Exhibitor Info

LOCATION

Embassy Suites Charleston
300 Court St
Charleston, WV 25301

PARKING

OVERNIGHT GUESTS
Overnight guests are asked to park in the designated area on the ground level of the Lee Street, Town Center Mall Parking Garage. During hotel check-in, you will receive a parking pass for your dashboard for this area. Please enter the Lee Street Garage and keep to the left. On the left, before reaching the booths you will see a sign for Embassy Suites Overnight guest parking. Parking fees ($15) will be included in your final portfolio with your room stay.

COMMUTER PARKING
Commuters/Day Guests are asked to park in the upper levels of the Lee Street, Town Center Mall Parking Garage at a rate of $2/entry.

Parking Map

EVENT SCHEDULE

The conference schedule is posted here: https://wvscaconference.org/schedule/

Specific times for exhibitors (setup, tear-down) are included below.

EXHIBIT DETAILS

Each exhibit table includes one six foot table, two chairs, and access to wifi.

EXHIBIT DISPLAY GUIDELINES

Please limit your exhibit display to the area of your exhibit table. Tabletop displays are permitted. Freestanding floor banners are acceptable depending upon table location and space. Exhibitors are permitted to provide any type of literature, giveaways, raffle prizes, etc. Exhibitors may engage in any form of sales or promotions as long as it is not in conflict with the Exhibitor/Sponsor Conduct guidelines below.

SHIPPING OF DISPLAYS/PRODUCTS

If you need to ship your display or materials directly to the hotel, please use the following address:

Embassy Suites Charleston
ATTN: WVSCA Conference March 6-7
300 Court St.
Charleston, WV 25301

Please write your organization's name on the outside of the package(s).

If shipping items for inclusion in the conference tote bag, please write on the outside of the box "TOTE BAG ITEMS".

EXHIBITOR/SPONSOR CONDUCT

Sponsors and exhibitors must conduct business at their exhibit space only (unless sponsoring a meal function).
Sponsor and exhibitor activities must not interfere with counselor learning.
Sponsor and exhibitor activities must not impede another sponsor/exhibitor's ability to conduct business at their exhibit space.
Sponsor and exhibitor name badges may not be exchanged between individuals.
Sponsors and exhibitors will be served their included meals at their exhibit tables.

EXHIBIT SETUP

Wednesday, March 5, 2025
7pm-8pm

Thursday, March 6, 2025
6am to 7am

Friday, March 7, 2025
6am to 7am

EXHIBIT TEAR-DOWN

Friday, March 7, 2025
You are welcome to break down your exhibit starting at 1:10pm. Counselors will still be in sessions but may not browse exhibits after the final exhibit break from 12:40pm-1:10pm. You are also welcome to stay through the final sessions!

EXHIBIT HOURS

Thursday, March 6, 2025
7am to 3pm

Friday, March 7, 2025
7am to 1:10pm

ATTENDEE INFORMATION

We are expecting nearly 300 counselors to attend this year. Please plan your materials accordingly.

TABLE ASSIGNMENTS

Exhibit Hall Map
Click to Enlarge

MARCH 6-7, 2025 | CHARLESTON, WV