2019 NSA Exhibitor Rules and Regulations

Product/Service: Exhibitors are not permitted to promote outside meetings, seminars or workshops.

Application and Payment: Applications for exhibit space must be signed and payment in full must be received before exhibit space will be assigned or program information will be published.

Subletting and Sharing of Exhibit Space: Exhibitors may not reassign, sublet or share exhibit space, and may not display products or services other than those normally sold by them unless prior written approval is obtained from NSA.

Exhibit and Table Space: All exhibit spaces that have been paid in full will be assigned based on a tiered structure. NSA reserves the right to change table assignments or to move exhibit tables to resolve competitive situations or for any other reason for the good of the overall exhibits. Display materials are restricted to a maximum height of 10’ and may only be displayed behind the table. Display materials may not block visibility to signage provided by NSA or the hotel, doorways, or walkways.

Exhibitor Registration: The exhibit fee includes one full registration, which allows access to Conference sessions and all provided meals. Additional registrations are available at the guest rate.

Cancellation and Refund Policy: A refund equal to 50% of the total exhibit fee will be made if notice of cancellation is received in writing at the NSA office 30 days prior to event start date. Send notices to Rhette Baughman.

Sale and Solicitation: Solicitation, signs, promotions and distribution of printed materials must be confined to exhibit space only. Exhibitors and their personnel, or any other company/organization, including those not exhibiting in the exhibit area, are prohibited from displaying or demonstrating products, soliciting orders or distributing advertising materials anywhere else in the hotel or in other NSA-contracted space. Solicitation, signs and distribution of printed materials promoting a non-NSA sanctioned event or seminar are prohibited. Any and all taxes are the sole responsibility of the exhibitor.

Exhibit Area Access: Exhibitors are permitted to enter the exhibit area up to one hour before the scheduled opening time each day and may remain one-half hour after the final closing time each day. Should exhibitors require additional time at their exhibit before or after scheduled hall hours, special arrangements must be made in advance with NSA.

Exhibitor Services: Prior to convention, the contractor will send an exhibitor-services kit to exhibitors who have been assigned exhibit space. The kit will include information on Internet, electricity, shipping, services and furnishings available, ordering information and the additional costs for each.

Exhibitor Conduct: No exhibitor may operate in a way that interferes with the rights of another exhibitor. Exhibits and display materials may not span beyond the space allotted. All exhibits should be presented in a professional manner. Operation of objectionable sound devices and objectionable visual displays are prohibited. NSA at its sole discretion may determine what is objectionable. The following practices are disallowed by NSA:

  • Loud electrical or other mechanical apparatus disturbing other exhibitors and/or visitors.
  • Theater-seating.
  • Canvassing outside the table, including aisles, entrances or any other public space.
  • Entering another exhibitor’s table without permission.
  • Photographs of attendees or another exhibitor’s table without permission.
  • Smoking in or around the exhibit hall.
  • Threats to NSA staff, decorator staff or individuals representing other exhibiting companies.

Music Displays and Decorations: Signs, decorations, promotions or display fixtures may not be taped, nailed, tacked or attached in a way that may leave residue or have the possibility to damage any surface within the exhibit hall or greater hotel area. All equipment, promotions, signage, tables or advertising must be confined to the exhibit space. Nothing may be displayed or projected outside of the exhibit space. Any copyrighted music played by exhibitors in their exhibits or sessions is required to be licensed by the American Society of Composers, Authors and Publishers (ASCAP) and/or Broadcast Music Inc. (BMI).

Badges: NSA-provided exhibitor badges must be worn by exhibitor staff during all exhibit hall open hours. Exhibits must be operational during all open exhibit hall hours.

Compliance with Safety Regulations: The exhibitor shall assume responsibility for compliance with local, city, state and federal safety, fire, health and other ordinances regarding installation and operation of equipment, displays and exhibit materials. Equipment must be protected by safety guards and fireproofing to prevent fire hazards and personal injuries.

Table Safety: Aisles must be kept clear and free of clutter at all times. All parts of an exhibitor’s display must be kept within the boundaries of the assigned exhibit space.

Union Labor: Exhibitors must comply with regulations of local unions applicable to setup, dismantling and display of exhibits.

Food and Beverage Distribution: Exhibitors are allowed to distribute small, bite-sized individually wrapped candies. Distribution of any other food or beverage items must be coordinated through NSA and the hotel’s catering department.

Storage/Packing Crates and Boxes: Exhibitors will not be permitted to store packing crates, boxes, trunks or cases around exhibit spaces.

Insurance: NSA and the Hotel will not be liable for loss or damage to an exhibitor’s property through theft, fire, accident or destructive causes. It is the exhibitor’s responsibility to insure exhibit and display equipment and materials when special protection is desired.

Liability Limits: NSA shall not be responsible for any loss, damage, and delay due to strikes, lockouts, acts of God, governmental restrictions, enemy action, civil commotion, unavoidable casualty or any other causes similar or dissimilar, beyond the control of NSA.

Protection of Exhibit Facility: No exhibitor may allow any article to be brought into or permit any act to be done on the premises, which will violate or increase the premiums on policies of insurance held by either NSA or the Hotel, provided said policies are no more restrictive than standard liability and property damage insurance policies and standard fire insurance policies with extended coverage. No exhibitor may permit any act by its employees or its agents by which the premises in any manner may be marred or defaced. Exhibitors must surrender the occupied space in the same condition as at the commencement of occupation, normal wear and tear and casualties beyond the reasonable control of the exhibitor excepted. Any damage done to the premises or any property therein by the exhibitor, its employees or agents shall be made good to NSA or the building owners, as their interests may appear.

Photo Release: We occasionally use photographs of our exhibitors in promotional materials. By virtue of your attendance you automatically agree to the usage of your likeliness in such material.

Agreement: By signing the official NSA Exhibitor application referring to our rules and regulations, the exhibitor agrees to abide by these rules and regulations and all amendments thereto with decisions of the association being final.

All matters and questions not covered by these Rules and Regulations, and interpretation of these Rules and Regulations, are subject to the decision of NSA. These Rules and Regulations may be amended and/or interpreted at any time by NSA.

Please contact Rhette Baughman with questions or concerns.

Click here to apply for an exhibit space.