Event Space Requests

111th Annual Convention 

NCA offers private areas for departments to host their own reception, meeting, or other event “In Conjunction With” (ICW) the NCA 2025 Annual Convention. This is a perfect opportunity to bring together alumni, former and current colleagues, current students, and future friends. 

We welcome the opportunity to collaborate on providing a successful experience and appreciate your valued participation.

Event Location: Gaylord Rockies Resort and Convention Center (6700 N Gaylord Rockies Blvd, Aurora, CO 80019)

 

Contact Information 

For questions about meeting and reception space, please contact convention@natcom.org 

Submit Event Space RequestEvent Space Request GuidelinesCatering Menu
CONVENTION_LOGO

Administrative Fees

Per event, per room, per day. Payment required before space assignment.

  • Thursday/Saturday
      • Member Rate: $350
      • Non-member Rate: $400
  • Friday
      • Member Rate: $400
      • Non-member Rate: $450

Member Rates Apply To:

  • NCA Departmental Members (active through Dec 1, 2025 or later)
  • Convention Advertisers, Exhibitors, Sponsors

All others pay the non-member rate.

Important Deadlines

  • Request Submission Deadline: September 15, 2025 
  • Space Assignment Notifications: Begin September 30, 2025 

 

Cancellation Policy

All cancellation requests must be submitted in writing to convention@natcom.org. Administrative fees are non-refundable unless the event is cancelled by NCA. Organizations are responsible for any penalties incurred with the venue.

Time Guidelines & Restrictions

 

  • Meeting Duration:
      • Limited to 2.5-hour increments 
  • Meetings Permitted:  
      • Wednesday: 8 a.m.-10 p.m.
      • Thursday, Friday, Saturday: 8 a.m.-5:30 p.m. and after 7 p.m. 
      • Sunday: 8 a.m.-12:15 p.m.
  • Receptions Permitted:  
      • Thursday: 8:30 p.m. or later
      • Friday & Saturday: 7 p.m. or later
      • Wednesday & Sunday: No receptions permitted 

General Policies

  • Groups may not charge registration fees or sell tickets to their meetings/events
  • Space is assigned on a first-come, first-paid, space-available basis
  • Due to space limitations, requests for staff offices or all-day meeting rooms cannot be accepted
  • Administrative fees are non-refundable unless the event is cancelled by NCA
  • All cancellation requests must be submitted in writing to convention@natcom.org
  • NCA will attempt to accommodate preferred location requests but cannot guarantee specific locations

Venue Arrangements 

  • NCA controls all meeting/event space via contracts with the venues 
  • No organization is permitted to reserve meeting rooms directly through the contracted venues without NCA’s approval 
  • After approval, you will work directly with the venue for catering, AV, and other services 
  • The venue may require a separate contract for your event space 
  • NCA does not influence or have control of venue rental fees, food and beverage minimums, or audiovisual pricing 
  • All approved groups are responsible for finalizing arrangements directly with the venue 

Joint Events & Signage 

  • You may host a joint event with another organization; however, one organization must serve as the primary host 
  • The primary host will receive all correspondence and is responsible for payment and communicating with co-hosts 
  • Any solicitation or industry sponsorship is prohibited 
  • Signage is allowed at the room entrance only (maximum dimensions: 28″×44″) 

Planning Considerations

When planning staff meetings, please be mindful of these important event hours:

  • Wednesday, November 19
      • Exhibit Hall: 3-7 p.m.
  • Thursday, November 20
      • Exhibit Hall: 7:30 a.m.-5 p.m.
      • Graduate School Open House: 1-4 p.m.
  • Friday, November 21
      • Exhibit Hall: 7:30 a.m.-5 p.m.
      • Job Fair: 9 a.m.-12 p.m.

Reservation Process

  1. Submit request: Complete the Meeting/Event Space Request Form by September 15, 2025
    • A separate form must be submitted for each event
    • Submitting a form does not guarantee space availability
  2. Receive confirmation: If approved, you’ll receive an email confirmation starting September 30, 2025
    • This will include your room assignment and venue contact information
    • Do not contact the hotel or convention center until you receive this confirmation
    • If your event is not approved, you will also be notified
  3. Finalize arrangements: Work directly with the venue contact to arrange:
    • Catering and beverages
    • Audiovisual equipment
    • Room setup and décor
    • Any other required services
  4. Make payment: Schools/companies must remit payment immediately upon receiving the invoice
    • NCA will assign space only after payment has been received

Health & Safety Guidelines 

By reserving event space, all event hosts agree to follow any applicable local, state, or federal guidelines in place regarding masks, social distancing, room capacities, food and beverage service, etc., and to enforce those guidelines among their attendees. NCA reserves the right to cancel or modify any space assignment based on restrictions in effect at the time of the event. 

FAQs

No. Due to space limitations, we cannot accept requests for meeting rooms on an all-day hold.

It is difficult to find meeting rooms for requests with fewer than five attendees. NCA will work to identify an appropriate location, but there are no guarantees.

No. Groups may not charge registration fees or sell tickets to meetings or events held Wednesday through Sunday of the annual convention.

Administrative fees are non-refundable unless the event is cancelled by NCA. All cancellation requests must be submitted in writing to convention@natcom.org.

Contact convention@natcom.org as soon as possible. Changes are subject to availability and approval.

After receiving your room assignment, you will be provided contact information for the venue. You will work directly with them to order these services.