2025 Regional Meetings
Exhibitor Information
Welcome to the BWH Hotels Regional Meetings exhibitor website!
Please ensure you read through this site in its entirety prior to completing your application. We look forward to seeing you this spring!
Exhibit Fees
$1,850 USD per show (Fees increase to $2,150 per show after Friday, February 28th)
Each tabletop includes the following:
- 6' or 8' table (based on venue) with table covering
- Two (2) Chairs
- Two (2) non-transferable name badges
- Wireless Internet Access
- Hardwire Internet available for an additional fee
- Electric Drop (if requested)
Items NOT included in the exhibit fee:
- Hotel Accommodations
- Material handling fees
Additional Badges & Onsite Badges
- A maximum of one (1) additional badge can be purchased for $250.00
- Onsite name changes are $250.00 each
*All prices noted in US dollars.
Terms & Conditions
Once your exhibitor application has been approved and paid in full, you will be provided access to an exhibitor portal which will include housing information and badge registration for each show.
All exhibitors must accept the terms and conditions and cancelation policies in order to participate.
Please Note: Once your application is approved, you will be asked for payment via credit card. Applications will not be finalized without full payment.
If you are unable to complete your application, please be sure to click the SAVE FOR LATER button so that your information is stored.
Display Guidelines
All exhibitors are required to adhere to the following display guidelines. Please review the document carefully to ensure that your display is compliant.
Certificates of Insurance
Exhibitor is required to procure and maintain for the duration of the tradeshow, including set up and take down, all insurance and/or policy riders to cover Exhibitor, Exhibitor’s employees, and all booth contents from any loss or damage. To the extent not already covered by the preceding sentence, Exhibitor shall also, at its sole cost and expense, procure and maintain throughout the duration of the tradeshow, comprehensive general liability insurance against claims for bodily injury or death and property damage for this event with combined single limits of liability of not less than $2,000,000 per occurrence; comprehensive automobile liability insurance with combined single limits of liability for bodily injury and property damage of at least $1,000,000 each occurrence; worker’s compensation insurance as required by law; and such additional amounts as may be required by the facility hosting the tradeshow. The general liability and auto policies shall include Best Western International, Inc. as an additional insured.
Exhibitor must submit a certificate of insurance (“COI”) FOR EACH MEETING at least 14 days prior to the trade show date. Each COI should list Best Western International as the Certificate Holder (see examples below).
West Regional COI Example
Central Regional COI Example
East Regional COI Example
WEST REGIONAL EXHIBITORS: Exhibitors participating in the West Regional Meeting at Resorts World Las Vegas, must also submit a Certificate of Insurance naming Resorts World Last Vegas, LLC as the certificate holder (see example here).
Important Deadlines
Application Deadline
Friday, February 28th
*Applications received after this date will incur late fees.
Housing Deadlines
West - Friday, March 28th
Central - Friday, April 18th
East - Monday, April 14th