MWHCEC FAQs

The show kicks off with our Pre-Conference on Sunday, November 2nd at 3pm and runs through Tuesday, November 4th at 3pm.

The exhibit hall is open Monday, November 3rd during the Happy Hour from 4-6 PM, and 11:30 AM – 3PM on Tuesday, November 4th.

In 2025, the show is moving to a new hall! We will be in Hall A of the Indiana Convention Center which is the side closest to Victory Field and the JW Marriott.

Find more details about the event here: https://www.mwhcec.org/about-mwhcec/

Online registration closes October 27th. However, you’ll want to get your spot secured before September 8th as prices will increase.

You can find a map of placements here: https://events.resultsathand.com/mwhce25/3307/boothmap and an updated listing here: https://www.mwhcec.org/tradeshow/.

For questions, please email mwhcec@raybourn.com or call 317-735-4028.

We have a list of recommendations here: https://www.mwhcec.org/#location

If you have already secured your booth and need to add more personnel simply complete this form to get them added: https://events.resultsathand.com/mwhce25/3307/registration/show/1422-Exhibitor-Personnel

Yes! This year we are not taking the Welcome Reception offsite. It will be the official opening to the trade show floor and take place inside the expo hall. We encourage your booth to be set before the reception and for you to take part in this great networking opportunity.

Exhibitors can load in either Monday, November 3rd from 11AM-3PM or Tuesday, November 4th from 7-10:30AM. If you choose to load in on Tuesday, please note there is no loading dock access that day and you will not have visibility time during the Happy Hour on Monday evening. On Monday, the loading dock will be open. You can access the Hall A Dock off of the West Street Entrance. Please note it is against ICC policy to use your own electric pallet jacks on the show floor to unload your items.

Tear down is from 3-5PM on Tuesday, November 4th. Out of respect for our grand prize drawing/attendees, please do not begin tearing down prior to 3PM.

Electricity is purchased directly through the Indiana Convention Center. You can purchase here: https://www.icclos.com/exhibitors/.

No; but you must stay within your 10X10 space. Your booth cannot extend or block other exhibitors and/or the walkway.

Every booth is a 10X10 space unless you have purchase side by side booth spaces which are then combined into one larger booth.

Yes; each booth comes with (1) 6’ draped table, (1) 10’ high back and (2) 3’ high draped walls, (2) chairs, (1) wastebasket, (1) identification sign, and basic carpet.

All cancellations must be submitted in writing. Lack of payment or lack of occupying space on exhibit floor during show dates does not constitute cancellation and a refund will not be provided. It is agreed that if the company cancels the space after September 26, 2025, 100% of the exhibit cost will be retained. Exhibit space may be cancelled for failure to pay balance by October 3, 2025.

Yes, we are contracting with Excel Decorators to help put on this show. They will reach out to you with your exhibitor services kit once registered.

Please reference your exhibitor services kit sent by Excel Decorators. If you have not gotten a kit, please reach out to 317-856-1300.

Exhibits are sold on a first come first serve basis through our registration system.

Yes, a pre & post event attendee list is emailed to all exhibitors. You can expect to see the pre-event list about 2 weeks prior to the event.

There is an app for the event. More details will be emailed out to all participants once it becomes available in the Apple/Google Play Store.

You can view our sponsorship opportunities in the prospectus. When you are ready to commit to a sponsorship, please complete the “Sponsorship Only” registration form.

You are more than welcome to host receptions & dinners, but they cannot conflict with official conference/exhibit hours per the exhibitor terms & conditions. We intentionally built free time into the schedule on Monday from 6-10 PM and Tuesday from 3-5 PM for vendors to host whatever activities they prefer.

Yes! This year any raffle drawing you host at your booth will be on you to coordinate picking a winner and getting the prize to them. MWHCEC will be hosting separate sponsored prize drawings throughout the event with a Grand Prize Drawing held at 3PM on Tuesday November 4^th.

You can create your own system to track leads or utilize our conference app to connect with attendees and track them as leads. More information on how lead retrieval works will be sent out when the app becomes available.

Help spread the word about your participation in the Midwest Healthcare Engineering Conference & Trade Show by using this marketing toolkit.

Reporting credits will still be based on an honor system; however, this year we will have a tool in the app to help you keep track of the sessions attended. At the beginning of each session, you will be provided a check-in code to enter in the mobile app. Once this code is entered, a transcript record will be created tracking your attendance for the sessions. At the conclusion of the conference, you can email the full transcript to yourself to show how many total CEU’s you earned for reporting purposes.

There are three 20-minute mini-sessions on the trade show floor on Tuesday, November 4th. You must attend all 3 sessions to receive 1 CEU credit. It is all or nothing and partial credits will not be granted.