Booth Exhibitors (Zoned Placement)

 

• Sizes: 8x10,10x10, 10x15, 10x20, (2) 20x20 booths 

• Booth spaces are “space only” — exhibitors must provide their own booth structures, walls, and displays

• Comes with: Booth space footprint + exhibitor badges

• Wi-Fi, electricity, furnishings, or additional AV must be requested in advance (additional costs may apply)

• Booths are placed within assigned color-coded zones on the exhibit floor

 

Tabling Exhibitors (Community Connections Zone)

• 6’ draped table + 2 chairs

• All tabling exhibitors must use drape poles and stay within their assigned space

• Located in the Community Connections Zone near the front entry

• Ideal for nonprofits, youth groups, school clubs, and local initiatives

 

Required Documentation

• All exhibitors (booth and tabling) must provide:

• Certificate of Insurance (COI) naming the Military Children’s Six Foundation and Hyatt Regency Crystal City as additional insured (See Example Here)

• COI must be submitted no later than March 1, 2026

 

Exhibitors who fail to submit required documentation will not be permitted to load in.

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Setup & Load-In

• Load-In Window:

  • Begins Friday, April 24, 2026 at 6:00 PM

  • Ends Saturday, April 25, 2026 at 3:45 AM

• All displays must be fully set and ready for inspection by 9:00 AM on April 25, 2026

• All exhibitors must check in at the Exhibitor Registration Desk before load-in

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Event Hours & Load-Out

• Expo Hours: 10:00 AM – 6:00 PM

• Exhibitors must staff their booths/tables the entire duration

• Load-Out Window: 6:00 PM – 12:00 AM on April 25, 2026

• No early teardown is permitted

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Shipping Instructions

• Shipments may arrive no earlier than 3 days before the Expo

• Any shipments arriving outside this window may be refused

• For full shipping instructions and labels, [click here] (link to shipping PDF/portal)

• Exhibitors are responsible for tracking and insuring all shipped materials

 

General Guidelines

• All displays must fit entirely within your assigned footprint — no aisle encroachment

• All displays and materials must be family-friendly, youth-appropriate, and culturally respectful

• No fire, open flames, pyrotechnics, alcohol, tobacco, cannabis, or vaping products may be displayed, sold, or promoted

• Food or beverage sampling is prohibited without prior written approval

• No amplified sound or music without prior approval

• Wi-Fi, electrical, or special setup needs must be requested during registration

• Exhibitors are responsible for securing their own materials, valuables, and booth contents

• All trash and debris must be removed from your space before departure

 

Branding & Promotion

• Bring branded table covers, backdrops, signage, and promotional materials to stand out

• Confirmed exhibitors will be listed on the MCWE website, social media, and event program

• Submit your organization logo (PNG) and 50-word description by March1, 2026 to be featured

 

Contact

Exhibitor Services Team exhibits@themilitarychildworldexpo.com

 

Reminder: By participating as an exhibitor, you agree to comply with all MCWE Exhibitor Guidelines and venue safety regulations.

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