Exhibitor Registration

2025 CAEA Fall Conference

November 6-8th

Beaver Run Resort & Conference Center

620 Village Road, Breckenridge, Colorado

Registration Dates: March 19th to September 30th, 2025

Late Registration: October 1st to November 1st, 2025

EXHIBITORS HOURS

Wednesday: 9:00am to 4:00pm Exhibitor SET UP (Exhibitor Hall closed to Participants)

Thursday: 11:00am-4:00pm (Break from 4-6)

Thursday evening: 6:00 PM - 8:00 PM Exhibitor Hall Open for Conference Kickoff Exhibitor/participant Reception “Make & Take & Art”

Conference kick off, “Make & Take & Art” is a great time to mingle with conference attendees and highlight your best materials and offerings in a relaxed atmosphere, with cocktails and appetizers provided by CAEA. University, educational institutions and other organizations not able to do a "make and take," please consider some type of game, activity or give away (no raffles please). There will be two cash bars INSIDE the Exhibitor Hall and heavy hors d'oeuvers. We recommend planning a special project for this night and offer and extra table for you to invite participants to sit down and try out your products for that evening.

Friday: 9:00 AM to 4:00 PM Exhibitor Hall Open

Saturday: 12:00 PM to 3:00 PM Exhibitor Hall Open (ALL exhibitors MUST stay until 3pm on Saturday. If you are unable to attend your booth please notify Lloyd Bourdon BEFORE opening day at lloydbourdoncaea@gmail.com. *An extra charge may apply if an exhibitor leaves without notification.) 

The Exhibitor Hall is located on the THIRD FLOOR. 

BOOTH SIZES 

1. Standard Booth Size* is approx. 10 x 10  (Non-profit $550, Business $650)

2. Junior Booth Size approx. 10 x 5 (Non-profit $450, Business $550)

3. Materials Table, no attendance ($250) Your brochure and or supplies can be mailed to Breckenridge and will be set out on a multi-venue table. You are responsible for shipping and receiving fees. Please send the materials to the conference site by November 4th, we will keep the materials stocked and on display.

*Several booths can be linked together if needed for an additional charge

Click HERE for a full list of available add ons and pricing 

*Prices subject to change by Beaver Run Resort  

Additional table: $50

Enhanced Wi-Fi (3 days): $209.46

Electricity (Duplex Outlet 120V, 60 HV 1 Phase 15 Amps) (3 days): $123.94

Each Booth will include one table 6 feet in length, 2 chairs, and a small waste basket.

Cancellation Fee BEFORE September 1st, 2025 is $100, after September 1st, 2025 no refunds will be processed. 

PERKS

• Exhibitors receive two meal vouchers ($15 value each) for a standard booth size (10x10) per day, and one meal voucher ($15 value) for a junior booth size (10x5).

• Exhibitors receive two drink tickets for a standard booth size and one drink ticket for a junior booth size for the Thursday Make & Take, Friday Auction, and Saturday Night Bash.

• Exhibitors are welcome to partake in all food events, Thursday Make & Take, Friday Auction, Saturday morning Breakfast, and Saturday Night Bash. 

WORKSHOPS

COMPLETE THIS FORM TO SUBMIT YOUR WORKSHOP PROPOSAL

Workshop proposals are due by June 1st, 2025. If you have any questions please contact Rachael Donnelly rachelcaea@gmail.com.

WHOVA APP

Please check out our new app WHOVA. We do not provide a program book, but each Exhibitor may add a brochure, video and other content on the app for attendees.

Please watch this video for all the info: Whova Exhibitor guide

Info for sponsors: WHOVA Sponsorship guide

BECOME A SPONSOR

All exhibitors receive the following at no cost:

• Full page Ad (7.5’x10’) in Collage magazine Fall 2024

• Name and Logo on home page and fall conference pages website 

Recommended image dimensions: 500px x 500px (Max 1000px x 1000px)

• Small Logo on conference signage

Sponsors get everything above plus:

• Prominent Large Logo on conference signage 

• Full page Ad (7.5’x10’) in all 3 issues of Collage magazine Fall 2024, Winter 2024-2025, Spring 2025

• Scrolling company banner ad on Whova App 

Recommended image dimensions: 700px x 210px (Max 1000px x 1000px)

Cost $500 

Click here for a printable version of the above information

Please sign up for sponsorship when registering 

ALL ADS DUE TO CAEA BY OCT. 1st 2025. Please Send to CAEAART@gmail.com and amyfelderartteacher@gmail.com

SHIPPING AND FREIGHT INFORMATION

• All UPS, Fed Ex, and freight items should arrive at Beaver Run the week before the conference.

• Check with your shipper; most companies handling LTL do not offer Breckenridge as a daily stop. Plan plenty of time for your items to arrive. 

• Scheduled pick-ups should be set for Monday, November 10th, 2025.

• For outbound UPS or freight pick-ups, ALL exhibitor are required to have items boxed, palletized, and ready for pick up.

• Exhibitor MUST PREP THEIR SHIPMENTS, using their company's account info.

• PLEASE BRING YOUR OWN BOL, shipping labels, tape, sharpies, and pallet wrap!

All shipments should be sent to:

Beaver Run Resort & Conference Center
Attention: CAEA
620 Village Road
Breckenridge CO 80424

Click here for shipping form 

Fee schedule from  Beaver Run Resort

The following charges apply to package delivery and or handling fee charges:

Packages (envelopes, padded envelopes, small boxes, Letters)	$20.00
Luggage, Ski and Snowboard Bags, Large Boxes	$25.00
Event Shipments (One Time Fee)	$25.00
Storage of any package over 5 days	$5.00 per day
Pallet Shipments requiring Storage	$120.00
Pallet Storage over 5 days	$30.00 per day
Bellman Delivery	$5.00 per package
Handling Fee of Inbound/Outbound/ Pre Paid Labels/Kit Lender	$10.00