Exhibitor Set-up

Exhibit set-up is from 6:00 am - 5:00 pm on Sunday, July 12th. Large crates must be removed from the floor by 3:00 pm. The hall will open at 5:30 pm on Sunday, July 12th 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

March 5	Final deadline to submit contract before first-round of booth assignments
March 5	Pre-Conference Program Ad Space Closing
March 5	Financial Aid Business Solutions Seminar Descriptions Due (Package A & B Only)
March 11	Date by which you should receive your booth assignment appointment time
March 19	Pre-Conference Program Artwork Due
March 23 (week of)	Booth assignments will be made during this week
May 12	Deadline to cancel unneeded sleeping rooms without penalty for those who booked 10 or more rooms
May 15	Deadline to cancel
May 15	Deadline to submit company description for conference program (via website)
May 15	Final Payment Due
May 15	Final deadline for any other participation (call for more info)
June 5	Conference Program Artwork Due
June 8 (week of)	Pre-registration list distributed (to purchasing companies)
June 12	Pre-Registration Deadline (fee increases $100)
June 17	Advertisement for Conference Registration Bag Due
June 17	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 Your Order Online
• Submit Deposit
• Include Any Necessary Forms (Membership application, Sponsor questionnaire etc.)

Please note: Contracts must be received by March 5, 2009 to be included in the first-round of booth assignments. After March 5th, booths will be assigned based on the date the contract and deposit are received.

Individual Registrations - NEW INFORMATION
Every person representing your company/organization at the Conference, including those in the Exhibit Hall, must be registered. Registration may be submitted online.

All complimentary registrations will be utilized on a first-come, first-served basis. Each company will receive a specific number of complimentary registrations along with their booth and/or package. When registrations are submitted, the total comp registrations available to your company will automatically be deducted. If you have specific people that you want to receive the comps, you MUST submit their registrations before others from your company register

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 15, 2009. You will receive a refund of money paid less your $1,000 deposit. No refunds will be given after May 15, 2009. No cancellations for advertisements are accepted after the closing date for space.

Exhibit Hall Closing and Tear-Down
The exhibit hall closes at 3:15 pm on Tuesday, July 14th. 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.

Meeting Space Requests
To request meeting space for a meeting, please click here. All approvals are subject to NASFAA's Rules & Regulations.

If approved, NASFAA will notify the hotel/center and provide you with a contact at the hotel/center. 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 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, B or C will receive the conference pre-registration list. It cannot be purchased separately. The list shows registrations as of June 4th and will be e-mailed to you the week of June 8th. 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.