Exhibitors FAQ’s

Accommodations:

When can we reserve our hotel rooms?

Hotel rooms will be available directly through the hotel. Lodging will open TBD.

NOTE: Hyatt reservations will require a three-night booking per room (Tuesday- Friday), additional fees apply for Monday night stay. There are very limited suites available.

Exhibitor & Speaker Portals:

• Exhibitor Portal (Click Here)
• Speaker Portal (Click Here)

Please note: if you are an exhibitor & sponsor, you will only have one portal.  If you do not see both selections in your portal, please send an email to info@mdrpa.org.

Shipping/Packaging Information:

All shipments should be sent no sooner than two weeks before the conference, and events should be notified in advance.  A charge, currently $5.00 per box, will be assessed to cover the administration of receiving, tracking, and storage of each item.

To ensure prompt delivery, all materials should be addressed as follows:

Hyatt Regency Chesapeake Bay

100 Heron Blvd.

Cambridge, MD 21613

ATTN: Guest’s Name (Company Name)

Guests Arrival Date

Convention Name (MRPA Annual Conference)

Event Manager’s Name (Stephen Allen)

Deliveries will not be accepted if the shipper requires assistance from the hotel staff to load or unload materials.

The hotel accepts no responsibility for the return of packages or shipments at the conclusion of your function.

Exhibit Hall & Equipment Village

Will the exhibit hall and exhibit space include pipe & drape?

No.  The exhibit hall and exhibit space will NOT include pipe & drape.

Standard Booth 8' x 10':

• 6' x 3' Table (1)
• 2 Chars
• Waste Bin
• Admission for 2

Signature Booth 8' x 20':

• 6' x 3' Table (2)
• 4 Chars
• Waste Bin
• Admission for 4

What are the exhibit hall hours?

The indoor exhibit hall and outdoor equipment village will be open during the following hours.

Tuesday, April 21st

• 9:00am-3:00pm Exhibitor load-in time
• 5:00pm-7:30pm Opening conference session/meeting (exhibitors welcome to attend)
• 7:30pm-9:00pm Exhibit Hall Grand Opening and Poker Run
• 9:00pm-12:00am Social

Wednesday, April 22nd

• 7:00am-3:00pm Outdoor Equipment Village Load in
• 7:30am-9:00am Breakfast
• 8:30am-3:00pm Indoor Exhibit Hall open
• 12:10pm-1:15pm Exhibitor lunch (seating in Choptank)
• 3:00pm-4:30pm Indoor Exhibit Hall break down
• 5:00pm-6:30pm Exhibit Hall Happy Hour in hotel bar
• 6:30pm-7:00pm Donald Long Memorial Duck Race (Indoor Pool)
• 7:00pm-9:00pm Outdoor Village Grand Opening
• 9:00pm-12:00am Social with Equipment Village open

Thursday, April 23rd

• 7:00am-3:00pm Equipment Village open
• 7:30am-9:00am Breakfast
• Outdoor Equipment Show Speed sessions – 30 minutes
• Space available for exhibitor one-on-one appointments for exhibitors and conference attendees.
• 6:00pm-8:00pm Banquet
• 8:00pm-11:00pm Social

Please note: The schedule is subject to change as we get closer to the event.

There will be an inclement weather plan in place for the outdoor equipment village booths and all outdoor activities, in the unforeseen case of bad weather. We can not guarantee large outdoor exhibits and equipment will be able to move indoors.

Refund Policy

Cancellations must be submitted in writing via email. Refunds will be issued as follows:
- 100% if canceled 60 days prior to the event (February 20, 2026)
- 50% if canceled 30 days prior to the event (March 22, 2026)
- No refund if canceled less than 30 days before the event (After March 22, 2026)

Transaction Fee: a 1.9% PheedLoop Transaction Fee will be applied automatically to all credit/debit purchases. Any refunds issued will be minus the PheedLoop Transaction Fee. 

Assignment of Space:

Exhibitors may select the space they prefer this year.  Exhibit space assignments are not finalized until payment for the entire exhibit fee is received. MRPA reserves the right to assign exhibit space to meet the needs of all exhibitors and our sponsors.

Booth Sizes:

• Indoor Standard Space (8' x 10') / includes two exhibitor representatives
• Indoor Signature Space (8' x 20') / includes four exhibitor representatives
• Outdoor Small Space (15' x 15') / includes four exhibitor representatives
• Outdoor Large Space (15' x 30') / includes eight exhibitor representatives
• Included Meals:
  • Appetizers – Tuesday night
  • Breakfast and Lunch - Wednesday
  • Breakfast, Lunch, and Banquet - Thursday

Beverage Ticket Add-on:

• Add beverage tickets to your cart when selecting your space. Disburse as you choose (can only be redeemed at MRPA sponsored events during conference. Only sold in bundles of 10.)

Networking with Attendees:

• Attend a session
• Mix and mingle during breakfast or lunch
• Attend the Duck Race
• Attend the evening socials
• Stay for the Thursday night banquet

General Conference Attendees:

• County and Municipal Parks and Recreation Directors and Deputies
• Procurement Specialists
• Community Center Managers
• Special Events Coordinators
• Recreation Program Managers
• Parks & Maintenance Managers
• Park Rangers
• Athletic Field Supervisors
• Aquatics Manager
• and more!