General Event Terms & Conditions
These general event terms and conditions, apply to all participants at events. Your registration for an event indicates your agreement to these terms
Photo Waiver/Release Policy
By purchasing a NACAS event registration, sponsorship and/or exhibiting package, you understand and hereby grant NACAS permission to use your likeness in a photography/video in any and all of its publications, including but not limited to all of NACAS’ printed and digital publications. As an attendee you provide consent for NACAS to record all presentations, written comments by participants, and verbal discussions in this event in either audio and/or visual form; this may include some personally identifiable information (PII) such as your badge name or display name on the virtual meeting platform. You understand that NACAS will be the sole copyright owner of the recording and can distribute and sell it, along with any supporting materials. You acknowledge that since your participation with NACAS is voluntary, you will receive no financial compensation. Additionally, you waive any right to royalties or other compensation arising or related to the use of the photography/video. You hereby hold harmless and release and forever discharge NACAS from all claims, demands, and causes of action which you, your heir, representatives, executors, administrators, or any other persons acting on your behalf or on behalf of your estate have or may have reason of this authorization.
Health & Safety Protocols
With ongoing concerns regarding coronavirus and the global pandemic, NACAS continues to move forward with our commitment to the wellness of our community.
We will do our part to provide and maintain events that are free of known hazards and safeguard the health of NACAS staff, hotel staff, our audience, and their respective families and local communities.
NACAS believes in the personal responsibility of community members to create a safe and inclusive experience. In order to protect yourself and others, we recommend following prevention actions outlined by the CDC.
By registering for an event, you agree to abide by all COVID-19 restrictions that the Center for Disease Control (CDC), NACAS, the venue, or any third-party vendor puts in place. Notice of the required restrictions will be sent to all registered attendees at least six weeks in advance of the conference date and are subject to change at any time.
Protocols are subject to change throughout the year as federal and local guidelines change.
Exhibit Rules & Regulations
- The standard booth equipment has a 6′ Table.
- No signs or decorative materials may protrude into the aisle or encroach upon neighboring booths. No obstruction may be placed in any aisle, passageways, lobbies or exits leading to any fire extinguishing devices.
- NACAS requests that all exhibitors abide by the standard International Association of Exhibitions and Events (IAEE) Guidelines.
- All displays must be installed and completely arranged at least two hours in advance of the date and hour officially announced for the opening of the exposition.
- The deadline for removal of all materials from the exhibit hall will be enforced. It is the sole responsibility of each exhibitor to have materials packed, identified and cleared for shipment by the appropriate deadline published by the exposition company. All displays must remain intact until the official close of the show. No exhibitor may begin dismantling, move-out or packaging prior to the time of closing shown on the program.
- Arrangement and payment for transporting goods to and from the exposition, receiving, decorating, and removal of exhibits are the responsibility of the exhibitor. Any firm or organization NOT officially assigned space in the exposition will NOT be permitted to engage in any activities within the exhibit area unless authorized by NACAS.
- Exhibit Booth Personnel identification shall be restricted to full-time employees of exhibiting organizations or other authorized representatives of exhibiting firms approved by NACAS who are actually “staffing” the exhibit booth during published move-in, show opening and/or move-out hours. Exhibit Booth Personnel and Exhibitor Full Registrations may not be granted to employees of higher education institutions.
- All exhibitor personnel shall wear proper badge identification, as provided by NACAS, prominently displayed plus have corporate identification available for viewing by management or the representative of the official contractor for security, at all times.
- Any clothing with a logo worn by representatives in their booth must relate to that exhibiting company.
- NACAS shall have the right to limit the number of exhibitor representatives present in any exhibit space, and shall have the right to limit the total number of exhibitor badges that may be included with the cost of each booth.
- Exhibitors may not conduct business activities in a manner that interferes with easy navigation of the aisle in front of the exhibitor’s booth(s). Demonstrations and sales activities are to be conducted primarily within the exhibitor’s designated booth space.
- Exhibitors may not share booth space, sublet or assign any portion of their booth(s) to any other company or organization without prior written authorization from NACAS. Exhibitors may not photograph or videotape any product, material, or booth other than the exhibitor’s own. Any photography in the Exhibit Hall must be pre-authorized by NACAS.
- Exhibitors may not examine, tamper with or remove materials from any booth other than the exhibitor’s own.
- Entering another exhibitor’s booth without permission is not allowed. Exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Any complaints regarding noise levels will be deemed a violation and be dealt with as such.
- The Expo Hall is designed to provide a showcase for products and services either specifically designed for or customarily used in higher education administration. The program is held strictly as a means of information exchange. Applicants may not make sales or take orders in the exhibit area or within other Annual Conference facilities provided. This provision will be rigorously and strictly enforced.
- Exhibitors agree not to participate in activities that are disruptive to other exhibitors in the Expo Hall. This provision will be rigorously and strictly enforced.
- The Applicant agrees that NACAS shall have the right to make such rules and regulations or changes in arrangements as it deems necessary and to amend them from time to time. NACAS shall have the final determination and enforcement of all rules, regulations and conditions.
- Exhibitor Insurance The License Agreement, the Venue’s Rules, the Exhibit Contract, and these Rules limit the responsibility of the Venue, the National Association of College Auxiliary Services (NACAS), and any third party contractors affiliated with NACAS or the Venue for property loss or personal injury arising from exhibitor’s participation in the Expo or use of the Venue. Exhibitor shall, at exhibitor’s sole cost and expense, procure and maintain for a period inclusive of the entire term of this event (including the time specified for installation and dismantling), comprehensive general liability insurance against claims for bodily injury, death, and property damage which arise out of or are in any way connected with the exhibitor’s participation in the trade show or use of occupancy of the Licensed Premises or the Venue, including claims for injuries occurring in the Venue. Such insurance must include coverage for contractual liability, product liability, and coverage for the indemnification obligations of exhibitor under these Rules, with combined single limits of liability of not less than $1,000,000 for each occurrence. Such insurance must designate the National Association of College Auxiliary Services as an additional named insured. Exhibitor shall obtain and furnish to NACAS upon request, a certificate of insurance evidencing the required insurance.
- If, as a courtesy to exhibitors, perimeter security for the exhibit hall is furnished during installation, dismantling and show days, this is not and should not be interpreted as a guarantee or indemnity against loss or theft of any kind.
- Exhibitors shall abide by and observe all United States Laws, local laws, codes, ordinances, rules and regulations, and all rules and regulations of the Exhibit Facility (including any union labor work rules). Without limiting the foregoing, exhibitor shall construct its exhibits to comply with the Americans with Disabilities Act.
- Each exhibitor is charged with knowledge of, and compliance with, all laws, ordinances and regulations pertaining to health, fire prevention, music and public safety while participating in the exhibition.
- If an exhibitor is in material breach of any of these Exhibit Rules & Regulations or this exhibit space contract, NACAS may terminate the exhibitor’s participation in the Expo Hall without further notice and without obligation to return moneys previously paid by exhibitor.