Information for Sponsors with Exhibits

Your exhibit will consist of a 6' x 30" skirted table, located ineither 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 and a trash can are included.

In order to ensure plenty of traffic in the exhibit area, continental breakfast is scheduled on Monday and Tuesday in both the 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:

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.
Drawings at your exhibit are permitted. It is the exhibitor’s responsibility to notify winners. Do not refer to your drawing as a “raffle”. This denotes gambling, and TEI does not have a gambling license.

Set-up of your exhibit may begin any time after noon on Sunday, March 25, 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, for questions and assistance.Registration materials will be at your exhibit.

Your exhibit must remain set until 4:30 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 25

6:30 – 7:30 p.m.Reception

Monday, March 26

7:00 – 8:00 a.m.Continental Breakfast

8:45 – 9:00 a.m.Refreshment Break

10:00 – 10:15 a.m.Refreshment Break

11:15 – 11:30 a.m.Refreshment Break

4:15 – 4:45 p.m.Refreshment Break

5:45 p.m.Sessions end

Tuesday, March 27

7:00 – 8:15 a.m.Continental Breakfast

8:45 – 9:00 a.m.Refreshment Break

10:00 – 10:15 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 by March 9 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 21 and no later than Friday, March 23. The materials will be delivered to your exhibit on Sundayafternoon, March 25, 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 25 at 7:30 p.m., until 7:00 a.m. Monday morning; Monday at 6:00 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

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 $365, plus tax. This block may only be accessed through this weblink: block will be released for sale to the general public on March 1.

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 9 should come to the Registration Desk to request a badge.