AESA Conference Book Exhibits


Don’t miss this great opportunity to team up with your book-buying customers and authors!

All exhibitor table orders must be placed by September 1st, 2023.
Use the form below to reserve your space in the book exhibition.

Generally, publishers are approved exhibitors, which means that all other exhibit requests must be approved by the AESA executive director.

2023 Conference Exhibit Details


  • Wednesday, November 8th: set up day for exhibitors, 2:00PM-5:00PM
  • Thursday, November 9th: exhibit opens 8:30AM-5:30PM
  • Friday, November 10th exhibits open 8:30AM-5:30PM
  • Saturday, November 11th exhibits open 9:00AM-11:00AM


Publishers are asked to donate the books that were on display. After the exhibit hall closes on Saturday, November 11th, 2023 at 11:00AM, AESA conducts a book distribution for donations.

Special arrangements must be made for receiving any equipment, goods, displays or other materials that will be sent, delivered, or brought into the Hotel. (This excludes delivery of any food or beverage items that are also sold or furnished by the Hotel.) Failure to do this may result in deliveries being refused or materials being unavailable when required.

We strongly recommend that you enclose a conference discount form for your books so that you can monitor sales to AESA members. Also, please include a detailed packing list in each of your boxes.

Please observe the following instructions to ensure proper handling of your meeting materials. Each item should be clearly marked with the following:

Deliveries should arrive at the Hotel no more than (3) days prior to Group’s arrival. The Hotel’s receiving entrance is open from 8:00 am to 4:00 pm, Monday through Friday. To ensure prompt delivery, all materials should be addressed as follows:

Hyatt Regency Louisville
320 West Jefferson Street
Louisville, KY 40202
Attn.: Yolanda Medina
Guest’s Arrival Date: November 8th, 2023
American Educational Studies Association Annual meeting
Event Planning Manager: Pamela Konkol
Number of Boxes – Example: Box 1 of 2 and Box 2 of 2

Handling charges may apply. The Hotel does not accept any liability for equipment, goods, displays or other materials that arrive unmarked or fail to arrive at the Hotel. The group or individual is responsible for insuring its property for loss or damage. The hotel will assess a handling fee per package for incoming and outgoing parcels. The fee scale is based on the weight and size of the package:

  • Box less than 50 lbs - $5.00 each
  • Box between 50 – 75 lbs - $8.00 each
  • Box between 75 and 150 lbs - $10.00 each
  • Pallet / Skid - $75.00 each
  • Small Display - $25.00 each
  • Large Display - $50.00 each


For those exhibitors who plan to have a representative attend the conference and wish to have any books or display material returned to their office, will need to make arrangements with the shipping department at the Hyatt Regency Hotel for details.

Please note that AESA staff is not able to pack and return shipments to publishers.


Please direct questions and comments to:

Yolanda Medina, Book Exhibit Hall Coordinator

Exhibitor Information
(Note: All Fields with * are Required)

Credit Card - You'll see the link to the credit card payment page after submitting this sign-up form
Check by Mail (Send To: AESA | 119-66 80 Road Apt. A2 | Kew Gardens, NY 11415)

No Table   (See Book Only Option Below)
One Table ($175)
Two Tables ($350)
Three Tables ($525)
Four Tables ($700)

Conference BADGE Information


Thank You to Our 2022-23 Institutional Members