Electric Operations Technical & Leadership Summit

Exhibitor Services

VENUE  |  SCHEDULE  |  CHECKLIST  |  FORM & PRIZES  |  ENGAGEMENT ACTIVITY  |  REGISTER  |  BOOTH MATERIALS  |  SHIPPING  |  ACCOMMODATIONS & TRAVEL  |  MORE

Venue

Hyatt Regency Coralville Hotel & Conference Center
300 E 9th St
Coralville, IA 52241

Schedule

EXHIBITOR MOVE-IN
Tuesday, May 12 from 10:00 AM – 3:30 PM

EXHIBITOR MOVE-OUT
Wednesday, May 13 from 12:30 PM – 5:00 PM

Please note: Exhibitors are not allowed to start breaking down until after lunch ends at 12:30 PM on Wednesday.

Exhibitor Checklist | Quick Reference

  1. Complete your Exhibitor Form, personalized link sent from Leslie Thomas [Deadline: Wednesday, April 1]
  2. Notify Leslie Thomas of any prizing drawings at your booth [Deadline: Monday, April 20]
  3. Report your booth engagement activity to Leslie Thomas [Deadline: Wednesday, April 15]
  4. Register booth staff according to the personalized instructions in your booth confirmation email [Promo code expires: Monday, April 20]
  5. Review booth inclusions and order any additional materials [Deadline: Monday, April 20]
  6. Ship your materials [Prep your shipment to arrive between Friday, May 1 and Friday, May 8]
  7. Reserve your sleeping room(s) [Book by Monday, April 13]
  8. Plan your travel
  9. More info and opportunities

1. Exhibitor Form

Please finalize your exhibitor profile form in the event app, and be sure to upload your logo if needed. You received an email from Leslie Thomas with a personalized link to your form.

Attendees rely heavily on the app to plan their time in the exhibit hall, and a complete profile increases your visibility and booth traffic.

2. Prizes

Please notify Leslie Thomas of any prizing drawings at your booth so MEA can help coordinate and promote.

3. Exhibitor Engagement

Based on direct attendee feedback, we’re intentionally elevating the exhibit hall experience. We’ve heard clearly that participants want more interaction, more hands-on engagement, and more energy in the space.

Imagine an exhibit hall buzzing with activity—live demos, hands-on experiences, friendly competition, and conversations sparked by something memorable. That kind of environment benefits everyone, especially you.

To make that happen, we are asking every exhibitor to host a booth activity. This could include a:

  • live product demonstration
  • hands-on tool or technology demo
  • quick skills challenge
  • spin-to-win wheel or prize drawing
  • short “test your knowledge” game
  • mini troubleshooting scenario
  • leaderboard-style competition
  • Yard game (bags, mini putting green, oversized Jenga, etc.)

Tip: A giveaway tied to participation in a demo would bring even more traffic!

The goal is simple: give attendees a reason to stop, engage, and remember you (add a fun giveaway for recognition after the summit!).

Please email Leslie Thomas with a brief description of your planned activity AND include those details in your booth form above. If your activity requires additional space beyond your booth footprint, let me know (we are intentionally holding space in the exhibit hall for larger demos or game setups). Please also indicate if you will have any prizes with your activity.

4. Booth & Registration Rates

  • Member booth including one* staff person: $1,200
  • Non-member booth including one* staff person: $1,700

REGISTER BOOTH STAFF

Each booth staff must complete a separate individual registration at Electric Operations Technical & Leadership Summit event; be sure to check ‘yes’ on the question asking if you are an exhibitor booth staff.

  • *Register the one included staff person using the instructions and promo code provided in your confirmation email.
  • Additional booth staff may register at the attendee rates listed below. Be sure to check ‘yes’ on the question asking if you are an exhibitor booth staff.
    • Member  |   $600 per additional booth staff person
    • Non-member  |  $850 per additional booth staff person

5. Booth Materials

  • Included in your booth package is an 8’ draped table, two chairs, one wastebasket and an ID sign.
  • MEA will provide basic internet in the exhibit hall. Basic internet generally supports light web browsing and email.
  • Booth carpet and electricity can be ordered during or after the booth registration process.

If you’d like to order additional furniture, please complete this form and return it to R&D. If you’d like to order AV or additional WiFi bandwidth for your booth, please contact Leslie Thomas.

6. Shipping

Shipping must be coordinated through R&D Event Services*, please find freight instructions here.

Plan for your shipment to arrive after Friday, May 1 and no later than Friday, May 8.

*We kindly ask that all packages be shipped through the official event shipping provider, R&D Event Services, to ensure smooth handling and timely delivery. If you choose to use another carrier, please note that we may have limited ability to assist with locating your package, and there is not a shipping center onsite. Thank you for your understanding and cooperation.

7. Accommodations

RESERVE YOUR SLEEPING ROOM(S)

Book your hotel online or call (319) 688-4000 and reference code G-BXIU to receive the negotiated rate of $131 plus taxes and fees. If you’d like to pre-pay for your room, please book your reservation and then call (319) 688-4000 and ask to speak to the accounting department to place an advance payment on your reservation. This room rate will be available until April 13 or until the block is full.

8. Travel

PLAN YOUR TRAVEL

  • Air Travel: The Eastern Iowa Airport (CID) in Cedar Rapids is the closest airport and is approximately 20 minutes from the hotel.
  • Transportation: There are various transportation options, including car rental, taxi and Uber/Lyft available to and from the CID airport and the MLI airport.   
    • Estimated one-way taxi fare: $120 (MLI)
    • Estimated one-way Lyft and Uber fares: $90 (MLI)
  • Parking: Parking for overnight hotel guests receive complimentary self-parking. The parking fee for daily guests is $8 per day, with in/out privileges.

9. Questions & Other Opportunities