CES Conference Setup Request Form

All partners must complete the CES Conference Setup Request form by November 7. This form allows you to verify your stage setup, request additional items beyond the standard package, and provide other important information about your programming.

Conference Stage Set and Audio Visual (AV) Package

Your conference room will be equipped with the following standard AV package & room/stage set (or similar). Specific floor plans are available from your CES conferences contact.

To submit keywords, names, or technical terms for closed captioning preview, use the CES Conference Setup Request Form by Nov 21, 2025. Closed captioning cannot be removed or changed.

Need additional AV?

Should your program require additional AV to the standard package, indicate this in the Conference Setup Request Form. Items beyond the standard set are subject to additional costs. Orders placed after Nov. 21 are subject to increased prices and available inventory.

• Initial orders due: November 7
• Final orders due: November 21

Captioning services are essential for enhancing the accessibility, engagement, and reach of CES. As part of your standard AV package, CES provides high-quality and reliable captioning services. The closed captioning will appear onscreen this way: 

Speaker Resources

Speaking at CES 2025? The Speaker Resources page includes tools and resources to ensure a smooth and successful participation at CES 2026. This page is your comprehensive guide to navigating the event as a speaker, from pre-show planning through post-show activities. Check out our Promotional Toolkit for Speakers, which includes custom social graphics and sample messaging.

All speaker updates, to include cancellations and substitutions, must be communicated to CTA using the Live Speaker Tracker provided by your CES Conferences contact. Please reach out to your CES Conferences contact if you need access to your speaker tracker.

Important: The speaker email address listed in your Live Speaker Tracker MUST be the same email address the speaker uses to register for CES. For security and verification purposes, speakers cannot use admin/assistant/colleague emails to register for CES. The CES registration system will only recognize this email address. Please communicate this important information to your speaker(s).

• Speaker invitation list due: October 17
• Final Speakers list due: November 25
• Actual list of speakers due: January 9

Additional Speaker Guidelines

Gender Diversity Guidelines

CTA is committed to diversity and inclusion on the speaker platform. Featuring speakers from different genders, backgrounds and life experiences welcomes a richer perspective of how technology is adopted, displayed and consumed across the world.

Conference Marketing Opportunities

How is my programming promoted?

Beginning with conference registration launch in mid-September, CTA will focus marketing efforts on driving attendees to CES.tech/Conference and educating attendees on how to purchase track passes, plan and schedule their experience. Key speakers confirmed early may also earn additional promotion at CTA’s discretion.

CES conference tracks and speakers will be promoted via multiple CES channels such as social media, newsletters and CES.tech. Promotional reach will be expanded as new opportunities arise.

As a conference partner, your program will be promoted* as follows:

CES.tech**

• At the track level your program will be included in the appropriate list found here.

Official CES Mobile App

• To include partner logo, track name, session title, time, date, location, and speakers in schedule.

On-site Conference Signage

• Onstage representation of partner logo in conference room.
• Program schedule displayed outside of the conference room (meterboard sign).
• Partner programs listed on signage promoting all conferences tracks throughout all official CES venues.

*Promotions are deadline permitting.
**CES.tech will use copy decided upon during the proposal process.

Tip: Aside from CES registration launch, November/December is when most conference attendees make their conference planning decisions; additional marketing during this timeframe is recommended.

Cancellation Policy

In the event of termination or cancellation of the Agreement by Participant, Participant will make payment to CTA for any direct expenses incurred by CTA on behalf of Participant. Such payment will be due within 45 days of the cancellation, and refunds will be made to all advance registrants. In the event of a registrant requesting a travel refund for a canceled program, the refund will be provided in full by the canceling party. In the event of a mutual cancellation of the program, Participant and CTA will divide the cost of the travel arrangements equally.

CES Media List

The CES Media List is an exclusive benefit to CES exhibitors (including meeting space holders who purchased through CES Sales). Learn more.

Sponsorships Guidelines

Partners may sell sponsorships to their program, being solely responsible for sponsorships sales in accordance with their contract. The partner is required to disclose and submit a list of sponsors to CTA and to collect related revenues by January 31, 2026, for inclusion in the financial reconciliation with CTA.

CTA reserves the right to verify partner’s sponsor roster before, during and after CES 2025.

Partners may create their own sponsorship packages. All references to CES and use of the logo must be proofed and approved by CTA before posting or printing by the partner. Allow CTA 48 hours to review promotional materials.

Possible sponsor benefits can include:

• Partner email promotion: Partner may create and send emails to their marketing database that include sponsor logos to promote the program to Partner’s database (promotions subject to CTA approval). Partners will not give access to lead retrieval data or registration information as it relates to the CES conference program. Providing sponsors with this material is in violation of the contract terms.
• Table within conference room: CTA offers the option of a table within the conference room for distribution of sponsor materials (materials subject to CTA approval). Request by: November 7 as part of the Conference Setup Request Form
• Partner Giveaways: Partner may offer giveaways in program but cannot include this as part of their official session or track description. Food and/or beverage products may not be part of a giveaway.
  • If applicable, obtain approval from CTA to conduct any contest, sweepstakes, or giveaway (“Giveaway”) in connection with the Program. If such Giveaway is approved by CTA, Participant will compose and implement necessary, uniformly-applied rules and following all applicable laws in connection with executing the Giveaway and fulfilling terms under this Agreement.  
    • CTA will not be liable for any claims related to the operation of the Giveaway. 
    • Participant will obtain all the necessary permissions to collect and/or share any Giveaway participant personal information obtained outside of badge scans in accordance with all applicable laws.

On-site Branding/Materials Restrictions

• Due to limited set-up time, materials must be hand-carried to the conference room on the day of the program and removed promptly upon the program’s conclusion.
• CTA cannot provide storage for conference materials.
• No materials (signage, tables, papers) may be set up in the hallway outside the conference room.
• No signage outside of the standard partner-branded coffee cube may appear onstage.
• No signage may appear in the shot of the in-room video cameras.
• Any shipping or handling of conference materials will be the sole responsibility of the partner.

Conference Partner Speakers

Participant must have all speaker/presenter’s written consent to be recorded, all applicable broadcasting music licenses, copyrights permissions, and all other rights to record. Live streaming options are noted on the Conference Partner Resources webpage. CTA may use this programming to distribute to attendees in the event of an overcrowd situation, to members of the media upon request or use parts of the recording for marketing purposes.