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, Nov. 16-18, 2022

Mail to: Columbus Marriott Northwest, 5605 Blazer Parkway, Dublin, Ohio 43017
Phone: (330) 471-8000

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 November 10, 2022. If seeking a preferred space next to an industry partner, it is the responsibility of the exhibitor to coordinate with that partner for floor 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.

EXHIBIT INSTALLATION & REMOVAL:  Installation of exhibits will be from 9:00 a.m. - 12:00 p.m. on Wednesday, November 16, 2022. Dismantling should be done no later than 10:00 a.m. on Friday, November 18th. Vendors may remove their booth materials after Thursday afternoon.

DOOR PRIZES:  Exhibitors are welcome to bring door prizes.  Exhibitors are responsible for collecting business cards at their tabletops and conducting a drawing to determine the winner. CTAO is willing to announce the winners at the conclusion of the conference. In the event winner is not present, it is the exhibitor’s responsibility to deliver/ship the item to the winner.

CANCELLATION POLICY: Cancellations must be made in writing (e-mail or letter) and cannot be taken over the phone. Cancellations are effective as of the date of receipt. Any exhibitor cancelling table space on or before October 31st will receive a full refund. Any exhibitor cancelling space between October 31st and November 10th forfeits 50 percent of the total rental cost for each table requested. Any company cancelling after November 10th forfeits the entire table rental fee. Any exhibitor cancelling with a balance due is responsible for paying the remainder in full within 30 days of the cancellation.

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 Wednesday, November 16, 2022 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.