Exhibitors FAQ’s

Accommodations:

When can we reserve our hotel rooms?

Hotel rooms will be available through MRPA this year. Lodging will open TBD.

NOTE: Hyatt reservations will require a three night booking per room and there are very limited suites available.

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.  Your standard indoor exhibit hall space will include a tabletop space, (6ft table), 2 chairs, linen, and waste bin. Larger space is available on a limited basis, first come, first serve.

What are the exhibit hall hours?

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

Monday, April 7

• Load In

Tuesday, April 8

• Equipment Village Opening and Demos 1:30-5:00 pm
• Exhibit Hall Open 3:00-5:00 pm
• Exhibit Hall Grand Opening Happy Hour 7:30-9:00 pm

Wednesday, April 9

• Equipment Village only and Breakfast Outside 7:00 -8:30 am
• Both indoor and outdoor open 8:30 am - 3:00pm
• Both Break Down 3:00 pm - ?

There will be an inclement weather plan in place for the outdoor equipment village and all outdoor activities, in the unforeseen case of bad weather.

Refund Policy

Should an exhibitor need to cancel their exhibit space, MRPA will refund minus a 30% administration fee through February 1st, 2025.  No refunds will be made after February 1st, 2025.

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 at the MRPA office/online. You will be invoiced based upon your assigned exhibit space and sponsorship selection. MRPA reserves the right to assign exhibit space to meet the needs of all exhibitors and our sponsors.

Food & Beverage:

• 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.
• Add appetizers to your space and hotel staff will deliver and set up for you before the Exhibit Hall Happy Hour on Tuesday evening.

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