Exhibitor
Information
National
Communication Association
90th
ANNUAL MEETING AND CONVENTION
November 11-14,
2004
Chicago Hilton
Reserve Your Exhibit and Advertising Space
Now!
The 2004 90th National Communication Association
Annual Meeting affords you an excellent opportunity for profitable contacts
with a large number of teachers and administrators in the communication arts
and sciences.
The NCA convention headquarters hotel is the Chicago
Hilton. NCA Exhibits and NCA Registration will be located in the
lower level of the Chicago Hilton.
Our members are at the cutting edge of the discipline.
They need you to stay there; you need them to promote your products and
services. If you have exhibited at any of our previous conventions, you
know that this is a working meeting—our members come to learn, to
experience, and to grow. But we need you—so please accept this invitation
to meet with us, display your products and services, and help to make this,
the 90th Annual Meeting, the most successful ever.
Support your exhibit by advertising in the Annual
Meeting Program. Advertising in the program will carry your sales message
to NCA members and permit you to call your exhibit to the attention of the
attendees. For additional information on ad sizes and rates, please see the
Advertising Application form located at www.natcom.org in the 2004
Convention section.
EXHIBIT INFORMATION
EXHIBIT HOURS
Thursday, November 11………………………………9:00 a.m. -
5:00 p.m.
Friday, November 12………………………………….9:00 a.m. -
5:00 p.m.
Saturday, November 13……...……………………….9:00 a.m. -
4:00 p.m.
ASSIGNMENT OF SPACE
Space is allocated on the basis of each exhibitor’s
preference and in the order of receipt of application. NCA reserves the
right to re-assign the exhibit space allotment if, in its own judgment,
unusual conditions arise beyond its control. Tentative commitments cannot
be accepted.
BOOTHS
The cost of the booths includes: an area
attractively draped, 8 feet high at the back and 36" high at the sides;
listing of name and booth number in the Convention Program, provided booth
registration is made by June 30, 2003. Chairs, tables and other equipment
will be available at the exhibitor’s expense from Shepard Exposition
Services. Each exhibitor will be supplied with an order form for
supplementary materials and services. Special inquiries should be addressed
to Shepard Exposition Services.
CANCELLATION
Booth reservations may be cancelled with full refund
until July 1. From July 1 to August 15, a 50% refund will be allowed; after
August 15, no refunds will be made.
EXHIBITOR’S REPRESENTATIVES
Each exhibitor may register a maximum of three
representatives per booth. There is no charge for such registration, but a
complete list of all representatives must be provided to Donna Porter, at dporter@natcom.org by October 1, 2004. A fee of
$50 per representative will be imposed for all booth staff over the
maximum. Badges for exhibit personnel are prepared in advance and will be
distributed at the convention. The exhibitor using the forms provided may
make room reservation requests.
FLOOR SALES
Tax regulations and licensing for sales conducted on
the exhibit floor are governed by the specific convention city. It is the
responsibility of the exhibiting company to ensure that all city and state
requirements are met.
RESTRICTIONS
NCA reserves the right to restrict exhibits which
detract from the general character of the display. This includes persons,
things, conduct, printed materials, or anything of a character which may
detract from the exhibit as a whole. In the event of such restriction or
eviction, NCA is not liable for any refunds of rentals or other exhibition
expense. No exhibit will be permitted which violates any municipal, state or
Federal laws, rules and regulations, including safety codes. No combustible
decorations such as crepe paper, tissue paper, cardboard or corrugated paper
shall be used at any time. All packing containers, excelsior and wrapping
paper must be removed from the floor and must not be stored under tables or
behind displays. All materials used in the exhibition area must be flame
proof in conformity with local fire regulations. No lighter-than-air
balloons are permitted in the building.
Display boards and other high exhibits shall not be
placed in such a manner as to interfere with other exhibits.
All demonstrations, interviews or other activities must
be confined to the limits of the exhibition booth. No exhibitor shall
assign, sublet or apportion the whole or any part of the space allotted to
him or her without the knowledge and consent of Meeting Coordinator Donna
Porter. Aisles must
be kept clear; to this end, exhibits shall be so arranged that booth
personnel will be inside the space rented.
If the operation of any equipment or apparatus
produces noise or odors found to be annoying to neighboring exhibitors or
guests, it will be necessary to discontinue such operation. Food and
beverage functions must be approved in advance by the NCA Meeting
Coordinator.
NOTE: In
order to conform to union contract rules and regulations, it may be
necessary that all exhibitors use qualified union personnel for the various
services required for installation and dismantling of exhibits and for
material handling within the show.
SHIPMENTS OF EXHIBIT MATERIAL
The official drayage firm is Shepard Exposition
Services. Each exhibitor will be sent a schedule of drayage services,
charges and shipping instructions. It is further agreed that exhibitors who
fail to provide for the removal of their displays authorize NCA to arrange
for transfer and storage of the materials at the exhibitor’s expense,
pending receipt of forwarding instructions. The Chicago Hilton
will NOT accept freight or truck deliveries. All exhibits should be shipped
to: National Communication Association Convention, Yellow Freight/Shepard
Exposition Services (CGB), 10301 S Harlem Ave., Chicago Ridge Il 60415.
Include booth number and company name on the label.
Installation and Dismantling of Exhibits: General Regulations
Displays may be set up starting at 12:00 noon,
Wednesday, November 10. Set up must be completed by 9:00 a.m., November 11.
Dismantling may begin after 4:00 p.m., Saturday, November 13, and must be
completed the same day. No exhibits may be dismantled and no packing
permitted prior to the official closing time. Exhibitors may be required to
use union personnel for installation and dismantling of their exhibits. For
further information contact Shepard Exposition Services.
Local fire rules do not permit the storage of packing
cases or crates in the exhibit hall during the convention. Arrangements have
been made with the official drayage contractor for the removal and return of
such items. Cases that are to be returned following the close of the
Convention should be marked with the exhibitor’s company name and booth
number and should be placed in the aisle in front of the booth for pick-up
storage. Labels will be available on site. Nothing shall be posted on,
tacked, nailed, screwed or otherwise attached to the columns, walls, floors
or other parts of the building or furniture. Anything necessary or proper
for the protection of the building, equipment or furniture therein will be
at the expense of the exhibitor.
Electrical outlets and electricians are available at
prevailing rates. Electrical service forms will be supplied. Exhibitors who
have unusual electrical requirements should make special inquiry in advance.
NCA will provide guard service during the hours when
exhibit area is closed.
Liability/Insurance
Exhibitor assumes entire responsibility and hereby
agrees to protect, indemnify, defend and save National Communication
Association and the Chicago Hilton and their employees and agents
harmless against all claims, losses or damages to persons or property,
governmental charges or fines and attorneys fees arising out of or caused by
Exhibitor’s installation, removal, maintenance, occupancy or use of the
exhibition premises or part thereof, excluding any such liability caused by
the sole negligence of the Chicago Hilton employees or agents.
In addition, exhibitor acknowledges that National
Communication Association and the Chicago Hilton and Hilton Hotels
Corporation do not maintain insurance covering exhibitor’s property and that
it is the sole responsibility of exhibitor to obtain business interruption
and property damage insurance covering such losses by exhibitor.
FOR FURTHER INFORMATION
If you have questions or seek interpretation of any
regulation or service requirement, please communicate with the Meeting
Coordinator. Address inquiries to:
Donna Porter
Meeting Coordinator
National Communication Association
1765 N Street, NW
Washington DC, 20036
202-464-4622
Kevin Belanger
Shepard Exposition Services
(404) 720-8610
EXHIBIT PRICING
Booth Number Cost
101,102,103,104,106, $1150
111,115,121,220,221,
501,503,505,507
Above booths are 10’ x 10’
200,202,204,208,210, $1375
211,212,214,215,216,
308,310,312,314,316,
320,321,322,408, 409,
410,411,412,413,414,
415,416,417,420,421,
422,508,510,512,514,
509,511,513,515,516, 517
Above booths are 10’ x 10’
302,402,502 $5305
Above booths are 20’
x 20’
