Prepare & Optimize Your Table - The Association for the Advancement of Sustainability in Higher Education

Make the most out of your time at the AASHE 2025 Conference & Expo (#AASHE25) by creating an engaging, exciting, aesthetically appealing table. Find the details you need below to attract attendees in the Expo Hall and how to connect with those contacts after the conference ends.

Lead Retrieval & Badge Scanning

AASHE does not provide lists of attendees for any of the programs and services we offer. Exhibitors and Sponsors will be able to obtain complete contact information from scanned leads.

Using Lead Retrieval
1. You will need to provide a cell phone for your table to use lead retrieval.
2. Download the Pheedloop Go app on your phone and login using your email.
3. From the Mobile Event App, navigate to left hand side navigation menu
4. Under Exhibitor Tools, select Lead Capture
5. Select Launch Scanner
6. Scan the QR code
7. Under Notes, fill out any information the lead has provided
8. Optional: designate 0-10 in terms of Authority, Budget, Needs, and Overall to help rank your leads.
9. Select Save
Re-visiting Your Leads from #AASHE25
1. From the Mobile Event App, navigate to left hand side navigation menu
2. Under Exhibitor Tools, select Lead Capture
3. Select View Leads
4. Select the lead you would like to view/edit from the list
5. Edit any information similar to when you scanned them originally
6. Select Save
Download Leads
Anyone who is a manager associated with the Exhibitor Profile will be able to access the Exhibitor Portal. All information for leads, including personal information such as email address will be shown here. Additionally, you will be able to see any notes taken as well for who scanned who.
1. From the Exhibitor Portal, navigate to the Lead Retrieval tab
2. Click on Actions > Download CSV
AASHE will also send you a report of all badges scanned post-conference.

Gamification

We know that people love a contest and they love winning prizes even more. Attendees have the opportunity to complete challenges at the AASHE 2024 Conference & Expo to win discounts to future AASHE events. There is nothing you need to do ahead of time to have your organization involved in gamification.

Photo Challenges
Attendees will be encouraged to take photos with you and of your products or services, so we ask for your support in making this an engaging and fun event for attendees.. Here are the photo challenges specific to the Expo Hall:
- Take a selfie in the Expo Hall during the Opening Reception with a Sponsor or Exhibitor
- Capture a photo of a display in the Expo Hall
- Share a photo of the product or service from the Expo Hall you’re most excited to share with your organization
- Take a photo of a presentation on the Solutions Stage
Points for Badge Scans
Every time an #AASHE25 attendee has their badge scanned at an Expo Hall table (once per sponsor or exhibitor), they will receive points.
- Instructions on using your lead retrieval, if purchased, are in the drop down above.
- Purchase lead retrieval access
Offer a Contest, Activity, or Giveaway (Optional)
You can offer a contest, activity, or giveaway to attendees at your table. If you choose to do so, please email a short description of your contest, giveaway, or activity to conference@aashe.org for inclusion on Sponsored Programming.

Complete Your Mobile App

To help conference attendees learn about you both before, during, and after the conference, be sure your Company Profile is up to date.

Instructions to Update Your Organizational Listing
To make updates and edits to your organization profile, you can access your Exhibitor or Sponsor Portal. Your company’s primary contact will have received an email from conference@aashe.org with a link to access your Exhibitor or Sponsor Portal, shortly after payment was received. In your Portal, you can:
- - Preview and edit your company information
  - Add Managers (members of your staff who will be involved with the event)
  - Upload Booth Design files for:
    1. Logo Image
    2. Thumbnail Image
    3. Banner Image
    4. Promotional Video
  - Review Tasks assigned to your organization
  - Upload files, including handouts or other useful materials you’d like attendees to access. Maximum file size is 50 MB
  - Access leads from the event

Best Green Practices for the Expo Hall

To ensure we practice what we preach, here are some recommendations for a sustainable table space.

Preparation
- Limit brochures and paper handouts in favor of sending information via email or display electronically at your table (most attendees will review materials at your table and leave them for the next person)
- Use non-dated event neutral designs so items may be used for future events
- Print signage and handouts through FSC-certified printers and/or paper made of post-consumer content
- Use non-chlorine inks such as vegetable or soy
- Print and purchase what you can in the host city to reduce shipping. When shipping, only send what you need and avoid packaging peanuts (polystyrene) or other difficult to recycle toxic materials
- If you wish to hand out swag to attendees, please choose utilitarian items that are sustainably made and recyclable (avoid “brandfill”)
- Use sustainable and/or recycled materials in your exhibit table
During the Expo
- During set-up, save packaging materials from shipments to reuse at the end of the conference
- Remember to power off and unplug any electronic items at your table when not in use to save energy
During Breakdown
- During break down, use waste stations to properly recycle any items that cannot be reused
- Pack up your reusable materials and take them with you to use at future events
- We will have a donation station to collect useful items you do not wish to ship back such as water bottles, canvas bags, pens or similar handouts.
  - NOTE: All paper handouts should be recycled