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EAST Conference 2025

March 18-20, 2025

Logo by Alyssa Jones of
Murfreesboro High School

Frequently Asked Questions

EAST Conference 2025 will be held from March 18-20 at the Hot Springs Convention Center. In-person Conference attendance is REQUIRED for all active EAST programs involved at the full level of support!

For planning purposes, check out the EAST Conference Planning Checklist. We designed this to help make Conference planning easier for you - make a copy of this document and update it for your program. Additional resources for Conference can be found in the Conference folder in the Facilitator Toolkit, including budget templates, Conference Team application samples, and more.

Questions?

ADA Accessibilty

  • Is this event ADA accessible?

    EAST values inclusion and access for all participants and is pleased to provide reasonable accommodations for this event. Please contact events@eaststaff.org at least 14 calendar days prior to the event to request accommodations related to audio, visual, or mobility needs.

  • Are there any special service animal guidelines?

    Service animals must wear identifying apparel to enter the Hot Springs Convention Center.

Conference Competitions

  • Why are the competitions announced so late?

    Competitions are designed to recognize the individual elements of your team's overall project. For this reason, we (somewhat) intentionally delay the competition announcements because we don't want EAST programs to build their projects around the competitions.

  • When will the competition winners be announced?

    Competitions winners will be announced during Closing Session.

Dress Guidelines

  • What is the dress code for attendees?

    Click here to view this year's EAST Conference Dress Code.

Luggage Storage

  • Is there anywhere to store luggage after we check out of our hotel on Thursday morning?

    Luggage storage will be available for free in a monitored area near Registration. The exact location will be indicated on the map on the back of your event name badge.

Merchandise and Souvenirs

  • Can I exchange my EAST Conference t-shirt or purchase an extra one?

    Yes! Participants will have a chance to exchange their official EAST Conference t-shirts for another size and purchase additional shirts.

On-Site Food and Drinks

  • Can we bring food or drinks into the Convention Center and/or Exhibit Hall?

    Typically, the Convention Center does not allow coolers or outside food/drinks to be brought into the building. However, they do make exceptions for our group to make EAST Conference a more affordable experience for schools. For this reason, you may order in food or bring a cooler for lunch, but we encourage you to store coolers in your booth (ideally under a table). Note that coolers must be removed from the Exhibit Hall while your team is eating, as food is typically not allowed in that space to protect equipment, booths and overall cleanliness of the Exhibit Hall.

Safety First

  • What can we do to ensure that our belongings are secure during Conference?

    Security guards will be onsite to monitor the Exhibit Hall and other areas in the Convention Center. However, EAST is not responsible for the loss of, or damage to, any valuables or other items during Conference. Click here for more information.

  • How can I help make this a safe (and fun) experience for my program?

    Here are some event security tips from EAST staff:

    • Name tags must be worn by everyone at all times (IDs required for some).
    • Practice the buddy system when traveling from location to location.
    • Have a “rally point” to reconnect with your team if you get lost.
    • Separated from your group? Head to the Registration Booth.

  • Speaking of security, are there bag size guidelines for Opening and Closing Sessions?

    Bags larger than 14” x 14” x 6” are not permitted at the EAST Conference Opening or Closing Sessions. Bags may not be left unattended. No weapons are allowed!

To bring or not to bring?

  • Are there any items that we should NOT bring to Conference?

    Yes! EAST Conference is an alcohol-free, tobacco-free, vape-free, drug-free event. The use of any of these substances is strictly prohibited.

Policies

Conference Drop Policy

By registering for EAST Conference 2025, you are confirming that your school intends to participate at this event. To receive credit for EAST Conference, schools must attend the two (2) General Sessions (Opening and Closing Session) and participate in the Conference Showcase. If, due to extenuating circumstances, your school is unable to participate in any capacity, your school administrator must submit a letter to EAST, detailing your conflict.

Media Release Statement

By participating in this event, you agree and consent that EAST or its employees or agents may film, tape, record, and photograph you during and in connection with your appearance at or involvement with this event, and EAST shall be the exclusive owner of all of the proceeds and results of such filming, taping, recording, and photographing and any related derivative works with the right for EAST or its agents or assignees to use in any reasonable manner, throughout the world, in any format or medium now known or later developed, for an unlimited number of times in perpetuity, royalty-free, all or any portion of your name, appearance, voice and image. By participating in this event or activity, you understand that your name, appearance, voice, and image or any derivative works may be available for viewing by the general public, and may appear on EAST’s website, in print, or in other formats and mediums.

Care of Premise

Damage to the exhibit space, Convention Center, related premises, booth equipment or furnishings (collectively the 'Premises') caused by any exhibitor is the full responsibility of the exhibitor. The exhibitor will be billed for any damage repair costs. In addition, no signs, exhibit parts or other materials may be pasted, nailed, hot glued or otherwise affixed to walls, doors or other surfaces in a way that could mar or deface the Premises. Any damage from failure to observe this requirement is payable by the exhibitor as well.