Doris Ray, a white woman with shoulder length blonde hair and dark red lipstick, smiles at the camera.

Ad & Exhibit Guidelines

Conference Logo - LEVEL UP. Graphic features level (fader) switches in blue, green, yellow, and pink. Building Tomorrow Together. July 21-24, 2025; Grand Hyatt Washington, DC. 2025 Annual Conference on Independent Living. NCIL logo features a multi-colored fingerprint in matching colors.

Ad Specs

Ads can be submitted with or without bleed and will be printed in full color with the following specifications:

  • Size: 8.5 x 11”
  • Orientation: portrait
  • File types accepted: PDF, JPG, PNG, DOC/X; Publisher; Illustrator; Photoshop
  • Deadline: Submit to: eleanor@ncil.org by June 15, 2025

Exhibitor’s Guide

Exhibits will be open Monday, July 21 from 8:00 a.m. – 1:00 p.m., Tuesday, July 22 from 8:00 a.m. – 5:00 p.m., and Wednesday, July 23 from 8:00 a.m. – 1:00 p.m. Additionally, there will be an Exhibit Fair on Tuesday between 10:15 a.m. and 12:00 p.m. Please note that Exhibitors are not required to register separately for the conference unless they plan on attending other conference events like meals, workshops, or plenary sessions.

Set Up

Please note that you may use the time to set up your spaces each day, although you can also leave your spaces set up from Sunday to Wednesday if you choose.

If you do need more time to set up, please reach out to jenny@ncil.org with extra requests.

  • Sunday, July 20: 5:00 – 6:00 p.m. Eastern
  • Monday, July 21: 7:00 – 8:00 a.m. Eastern
  • Tuesday, July 22: 7:00 – 8:00 a.m. Eastern
  • Wednesday, July 23: 7:00 – 8:00 a.m. Eastern

All exhibit spaces include a 6’ display table, two chairs, and a waste basket. Electricity and wi-fi are available by request.

Exhibiting Times

  • Monday, July 21: 8:00 a.m. – 1:00 p.m. Eastern
  • Tuesday, July 22: 8:00 a.m. – 5:00 p.m. Eastern
  • Wednesday, July 23: 8:00 a.m. – 1:00 p.m. Eastern

There will be an Exhibit Fair on Tuesday, 7/23, from 10:15 a.m. to 12:00 p.m. During this time there will be no other activities scheduled for participants.

Move-Out

Exhibitor move-out is currently scheduled for before 5:00 p.m. on Wednesday, 7/24. If you would like, Exhibitors can move-out at any point between Monday to Wednesday.

Virtual Exhibit Spaces

Virtual exhibit spaces can include:

  • Up to 750 words
  • Five links
  • Two pictures

Submit your content to eleanor@ncil.org by June 15, 2025.

Shipping Items

The hotel works with FedEx to ship and store items. There are fees associated with this for both delivery and storage of items. If you need to use FedEx, please anticipate picking up your items on either Saturday, July 219, or Monday, July 21 as the FedEx office is not open Sundays. Please let NCIL know if you have any questions.

Accessible Formats

All print materials that are given to conference attendees must be available in large print, Braille, and plain text. NCIL staff will be happy to assist you in procuring alternate formats for your exhibits. Materials that are not distributed onsite can be posted to virtual exhibit spaces.

Please reach out to jenny@ncil.org for further information.