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Mid-Year Forum Sponsor & Exhibitor Information


Important Dates and Deadlines

To realize the full benefit of NEMA forum sponsorship, it is very important to make note of all deadlines associated with the forum.  A list of important dates and deadlines is below and also on the NEMA website.  All dates are subject to change.  The pre-planning contact for each sponsor will be notified of changes in advance and with reasonable notice to respond, however, if submission deadlines are missed it will result in loss of benefits or opportunities all together.

Sponsorships/exhibits open to members exclusively   through January 13
Sponsorships/exhibits open to non-members January 14
Forum registration opens January 14
Sponsor and exhibitor cancellation deadline January 11
Logo submission deadline January 25
Final payment of sponsorship fees due January 25
Hotel cut-off date March 8
On time and exhibitor registration deadline March 8
Late registration deadline (late registration period cancelled)
March 15


Forum Registration for Sponsors

Each sponsorship includes two (2) complimentary registrations.  The complimentary registration allows access to all open  events.  Individual tickets for meals are not available.  Additional complimentary registrations will not be assigned.  Any and all additional attendees must register for the conference at the prevailing rate.  No exceptions will be made.

Optional Additional Exhibitor Registrations

In order to accommodate additional attendees who come to assist with the exhibits, NEMA has created a 2 day Exhibitor Registration.  This 2 day pass will allow attendees full access, including meetings, meals and receptions on March 31 and April 1.  The cost is $350 per person.  There is a limit of 3 per exhibitor.  Exhibitor Registrations can be added any time before March 8 by emailing full contact information and method of payment for each individual to NEMA Headquarters.


Exhibits will be located in the meeting room foyer area.  Exhibit spaces are 10 feet wide by 8 feet deep and will not be pipe and draped.  The space will include a 6-foot table, 2 chairs, and a wastebasket. Electrical serviceinternet service or  AV equipment must be ordered through the facility at the sponsor's expense.  

Exhibit Hours:

Exhibitor Set Up      Saturday, March 30      4:30 pm - 8:30 pm
Exhibit Hours      Sunday, March 31      7:30 am - 3:30 pm
       Monday, April 1      7:30 am - 4 pm
Exhibits Reception      Sunday, March 31      5:30 pm - 6:30 pm
Exhibitor Tear Down      Monday, April 1      4 pm

**Exhibit hours are subject to change without notice.


NEMA will not be using a dryage company therefore all shipments should be sent directly to the hotel per the shipping instructions. Shipments will be managed through the hotels shipping and receiving department. All exhibitors should contact shipping and receiving upon arrival at the hotel to arrange for materials to be delivered to the exhibit location. It is strongly encouraged that shipments be tracked in order to ensure timely arrival. Please follow shipping instructions carefully to ensure prompt delivery of materials to the booth location. The hotel will provide return shipping instructions prior to the tear down time and will have staff on hand to assist.


Logos for Platinum, Gold and Silver sponsor will be posted on the NEMA website. Logos for Platinum and Gold sponsors will also be used in the NEMA Forum mobile website. All logos must be submitted in a high resolution JPEG or PNG format.  If they are not submitted in this manner, they cannot be used.  Logos should be sent electronically to Karen at kcobuluis@csg.org by January 25. Logos not received by that date may not be included.


Platinum and Gold Sponsors may provide a banner to be hung in the General Session room.  The banner must not exceed 4 feet (48 inches) in width or height.  Please bring banner to the Conference Registration desk no later than 12:00 noon on Sunday, March 31.  NEMA staff will arrange for it to be hung in the General Session room.  Banners may be retrieved from the NEMA Registration Desk on Tuesday, April 1 following the conclusion of the General Session. If you wish to have your banner shipped back to you


A deposit of 50% is due on Silver, Gold and Platinum Sponsorships with this signed application to reserve the sponsorship.  The balance is due on or before January 25, 2019.  Exhibitor fees are payable in full with the signed application.  NEMA accepts Visa, MasterCard and American Express for deposits and payments.  If you are faxing your application and payment will be sent separately, please reference the check number on your application.

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