EXHIBITORS & LOGISTICS
Shipping, Parking, & Venue Information
Below is the essential information for speakers, exhibitors, and organizers regarding the MWSCAS 2026 conference at the Hilton Cincinnati Netherland Plaza.
ARRIVAL OF BOXES
SHIPPED OR DELIVERED
Attached you will find detailed instructions for the shipping in of materials as well as loading dock procedures. This information will be very useful to you during the planning phase and I ask that you disseminate this information to all parties involved that will be requiring these services.
ESTABLISHING CREDIT
I have also included a credit application. Please complete and return to my attention no later than 60 days prior to your event. If you would rather pay with a credit card, please let me know and I’ll send you a link so you can complete a credit card authorization form.
OHIO TAX EXEMPTION
If you are exempt from Ohio State Tax please send me a copy of the Ohio Tax Exemption Form at your convenience.
PARKING
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- Valet: 418 Race St (located underneath the hotel). Guests will see the valet entrance on the left side of Race St with a big green arrow pointing downward into the garage. The valet garage is connected to the Hilton & is on the Lower Level (LL). There is an elevator that leads guests directly to the Lobby (L). $49/overnight with in and out privileges *Price subject to change.
- Self-Parking: Mabley Place (Garage entrance is 410 Race Street) @ $35/overnight with in/out privileges until 4p day of departure *Parking prices subject to change.
Please Note:
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- The Hotel does NOT own the parking garage, therefore if you wish to cover payment of either self-parking or valet, please let us know and we will get you in contact with the garage manager at SPPLUS.
- Hourly rates are also available – can be sent over upon request.
- Bus Parking: If your group will need bus parking, let me know and we will get you in contact with the company who owns a local bus lot.
FUNCTIONAL SPACE
The agenda of function space on hold for your group is outlined in the contract under Function Space Arrangements. Please review this overview closely to make sure the function rooms we are holding correlate to each event room set up and number of people to be in attendance. As you work toward concreting your program agenda, please make sure to review these contracted function rooms on an ongoing basis to make sure the space you have on hold will accommodate your current needs. If not, please contact me immediately to discuss. The finalized agenda with meeting detail on each function room is due to me no later than 3 weeks in advance of arrival of your group.
I have attached our meeting space brochure with all the capacities listed for each function room and for each type of set up available. Please adjust approximately 10% off of these maximum set numbers to accommodate audio visuals, dance floor, risers, etc.
MENU SELECTIONS
At this same time, your meal selections are also anticipated to be ready to share with me. If menus are not received by this time, we may not be able to use our preferred food and beverage vendors, causing the hotel to utilize other vendors that will most likely not be able to extend the same pricing to the hotel as our preferred vendors. These increases in costs will be passed along to your group through higher menu pricing.
Timeliness in your sharing of these important meeting components can avoid price increases for your organization.
GUARANTEED MEAL COUNTS
The deadline to receive your guaranteed meal and item counts is by noon 72 business hours in advance of your first food/beverage event. Counts received after the 72 hour deadline are subject to the following increased fees, as well as increases to counts after the guaranteed count has been received...
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- 1 day after the deadline - 10% increase in menu price for the additional ordered
- 2 days after the deadline - 20% increase in menu price for the additional ordered
- 3 days after the deadline (day of event) - 30% increase in menu price for the additional ordered
FOOD AND BEVERAGE PRICING
Menu prices have been guaranteed in your contract three months in advance of your group’s dates. From time to time though, market conditions impact the cost of certain menu items. Since the hotel incurs these costs, it is sometimes necessary to increase the price of those menu items in question. I will be happy to discuss with you at your convenience those items that may be involved, however I may not be privy to price increases at the time of our conversation. I do want to reiterate that all prices will definitely be locked into place in accordance with the stipulations agreed to and outlined in the Food and Beverage clause in your contract.
INHOUSE PRODUCTION & AUDIO VISUAL PROVIDER
Prestige AV & Creative Services is able to provide your group with “state of the art” equipment to achieve top quality performance and reliability. Please feel free to contact them for a personalized quote to fit your budgetary needs. On an important side note....all riggings and trusses needed will be coordinated through Prestige. Mike Wheeler will be your point of contact. He can be reached at 513-615-9381 or by e-mail at mwheeler@prestigeav.com. Until then, I have attached a general pricing guide.
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