What MWHCEC Is
The Midwest Healthcare Engineering Conference & Trade Show runs November 8-10, 2026 at the Indiana Convention Center in Indianapolis, in Hall A and Rooms 123-128. The 2026 theme is Built to Adapt. The venue forecasts 600 attendees, and the organiser reports more than 540 attending last year. Seven regional healthcare engineering societies present it.
The attendee list reads like a plant operations roster: healthcare facility managers, healthcare engineers, plant operations professionals, facility directors, safety and compliance staff and environmental services leaders.
The Pass List and the Flat Technician Rate
The organiser publishes four pass types with a rate on either side of an early-bird line.
- All Access Pass — $340 before September 14, $380 after
- Monday Only — $255 before, $295 after
- Tuesday Only — $255 before, $295 after
- Technician Training — $95, the same before and after
Technician Training is the number that matters for a crew. The rate holds on either side of the early-bird deadline, so a technician can be added at $95 a head at any point before the conference.
The Early-Bird Line Has Passed
September 14, 2026 was the early-bird deadline, so the published rate now is $380 for the All Access Pass and $295 for a single day. Technician Training stays at $95. Registration opened June 11, 2026.
The All Access Pass covers conference sessions, meals, networking events and exhibit hall access. A one-day pass covers Monday or Tuesday.
The Arithmetic for a Whole Crew
Five technicians on Technician Training cost $475, against $1,900 for five All Access Passes at the current rate. A plant manager on the All Access Pass plus five technicians comes to $855, against $2,280 for six All Access Passes. Six technicians cost $570. The flat rate is a quarter of the conference rate at every team size.
The Justification Letter Is Published
The organiser publishes a template justification letter addressed to a supervisor, with blank lines for three goals tied to the team's own plant and a cost table of five lines: convention registration, the pre-conference session, a hotel and accommodation estimate, a flight or mileage estimate at the IRS standard of $0.72 per mile, and the total.
The letter notes that the pre-conference session is included in the All Access Pass at no extra charge. Send it with the agenda and the CEU count attached, and the request carries the maintenance budget conversation.
Sunday to Tuesday, Three Days of Programme
Programming opens with the pre-conference session at 3:00 p.m. Sunday, November 8 and runs to 4:30 p.m., followed by a reception from 4:45 to 6:30 p.m. at The Westin Indianapolis for pre-conference attendees.
Monday is the full day. Registration opens at 7:00 a.m., the opening session runs 8:45 to 10:00 a.m., and education continues to 3:45 p.m. before the Happy Hour in the Hall and the ribbon cutting from 4:00 to 6:00 p.m. Tuesday runs registration from 7:30 a.m., three morning sessions, and a trade show with lunch from 11:30 a.m. to 3:00 p.m.
Continuing education is published. MWHCEC is approved by the American Society for Healthcare Engineering of the American Hospital Association for 11 contact hours, split as 1.5 on Sunday, 6 on Monday and 3.5 on Tuesday. The organiser's justification letter describes the allowance as up to 10 credits.
The exhibit hall holds more than 100 exhibitors and the organiser reports the floor sold out. The FAQ lists the hall as open Monday from 4:00 to 6:00 p.m. and Tuesday from 11:30 a.m. to 3:00 p.m., and the schedule page says the hall is open one day only, Tuesday. Confirm session days against delegate registration.
One Rooming List for the Whole Team
The organiser runs a hotel block at The Westin Indianapolis through Passkey, and the hotel section publishes a group rate of $179 per night plus taxes and applicable fees.
Two nights is the natural stay: arrive Sunday before the pre-conference session and leave Tuesday after the programme closes at 3:00 p.m. At $179 a night, six room-nights cost $1,074 and four cost $716, before taxes and fees.
One reservation under the team lead's name keeps the crew in one record with one confirmation to reconcile. Give the hotel occupant names against each room.
What the Block Does Not Publish
The block page carries no housing cut-off date, no minimum hold and no attrition clause. bookMyTeam publishes group rates from a block of 10 or more rooms per night, with some discounting from as few as five rooms depending on season, and a four- to six-person plant team sits below that threshold.
Model the room count with the group rate calculator and send it through the request form. Four questions belong in that request: whether the block holds enough rooms for the whole team, how those rooms are configured, what breakfast time is available, and whether the hotel charges for van parking.
Deadlines for the Request
Speaker and exhibitor orientation is October 12, 2026, and first-timer orientation is October 14 at 1:30 p.m. ET. Registration cancellations in writing to mwhcec@raybourn.com before October 2, 2026 are refunded less a $100 administrative fee, and nothing is refunded after that date. Registrations transfer between individuals from the same company, which matters when a technician is pulled onto a call-out.
Downtown Indianapolis holds 7,100 hotel rooms, and the venue counts 4,700 of them as skywalk-connected to the convention center.
Before the Request Goes Out
A plant team that travels together arrives with the same brief and leaves with the same vendor list. Start with the request form, check the Indianapolis directory for supply, and read the how-it-works page.
