Exhibitor & Vendor Guidelines

July 28 – August 1, 2026 • Hilton Raleigh North Hills • Raleigh, NC

These guidelines explain expectations, logistics, and requirements for all exhibitors and vendors participating in the UBE Annual Conference.

Exhibit Hall Hours

Setup:

• Tuesday, July 28 — 4:00 PM–9:00 PM – Set up time
• Conference will provide one 6-ft table and 2 chairs
• Electricity available upon request (additional fees may apply)

Vendors:

• Vendors may sell products or services at their tables.
• All financial transactions are the responsibility of the vendor.
• Respect other vendors and customers

Exhibitors:

• Exhibitors (nonprofits, ministries, publishers, educational institutions) may distribute materials but must follow UBE guidelines.
• Bring extension cords, power strips, display stands, and any specialty equipment.
• Ensure all materials comply with hotel safety and fire regulations.

Open Exhibit Hours:

• Wednesday, July 29 — 3:00 PM–7:00 PM
• Thursday, July 30 — 10:00 AM–5:00 PM
• Friday, July 31 — 10:00 AM–5:00 PM

Exhibitors/Vendors are expected to staff their tables during open hours.

Takedown:

• Friday, July 31 — 5:00 PM–9:00 PM
• All materials must be removed by 10:00 PM.

Shipping Instructions

Advance Shipping Address

Hilton Raleigh North Hills
Attn: UBE Conference – Exhibitor/Vendor
3415 Wake Forest Road Raleigh, NC 27609

Hold for: [Your Organization Name]
Arrival Date: No earlier than July 24, 2026

Shipping Notes

• Clearly label all boxes with your organization name and “UBE Conference.”
• The hotel may charge handling fees for incoming/outgoing packages.
• Exhibitors are responsible for arranging return shipping.

Hotel Policies (Hilton Raleigh North Hills)

• No adhesives, pins, or tape may be used on walls or hotel surfaces.
• All electrical equipment must meet hotel safety standards.
• Aisles and exits must remain clear at all times.
• Exhibitors/Vendors are responsible for any damage to hotel property.

Cancellations & Refunds

• Cancellations received by July 1, 2026 will receive a full refund.
• No refunds will be issued after July 1, 2026.

NOTE: The Union of Black Episcopalians is not responsible for any loss or damage no matter how caused, to any samples, displays, properties, or personal effects brought into the Hilton Hotel, and/or for the loss of equipment, exhibits or other materials left in meeting rooms. All displays and/or decorations proposed by the Exhibiter/Vendor will be subject to the prior written approval of Hilton Hotel in each instance. Any personal property of the Vendor or Vendor’s guests or invitees brought onto Hilton Hotel premises and left thereon, either prior to or following the Event, will be at sole risk of the Vendor. The Union of Black Episcopalians nor the Hilton Hotel will not be liable for any loss of or damage to this property for any reason. Vendor acknowledges that the Union of Black Episcopalians nor Hilton Hotel does not maintain insurance covering Vendor’s property and that it is the sole responsibility of Vendor to obtain business interruption, and property damage, and other potentially applicable, insurance covering such losses by Vendor.

By submitting this application, the vendor/exhibitor agrees to comply with all UBE Conference Vendor/Exhibitor Guidelines and all Hilton Raleigh North Hills policies, including:

• Adherence to hotel rules regarding setup, takedown, and use of exhibit space
• Compliance with fire, safety, and electrical regulations
• Respect for hotel property, staff, and shared conference areas
• Observance of designated exhibitor hours and staffing expectations
• Agreement that any damages, losses, or violations are the responsibility of the exhibitor