Information for Sponsors with Exhibits
Your exhibit will consist of a 6' x 30" skirted table, located in either the Independence Ballroom
Foyer or Independence Ballroom I at the Grand Hyatt Washington. The skirting will be gray. All
areas are fully carpeted. Two chairs, a trash can, and a small sign with your firm’s name is
included.
In order to ensure plenty of traffic in the exhibit area, continental breakfast is scheduled on
Monday and Tuesday in both foyer and the ballroom. Refreshment breaks will be scheduled
only in the ballroom. Sunday evening’s Welcome Reception will be in the Ballroom Foyer and
Ballroom I.
Key points to remember while planning your exhibit:
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An easel is available upon request from a Hyatt Meeting Concierge upon arrival on site,
at no charge. Your exhibit may feature any type of material you wish (brochures, CDs,
etc.), and computer demonstrations are permitted.
Large portable booth exhibits and large displays are not permitted. Displays must sit
on the table and not extend beyond the sides of the table. You are welcome to have a
banner sitting on the floor behind your table. A banner may not be placed on the side
or in front of your table.
A small floor rack for displaying brochures is permissible, but it must sit in front of the
table.
You may have an a/v cart, but it must sit behind your table if you are in Ballroom I.
There is some flexibility for the Foyer. No giveaways may use TEI’s name or logotype
without advance written approval. If you plan to collect business cards or offer small
items/snacks, please supply your own receptacle. These guidelines will be strictly
enforced.
Set-up of your exhibit may begin any time after noon on Sunday, March 19, and must be
complete by 6:00 p.m. Sunday. TEI’s registration desk will be located in the Independence
Ballroom Foyer, and will be open from 10:00 a.m.-8:00 p.m. on Sunday. Registration materials
may be picked up at any time.
Your exhibit must remain set until 4:00 p.m. on Tuesday. Dismantling may begin at that time,
which is when the Grand Hyatt will deliver packing crates, so please plan exhibit personnel
travel accordingly. All exhibits should be dismantled by 6:30 p.m.
Your firm is welcome to have two (but no more than two) representatives at your exhibit
throughout the conference. Listed below are the times when there will be considerable traffic
in the exhibit area:
Sunday, March 19
6:30 – 7:30 p.m.
Reception
Monday, March 20
7:00 - 8:15 a.m.
Continental Breakfast
9:50 - 10:00 a.m.
Refreshment Break
11:00 - 11:15 a.m.
Refreshment Break
3:30 - 4:00 p.m.
Refreshment Break
5:15 p.m.
Sessions end
Tuesday, March 21
7:00 - 8:15 a.m.
Continental Breakfast
9:50 – 10:00 a.m.
Refreshment Break
11:15 – 11:30 a.m.
Refreshment Break
3:15 – 3:45 p.m.
Refreshment Break
5:00 p.m.
Sessions End
Other issues related to the Midyear Conference
Exhibitor badges. TEI is pleased to provide up to 6 badges for your firm’s representatives to
work at the exhibit. Two representatives may be at the exhibit at any given time. Please email
[email protected] by March 3 with the names of your on-site representatives so that badges
may be prepared. Provide the following information: NICKNAME, FULL NAME, COMPANY
NAME, CITY, STATE.
Shipping. All materials for your exhibit should be shipped to the Grand Hyatt Washington for
arrival no earlier than Wednesday, March 15 and no later than Friday, March 17. The materials
will be delivered to your exhibit on Sunday morning, March 19, provided you use the Inbound
Shipping Instructions provided on the conference website. Considerable delay in receiving your
material on site will result if the appropriate form is not used.
Security. Security will be provided from Sunday, March 19 at 7:30 p.m., until 7:00 a.m. Monday
morning; Monday at 5:00 p.m. until Tuesday morning at 7:00 a.m. Nonetheless, we suggest
removal of all valuable material each evening. If you wish to leave material out on a 24-hour
basis, the hotel will, upon request, provide cloths to cover the table. Audiovisual equipment
rented from the Grand Hyatt’s audiovisual contractor will be properly secured by its personnel
each evening (equipment order forms may be found under the SPONSORS tab at
my17.teionline.org).
Attendance at conference sessions is not permitted. Attendance at any conference session is
limited to conference registrants. Sponsor representatives may not attend.
Attendance at meal functions is not permitted. Individuals assigned to your exhibit are
welcome to participate in the Sunday reception, continental breakfasts and refreshment
breaks. Attendance at meal functions (with the exception of Platinum sponsor benefits,
addressed in their respective information sheet) is limited to conference registrants.
Social event signs. If you are hosting a social event on Sunday or Monday evening, you will be
permitted one sign advertising your event at an appropriate spot in the hotel, and one sign at
the door where the event is being held.
Compliance with TEI policies. A firm’s not adhering to TEI’s sponsor policies may lead to
cancellation of its exhibit (during the conference) and forfeiture of its sponsorship fee.
Hotel reservations. Your firm’s representatives are welcome to make reservations in the TEI
block of rooms at the Grand Hyatt Washington. The room rate is $359, plus tax. This block may
only be accessed through this weblink:
https://aws.passkey.com/event/14961304/owner/544/landing?gtid=15e312b7f3b56a8e6232a
577a0908ed9 .The block will be released for sale to the general public on February 23
(extended from February 18).
On-site Registration. The firm’s representative should report to the TEI Registration Desk in the
Independence Ballroom Foyer before setting up the exhibit. A final program schedule will be
provided. Badges will be at each exhibit table with other on-site materials. Any attendees not
pre-registered by March 3 should come to the Registration Desk to request a badge.