NASFAA Rules & Regulations Governing Exhibitors, Advertisers, Sponsors and Corporate Donors

Please read the following policies carefully. By submitting your order, you agree to the rules and regulations listed below.


Failure to follow the policies below, or other policies listed throughout the exhibitor web site, stated or implied, may require a company to remove its exhibit, forfeit contributor privileges and/or have their membership terminated.

Exhibits
1. Every person representing your company/organization at the Conference must be registered.
2. Sharing of exhibit space is strictly prohibited.
3. Exhibitors shall not provide any gift or give-away items of more than nominal value (i.e. less than $10 fair market value).
4. All prize drawings, including scholarships, are prohibited. Exhibitors may not offer conference participants the opportunity to sign up for or enroll in any contests or to receive gifts or give-aways at a later time in excess of the stated nominal value.
5. Snack and non-alcoholic drink items of nominal value (i.e. cookies, popcorn, bottled water) are permitted.
6. Exhibit spaces and print advertisements are the only items that may be purchased individually. All other features of the enhanced visibility packages are only available for purchase with the complete package.
7. All companies who purchase Package A will be listed within the Today's News article in alphabetical order. The article will be written by NASFAA. A minimum of (5) Today's News articles promoting your booth location will run.
8. NASFAA reserves the right to ask any exhibitor to make adjustments to their booth as NASFAA deems necessary. Booth carpeting is required.
9. Booths may not impede the viewing of other exhibits.
10. No exhibit may be erected after the hall opens nor may it be dismantled before the official closing time.
11. Solicitation or leafleting beyond the confines of your booth is prohibited.
12. Sales by authorized representatives of exhibitors are permitted. However, such sales may only include products or services that are normally marketed by the exhibitor's company. NASFAA will assume no liability for any transaction between exhibitors and Conference participants.
13. Exhibitors shall employ only accredited labor personnel for all work other than
that properly handled by their own personnel in accordance with local labor regulations.
14. All local safety and fire regulations are strictly enforced and the exhibitor assumes all responsibility for compliance with such regulations. No combustible materials shall be stored in or around the exhibit booths.
15. Exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to exhibitor's displays, equipment and other property brought upon the premises of the hotel and agrees to indemnify and defend NASFAA and the Henry B. Gonzalez Convention Center and their respective agents and employees from any and all such losses, damages, and claims arising out of the use of the exhibition premises, except for those caused by the sole negligence of the Henry B. Gonzalez Convention Center, its employees or agents. In addition, exhibitor acknowledges that neither NASFAA nor the Henry B. Gonzalez Convention Center maintains insurance covering exhibitor's property, and that it is the sole responsibility of the exhibitor to obtain such insurance.
16. NASFAA reserves the right to modify booth assignments at its discretion.
17. NASFAA reserves the right to review and possibly reject exhibitors.

Booth Assignment
1. To be part of the first round of booth assignments, you must submit your contract with $1,000 deposit by Thurssday, March 5th.
1. By Thursday, March 11th, you will receive a notice indicating your phone appointment time. Appointments will be scheduled for the week of March 23rd.
2. Appointment time is based on donor contribution, exhibitor package level and priority points. All non-annual meeting and advertising contributions are factored into our priority point structure.
3. In instances where priority points are equal, date of contract receipt with deposit will determine order of booth assignment. In instances where receipt date is the same, a lottery system will be used.
4. Companies will choose their own booth assignment based on availability at the time of their appointment. If the appointment is missed, NASFAA will assign the booth at its discretion.
5. In all instance, NASFAA has final authority on booth assignment.

Exhibit Hall Only Passes
1. Exhibit hall only passes are limited to one per 10 x 10 booth purchased.

Demonstration Rooms
1. Demonstration rooms may not be used for meal or reception purposes. Non-alcoholic beverages and light snacks of nominal value are permitted.
2. Room set for demonstration rooms must be arranged by the exhibitor through NASFAA's decorator, General Exposition Services. Order forms for a/v, carpeting, furniture, etc. will be provided in the Exhibitor Service Kit that is available in the Spring. No furniture is provided by NASFAA.

Corporate Donors
1. NASFAA reserves the right to review and possibly reject donors.
2. All public announcements concerning corporate donors will be made by authorized NASFAA personnel only. Under no circumstances may a corporate donor advertise their commitment without prior consent from NASFAA.
3. All companies who are corporate donors will be listed within the email blast announcement in alphabetical order. The email will be written and sent by NASFAA. A minimum of (3) email blasts promoting your company will run.
4. All publicity and arrangements for donors are coordinated through Jennifer Jackson, NASFAA Director ofExhibits & Advertising, (202) 785-6946 or jacksonj@nasfaa.org.

Sponsors
1. Sponsorships will be assigned in the order contracts with deposits are received.
2. All public announcements concerning sponsors will be made by authorized NASFAA personnel only. Under no circumstances may a sponsor advertise their sponsorship without prior consent from NASFAA.
3. All publicity and arrangements for sponsors are coordinated through Jennifer Jackson, NASFAA Director of Exhibits & Advertising, 202/785-6946 or jacksonj@nasfaa.org.
4. Multiple companies may sponsor each event, but items are limited to one sponsoring company.
5. NASFAA reserves the right to review and possibly reject sponsors.

Cancellations
1. All cancellations of exhibit space, advertising, sponsorship, or donation must be received in writing by 5:00 pm on May 15, 2009. You will receive a refund minus the amount of your deposit.
2. No refunds will be given after May 15, 2009.
3. No cancellations for advertisements are accepted after the closing date for space.

Advertisements
1. Advertisements cannot be run without an insertion order or contract.
2. Cancellations, changes, or corrections must conform to published deadlines.
3. The opportunity to make revisions is not guaranteed for material received after the closing date for ad/art.
4. Charges for changes from original layout and copy will be based on current composition rates.
5. NASFAA reserves the right to insert the phrase "advertisement" above or below any copy.
6. NASFAA shall be under no liability for its failure, for any cause, to insert an
advertisement or for any error in any advertisement.
7. NASFAA reserves the right to review and possibly reject all advertising.
8. NASFAA does not guarantee any given level of circulation or readership for an advertisement.
9. The advertiser and advertising agency assume liability for all content, including
text and illustrations of advertising published, and also assume responsibility for any claims arising therefrom made against NASFAA, including costs associated with defending against such a claim. Advertiser and advertising agency agree to hold NASFAA harmless for any claims made against it by reason of advertiser's advertisement.
10. NASFAA does not assume any liability for the return of printing material in connection with advertising unless specific written request is received to hold such material subject to order for a period not exceeding 60 days.
11. Agreements, conditions, rates, or regulations not set forth or described here or in current rate card will not be binding.
12. NASFAA retains sole authority regarding the placement of all advertisements and shall not be bound in that regard by advertiser's position request except for available premium positions such as covers.

Advertisement in Registration Bag
1. Limited to one sheet of paper no larger than 8 ½ x 11.
2. NASFAA must approve the advertisement in advance. Sample to be sent to Jennifer Jackson, NASFAA Director of Exhibits & Advertising, at jacksonj@nasfaa.org.
3. Approximately 3,000 copies of the advertisement will be required and they must be received in the NASFAA office by June 17th, 2009.

Financial Aid Business Solutions Seminars (FABS)
1. Seminars must be open to all Conference attendees.
2. Rooms will be set for maximum capacity, theatre size. No change to the room set is permitted.
3. All requests for specific times will be considered, but NASFAA cannot guarantee that they will be honored.
4. Once the seminar schedule has been distributed, requests for time/room changes cannot be accepted.
5. As a courtesy to those using the room after your session, presenters/moderators must leave the room with all materials within 15 minutes of the sessions scheduled end time.
6. It is the responsibility of the company presenting the seminar to arrange for all A/V equipment.
7. Seminar content may be informational in nature about the company's products or services, but the actual sale of products and/or services is prohibited.

Meetings/Events/Hospitality Suites
1. Companies may not organize, sponsor or conduct any social activities in conjunction with the Conference.
2. Non-social events (meetings, focus groups, advisory or user groups) are permissible, but may not be scheduled at times that conflict with any NASFAA Conference activities, with the exception of those companies who purchase a package with a private meeting room.
3. Only non-alcoholic beverages and light snacks may be served during non-social meetings.
4. All requests for meeting space for non-social purposes (meetings, focus groups, advisory or user groups) are coordinated through NASFAA. Submit any requests you have in writing directly to Jennifer Jackson, NASFAA Director for Exhibits & Advertising at jacksonj@nasfaa.org.
5. Once approved by NASFAA, all arrangements for the actual meeting, including advance advertising, room set-up, catering in accordance with the established rules, and payment of any charges associated with the function, will be the responsibility of the event host.

Private Meeting Rooms (Package A only)
1. Meeting room will be assigned by NASFAA.
2. Room is to be used for non-social events only - includes client meetings, demonstrations, focus groups, etc.
3. Room may be used for client meetings anytime Sunday - Tuesday with the exceptions of luncheons with a speaker, general sessions and the NASFAA business meeting.
4. Company may use the room for staff meetings at anytime Sunday - Tuesday.
5. Access to an all day access meeting room is only available to companies who purchase Package A. No exceptions.
6. Companies who require a meeting room in the morning or evening at times that do not coincide with the official Conference schedule may request the meeting room without purchasing a package and the room will be assinged on a space available basis.
7. If food and/or beverage is ordered for client meetings, it must be of nominal value. No alcoholic beverages are permitted. Such prohibitions do not apply to staff only functions.
8. NASFAA reserves the right to monitor the use of the meeting room. Any company found in violation of NASFAA policy must cease and desist action immediately and will forfeit its right to the meeting room.

Room Deliveries
1. Gift items that exceed $10 in value are prohibited.
2. Requests for permission to make room deliveries should be sent in writing to Jennifer Jackson, NASFAA Associate Director for Exhibits & Advertising. Please include a description of what you would like delivered and a sample, if available.
3. If approved by NASFAA, all arrangements with the hotels are the responsibility of the requesting party, including the payment of any charges assessed by the hotels.
4. If your company is not an advertiser, exhibitor or corporate donor, you will not be permitted to make a room drop.

Mailing List Rental
1. NASFAA does not provide email addresses.
2. Rental of the NASFAA mailing list is for one time use only.
3. The list shall not, under any circumstances, be disclosed, transferred, duplicated, or altered in any form by photocopying, entering into a database, or duplicating by any other means.
4. NASFAA has the right to monitor the use of the list.
5. Mailer will make no claims that the mailing is in any way endorsed by NASFAA.

Virtual Exhibit Hall
1. NASFAA reserves the right to ask any exhibitor to make adjustments to their listing as NASFAA deems necessary.
2. Company is not permitted to list social events such as receptions or parties on their information page.
3. Sales by authorized representatives of exhibitors are permitted. However, such sales may only include products or services that are normally marketed by the exhibitor's company. NASFAA will assume no liability for any transaction between exhibitors and virtual exhibit hall participants.
4. NASFAA shall be under no liability for its failure, for any cause, to insert a
listing or for any error in any listing.
5. NASFAA reserves the right to review and possibly reject all listings.
6. NASFAA does not guarantee any given level of circulation or readership for the virtual tradeshow.
7. The exhibitor assumes liability for all content, including text and illustrations of published information, and also assume responsibility for any claims arising therefrom made against NASFAA, including costs associated with defending against such a claim. Exhibitor agrees to hold NASFAA harmless for any claims made against it by reason of exhibitor's advertisement.

Failure to follow the policies below, or other policies listed throughout the exhibitor web site, stated or implied, may require a company to remove its exhibit, forfeit contributor privileges and/or have their membership terminated.