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Submission Deadline: September 15

Event Confirmation Distributions Begin September 30

Please submit one application for each function planned.

Please click here to read the Meeting/Event Guidelines before proceeding.
  • Submitting a meeting request does not guarantee meeting space.
  • Meeting space is limited and will be assigned on a first-come, first-paid, space-available basis.
  • NCA does not influence or have control of hotel room rental fees, food and beverage minimums, or audiovisual pricing.
  • Meeting space requests are limited to two and ½ hour increments.
  • Receptions may begin no earlier than 7:00 PM on Friday and Saturday and 8:30 PM on Thursday. No receptions are to be held on Wednesday.
  • No meetings or events may occur before 8:00 AM or from 5:30-6:45 PM on Thursday, Friday, and Saturday.
  • Joint Events: You may host a joint event with another school/company; however, one person/organization must serve as the primary host and the other(s) co-hosts. The primary host will receive all event correspondence, and will be responsible for payment and disseminating to co-hosts.
  • Due to limited available space, NCA cannot guarantee space at venues for staff offices or all-day room requests.
  • NCA must approve all requests.
 
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Key Dates

  • Submission Deadline: September 15. After this date, you are still able to submit requests and staff will accommodate, if possible. Available space is assigned on a first-come, first paid basis.
  • Event confirmations will start being distributed on September 30.
  • Applicants will receive a confirmation with contact information for the venue once NCA has assigned your space. Applicants are responsible for coordinating all event arrangements, including room setup, audiovisual, billing and catering.
Cost
The administrative fees below will apply per event, per room, per day requested. Schools/companies must remit payment immediately upon receiving the invoice. NCA will assign space to schools/companies once payment has been received.

Member Non-member
Thursday/Saturday $300 $350
Friday $350 $400
  • Member Rates: apply to NCA departmental members*, convention advertisers, exhibitors, and sponsors. *Department memberships must be current through 12/1/2024.
  • Non-member Rates apply to all other schools/companies.
  • Joint Events: You may host a joint event with another school/company; however, one person/organization must serve as the primary host and the other(s) co-hosts. The primary host will receive all event correspondence and will be responsible for disseminating to co-hosts.

Cancellation Policy
Administrative fees are non-refundable. NCA must receive cancellation requests in writing to convention@natcom.org. All approved groups are to contract event space directly with the venue. Any penalty incurred between the group and the venue is the responsibility of the group. NCA accepts no responsibility for the event(s).
After Your Space is Assigned
  • Event and Space Confirmation: An NCA staff member will contact you to confirm your event space and connect you with the venue. You must contract with the assigned venue and make payments by the deadline indicated in the space confirmation message; otherwise, your meeting is subject to cancellation. Food and beverage minimums may apply. Billing arrangements will be made between you and the venue per the venue’s policies (excluding NCA admin fees).
  • Audiovisual: In most cases, you are permitted to use NCA's projector and screen if they are already available in your assigned event space. You are required to pay the venue directly for any audiovisual requirements.
  • Event Promotion: If you request it when submitting the form, your event will be included in our online program and mobile app.
Questions?
Please submit questions to convention@natcom.org.
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