Exhibitors

Exhibitor Information

Conference Location and Hotel Reservations:

Hershey Lodge

325 University Drive, Hershey, PA 17033

Phone: 717-533-3311

Make room reservations and get the Region III VPP discounted rate by going online.

Fees:

The fee is for an approximately 8' deep x 10' wide display area. Exhibitors must exhibit on both days. Additionally, the fee covers:

  • Skirted table and two chairs

  • Pipe & Drape

  • Waste Basket

  • ID Sign

  • Registration for one booth personnel. Must complete the attached registration form.

  • All scheduled meal functions for booth personnel.

  • Conference materials.

  • Attendee list - A list will be sent before the conference, and a final list will be sent after the conference.

Reserve Your Booth:

Complete the Exhibitor Application/Contract. Submit it with a valid form of payment.

  • For credit cards, fax the application/contract to the VPPPA Office at 703-761-1148. If you have problems, call 703-761-1146.

  • For checks, make payable to VPPPA, Inc. and mail to:

    • Registrar VPPPA, 7600-E Leesburg Pike, Suite 100, Falls Church, VA 22043

  • You may also scan the information and email it to Registration@vpppa.org

  • VPPPA, Inc. does not accept Purchase Orders.

Payment:

  • Payment must be received with the application/contract to confirm booth reservations.

Setup Time:

  • Tuesday, May 20, 2025, from 4:00 pm to 8:00 pm.

  • Wednesday, May 21, 2025, from 7:00 am to 10:00 am.

  • Setup must be completed by the start of the conference on May 21, 2025, at 10:00 am.

    • This is due to the sharing of the Vendor Hall and General Sessions Meeting area.

  • Vendor area opens to Conference Guests on May 21, 2025, at 10:15 am

Exhibitor/Vendor Hours:

  • Wednesday, May 21, 2025, from 10:15 am to 6:00 pm

  • Thursday, May 22, 2025, from 8:00 am to 12:00 pm

  • Breaks, receptions, and networking opportunities are held in the exhibit area offering substantial opportunities for contact with potential clients.

  • A Networking Vendor Reception will be held in the vendor area on Wednesday, May 21, 2025, from 5:45 pm to 7:00 pm.

Tear Down:

  • You may not tear down before 12:00 pm on Thursday, May 22, 2025.

  • You must complete your tear down no later than 4:30 pm on Thursday, May 22, 2025.

  • There will be a penalty if you break down early. The fee will be $100.00.

Booth Personnel Registration:

  • There is an additional charge of $400.00 per person with a maximum of 3 persons at any one booth.

  • All booth personnel must complete the attached registration form above.

  • Note: The Booth Registration Fee does not include any activities after the 12:00 pm closing of the vendor area on Thursday, May 22, 2025.

  • Please review the Exhibitor/Vendor Application/Contract for more details.

Additional Services:

  • Contact the Event Coordinator to enquire about shipping and storage of display items prior to the conference. The VPPPA Region II & III Chapters will not be responsible for any holding, shipping, or drayage fees.

  • Packages shipped to the hotel must be labeled with the following:

    Hershey Lodge

    Attn: (Onsite Representative - Preferably a Hotel Guest

    VPPPA Region II & III, May 20-22, 2025

    Booth: (Your Assigned Booth #)

    325 University Drive

    Hershey, PA 17033

  • Once registration is confirmed, you will be sent an Exhibitor/Vendor form for additional items such as electric, audio, and visual. These items incur additional fees to be paid by the Exhibitor to the hotel.

  • Hotel Event Coordinator Contact Information:

    Desiree Scalavino

    Convention Services Manager

    Hershey Lodge

    325 University Drive

    Hershey, PA 17033

    Office: 717-534-8676

    Fax: 717-534-8683

    Email: denscalavino@hersheypa.com

Security:

  • The exhibit area will be closed during on-conference hours.

  • Hotel security will be walking through the area during non-conference hours.

  • The VPPPA Region II & III Chapter assumes no liability for merchandise left unattended.

Cancellation Policy:

  • Exhibit booth space is non-refundable.

  • The VPPPA Region II & III Chapter reserves the right to cancel the conference, the exhibition, or any part thereof with no further liability to the exhibitor other than a refund of exhibit fees, less a proportionate share of the exposition cost incurred due to cancellation of the conference due to any circumstances beyond the control of the VPPPA Region II & III Chapter or Hershey Lodge.

Hold Harmless/Responsibility Clauses:

  • Exhibitors shall indemnify and hold harmless the VPPPA Region II & II Chapters and Hershey Lodge and its service agents from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits.

  • Exhibitors shall indemnify and hold harmless the VPPPA Region II & III Chapters, Hershey Lodge, and their respective employees, board of directors, membership, and agents against any claim or expenses arising out of the use of the exhibition premises.

  • The VPPPA Region II & III Chapters maintain sole discretion in the acceptance or refusal of applications. Applications received, and accepted will be recorded in order of receipt and space will be assigned on a first come, first serve basis, with consideration given to sponsors.

  • The VPPPA Region II & III Chapters reserve the right to exercise the final say on all decisions.

Interruption of the Conference:

  • Should any contingency prevent the holding of the VPPPA Region II & III Chapters Annual Conference, the VPPPA Region II & III Chapters will return such portions of the amount paid for the space determined equitable by VPPPA after deduction of such amount necessary to cover expenses incurred by the VPPPA Region II & III Chapters in connection with the conference.

  • If for any reason, the VPPPA Region II & III Chapters determine the location of the VPPPA Region II & II Chapters Annual Conference should be changed or the dates of the conference postponed, no refund will be made, but VPPPA shall assign to the Exhibitor in lieu of the original space, such other space as the VPPPA Region II & III Chapters deems appropriate, and the Exhibitor agrees to use such space under the same Rules and Regulations. The VPPPA Region II & II Chapter shall not be financially liable or otherwise obligated in the event that the VPPPA Region II & III Chapters Annual Conference is canceled, postponed, or relocated, except as provided herein.

Questions:

  • For information or questions regarding exhibit hall and space assignments, please contact:

    • Ben Conaway at bconaway@elwd.com

      OR

    • Brian Hale at v_brianh@marvin.com

  • For questions regarding payment and/or registration for booth personnel, please contact:

    • Registration@vpppa.org

      OR

    • Call 703-761-1146 x 304