HR Tech 2026 Booth Setup Guide | AppleDisplays
HR Tech 2026 Booth Setup Guide
HR Tech runs October 13-15, 2026 at the Mandalay Bay Convention Center in Las Vegas, NV. With approximately 10,500 attendees and 450+ exhibitors, it's the world's largest HR tech expo. This guide covers what you'll spend on a booth, what kits work for the show floor, and the full week-by-week prep timeline.
Quick Facts: HR Tech 2026
| Dates | October 13-15, 2026 |
| Venue | Mandalay Bay Convention Center |
| Location | Las Vegas, NV |
| Expected attendance | ~10,500 |
| Exhibitor count | ~450 |
| Move-in dates | October 11-12, 2026 |
| Drayage (advance warehouse) | $112/cwt (200 lb min) |
| Drayage (showsite) | $165/cwt |
| Standard booth electrical (5 amp) | $185 |
| Internet (basic wired) | $1,400 |
| Industry | HR Tech / Workforce Software |
| Official site | https://www.hrtechnologyconference.com/ |
How Much Does a HR Tech 2026 Booth Cost?
Real exhibitor cost (booth setup only, not including show fees, drayage, or labor). Custom builds quoted by traditional vendors compared to tool-free portable kits from AppleDisplays:
| Booth Size | Custom build (incumbent vendors) | Tool-free kit (AppleDisplays) | Setup time |
|---|---|---|---|
| 10x10 inline | $8,000 - $18,000 | $1,500 - $3,500 | 10 minutes |
| 10x20 inline | $15,000 - $35,000 | $3,500 - $7,500 | 15 minutes |
| 20x20 island | $45,000 - $120,000 | $19,000 - $42,000 | 30 minutes |
Drayage math for HR Tech: A typical 10x10 setup ships ~150 lbs. At Las Vegas's advance rate of $112/cwt with a 200 lb minimum, you're looking at $224 minimum drayage just to get your booth from the dock to your space. Showsite drayage at $165/cwt adds another ~50%. Tool-free kits ship via FedEx Ground direct to advance warehouse — you pay shipping, not drayage, on most major US convention centers.
Recommended HR Tech Booth Setups
Browse setups that fit HR Tech attendees and venue constraints. Each links into the Booth Builder with your show pre-selected:
Week-by-Week HR Tech 2026 Prep Timeline
- 12 weeks out (July 21, 2026): Lock booth size, sign show contract, kick off design + display order. Get your quote in 5 minutes if you haven't.
- 10 weeks out (August 4, 2026): Finalize graphics design and approve printer proofs. Order any custom signage.
- 8 weeks out (August 18, 2026): Confirm electrical, internet, and any AV rentals. Order any flooring or rigging.
- 6 weeks out (September 1, 2026): Ship to advance warehouse to lock the lower drayage rate (saves ~30% on most shows).
- 4 weeks out (September 15, 2026): Confirm hotel + flights for booth team. Brief staff on lead capture process.
- 2 weeks out (September 29, 2026): Print collateral, swag, and lead capture cards. Confirm freight delivery confirmation.
- 1 week out (October 6, 2026): Final staff briefing. Test your CRM lead capture integration.
- Show week (October 11-15, 2026): Move-in Oct 11-Oct 12, show October 13-15, 2026. With a tool-free kit, expect ~10 minutes total setup time.
What Most Exhibitors Get Wrong at HR Tech
- Pitchfest startup zone is the highest ROI for early-stage HR tech.
- AI and automation booths drew 2x traffic in 2025 — lean into your AI story.
- Many decisions are made in private demo rooms — book one in addition to your booth.
Build Your HR Tech 2026 Booth
Got a budget and a deadline? Use the Booth Builder. Tells you what fits HR Tech, ships in 5 days, and arrives at the Las Vegas advance warehouse before the deadline.
Start Building →
