Exhibitor Policies

Sending Materials in Advance
If you have materials or a display that you want to send to the hotel prior to the conference, please send the materials to the address indicated below no more than one week in advance of the event.

** Please label all of your boxes with the following information:
[Your Company Name], CTAO Conference, c/o Sheila Fox, May 14-16, 2024

Mail to: Hilton Columbus/Polaris, 8700 Lyra Drive, Columbus, OH 43240


TABLE ASSIGNMENT:  Exhibit tables are assigned based on receipt of contract with payment. All contracts received with payment will be confirmed with table assignment on a space available basis by email by May 1, 2024. If seeking a preferred space next to an industry partner, it is the responsibility of the exhibitor to coordinate with that partner for table space.

If you would like to be placed away from an industry competitor, please email Sheila Fox at sfox@ctao.com. Due to the volume of competing businesses that participate, it is impossible to place all vendors away from competitors. CTAO reserves the right to determine the eligibility of any company or product for inclusion as an exhibitor.

TABLE SET UP & REMOVAL:  Each vendor receives 1 skirted table. Large exhibit displays are not allowed due to the size and space available for vendor. Set Up of exhibits will be from 9:00 a.m. - 12:00 p.m. on Tuesday, May 14. Dismantling should be done no later than 9:00 a.m. on Thursday, May 16th.

DOOR PRIZES:  Exhibitors are welcome to bring door prizes that have a cash value of less than $25 due to reporting requirements by government employees.  Exhibitors are responsible for collecting business cards at their tabletops and conducting a drawing to determine the winner. In the event winner is not present, it is the exhibitor’s responsibility to deliver/ship the item to the winner.

NO SHOW POLICY: Exhibitors are considered “no show” if a company does not occupy and exhibit in the designated space by 2:30 p.m. on Tuesday, May 14th and has not given CTAO the required written notice of cancellation or delay in setting up. CTAO has the right to use “no show” table space in such a manner as it may deem in the association’s best interest. Failure to occupy exhibit space does not relieve the exhibitor from their obligation to pay the full table rental fee. 

LOST OR STOLEN ITEMS:  CTAO is not responsible for lost or stolen items.