchase licenses, they will receive an email about how to login and use the Fetch app, to scan leads onsite.
Poster/Viz Reception
All attendees are invited to the Poster/Viz reception in the exhibit hall area on Wednesday, July 23rd immediately following the last session till 7:30 PM. This is a great opportunity to browse poster and video demos, visit interactive exhibits and network with vendors.
Where do I ship my freight?
Your booth point of contact will receive an email that will include a personalized link from our decorator, FERN for all shipment details that can be sent starting 30 days in advance (June 18, 2025). If you don’t know who you listed as your point of contact, please contact Laura Theademan and Ivanna Park at [email protected].
Can I bring my booth items with me?
Yes – absolutely! You can park at the Greater Columbus Convention Center.
When do we have to dismantle our booth?
To maximize attendee engagement throughout the PEARC conference dates, the Collaboration Hub will be open on Thursday, July 24. This dynamic space will remain accessible until the closing plenary session includes at 12:30 PM, when attendees leave the session and exit through this defined space. We are excited
that the exhibit hall is centrally located to all the vibrant activities at PEARC25, and we believe this extended time will enhance participation and enrich everyone’s experience. Don’t miss out on this chance to engage, collaborate, and make the most of your time at PEARC!
How do we ship items out after the program?
Please confirm outbound shipments with our decorator if you are shipping freight out after the program. If you have smaller shipment needs, please find a local FedEx or UPS to ship your items.
- FedEx Office Print & Ship Center: 180 N High St, Columbus, OH 43215
- UPS Store: 605 N High St, Columbus, OH 43215
How do I get to the Greater Columbus Convention Center (GCCC)?
Flying
John Glenn Columbus International Airport offers a variety of transportation options, including an on-site Rental Car Center, COTA buses, and rideshare services. COTA, the regional public transit provider, offers a Trip Planner to help plan your trip to and from the airport. For those with functional limitations, COTA also provides mainstream/paratransit services. The airport ensures a seamless and accessible experience for all travelers.
Driving
Parking is available at several garages and lots near the Greater Columbus Convention Center, all within easy walking distance of the venue. These facilities are accessible from major highways and provide convenient access to the Convention Center and downtown Columbus. Parking is available 24 hours a day, 7 days a week. Advanced parking can be purchased online, guaranteeing a space at your selected facility.
Parking Garage/Lot Addresses
*Standard Event Parking Rate: $20.00
- Ohio Center Garage
- 400 N High Street, Columbus, OH 43215
- Height clearance: 8’2”
- South Garage
- 50 E Nationwide Boulevard, Columbus, OH 43215
- Height clearance: 6’4”
- North Surface Lot
- 50 E Goodale Street, Columbus, OH 43215
- East Surface Lot
- 80 East Nationwide Boulevard, Columbus, OH 43215