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Affiliated Groups at Conferences Meeting Space Policy

At NAA conferences we recognize that there is often a need for Newspapers, Advertisers, Associate Members and Exhibitors/Sponsors to conduct concurrent meetings during the conference. To ensure that we are able to accommodate the needs of our members and exhibitors/sponsors we have established the following policy regarding the release of meeting space and/or hospitality suites. Conference hotels have been instructed to only release meeting and/or hospitality suites upon approval from NAA.

NAA Newspaper Members – Will be assigned space on a first-come/first-served basis and NAA will make every effort to accommodate the request. All meeting related charges incurred through the hotel will be the responsibility of the group (food, beverage, AV and etc.).

Advertisers/Agencies – Companies participating in the Advertising Roundtables will be able to reserve space on a first-come/first-served basis. All meeting related charges incurred through the hotel will be the responsibility of the group (food, beverage, AV and etc.). This year we have set aside conference rooms advertiser meetings and they can accommodate up to 12 participants and will be set boardroom style.

Exhibitors/Sponsors – Will be assigned space on a first-come/first-served basis. All meeting related charges incurred through the hotel will be the responsibility of the group (food, beverage, AV and etc.).

NAA Associate Members – Who are not exhibiting/sponsoring will be assigned space on a first-come/first-served basis beginning 45 days prior to the event for a fee of $1000 payable to NAA. All meeting related charges incurred through the hotel will be the responsibility of the group (food, beverage, AV and etc.).

Non-Members – No space will be released to non-members.

Please note that no meeting, event or function may take place during official conference programming hours without approval from NAA. Hotel meeting space and hospitality suites should only be used for business meetings and entertainment purposes only. Product demonstrations must be conducted on the trade show floor. NAA reserves the right to accept or reject any request in its sole judgment.

Meeting Space Request Process:

• The requestor must fill out the request form and fax it back to (571) 366-1221
• The requestor will be responsible for the following:
- Registering for the conference at the full conference rate and reserving sleeping rooms with the hotel, within NAA’s block of rooms
- Paying associated room rental, if required, directly to hotel or facility
- Making all set-up and food and beverage arrangements directly with the hotel or facility
- Paying all related charges in conjunction with the event or meeting held

• Upon receipt of the form, NAA will review and if approved, pass along the approval to the hotel
• Once the hotel receives approval from NAA they will contact the requestor to work out the details of the meeting and/or suite

Cancellation Policy: All cancellations must be received in writing at least 15 days prior to the conference. No refunds will be issued for meeting rooms that are not used or that are cancelled less than 15 days prior to the event.