Exhibitor Set-up

Exhibit set-up is from 6:00 am - 5:00 pm on Sunday, July 6th. Large crates must be removed from the floor by 3:00 pm. The hall will open at 5:30 pm on Sunday, July 6th with the National Chair's Reception taking place in the hall. Please see the schedule for more information.

It is not required, but it is encouraged that exhibitors have personnel at their booth during the reception.

Deadlines

Feb. 26	Final deadline to submit contract before first-round of booth assignments
Feb. 26	Pre-Conference Program Ad Space Closing
March 2	Financial Aid Business Solutions Seminar Descriptions Due (Chair and Premier Level Only)
March 4	Date by which you should receive your booth assignment appointment time
March 17 (week of)	Booth assignments will be made during this week
March 19	Pre-Conference Program Artwork Due
April 25	Deadline to submit company description for conference program (via website)
April 25	Deadline to cancel commitment to make a donation
May 13	Final deadline for any other participation
May 13	Final Payment Due
60 days prior to arrival	Deadline to cancel unneeded sleeping rooms without penalty for those who booked 10 or more rooms
June 2	Conference Program Artwork Due
June 2	Pre-Registration Deadline (fee increases $100)
June 2 (week of)	Pre-registration list distributed (to purchasing companies)
June 6	Advertisement for Conference Registration Bag Due
30 days prior to arrival	Deadline to cancel unneeded sleeping rooms without penalty for those who booked less than 10 rooms

Contract and Deposits
To reserve your exhibit and advertising space, you must submit:
• Completed contract
• Appropriate deposit
• Any necessary forms (Seminar application, Membership application, etc.)

Please note: Contracts must be received by February 26, 2008 to be included in the first-round of booth assignments. After Feb. 26th, booths will be assigned based on the date the contract and deposit are received.

Individual Registrations
Every person representing your company/organization at the Conference, including those in the Exhibit Hall, must be registered. Please complete and return the Exhibitor Conference registration form.

All complimentary registrations must be submitted by the Conference contact, not the individual attendee. If you choose to send more representatives than your complimentary allotment, each additional representative must pay a registration fee. Please be sure that everyone planning on attending the Conference understands the registration process. Complimentary registrations are not transferable to other companies or schools.

When You Arrive
All exhibitors must check-in at the exhibitor registration desk before beginning booth set-up. If your company has not paid in full, you will not be allowed to set-up your exhibit. No exceptions will be made. Attendees may pick up their registrations individually or one person may pick up all the registrations.

Cancellations
All cancellations of exhibit space or advertising must be received in writing by 5:00 pm on May 13, 2008. You will receive a refund of money paid less your $900 deposit. No refunds will be given after May 13, 2008. No refunds will be given for extra monies paid/due for an upgrade to the virtual tradeshow. All cancellations of donor contributions must be received in writing by 5:00 pm on April 25, 2008. No refunds will be given after this date. No cancellations for advertisements are accepted after the closing date for space.

Exhibit Hall Closing and Tear-Down
The exhibit hall closes at 2:45 pm on Tuesday, July 8th. Please plan your travel accordingly. Companies that tear-down early will forfeit all Conference points and priority for one year.

Private Meetings
If planning a private meeting, please remember that NASFAA policy requires that these functions take place during times that do not conflict with any portion of the Conference program. You may not hold any events that overlap with meal functions, evening activities, interest sessions, etc. The only exception to this policy is for those companies who purchase Package A. Any company that violates this policy will forfeit all Conference points and priority for one year. Please review the tentative schedule to help you plan accordingly.

Free Night
Based on the current Conference schedule, you may hold meetings starting 7:45pm or later Sunday and 4:30pm or later Monday.

Meeting Space Requests
Space requests should be sent in writing to Jennifer Jackson, NASFAA Associate Director of Exhibits & Advertising.

When requesting space, please provide the name, address, and phone number of the contact within your organization and indicate the type of function, the preferred room set up, and the expected attendance.

If approved, NASFAA will notify the hotel and provide you with a contact at the hotel. All arrangements for the actual meeting, including advance advertising, room set-up, catering, and payment of any charges associated with the meeting will be the responsibility of the event sponsor. The hotel reserves the right to assess a charge for meeting space.

Camera-Ready Art
NASFAA will provide, upon request, the Conference logo (along with guidelines for its use) for use on giveaways and marketing materials. All requests must be submitted in writing to Jennifer Jackson, NASFAA Associate Director of Exhibits & Advertising. The NASFAA logo and NASFAA Conference art and logos cannot be used without permission from NASFAA.

Conference Packet Advertising
With the purchase of Package A, NASFAA will insert an advertisement in the conference registration bag. There are no exceptions to this policy.

Pre-Registration & Attendee Listings
Companies who purchase Package A or Package B will receive the conference pre-registration list. It cannot be purchased separately. The list shows registrations as of May 28th and will be e-mailed to you the week of June 2nd. All participant companies will also receive a final attendee listing after the Conference. Use of the lists is governed by the registration list terms and conditions.