The information below should be used by Exhibitors who are participating in the 2023 Exhibitor Showcase in Nashville, Tennessee. Most of these details are specific only to Exhibitors and designed to help them when planning for their participation in the Exhibitor Showcase.

We strongly encourage Exhibitors to participate in the full slate of activities during the Convention. While the Exhibitors’ Showcase is extremely beneficial, it is just one element of this valuable event. MHEDA strategically provides many networking opportunities during the Convention that will maximize your time with these key decision makers in our industry. Take advantage of this unique opportunity and attend as many keynote presentations, general sessions and workshops offered during Convention.

2023 Exhibitor Showcase

The fee you paid to participate in the Exhibitor Showcase does not include any registration for individuals to attend the Convention. Please be sure to register at least one person to attend the 2023 Convention and don’t forget to make your hotel reservations.

To register for Convention, click here.

To make your hotel reservation, click here.

Note: Only members of MHEDA are allowed to display in this show.

Tabletop Size

  • Each Tabletop space is approximately 10 ft. wide x 3 ft. deep

What’s Included With Your Tabletop Package

Tabletop package includes the following complimentary:

  • 1 – six foot skirted table (30″ or 42” high). 
    Note: You will have the opportunity to select the height of the table. 
  • 2 – chairs or bar stools
  • 1 – identification sign
  • 1 – waste can
Complete Table Size Selection Form by March 1

Shipping Information

Shipping through GES:

Shipping Directly to the Hotel

IMPORTANT INFORMATION

The Grand Hyatt Hotel will not accept boxes or packages for exhibitors due to space limitations. Please ship all of your Tabletop material through GES following the instructions above.

Electrical, Audio Visual and Internet

Marketing and Display

  • Marketing material is recommended for this event.
  • Exhibitor’s will be allowed to use one 8 ft wide backdrop behind your table.
  • Vertical banners may be used in your space instead of a backdrop if they are approximately 3 ft x 8 ft.
  • You are allowed to hang signage from the back pipe as long as it is hung using sign hooks provided by GES. You are not allowed to pin or attached anything to the drape. You will be asked to remove any signs that are pinned on the drape.

GES Services

GES has been contracted as the official drayage company to oversee our program. GES will set the Tabletops according to the floor plan and will have a Service Desk available on-site to assist exhibitors at the hotel during setup. If you need services from GES, please use the button below to visit the GES Online Portal and place your orders.

Visit the GES Online Portal

Exhibitors On-Site Schedule to Follow

Sunday, April 30
12:00 pm–4:00 pm – Exhibitors Setup their space in the Grand Hall. If you shipped material to GES, it will be in your booth when you arrive to setup.

Monday, May 1
6:30 a.m. – Only Exhibitors will be allowed to enter the Grand Hall for last minute touch-up. NOTE: The Grand Hall doors will be locked from Sunday at 4:00 pm to Monday morning and no admittance will be allowed for any convention attendee including exhibitors.

Monday, May 1
10:00 am–1:00 pm – Showcase is open exclusively for convention attendees to walk the floor and network with Exhibitors. Exhibitors will be asked to pass out Raffle Tickets, provided by MHEDA, to attendees who visit your booth.

Monday, May 1
1:00 pm-2:00 pm – Lunch as a group. Exhibitors should join the group for lunch. Attendees will not be walking the floor during lunch.

Monday, May 1
4:45 pm–5:45 pm – Happy Hour Reception – Enjoy a beverage with fellow attendees! Food will be served along with adult beverages. Door Prize Winners will retrieve prizes at your Tabletop. MHEDA’s Happy Hour Raffle Drawings will take place. Spouses are also invited to this event.

Monday, May 1
5:45 pm–7:15 pm – Exhibitor tear down

Traffic Builder – Door Prize Program

Exhibitor’s have the opportunity to donate a Door Prize to give away to convention attendees. This program helps increase traffic at your table and promotes your participation in MHEDA’s Exhibitor Showcase. Door prizes will be announced prior to the opening of the Exhibitor Showcase via the Convention App. The giveaway prize should have a minimum value of $100. If you would like to participate in this program, please complete the Door Prize Give Away Form prior to the start of Convention.

Complete the Door Prize Give Away Form by April 14

Tabletop Conduct

Exhibitors are permitted to conduct drawings or raffle contests within their tabletop, but exhibitors should contact MHEDA for approval prior to the start of Convention.

Audio visual equipment used within the booth must be kept at a low noise level. The primary purpose of audio-visual presentations is to elaborate upon conversations about your products and services offered rather than to promote attendance within a booth area.

MHEDA reserves the right to curtail any activity within a tabletop that reflects against the character of the Convention.


If you have any questions regarding your participation in the Exhibitor Showcase, contact Rebecca Hein at rhein@mheda.org or direct at 847-637-5215.