Please note that due to limited space, not all exhibit requests can be accommodated.  Requests for exhibit space will be accepted November 1 - December 16, 2009. Your organization will be notified the first week of January, 2010 regarding your request for exhibit space.  


About Convention Exhibits

Exhibits at Convention represent organizations  from across the Diocese as well as some popular commercial vendors. Each exhibit is designed to provide information that will help us build our lives together in this diocese and church. Exhibits may be found throughout the Convention in the North and South aisles of the Cathedral Nave.

Guidelines for Convention Exhibitors

All exhibitors, including anyone who will be staffing the exhibits, should read these guidelines carefully. Any exhibitor who does not follow the guidelines may be subject to removal from the Convention, and/or may be prohibited from exhibiting at future Conventions.

Subject Matter and Space Assignments:

The purpose of the exhibits is to provide information that will help us build our lives together in this diocese and church. Priority will be given to those exhibitors Bishops and Council invite or decide fit in best with the annual themes. The next priority will be given to diocesan committees, regional activities and parishes working together in mutual ministry. Other organizations with ties to the Episcopal Church (next priority to those listed in the Diocesan Journal, last priority to those listed in The Episcopal Church Annual ) may be allotted, as space permits, to the remaining spaces. Most commercial vendors are prohibited. There is a $30 fee for each exhibit space.  The fee will be refunded if your organization's request for exhibit space cannot be accommodated this year.

All space assignments will be made by the Convention Office. Assignments will be sent out a couple of weeks before Convention, and all decisions are final. We are not able to accommodate all exhibit requests due to limited space. An effort is made to group subject matters, accommodate electrical request and accommodate as many exhibit requests as possible.

Exhibit Spaces:

Exhibit spaces will be located in the rear of the nave in the bays, with two spaces in the rear of each bay, and three grouped around each column along the aisles.

- Only the Exhibit Coordinator (Sheryl Wilcox) has the authority to change your location and only for exceptional cases.

- Each exhibit space will consist of a banquet table (approximately 6' x 2.5') and two chairs. You must provide a covering for the table and prepare an attractive exhibit.

- The exhibits cannot have backdrop or things hung on the Cathedral walls, so if you are bringing posters, they must be put on the front of your table or on easels behind or in front of your exhibit. Please be considerate of those exhibitors who may be behind and next to you and do not block them - display boards should only cover a portion of the width of the table.

- Materials pertaining to the exhibit are to be placed on the exhibit table assigned and shall not be placed anywhere else or handed out in any other fashion. Materials from any other organization may not be included in the exhibit except with the permission of the Exhibit Coordinator. Be aware that there is a standing rule of order prohibiting any distribution of paper without the permission of the President (delegated to the Convention & Governance Officer), and that we reserve the right to remove any materials that are inappropriate. A literature table will be available for any preapproved material from organizations which do not have an individual exhibit space.

Logistics:
- Exhibit materials must arrive between 12-2 p.m. on Friday. Set up must be complete by 3 p.m. All boxes, briefcases, knapsacks, etc. are subject to inspection and should not be left unattended. All exhibits must be removed immediately upon adjournment on Saturday. 

Info on Parking:
Parking Garage – There are two entrances to the parking garage; one on Wisconsin Avenue and one on Woodley Road.  During the 2010 convention there will be free parking in the garage for anyone leaving after 6:00pm on Friday, January 29th and at the close of convention on Saturday, January 30th.

Surface parking – No parking restrictions on the Cathedral Close after 3:30pm on Friday and all day Saturday (unless otherwise marked).

Handicapped parking – There are handicapped spaces on each level of the parking garage near the elevator banks, and a few spaces on the surface.

Handicapped entrance to the Cathedral – The handicapped ramp is around the corner from the entrance to the northwest cloister. From the garage elevator, simply cross the stone courtyard and around to the left of the steps on the left side of the Cathedral.

Other Parking – Within the immediate neighborhood of the Cathedral, there is street parking for anyone with a Zone 3 sticker. Otherwise, it’s a 2-hour time limit on weekdays all day until 8:30 p.m. On the north side of Wisconsin Avenue, there is some street parking, but on weekdays, there is no parking 7:00-9:30 a.m. or 4:00-6:30 p.m. On Massachusetts Avenue on the far side from the Cathedral, the first few blocks on each side of Wisconsin Avenue have unlimited parking after 9:30 a.m.

Staff for Exhibits:

- Please have someone knowledgeable staff the exhibit and be available to answer questions, and all staff should be given copies of guidelines and other materials.

- All persons staffing the exhibits should be made aware that the Cathedral is chilly and that they should dress accordingly, particularly if they are assigned a rear space or one on the far West end.

- All persons staffing the exhibits should know that noise, even quiet conversation, carries to an amazing extent in the Cathedral and interferes with the business of the Convention.

- Exhibit tables may not be moved. Minor adjustments must be made carefully to avoid damage to the marble floor.

Electrical Outlets:
- Electrical outlets are limited in number, and usually require an electrician, so we must know in advance. If you request one and later find you don't need it, let us know so we can save the expense of wiring. We recommend bringing your own extension cord(s), 3-prong adapters, and 3-inch tape in case cords need to be taped down.

Audio-Visual:

- There will be no audio-visual presentations in the exhibit areas during business sessions. This interferes with the central sound system of the Cathedral. You are welcome to run them during the hearings, gathering times, breaks and meal times.

- All audio-visual equipment must be provided by the exhibitor. The Cathedral will be locked overnight, but the Diocese cannot make special security arrangements or otherwise be responsible for it.

Smoking:
- There is no smoking allowed anywhere inside the Cathedral.

Hazards:
- There shall be no lit incense, candles or anything else that would constitute a hazard.

Meals:
- Exhibitors may purchse meals as "Guests" on the convention registration site:  convention.edow.org

Questions/Assistance:
- All questions and problems on the day of the Convention are to be directed to the Exhibit Coordinator, Sheryl Wilcox (202/537-6557 or swilcox@edow.org).