How to Prepare to Exhibit at SHRM25 Annual Conference & Expo 2025: Tips for Exhibitors

Get ready for SHRM25 Annual Conference & Expo, the HR industry’s premier event, hosted by the Society for Human Resource Management (SHRM). This conference gathers HR professionals worldwide to explore cutting-edge practices, network, and establish valuable connections. It’s a pivotal platform for showcasing innovations, engaging with thought leaders, and advancing HR strategies.

About SHRM25 Annual Conference & Expo

The SHRM25 Annual Conference & Expo is the world’s largest HR convention, designed to inspire and educate HR professionals. It offers a comprehensive program featuring global thought leaders, transformative sessions, and opportunities for professional networking. This event is a platform for attendees to explore innovative HR practices, stay abreast of the latest trends, and gain insights into navigating organizational change effectively.

Date: June 29 – July 2, 2025
Venue: San Diego, California
Sponsor: Society for Human Resource Management (SHRM)

Who Attends SHRM25 Annual Conference & Expo?

The SHRM25 Annual Conference & Expo is expected to attract over 15,000 attendees, offering valuable opportunities for both face-to-face and online meetings. This diverse audience includes HR professionals, from entry-level practitioners to C-suite executives, representing various industries and sectors.

Attendees come from a wide range of industries, including:

• Administration, Waste Management, Remediation Services
• Aerospace and Defense
• Arts, Entertainment, and Recreation
• Professional/Trade Associations
• Automotive and Transport
• Biotechnology
• Construction, Mining, Gas, and Oil
• Consulting
• Education
• Finance
• Food
• Government
• Health Care
• Industrial Manufacturing
• Insurance
• Manufacturing
• Media
• Membership Organizations
• Management Companies and Enterprises
• Nonprofit
• Outsourcing
• Pharmaceuticals
• Publishing, Broadcasting, and Other Media
• Real Estate
• Retail
• Services
• Technology
• Telecommunications
• Telecommunications Equipment/Services
• Transportation Services
• Utilities and Energy

The majority of SHRM members are female (76%) and identify as White (62%), with other racial and ethnic groups represented including Asian (17%), Black (10%), and Hispanic (8%) individuals.

Content Tracks and Session Formats

SHRM25 offers a variety of content tracks tailored to different HR specializations, including:

• AI, Data & Tech
• Compensation & Benefits
• Employee Regulations & Engagement
• Global Workforce Trends
• Health & Wellness
• Inclusion & Diversity
• Leadership & Development
• Strategic HR & Organizational Design
• Talent Management & Acquisition
• Workplace Culture & Change Management

The conference will feature over 375 sessions in various formats:

• General Sessions: Main Stage presentations led by expert thought leaders and practitioners
• Breakout Sessions: In-depth sessions with original content and tactical advice
• Spotlight Sessions: Rapid-fire sessions highlighting thought leaders, best practices, and emerging ideas
• Exhibitor Theaters: Educational opportunities within the Expo, featuring cutting-edge demonstrations and content

How to Exhibit at SHRM25 Annual Conference & Expo?

To exhibit at the SHRM25 Annual Conference & Expo, interested parties need to secure booth space through the SHRM website. With more than 650 exhibiting companies expected, booth space is selling fast and availability is limited.

Booth Options and Pricing

Booth options vary in size and location, with prices adjusted based on early bird, standard, and last-call deadlines:

Each 10×10 booth space includes:

• One full conference pass
• Four expo-only conference passes
• 8′ high draped back wall and 3′ high draped sidewalls
• Complimentary exhibitor training webcast
• Networking opportunities, including lunches, receptions, and refreshment breaks
• 24-hour expo perimeter security
• 20 expo-only conference passes for current and/or prospective clients

Exhibitor Resources

SHRM provides a range of resources to help exhibitors, including:

• Exhibitor Dashboard: An online portal where you can manage your company profile, register booth staff, and maintain your account
• Exhibitor Service Kit: Comprehensive information to help you plan your exhibit effectively
• Rules and Regulations: Guidelines for exhibitors and sponsors to ensure compliance

Cancellation Policy

It’s important to be aware of the cancellation policy:

• Cancellations on or before June 30, 2025: 50% of the contract value penalty
• Cancellations after June 30, 2025: 75% of the contract value penalty

For specific instructions and to start the application process, visit the SHRM25 Annual Conference website.

Why Exhibit at SHRM25 Annual Conference & Expo?

Exhibiting at the SHRM25 Annual Conference & Expo is a strategic choice for several reasons:

• Direct Access to HR Decision-Makers: Engage with a targeted audience of HR professionals looking for solutions and innovations.
• Brand Visibility: Increase awareness of your brand among thousands of HR practitioners and leaders from various sectors.
• Networking Opportunities: Meet potential clients and partners in a dynamic setting focused on professional growth and development.
• Industry Trends: Stay ahead by understanding emerging HR trends and challenges directly from the field.

Preparing to Exhibit at SHRM25 Annual Conference & Expo

Trade show exhibits are a significant investment; here’s what you need to make your time at SHRM25 Annual Conference & Expo successful:

Set Clear Goals for Your Trade Show Experience

Asking yourself the following questions can help with this task. Once you have the answers to these questions, you can develop a clear plan to reach your goals and measure your success.

• What do you hope to gain from SHRM25 Annual Conference & Expo?
• How many attendees do you want to draw in, and how many leads do you want to generate?
• What products do you want to showcase?
• Are you launching a product or promoting your business?

Do Your Research

Although you can’t attend everything, you can maximize your time by putting yourself in reach of your target audience at all times. Focus on the expos and educational events that are most likely to include your target customers so you can put all your attention on those most likely to buy.

Budget and Register for Your Space

When you register for SHRM25 Annual Conference & Expo, be sure to find out all you can about your space, such as its location on the floor, other exhibitors near you, the typical traffic in the area and what’s included in the space, such as lighting.

Plan Your Exhibit

The last thing you want is a cluttered booth. To plan your exhibit, decide on who you want to reach and what products, demonstrations and promotional materials are best suited to their needs. If you’re targeting multiple audiences, consider the best products to launch or showcase to reach a wide variety of attendees.

Consider incorporating interactive elements, such as product demonstrations or interactive displays, to engage attendees. Examples include interactive quizzes, polls, or games related to HR trends.

Advertise Well in Advance

Trade show promotion should start months in advance. Promote your attendance on social media, your website, in press releases and through email blasts to ensure that your customers have time to plan. Utilize information such as the attendee list to reach new customers before the show even starts.

Tips for Exhibiting at SHRM25 Annual Conference & Expo

Engage on Social Media

Use social media outlets to share your trade show exhibit information, drum up anticipation for your giveaways or product launches and share behind-the-scenes tidbits like your team packing for the event or show meetings. Be sure to use the show’s hashtags or other relevant tagging to get your posts into the online conversation.

Draw the Crowd

Use an interactive display, such as a game, contest or raffle to draw people’s interest to your booth. Giving away prizes through raffles or contests is a great way to collect information about visitors and encourage more traffic to your booth.

Remember to highlight the “Grand Prize Drawing” for attendees, where they can enter for a chance to win cash prizes. This can be an attractive incentive for attendees to visit your booth and learn more about your offerings.

Bring Promotional Materials

Make sure you devote enough of your budget to an array of promotional materials. You should have order forms, business cards, price sheets, brochures, flyers and more that you can hand out to visitors to ensure you stay in their minds.

Keep Staff at Your Booth

At a show, you’ll want to attend networking events and educational seminars, so it’s important to make sure that your booth is never empty. When you’re preparing for the show, ensure you have enough team members attending the show to man the booth the entire time the show is open and greet visitors to engage them with your business.

Train your booth staff to be knowledgeable, approachable, and proactive in interacting with attendees. Consider these tips:

• Active Listening: Encourage your staff to actively listen to attendees’ needs and interests
• Open-Ended Questions: Ask open-ended questions to initiate conversations and understand attendees’ challenges
• Product Demonstrations: Offer product demonstrations to showcase your solutions in action

Follow up With Attendees

Following up with your leads is almost as important as planning for the show itself. Take notes during the event to be sure you remember everyone in all the chaos, and take the time to note any opportunities for a smoother event experience in the future.

Implement a comprehensive follow-up strategy:

• Timely Responses: Respond to inquiries and requests promptly
• Personalized Communication: Tailor your communication to each lead’s specific needs and interests
• Call to Action: Include a clear call to action in your follow-up communication, such as scheduling a demo or consultation

Maximizing Your ROI

Exhibiting at SHRM25 can be a significant investment, and it’s crucial to maximize your return on investment (ROI). Consider these strategies:

• Set Clear Goals: Define your exhibiting goals, such as lead generation, brand awareness, or product launch, to measure your success
• Track Key Metrics: Track key metrics, such as the number of leads generated, website traffic, and social media engagement, to assess your performance
• Analyze and Optimize: Analyze your results after the conference to identify areas for improvement and optimize your strategy for future events

Planning on Exhibiting at SHRM25 Annual Conference & Expo

With over 15,000 HR industry professionals and more than 650 exhibiting companies, there’s no better place to network in the HR industry than at SHRM25 Annual Conference & Expo. This event not only provides endless opportunities for networking and business relationships, but it also features over 375 educational sessions covering a wide range of HR topics.

If you’re planning to attend, be sure you make the most of your experience and investment with a stunning booth design that showcases your brand. Consider working with a trade show booth design specialist who can help create a professional booth experience from start to finish, including show displays and logistics, to ensure you make a lasting impression. No matter your budget or needs, the right partner can help you make your mark on the SHRM25 Annual Conference & Expo with customized planning and designs.

Contact Xibit Solutions today to learn more about our trade show booth design services and see what we can do to make the SHRM25 Annual Conference a success.