• Meeting Space Rental Form

    Meeting Space Rental Form

    Review all details and complete this form for Meeting Room Rentals at the Convention Center at HITEC Charlotte.

  • Rental Guidelines

  • The following policies apply to ALL meeting room rentals and off-site venues:    

    HFTP is committed to protecting your investment and customer base during HITEC. These policies help us deter activity by non-exhibiting vendors and collect information to determine the economic value HITEC brings to our host city.  

    - Only exhibiting companies in good standing are eligible to secure a meeting space inside the convention center or at official HITEC hotels.  In good standing requires that your 50% booth deposit have been paid by the deadline date or full balance by the March 31, 2024 deadline date.  

    - If your booth space is canceled for any reason, all meeting space must be canceled and you will not be permitted to hold events during HITEC.

    - Any educational presentations at your meeting must not conflict with the HITEC education schedule.

    - Subletting secured space on behalf of non-exhibiting companies or selling sponsorships and/or display space at any event without specific approval from HFTP is not permitted.

    Attendance Limits

    Meeting attendance is limited to protect your customer base during the show unless otherwise approved by Show Management.  These rules apply during HITEC show hours listed below and attendance limits do not apply before or after these hours.

    • Convention center meeting rooms attendance is limited to 35 participants
    • Offsite venue attendance is limited to 20 participants.

                Monday, June 24: 9:00 AM - 8:00 PM
                Tuesday, June 25:  8:30 AM - 5:30 PM
                Wednesday, June 26: 8:30 AM - 6:00 PM
                Thursday, June 27: 9:00 AM - 3:30 PM

     

    Penalties

    HFTP reserves the right to deduct two (2) priority points from exhibiting companies holding unapproved events during official HITEC event hours as well as for holding events in direct violation of the policies outlined here.

  • Convention Center Meeting Room Rentals

    Complete all details for your meeting room rental at the Charlotte Convention Center.

  • Guidelines

    1. Full payment is due at the time of purchase. Confirmation of meeting room assignment is contingent upon receipt of payment. If you did not pay in full at the time of purchase, full payment must be received within 10 business days, otherwise your meeting room rental will be cancelled.
    2. Upon receipt of meeting room rental form and full payment, a member of the HFTP Meetings Team will send a confirmation and introduce you to the convention center coordinator as your main point of contact for your meeting space requirements.
    3. Exhibiting company is permitted to have one company branded sign outside the entrance door to the meeting room.  This sign can be no larger than 8' h x 3' w.
    4. Other services required such as audio visual, internet, catering, etc., may be ordered through your exhibitor kit and all contact information and links will be provided in the confirmation email.
    5. CANCELLATIONS: All cancellations must be received in writing. If you cancel your booth space, your meeting space is automatically cancelled without a refund.

  • Rental Details

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  • Meeting Room Inventory

  • Review the map of meeting rooms below, then select your preference from the available inventory.  View the floor plan link for a full layout of the Charlotte Convention Center. Charlotte Convention Center floorplans

  • Premium VIP Suite Rooms

    Only available if the VIP Suite room rental rate was selected ($2,200) in the purchase process.

  • VIP Suite Rooms 105 and 106 are a unique offering at Charlotte Convention Center.  Multi-day rentals must select the same room for each day of rental.  These rooms are located on the C Concourse.  Each room is 31' x 36', 9' ceiling and has a window that overlooks the exhibit hall below. Existing furniture can be reconfigured, but not removed from the room.  The room also includes a private washroom. Available inventory is provided below.  

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  • Photos of possible existing furniture.

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  • Meeting Rooms

  • Meeting rooms are located one level ABOVE the street/concourse level.  The exhibit hall is located one level BELOW the street/concourse level.  Exhibit hall entrance is into halls A&B. Meeting rooms are located in the West and East Meeting Wings and can be accessed by central escalators or stairs. Meeting rooms are available for single day or multi-day rental Monday, June 24 - Thursday, June 27, 2024, and must include move-in and move-out dates.  Available inventory is provided below.  

  • East Meeting Wing

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  • West Meeting Wing

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  • East and West Wing Inventory Selection

    Select a date and room for your meeting room rental. Multi-day rentals must select the SAME ROOM for each date of rental. Room dimensions are provided in ( ).

  • Data Privacy

  • HITEC Charlotte sponsorship purchases, including meeting room and business suite rentals, require attendee consent to receive correspondence from HFTP and share their contact details, including e-mail, with the verified third-party event service provider(s) to coordinate logistics for their sponsorship fulfillment. 

  • By submitting this request below, your company and onsite representatives agree to adhere to all of the guidelines set in place in this request.

  • Should be Empty: