2018 National Training Seminar

Jul 23-25 2018 - Renaissance Washington DC Downtown Hotel - Washington DC

Vendor Information

To reserve your table space, the contract must be returned to the MCEC office by May 15, 2018 and total payment must be received by May 16, 2018; payable to "Military Child Education Coalition"

Two-Day Table with two exhibit personnel per table:

For profit companies/organizations with 1 free Wi-Fi per table= $600.00 (per table)
6' draped table, (2) Limerick side chairs

Non-profit companies/organizations with 1 free Wi-Fi per table= $400.00 (per table)
6' draped table, (2) Limerick side chairs

Electric $150.00 for 3 days
Wired internet line $150.00 per day

Vendor fees do not include seminar meals or sessions for exhibitors.

If you will be attending the NTS seminar and renting table space, you are expected to register for the training and pay the NTS registration fixed rate of $399. This includes admission into the full National Training Seminar and meals and breaks.

Unfortunately, MCEC is unable to reimburse for any expenses related to your participation.

Vendor Schedule

Monday, July 23st, 2018: Exhibitor Move In from 9 am to 1 pm
Monday, July 23st, 2018:Exhibit Opens 2 PM-6:30 PM
Tuesday, July 24, 2018: Exhibit Opens 6:45 AM-5:30 PM
Wednesday, July 25, 2018: Exhibit Opens 6:45 AM- 12 PM
Wednesday, July 25, 2018: Exhibitor Move Out from 12 PM - 2 PM

Hotel Information

2018 NTS will be held at:
Renaissance Washington, DC Downtown
999 9th Street NW
Washington, DC 20001

Travel Information

Conference hotel area airports include Ronald Reagan Washington National Airport (DCA), Washington Dulles International Airport (IAD), and Baltimore/Washington International Thurgood Marshall Airport (BWI). Hotel is located about 7 miles from DCA, 24 miles from IAD, and 34 miles from BWI.

Hold Harmless Clause and Payment Agreement

As used herein, the "Group" refers to the Military Child Education Coalition, its directors, agents, and employees. The "Hotel" as used herein refers to the Renaissance Washington, DC Downtown. The "Exhibitor" as used herein refers to the company or organization named in this agreement.

Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury to persons or damage to Exhibitor's displays, equipment, or other property brought upon the premises of the Hotel and agrees to indemnify, defend, and hold harmless the Group, the Hotel, and its owners, servants, agents, and employees against all claims or expenses for such losses, including reasonable attorney's fees, arising out of the use of the Hotel premises excluding any liability caused by negligence of the Group or the Hotel or its owners, servants, agents, and employees.

The Exhibitor understands that neither the Group nor the Hotel maintains insurance covering the Exhibitor's property or lost revenue and it is the sole responsibility of the Exhibitor to obtain such insurance.

It is the Group's responsibility to adhere to local fire codes and have the proposed floor plan approved by the local Fire Marshall. The Hotel requires receipt of the approved floor plan sixty (60) days prior to the show.

The Hotel is equipped with storage space to receive, store, and handle exhibit material, and there may be a charge for large quantities of materials. Upon departure, please remove all exhibit material and debris from the area.
Please do not leave promotional or exhibit material out for MCEC to dispose of!

Exhibitor Insurance

The Vendor shall provide evidence that the Exhibitor Appointed Contract has a proper certificate of insurance with a minimum $1,000,000 liability coverage, including property damage, to show management at least ten (10) days before the show opening.

Cancellation Policy

All requests for cancellations for your exhibit space must be submitted in writing and shall be effective upon receipt by MCEC. If written notice of cancellation is received by June 1, 2018, MCEC will refund fees minus a $75 administrative fee. If written notice of cancellation is received by MCEC on or after June 1, 2018, but before July 1, 2018, MCEC will retain a cancellation fee equal to 50% of the total exhibit fee plus $75 processing fee. If written notice of cancellation is received by MCEC on or after July 1, 2018, MCEC will retain or shall be owed a cancellation fee equal to 100% of the total exhibit fee.

Cancellations may be submitted via email to; by fax to 254-953-1925; or by mail to: Denise Montana, 909 Mountain Lion Circle, Harker Heights, TX 76548


You will receive an email confirmation when MCEC has received your payment. We will forward contact information to secure any electrical, signage, shipping, and/or IT support for your tabletop from the Renaissance Washington, DC Downtown and MCEC's contracted show services company.

Please contact Denise Montana to become a vendor:

By email:
By Phone: (254) 953-1923 ext. 1117
By Fax: (254) 953-1925