Exhibitor Set-up

Exhibit set-up is from 6:00 am - 4:00 pm on Wednesday, July 5th. The hall will open at 5:00 pm with the National Chair's Reception in the hall.

Deadlines

Feb. 10	Pre-Conference Program Ad Space Closing
Feb. 10	Final deadline to submit contract before first-round of booth assignments
Feb. 24	Date by which you should receive your booth assignment appointment time
March 3	Financial Aid Business Solutions Seminar Descriptions Due (Chair and Premier Level Only)
March 6 (week of)	Booth assignments will be made during this week
March 10	Pre-Conference Program Artwork Due
May 1	Deadline to submit company description for conference program (via website) Click here.
May 1	Deadline to participate as a 40th Anniversary sponsor
May 4	Deadline to cancel unneeded sleeping rooms without penalty for those who booked 10 or more rooms
May 12	Final deadline for any other participation
May 12	Final Payment Due
May 22 (week of)	Pre-registration list distributed (to purchasing companies)
May 26	Conference Program Artwork Due
June 5	Pre-Registration Deadline (fee increases $100)
June 5	Deadline to cancel unneeded sleeping rooms without penalty for those who booked less than 10 rooms

Contract and Deposits
To reserve your exhibit, sponsorship or 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 10, 2006 to be included in the first-round of booth assignments. After Feb. 10th, 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/Sponsor 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, sponsorship, or advertising must be received in writing by 5:00 p.m. on May 12, 2006. You will receive a refund of money paid less your $900 deposit. No refunds will be given after May 12, 2006. No refunds will be given for extra monies paid/due for an upgrade to the virtual tradeshow.

Exhibit Hall Closing and Tear-Down
The exhibit hall closes at 4:30 p.m. on Friday, July 7th. Please plan your travel accordingly. Companies that tear-down early will forfeit all Conference points and priority for one year.

Special Events/Functions
Many organizations prefer to sponsor private functions for their NASFAA customers. When planning such events, 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. 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 or events starting 8:00pm or later Wednesday, 6:30pm or later Thursday and 6:00 pm or later Friday.

Hospitality Rooms/Special Meetings
Space requests for hotel hospitality rooms and meetings that are not part of the Conference program should be sent in writing to Jennifer Jackson, NASFAA Associate Director for 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 appropriate hotel or the convention center and provide you with a contact at the hotel or center. All arrangements for the actual event or meeting, including advance advertising, room set-up, catering, and payment of any charges associated with the function, will be the responsibility of the event sponsor. The hotels/center reserve 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 Assistant Director for Exhibits & Advertising. The NASFAA logo and NASFAA Conference art and logos cannot be used without permission from NASFAA.

Conference Packet Advertising
We are not able to place advertising in the Conference packets.

Pre-Registration & Attendee Listings
Conference exhibitors, sponsors and advertisers have the opportunity to obtain a pre-registration list. The pre-registration list is included with two of the exhibitor/sponsor packages, or it may be purchased separately. The list shows registrations as of May 19th and will be e-mailed or mailed to you the week of May 22nd. 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.