Exhibitor Guide

Exhibitor Guide
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We are excited to welcome Preferred Supplier exhibitors to the 2025 NASC Annual Conference. We will do all we can to help facilitate a productive and successful exhibitor experience for you! The following details will help you prepare for the event. If you have questions, please contact the NASC Conference Team by emailing conference@nasc.cc or calling (760) 751-3360 x105.

Conference Dates
Tuesday, April 22 – Thursday, April 24, 2025

Conference Location
Hilton Columbus at Easton
3900 Chagrin Dr.
Columbus, OH 43219
+1 (614) 414-5000
https://www.hiltoncolumbus.com/

Hilton Columbus at Easton Hotel Policies
If you have booked your stay at the conference hotel, it is important to be aware of the following policies. 

Check In/Check Out
Guest check-in is at 4:00 PM and check-out is 11:00 AM. Requests for late check-out should be made with the front desk. For guests not departing immediately upon check-out, the hotel can stow luggage in a secure area.

Room Occupancy
Room rates are based on double occupancy. Additional room occupants aged 18 years and older will be charged $25 per person, per night, plus applicable taxes.

Deposit, Cancellation, Early Check-Out
A deposit equal to one night’s stay is charged at the time the reservation is made and will be applied to your first night’s stay. Cancellation with confirmation number is required at least 48 hours prior to arrival date. If the guest does not cancel within this timeframe, a non-refundable one-night room charge + tax will be charged to the credit card on file. Guests who check out early will incur an early departure fee of $100 unless the hotel is notified of the early departure at the time the guest checks-in.

Parking
Self-parking is provided at no charge to event attendees. Valet parking is available for $30 per day.

Pets
The hotel is a pet-friendly property. Pets weighing 75 pounds or less are welcome and must always be leashed or kenneled while outside the sleeping room. A $100 non-refundable fee + signed liability release form are required. Service dogs are always welcome at the hotel and are not subject to the pet fee.

Smoking
The entire hotel property is 100% smoke free. Smoking in guest rooms or on balconies is strictly prohibited and will result in a $500 fine.

Exhibitor Badge Pickup
Exhibitor badges can be picked up in the Easton Grand Ballroom Foyer on Tuesday, April 22, 8:00 AM – 2:00 PM. Exhibitor badges are required for admittance into the exhibit hall, conference sessions, and evening events. 

Exhibit Setup Information
Exhibits may be set up on Tuesday, April 22, 8:00 AM – 5:00 PM. Our first event of the conference is our exhibit hall reception on April 22, 5:00-6:30 PM.

Your exhibit space is not a traditional 10’ x 10’ booth. You will have a 6-foot table with 3-4 feet of space between you and the neighboring exhibit. Backdrops may not exceed 6 feet in width. Each space includes a 6-foot draped table, two chairs, and two all-access badges. Additional exhibitor badges may be purchased for $575 per person. 

The images below depict examples of allowable displays:

Exhibit Hall Hours

Check-in/Set-up: 

Tuesday, April 22 | 8:00 AM – 5:00 PM


Exhibitor Hours: 

Tuesday, April 22 | 5:00 – 6:30 PM

Wednesday, April 23 | 7:15 AM – 4:00 PM

Thursday, April 24 | 7:15 AM – 3:50 PM


Tear-Down 

Thursday, April 24 | 3:50 – 5:20 PM* and 5:45 – 7:00 PM

*Preferred Suppliers are encouraged to attend the NASC member meeting at 5:20 PM on Thursday, April 24. 


Networking Schedule

All refreshment breaks and meals will take place in the exhibit hall. Exhibitors will have access to lunch buffets 15 minutes prior to the end of the morning sessions so they can eat and be ready when attendees arrive.


Tuesday, April 22               

5:00 – 6:30 PM | Preferred Supplier Cocktail Reception in the Easton Grand Ballroom Foyer


Wednesday, April 23

7:15 – 8:00 AM | Light Breakfast + Exhibits Open

9:50 – 10:30 AM | Networking Break-Exhibits Open

11:50 AM – 1:00 PM | Exhibit Hall Lunch

6:30 – 8:30 PM | Opening Night Reception at Pins Mechanical Company


Thursday, April 24

7:15 – 8:00 AM | Light Breakfast + Exhibits Open

9:15 – 10:00 AM | Networking Break-Exhibits Open

11:50 AM – 1:00 PM | Exhibit Hall Lunch

3:10 – 3:50 PM | Networking Break-Exhibits Open

7:00 – 10:00 PM | Final Night Banquet in the Easton Grand Ballroom


Attend Our Evening Events! 

Exhibitors are encouraged to attend our receptions held every evening of the conference. These events are designed to help exhibitors and attendees enjoy a relaxing environment while getting acquainted and fostering long-lasting relationships.


Dress Code

Business-casual attire is acceptable during exhibition hours. For men, collared shirt, khakis or slacks, optional sport coat, and comfortable dress shoes. For women, dress, blouse and slacks or skirt, optional jacket or sweater, and comfortable dress shoes. Evening events are more relaxed, and we encourage you to dress in a manner that reflects your personality.


Drink Tickets

Exhibitors may purchase drink tickets to give away to favorite customers or new friends who stop by your table! Drink tickets can be redeemed for beer, wine, cocktails, and soft drinks, and are good at all conference evening events. Pre-order in bundles of 10 for $120. Pre-purchased drink tickets will be distributed Tuesday, April 22 during exhibitor set-up. Exhibitors may also visit the Welcome Desk on site to purchase drink tickets. 


Drawing for Free 2026 Exhibit Space

On Thursday, April 24 at 3:30 PM, NASC conference staff will circulate the exhibit hall with a drawing box for exhibitors to drop their business card. Exhibitors still fully set up and open will be entered to win a free exhibit space + two badges for the 2026 conference. The winner will be announced at the member meeting.


Shipping of Show Materials

Important! Please Read Carefully

The conference hotel will not accept any show materials earlier than Friday, April 18, 2025. The hotel’s receiving entrance is open Monday-Friday, 8:00 AM-5:00 PM. Special arrangements must be made in advance for any deliveries outside this time frame. 


Show materials must be addressed as follows:

Hilton Columbus at Easton

Attention: Exhibitor Company Name

2025 NASC Annual Conference

3900 Chagrin Dr.

Columbus, OH 43219

Box ___ of ___


Upon shipping your materials, it is imperative you email the tracking number for each box or parcel to conference@nasc.cc so the NASC team can help track your show materials. Shipments that are labeled properly and arrive in advance will be placed in the exhibit hall for exhibitors to retrieve on Tuesday, April 22 during setup.


Boxes are not to exceed 50 pounds. When possible, please split heavier items into multiple boxes to reduce the weight of each box. For shipments over 50 pounds, the hotel recommends that the exhibitor work with a freight handling company to complete delivery.


The hotel does not accept any liability for equipment, goods, or displays that arrive or fail to arrive at the hotel. Exhibitors are responsible for insuring their property for loss or damage. The hotel and NASC are not responsible for any lost or undelivered packages.


Outgoing Materials

It is the exhibitor’s responsibility to arrange for the pickup of your show materials prior to the end of the conference. At the end of the event, pack your boxes, tape them closed, securely affix your shipping label, and place the boxes on your table. Email a photo of your labeled boxes sitting on your table to conference@nasc.cc. 


The hotel’s Banquets team will transfer all correctly prepared packages to the hotel’s receiving area for the shipping carriers to pick up on their scheduled dates.


If you fail to properly pack your materials and schedule your FedEx or UPS pickup from the hotel, the materials will be disposed of.


On-Site NASC Contact

If you have a question or need assistance during the conference, please text or call:


- Bill Parker – 515-779-0886

- Jeni Parker – 515-556-5697


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