Audio-visual equipment is expensive.  Participants are encouraged to keep equipment requests to a minimum. Requests for specific equipment must be submitted online and meet the same submission deadlines for paper and program proposals. 

NCA Policy On The Use Of Audio-Visual Equipment

It is the NCA policy to provide reasonable A/V support of presentations at its annual convention and at its conferences. NCA recognizes that such support is essential to some presentations and greatly enhances the effectiveness of others. The number of requests for A/V support has risen steadily in recent years and is likely to continue to increase, in terms of both the amount and the type of equipment that is needed.

To help control the costs of equipment rental and to provide the best possible support of presenters, NCA has established the following guidelines regarding A/V support at its convention and conferences.

Request before the published deadline. The NCA Convention Manager and the Meeting Coordinator attempt to schedule programs with similar equipment needs into the same room in order to make maximum use of the rental. Therefore, it is critical that A/V support requests be submitted before the published deadline. The deadline is ordinarily the same as the deadline for program proposals. No A/V equipment will be provided to a program that fails to meet published deadlines.

Keep requests to a minimum. It is tempting to request one of everything, just in case it is needed. Presenters and planners are asked to screen requests carefully and to submit only those that are essential to the program. As a general rule, the more sophisticated the equipment the more it costs to rent. Presenters and planners are asked to keep their requests as simple as possible. A chalkboard can substitute for a poster pad or overhead, etc.

Expensive equipment will not be supplied. NCA will normally approve requests for the following equipment: chalkboard, easel, flip chart, audiocassette player/recorder, overhead projector, slide projector, and VCR. NCA will NOT normally approve requests for expensive equipment such as PC’s, camcorders, laser pointers, satellite links, teleconference equipment, LCD panels/projectors, and video data projectors.

Short Courses. Short courses have a fee based on an assumption of a minimum standard of copying for handouts and a minimum level of A/V equipment. The base short course fee is established to offset the costs of operating all the short courses. Requests for non-traditional A/V will likely result in increases to the fees.

Media Forums. NCA’s Media Forum programs are designed to facilitate discussion and presentation of programs related to leading edge research and technology. Therefore, Media Forums have priority when A/V resources are allocated and non-standard equipment is requested.

Personal equipment is discouraged. Contracts for A/V equipment are negotiated by NCA. In many cases the hotel provides A/V services and has policies that prohibit use of personal equipment. Neither NCA nor the hotel can be responsible for the security of personal equipment.

On-site rentals. Individuals may elect to rent equipment at the convention or conference at their own expense. Most hotels have an on-site A/V department. Such equipment may not be charged to the Association.

NCA responsibility. The NCA National Office negotiates the A/V contract. Any questions regarding the A/V equipment should be directed to the convention manager.