Exhibitor FAQ

The Exhibitor FAQ will be updated throughout the year with information to help you prepare for the 2023 California HR Conference.  Please email any questions to tim@pihra.org.

Exhibitor Deadlines

April 17 – Book Your Hotel Room

April 17 – Certificate of Insurance Deadline

April 18 – Booth Staff Registration Deadline

April 21 – Submit Company Profile information for the Mobile App

April 21 – Order your Lead Retrieval Device

Exhibitor Schedule

May 8 – 10, 2023

Exhibitor set-up will be on Monday, May 8

Monday, May 8
Exhibitor set-up                                         1:00 pm – 5:00 pm

Tuesday, May 9
Exhibitor set-up (light tidying up only)       7:00 am – 8:00 am
Expo Hall Hours                                         10:00 am – 3:30 pm

Wednesday, May 10
Expo Hall Hours                                       10:00 am – 3:30 pm
Exhibitor move-out                                 3:30 pm — 7:30 PM

* Move-out will begin promptly at 3:30 pm

**No one under the age of 18 will be allowed in the exposition hall during set up or break down as there will be heavy equipment used by the exposition service company.

Included With Your Booth


  • Exclusive, non-conflicting Expo hours to meet with attendees
  • Networking opportunities including refreshment breaks and luncheons
  • Company listing in CAHR23 mobile app
  • 8’ high draped backwall and 3’ high draped sidewall
  • Two booth personnel badges with access to Expo Only
  • Exhibitor Resources to assist you as you plan and prepare for the upcoming event
  • 24-hour security
  • Exhibit space rental does not include any furnishings or utilities and are the responsibility of the exhibitor. Pricing and order forms will be included in our Exhibitor Service Kit.

    **Please note that PIHRA has a privacy policy and does not share the contact information of members or event attendees without permission.  Attendees have been given an opt-in option to receive email communications from Exhibitors.  This list will be shared for a one-time distribution before the conference for an additional cost.

    Hotel Accommodations

    Book your room at one of the headquarter hotels for more opportunities to network and to get a great rate.  Visit the Hotels Page for booking information.  

    *Please note we do not use third party companies to assist you with accommodations.  Many companies will find your information on our website and contact you regarding hotel rooms.  These companies are not affiliated with this conference.

    Payments and W9

    Check your confirmation email.  You will find buttons to print your invoice and pay online.  If you intend to send a check, please make your payment within 30 days of registration to avoid losing your reserved booth.  If you need a W9 form please contact glenn@pihra.org

    Booth and Event Information

    CAHR23 Floorplan Coming Soon

    Where is the event taking place?

    300 E Ocean Blvd, Long Beach, CA 90802

    Certificate Of Liability Insurance

    Per the terms of the contract, ALL exhibiting companies are required to carry general liability insurance in an amount of at least equal to $1,000,000 in the aggregate and $1,000,000 per claim, or, if greater, such amount as may be required by the convention facility, and shall supply PIHRA with a certificate evidencing such coverage and naming PIHRA as an additional insured with right to at least ten days advance written notice of termination.

    PIHRA pleased to have partnered with Rainprotection to collect certificates of insurance and offer an affordable short-term plan to those companies who do not have existing insurance coverage.

    To review requirements and a sample COI, or to purchase coverage from our partner Rainprotection, click here.

    Exhibitor Service Kit

    Gamut, is the official General Service Contractor for the 2023 California HR Conference in Long Beach, CA. It is to your advantage to use Gamut, to assist you with your booth needs at CAHR23.   Visit the CAHR23 to:

    • Get information on installation and dismantling instructions
    • Order forms for booth furnishings and audio-visual needs
    • Lead retrieval services and certificate of insurance forms
    • And other convention center services (internet and phone connections, electrical, plumbing, etc.)

     The Long Beach Convention Center is a union facility.  This means they have policies on exhibitors bringing their own materials into the hall to their booth.  No one exhibitor is allowed to hand carry using more than one person or more than one trip, using rolling dollies or anything else with wheels. Please contact Gamut and inquire about their shipping and handling services.

    Booth Staff Registrations

    Each 10’x10′ booth can have up to two (2) booth staff registrations at no charge.  Additional booth staff registrations are available for $250 per person.

    The deadline to register your booth staff online is April 18 through your Exhibitor Portal.

    **Please note that you must stay within your booth area; we do not permit representatives standing in the aisles to stop attendees as they are walking by.

    Lead Retrieval Badge Scanners

    Exhibitors can purchase Lead Retrieval through their Exhibitor Portal in the “Lead Retrieval” tab.

    Exhibitor lead retrieval is a must-have for every organization looking to track and manage exactly who stopped by their on-site or virtual booth. This feature allows you and your staff to scan attendee badges with your smartphones on-site or virtually, collect contact information (name and email at minimum) and notes, capturing leads in real-time. Key contact information for your leads will be made instantly available to you right here, in your exhibitor portal.

    For virtual booths, you will also be able to host a constant live video meeting at your booth using PheedLoop Meet. Built-in to your booth will be an option called "Join Live" which will be available during exhibit hall hours specified by the event. This experience will mimic the on-site experience, allowing attendees passing by to view demos, ask questions, and learn more. You will also be able to branch off into private video and text conversations with attendees.


    Wifi will not be provided at this year’s event, the speed during peak expo hours can be slow. If WiFi is an important part of your booth display or demo process, you can purchase Exhibitor Wifi.  The form to purchase will be available in our service kit.

    Preferred Providers And Partners

    The California HR Conference works with preferred providers and partners that may contact you to discuss their services. These providers include:

    The Long Beach Convention Center

    Gamut – our exclusive General Service Contractor

    Rain Protection Insurance – Insurance Provider

    Hyatt Regency Long Beach – The official conference hotel

    Edlen Electrical – Electrical

    Smart City - Internet

    If you are contacted by providers other that those listed above, please contact our staff.


    The Long Beach Convention Center daily rate is $15 per car entry.  More information can be found on their website HERE.

    Contact Us

    We understand that participating at an exhibition can be an overwhelming experience. To assist in your participation, our team will be sending you important exhibitor updates that include all upcoming deadlines, important details from our vendors and current news you will want to know about. The CAHR22 Exhibitor Update is designed to provide valuable information to help make this meeting a rewarding experience for you.

    If, at any time, you have questions regarding these webinars or your participation, please contact Tim Thoms-Cappello, Director of Exhibits & Sponsorships at tim@pihra.org.

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