Exhibition Prep Guide

Exhibitor Information

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Exhibitor Badge Policy

All company representatives that meet the criteria below must be REGISTERED for the conference.

Criteria

• are working at the exhibit table,
• plan to be in the exhibit hall/ programming area, and/or 
• plan to attend the conference.

ALL attendees MUST be registered and wear their name badges for all conference events. No Exceptions. Creating a safe environment for our attendees is our top priority. So, not only does wearing your name badge help with networking purposes, but for security reasons, it also helps us to identify who should and should not be in our event spaces.

Thank you for understanding!

Exhibit Space: What is Included? 

Each exhibit table space comes with:

• One 6-foot table with 2 chairs.
• There is approximately 1-1.25 feet on the left and right side of each exhibit table and 3 - 4 feet behind the table.
• It is not required that you use the exhibit table, however, you must stay within the perimeter shared above.

Commonly Asked Questions:

• Is the exhibit hall carpeted? YES 🟢 You do not have to bring in your own carpet unless you prefer to.
• Does power come included with your table purchase? NO 🔴
• Will furniture be provided? YES 🟡 Standard chairs and tables will be provided by the hotel. Additional furniture options, i.e. couches, bookcases, small side tables, etc. are not provided by the hotel. Sponsors will be responsible for procuring these specialty items and items must fit within sponsor's respective perimeter.
• Will the tables have a tablecloth? YES 🟢 The exhibit tables will have a tablecloth. You are more than welcome to bring your own tablecloth to use, but one will also be provided at your table should you need it.

Sponsor Listing

Use the buttons below to view the list of sponsors

Exhibition Showcase Schedule

Exhibitor Set-Up

All times listed below are Eastern Time. 

What to do once onsite?

• Once you arrive onsite, before going to your table, please check in at the Hospitality Desk on the Independence Foyer - Level 5B of the Grand Hyatt Washington to pick up your name badge. 
• After check-in, you may begin setting up in the Independence Ballroom Foyer - Level 5B. The tables will be marked with your company's name and table number to help easily locate them.

Exhibitor Teardown

Exhibitor Showcase Schedule

• Wednesday, July 8, 2026 | 11:30 AM - 7:00 PM
• Thursday, July 9, 2026  |  7:30 AM - 5:00 PM
• Friday, July 10, 2026  |  7:30 AM - 12:00 PM

Shipping Information

Inbound Shipping Information

Where should you send your booth materials? 

Please use the address format below to send your items:

Your Company Representative (cell phone number included) (i.e. the person claiming your items onsite)

FedEx Office at Grand Hyatt Washington

1000 H St. NW

Washington, DC 20001

2025 NASWA Veterans Conference

Box ____ of ____

Where will your booth materials be upon arrival?

• All inbound and outbound packages to and from the hotel, regardless of carrier, are handled by the onsite FedEx Business and Shipping Center located on the lobby level of the hotel.

Are there any shipping/handling fees for inbound packages?

• YES 🟢. The FedEx Store does charge shipping/handling fees for inbound packages.
• Shipping Instructions

Outbound Shipping Information

What should you do with your materials after you tear down? 

• All inbound and outbound packages to and from the hotel, regardless of carrier, are handled by the onsite FedEx Business and Shipping Center located on the lobby level of the hotel.
• Sponsors should ensure that all boxes to be shipped out of the hotel are packaged properly and labeled with a shipping and return address. You have the option of bringing your items to the FedEx office yourself, or arranging for FedEx to come to the exhibit area and move your packages (for an additional fee).
• Pick-ups for non-FedEx packages should be scheduled by the sponsor.

Are there any shipping/handling fees for outbound packages? 

• YES 🟢. The FedEx Store does charge shipping/handling fees for outbound packages.
• Shipping Instructions

Mon – Fri: 8:00 AM - 6:30 PM

Contact Information: Phone: 202.393.6880 | Fax: 202.347.3547  | Email: USA5691@FEDEX.COM