Cargo Facts Symposium 2025 Sponsor Information
Thank you for your participation at the upcoming Cargo Facts Symposium at the Grand Hyatt Nashville.
This page contains the necessary information to prepare your team for the upcoming event.
EXHIBITOR/SPONSOR TERMS & CONDITIONS
All sponsoring companies should familiarize themselves with our terms and conditions. Please refer to the link below to review these.
HOTEL RESERVATIONS:
The Grand Hyatt Nashville is the exclusive lodging partner for Cargo Facts Symposium 2025. The room block cut-off date is Tuesday, September 30, 2025.
CLICK HERE TO RESERVE YOUR ROOM.
Please note that each room in the block must be booked directly with the hotel. Please refrain from booking through any 3rd party claiming to be a hotel representative if one should contact you.
DISPLAY SPACE GUIDELINES
*Some sponsorships include a display table. Please refer back you your original sponsorship agreement to confirm that a display is included.
Your space will include a 6 foot table with a linen tablecloth and two chairs. The space can accommodate an 8 to 10 foot wide backdrop. Your backdrop needs to be placed directly behind your table and cannot be wider than 10 feet.
Your 6 foot table can be removed if you prefer, just let us know in advance of the event. Tables cannot be moved to either side of the backdrop if you decide you don’t want it – just let us know and we will have it removed.
* There will not be pipe and drape or other dividers to separate sponsor spaces.
SPONSOR FLOORPLAN
The sponsor floorplan will be available in the coming weeks and linked here for viewing.
SCHEDULE OF EVENTS WITH EXHIBITS
Wednesday, October 22
12:00 – 14:00 – Setup
14:30 – 15:00 – Afternoon Coffee Break
17:00 – Opening Cocktail Reception
Thursday, October 23
8:00 – 9:00 – Networking Breakfast
10:45 – 11:30 – Morning Coffee Break
14:50 – 15:20 – Afternoon Coffee Break
17:00 – Cocktail Reception
Friday, October 24
8:00 – 9:00 – Networking Breakfast
10:15 – 10:45 – Morning Coffee Break
13:30 – 15:00 – Teardown*
* Please do not start to tear down or dismantle your exhibit until 13:30.
INBOUND SHIPPING INSTRUCTIONS
Packages must be addressed as follows:
(Guest Name) (Guest Cell Number)* (Booth/Table number)
c/o Grand Hyatt Nashville
1000 Broadway
Nashville, TN, 37203
(Cargo Facts Symposium 2025)
Box ____ of ____ [Multiple boxes MUST be numbered]
* This is the name/number of the person who will pick up the packages at the Grand Hyatt. Please note that Box deliveries will be assessed a handling fee determined by weight (see fee schedule below). These charges will be posted to your Guest Room, Master Account or Credit Card Provided. Packages for off-site guests, please email ghn.shipping@hyatt.com for information regarding payment via Credit Card. Packages, pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting the Grand Hyatt Nashville staff at 615.622.4035; a delivery fee will apply.
The Grand Hyatt Shipping Department will deliver your packages to you and collect payment. If your booth/table number is included on the shipping packages it makes it easy to deliver.
OUTBOUND SHIPPING INSTRUCTIONS
Details coming soon.
PACKAGE HANDLING FEES
* For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into a single fee of $150.00 or $0.75/lb. > 200 lbs., which is applied to each pallet/crate handled.
PACKAGE STORAGE FEES
A one-time package storage fee will apply to each package received and stored for more than f ive (5) calendar days. Items measuring over 6.5 feet in size are considered oversize and will be assessed an additional oversize fee if stored for more than five (5) calendar days.
TIMING OF DELIVERIES:
Conference shipments should arrive within (3) days prior to your program; due to limitations of our storage space, all packages received outside of this window will incur a storage fee. After your event, any boxes to be shipped out of the hotel must be properly packaged and labeled with shipping address, return address and method of payment on your departure date.
* If you have any questions or concerns about shipping to and from the Grand Hyatt Nashville for CFS 2025, please contact Cindi Smith at csmith@royalmedia.com.
INTERNET, AV, AND ELECTRICAL SERVICE
Audio Visual, Electrical, and Internet services will be available through Royal Productions, the Grand Hyatt Nashville’s in-house production company. The order form can be found HERE.
If you have any questions about AV, Electrial, or Internet service at the Grand Hyatt, please email Cindi Smith at csmith@royalmedia.com.
MOBILE APP
Mobile App information coming soon.
