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General Expo Information

Exhibit Hours*

Set-up

Exhibitors need to arrange to have their booths completely set during posted set-up hours. If exhibitors or exhibitor appointed contractors (EACs) are on the show floor by 5:00 PM on Saturday, July 28, they will be allowed to stay in the hall until they have completed their set-up.

Exhibitors will be allowed into the hall one hour prior to opening for final touch-up and testing of equipment. No exhibit installation will be permitted on Sunday, July 29. Due to the size and complexity of the exhibit hall layout, NACUBO has reserved Sunday morning, July 29 for the service contractor to lay carpet, pull empties, and set for the 11:00 am opening. Any requests for exceptions to this due to emergency circumstances must be approved in writing by show management in advance. Please send these requests to gnehemiah@nacubo.org.

Exhibit Package

The Exhibit Package includes a 10' x 10' pipe and drape booth, one (1) complimentary full registration, three (3) exhibit badges per booth, an ID sign, 24-hour security, access to meal functions in the exhibit hall, listing in the conference program, listing on the Annual Meeting web site, and a list of pre-registered attendees in Excel format. All exhibitors must follow the IAEE Guidelines for Display Rules and Regulations.

The exhibit hall is NOT carpeted. In order to maintain a professional environment, NACUBO requires that all booths be fully carpeted. Furniture and carpet can be either supplied by the exhibitor or ordered from the service contractor.

Booth Fees: Per 10x10 exhibit booth

* To be eligible for the priority-period discount, a 50% deposit must be received no later than July 31, 2011.

Name Badges

Each exhibitor is entitled to one (1) complimentary full registration, three (3) exhibit badges per each 10x10 booth purchased. Name badges must be worn at all times. Under no circumstances will an exhibitor be allowed to enter the expo without an exhibitor badge.

Expo Hall Only Passes

These passes allow the badge holder access to the Exhibit Hall during set up and show hours. Once you have reached your complimentary allotment, additional Expo Hall Only Passes can be purchased for $200 each. These Expo Hall Only passes are available to 2012 exhibitors only.

Exhibitor Full Registration Passes

These registrations allow the badge holder access to all areas of the annual meeting, including the Exhibit Hall, throughout the week. This does not include those events for which participants must purchase tickets. Once you have reached your complimentary allotment, additional Exhibitor Full Registration Passes can be purchased for the following rates.

Not a Member?

Contact NACUBO member services at (202) 861-2560 for information on how to become a member before you apply for exhibit space. Save money and access a year's worth of member benefits by joining today! Exhibitor fees are contingent upon membership status at the time of application.

Payment

A 50% non-refundable deposit must accompany the online Application/Contract. In no case will a booth be assigned without the deposit. The remaining amount will be invoiced and due 90 days prior to the start of the 2012 Annual Meeting or no later than April 27, 2012.

Make checks payable to: NACUBO 2012 Annual Meeting
NACUBO accepts credit card payments (Visa, MasterCard, Amex, and Diners Club).

Exhibit Assignments

NACUBO includes all non-annual meeting sponsorships and advertising contributions into our priority point structure. We wish to recognize all of our corporate partners for their support throughout the year.

If you have questions regarding the priority point system, please contact Gloria Nehemiah, Exhibits Manager with NACUBO, gnehemiah@nacubo.org, or 202.861.2555.

Decorator Services

NACUBO has selected GES Global Experience Specialists as the official service contractor. Electrical services, drayage, furniture, lighting, floral services, labor to set up and tear down, and other special requirements must be arranged through the service contractor.

Service contractor information and order forms will be available to confirmed exhibitors no later than 90 days prior to the conference. Should you need to contact GES in the meantime, please call their National Service Center Number: (800)475-2098.

Confirmation Letter

Upon acceptance of your Application/Contract and payment, exhibiting companies will receive a confirmation letter, via e-mail, with their booth assignment. All other confirmation material, including the decorator service kit will be accessible through a password protected website, Exhibitor Service Center (ESC). The ESC is designed to provide you with all the information you need to check your booth location, review your account status, pay your outstanding booth balance, update your company profile for the Annual Meeting Program Guide, etc. Take time to review exhibitor information provided there.

Cancellation

Cancellation of exhibit space must be made in writing to NACUBO via email to gnehemiah@nacubo.org or fax to 866-342-0217. Telephone cancellations will not be accepted.

Please note: 50% of the total booth fee is non-refundable. The remainder of the total booth fee will be refunded if the cancellation request is postmarked or faxed on or before 90 days prior to the start of the Annual Meeting or April 27, 2012. After April 27, 2012, all fees are forfeited and no refunds will be made for any cancellation request postmarked or faxed after April 27, 2012. The NACUBO Exhibits Manager will confirm receipt of all written cancellation notices. NACUBO will only honor those cancellation requests whose receipt has been confirmed.

Insurance

Exhibitors are required to obtain insurance for:
$1 million commercial general liability, with products and completed operations liability in the same amount. NACUBO and the NACUBO 2012 Annual Meeting shall be listed as additional insured and aggregate limits shall also be $1 million.

Hospitality Suites

NACUBO invites requests from exhibitors to host hospitality suites at the 2012 Annual Meeting.

Participants who wish to host hospitality suites must apply to NACUBO for authorization and must agree that the hospitality suite will not conflict with scheduled NACUBO events. All arrangements must be made directly between the hotels and the exhibitor/sponsor. NACUBO will not be responsible for any costs associated with hospitality suites.

All requests for space must be accompanied by the Space Request form. Download the Meeting Space Request Form. Hospitality suites must be clearly announced and open to all registered NACUBO attendees and guests. Please fax or email your written hospitality suite request to NACUBO at adavis@nacubo.org or by fax to 202-449-1247.

ALL EXHIBITORS hosting a dinner, reception, or any off-site event (off-site meaning not at the Gaylord National Hotel and Convention Center) must notify NACUBO of their event, in advance. Event notification must include organizing company name and contact person, date, time, and location of your event, and sent to adavis@nacubo.org.

Questions?

For information and inquiries regarding exhibiting, please see contact below.

gnehemiah@nacubo.org, or 202-861-2555.

Contact

Gloria Nehemiah
Exhibits Manager
202-861-2555
E-mail