Sat, April 26th – Wed, April 30th, 2025 | Tampa, Florida
2025 Annual Convention & Exhibitor Showcase
2025 Exhibitor Showcase
Everything You Need To Know
Thank you for signing up to exhibit at the 2025 MHEDA Exhibitor Showcase in Tampa, Florida. As an Exhibitor, the information below will help you as you plan and participate in the upcoming event.
We highly encourage exhibitors to engage in all activities during the Convention. MHEDA offers numerous networking opportunities designed to connect you with key decision-makers. We have amazing keynote presentations and workshops throughout the Convention on numerous topics from industry specific topics to inspirational leadership sessions. We want you to walk away energized with actionable ideas to take back to your business.
Booth Conduct
Exhibitors may hold drawings or raffles at their booths but must seek MHEDA approval before the Convention begins. Audio-visual equipment should be kept at a low volume, primarily to support product discussions, not to attract attendees. MHEDA reserves the right to limit any booth activity that conflicts with the Convention’s overall character. Please take a moment to review our complete Exhibitor Rules and Regulations.
Stay Organized with Our Exhibitor Checklist
Preparing for Convention as an exhibitor involves many important steps, and staying organized is key to success. That’s why we encourage you to download and use our helpful checklist, designed to guide you through each task with ease. By following the checklist, you can ensure nothing is overlooked, save time, and focus on making the most of your Convention experience.
BE AWARE OF POsSIBLE SCAMS
MHEDA will never ask you to purchase our attendee list through a third party. Should you receive an email offering this service, please know that this is not legitimate or affiliated with MHEDA. Additionally, these third-party services do not have attendee information. If you have questions or concerns, please feel free to reach out to MHEDA at 847-680-3500 or connect@mheda.org.
Complete Booth Payment
To process your payment, log in to your MHEDA.org account and access the Payment Wizard. From the dropdown menu, select your company and click “Next.” Then, choose the “Exhibitor Showcase Booth Payment” option to complete the transaction using a credit card.
Update Exhibitor Directory
Log in to your MHEDA.org account to access the floorplan and directory. Locate and select your blue-highlighted booth, then click “Manage My Booth.” From there, you can upload your company logo and add a description of up to 100 words. Once complete, be sure to click “Save” to confirm your changes.
Convention Registration & Fees
The Exhibitor Showcase fee does not cover Convention registration. Please ensure you register at least one team member for the 2025 Convention and make hotel reservations. After registration, you will receive an email with instructions to book accommodations at the JW Marriott Tampa Water Street or the Tampa Marriott Water Street across the street.
What's Included in Your Booth Package?
- Booth space is approximately 10 ft. wide x 4 ft. deep
- 1 – Six foot skirted table (30″ or 42” high)
- 2 – Chairs or bar stools
- 1 – Identification sign
- 1 – Waste can
Take a moment to select your table package by completing the form. This must be completed by January 31, 2025.
Two Shipping Options
Shipping Through GES
Shipments must arrive at the GES Warehouse by April 23, 2025. The warehouse opens on March 25, 2025. Be sure to include your organization name and booth number on the label. Review and complete documents below.
Shipping Directly to Hotel
The UPS Store on-site accepts packages from all carriers (UPS, FedEx, USPS, Amazon). Store hours are Saturdays from 10 am – 2 pm and Monday–Friday from 8 am – 6 pm. Review and complete documents below.
JW Marriott Tampa UPS Fees
Material Handling Order Form
Shipping to Hotel Label
GES Services
GES is the official drayage company managing our program. They will set up booths per the floor plan and provide on-site assistance at the hotel during setup. To request services or place orders, please access the GES Online Portal.
Electrical, AV & Internet
Electric service, monitors, and AV equipment must be ordered through Encore AV at the JW Marriott Tampa Water Street. Complimentary WiFi will be available throughout the Convention and Exhibitor Showcase, which will take place in the Tampa Bay Ballroom.
Marketing & Display
Marketing materials are recommended for this event. Exhibitors may use an 8 ft wide backdrop behind their table or substitute it with a vertical banner approximately 3 ft x 8 ft. Signage can be hung from the back pipe using sign hooks provided by GES.
Door Prize Program
Exhibitors are invited to donate a door prize to increase traffic at your booth and promote your participation in MHEDA’s Exhibitor Showcase. To participate, complete the form below and describe your prize, which should have a minimum value of $100.
How It Works:
- Exhibitors donate one prize valued at $100 or more, which is handled by the exhibitor
- MHEDA will promote the prize on the Convention App, encouraging attendees to visit your booth
- Exhibitors collect names of attendees who visit their booth and randomly select a winner from those contacts
- Submit the winner’s name to MHEDA, and it will be posted on the Convention App before Happy Hour
- Winners will pick up their prize at the exhibitor booth during Happy Hour on Monday
Exhibitor On-Site Schedule
Sunday, April 27
12:00 pm–4:00 pm – Exhibitors Booth Setup in the Tampa Bay Ballroom (Fourth Floor)
If you shipped materials to GES, they will be in your booth when you arrive to setup.
Monday, April 28
6:30 am– 7:45 am – Tampa Bay Ballroom is Open for Exhibitors to Finalize Set-up
7:00 am – 8:00 am – Breakfast Served in the Ybor Ballroom (Second Floor)
8:00 am – 9:30 am – Opening Business Meeting and Keynote Session H.B. Plant Ballroom (Second Floor)
9:30 am–12:30 pm – Exhibitor Showcase Is Open to Attendees
Exhibitors will be asked to distribute Raffle Tickets, provided by MHEDA, to attendees who visit your booth.
12:30 pm–1:30 pm – Networking Lunch in the Ybor Ballroom (Second Floor)
Security will be provided in the ballroom in the afternoon.
4:45 pm–5:45 pm – Happy Hour Reception
Enjoy food and drinks with fellow attendees! Food will be served along with adult beverages. Door Prize Winners will retrieve prizes at your Booth. MHEDA’s Happy Hour Raffle Drawings will take place. Spouses are also invited to this event.
5:45 pm–7:00 pm – Exhibitor Tear Down
Booth tear down begins at 5:45 pm.