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Exhibitor Policies

PAYMENTS
Booth and Other Payments: A 25% deposit per 10' x 10' booth space requested must accompany exhibitor agreement. An invoice will be emailed as part of space confirmation. The balance of all exhibits, contributions, ads, and presentations are due by Thursday, May 31, 2018.

CANCELATION POLICY
All requests for cancelation of space must be received in writing. If cancelation request is received before Friday, June 1, 2018, the exhibitor will receive a refund less the cancelation fee of $100.00 per 10' x 10' booth space. Booth downsizing is treated as booth cancelation. In addition, Priority Points are cumulative and all Priority Points will be lost at the time of cancelation. No refunds after June 1, 2018 will be given.

APPLICATIONS FOR EXHIBIT SPACE
The Application for Exhibit Space contains discounts for advertising and conference mailing lists as part of the Special Exhibitor Advertising Packages. To purchase these separately, contact the NACAC Conference Department at 703-299-6839 or visit the NACAC web site for pricing.  Prior to Thursday, May 31, 2018 - Registrations for exhibit space require a 25% deposit per 10' x 10' booth space requested. After Friday, June 1, 2018, full payment of all items is due with application. Please be ready to provide a credit card when selecting a booth online.  Alternatively, you can have 10 days from date of booking to send check payments to the National Association for College Admission Counseling, Exhibit Booth Sales, 1050 N. Highland Street, Suite 400, Arlington, VA 22201. NACAC reserves the right to refuse any Application for Exhibit Space for any reason and/or to remove any exhibit that might detract from the general character of the national conference. The contract for exhibit space, when properly executed by the exhibitor and accepted and confirmed in writing by NACAC, shall be considered a binding agreement between the two parties, henceforth to become subject to the rules and regulations stated herein. (Please note: Exhibit space purchased at the national conference is conducted by a company or organization, as opposed to a division of such. NACAC will include the name of the parent company on signage and in the National Conference Program Book. The company description may list division and affiliate names.)  

ASSIGNMENT OF SPACE
NACAC retains complete authority over the assignment of all booth space on the floor. NACAC will attempt to honor spaces requested by exhibitors; however, final booth assignment will be confirmed in writing with a copy of the countersigned contract. There will be no combination of booths if requested booth sizes remain on the original floor. Exhibit space will be assigned in the order in which applications and payment are received. Exhibit space will not be confirmed until a deposit is received. Confirmation of final booth assignment(s) will be sent to the exhibitor. It is strongly recommended that exhibitors refrain from printing any promotional material or advertisements that indicate a specific booth assignment until written confirmation is received from NACAC.  

CANCELATION (JUNE 1, 2018)
No refunds will be made if the exhibitor cancels the contracted space after June 1, 2018 or if the exhibitor fails to occupy the exhibit booth space on-site. Payment for booth rental will be refunded in full, less a $100.00 per 10' x 10' space processing fee, if a written request for cancelation is received by NACAC no later than June 1, 2018.   

DECORATOR SERVICES
NACAC’s official service contractor for the 2018 National Conference is The Expo Group. Exhibitors paid in full by June 1, 2018, will receive an official Exhibitor Service Kit online in mid-June 2018 from the NACAC decorator containing information regarding booth requirements/restrictions and materials and furnishings included in your booth fee, such as back and side wall height, pipe and drape and signage. You will also receive information about those materials, furnishings, and services not included in your booth fee, such as carpeting (required), telecom and electrical hookups, utilities, furniture rental (tables, chairs and wastebasket), material handling and labor charges, etc. Please note that carpeting is required in all exhibit booths. It is strongly recommended that exhibitors refrain from printing materials and signage and ordering booth supplies until the exhibitor service kit is emailed to ensure you are utilizing the correct vendor. Furnishings: Each 10' x 10' booth comes with pipe and drape. Carpeting and furniture are not included; however, carpeting is required. Exhibitors may order these items from the exhibitor service kit sent to all fully paid exhibitors in mid-June 2018.
   
EXHIBIT BOOTH STAFFING
NACAC requires that each organization open its exhibit booth on time each day and that all booths be staffed throughout the day until closing announcements have been made. Failure to comply with this rule will result in NACAC deducting exhibitor priority points from a company’s total and/or barring of the company’s exhibit from the following year’s NACAC national conference.  
 
EXHIBITOR RECEPTIONS AND MEETINGS
Exhibitors interested in holding a reception, meeting or event in conjunction with the national conference are required to complete and submit an Auxiliary Meeting form to the NACAC national conference team for approval before booking the event. No events may be scheduled during times that conflict with conference sessions or events.  
 
FIRE REGULATIONS AND TRAFFIC MANAGEMENT 
Fire regulations and traffic management require that exhibit floor aisles be open at all times. Each exhibitor is solely responsible for keeping the aisles near its booth free of congestion caused by demonstrations or other promotions. Booth personnel must remain in the booth space during conversations (overflow into aisles may not occur).  
 
FLOOR PLAN 
NACAC retains the right to modify the floor plan to the extent necessary for the best interest of NACAC and the exposition.  

MAILING LIST
Advertisements in the program book include a one-time use mailing list, which is provided upon receipt of request form provided with your exhibit confirmation and electronic copy of mail item; or can be exchanged for a discounted email list. Exhibitors may purchase a mailing list or email broadcast on this form, but will be required to fill out another form and provide samples as indicated.

LIABILITY
Neither NACAC, nor its agents or representatives, will be responsible for any injury, loss or damage that may occur to the exhibitor’s employees, property or business. In no event will NACAC, its agents or representatives be liable for any consequential damage from any cause whatsoever. The exhibitor shall obtain, at its own expense, adequate insurance against any such injury, loss or damage. NACAC shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, war, acts of terrorism, acts of God, or any other cause beyond its control. NACAC shall not be liable for any injury whatsoever to property of the exhibitor or to persons conducting or otherwise participating in the conduct of the exhibit or to invitees of the exhibitor. Anyone visiting, viewing or otherwise participating in the exhibitor’s exhibit is deemed to be the invitee of licensee of the exhibitor, rather than the invitee or licensee of NACAC. The exhibitor agrees to abide by the existing agreements and regulations covering the use of services or labor in the conference and exhibit facility. The exhibitor assumes full responsibility and liability for the actions of its agents, employees or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless NACAC and the Exhibit Hall from responsibility and liability resulting directly or indirectly, or jointly, from other causes that arise because of the actions or omissions of the exhibitor’s agents, employees or independent contractors, whether acting within or without the scope of their authority. There is no other agreement or warranty between the exhibitor and NACAC except as set forth in this contract. The rights of NACAC under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorized officer of the National Association for College Admission Counseling.  

NATURE OF EXHIBITS
All exhibits planned for the National Association for College Admission Counseling’s (NACAC) 74th National Conference must be in keeping with the intent of the conference and must be clearly related to the admission counseling profession or student transition to educational opportunities.  

REGISTRATION
Registration opens in March 2018. Each exhibiting company receives two complimentary registrations per 10' x 10' booth space purchased. Additional personnel may register for the conference at the exhibitor registration rates based on the day they register. Please note, even those who are complimentary must register as an attendee to receive a badge.   

REQUIREMENTS FOR EXHIBITING
Exhibitors must be companies incorporated and in business for no less than one year. Exhibiting companies must also have an active and fully functioning web site available for review prior to submitting an Application for Exhibit Space. NACAC reserves the right to determine the eligibility of any company or product to exhibit in the conference.  

RESTRICTIONS OF SELLING
It is agreed that the sole purpose of contracting for exhibit space is to display and/or demonstrate equipment, supplies, and/or services. Sales within the confines of the Exhibit Hall are prohibited. Displaying prices is also prohibited.  

RULES AND REGULATIONS
The full list of rules and regulations for exhibitors can be found on our web site. These rules and regulations should be reviewed as they will be enforced. Lack of knowledge of these rules will not be accepted as a defense. Any activity that deviates from the rules will have to be rectified, or NACAC reserves the right to take action as set out in the rules.
 
SECURITY
NACAC will provide security guards during set up, exhibit hours and when the Exhibit Hall is closed, but the furnishing of such service shall not be construed to be an assumption of obligation or duty with respect to the protection of the property of exhibitors, which shall, at all times, remain in the sole possession and custody of each exhibitor. It is recommended that exhibitors take precautionary measures of their own, such as the securing of small or easily portable articles of value and the removal of them to a place of safekeeping after the exhibit hours. Access to the hall is restricted to times determined by NACAC based on security schedules each day. Neither booth personnel nor guests of an exhibitor may access the hall outside the posted hours.  


USE OF SPACE
All demonstrations or other promotional activities must be confined to the limits of the exhibit booth. Exhibitors may not construct or arrange any walls, partitions or signs or use decorations, etc., that may obstruct the general view of any other exhibitor. Displaying of any promotional materials, products or information within the conference venues, except in the purchased booth space, is strictly prohibited. No exhibitor shall assign or sublet its space. Only confirmed exhibitors will be permitted to conduct business in any way within the exhibit area. NACAC reserves the right to restrict or remove exhibits, which because of noise, method of operation, materials, or for any other reason, become objectionable. Also, NACAC may prohibit or remove any exhibit that, in the opinion of NACAC, may detract from the general character of the exposition as a whole. Dismantling of exhibits may not begin before 2:00 p.m. on the final date of the conference.