Affiliated Groups at Conferences Meeting Space Policy

At NAA conferences we recognize that there is often a need for Newspapers, Advertisers, Associate Members and
Exhibitors/Sponsors to conduct concurrent meetings during the conference. To ensure that we are able to accommodate the needs of
our members and exhibitors/sponsors we have established the following policy regarding the release of meeting space and/or
hospitality suites. Conference hotels have been instructed to only release meeting and/or hospitality suites upon approval from NAA.

NAA Newspaper Members – Will be assigned space on a first-come/first-served basis and NAA will make every effort to
accommodate the request. All meeting related charges incurred through the hotel will be the responsibility of the group (food,
beverage, AV and etc.).

Advertisers/Agencies – Companies participating in the Advertising Roundtables will be able to reserve space on a first-come/first-
served basis. All meeting related charges incurred through the hotel will be the responsibility of the group (food, beverage, AV and
etc.). This year we have set aside conference rooms for advertiser meetings and they can accommodate up to 8 participants and will be
set boardroom style. Please contact mort.goldstrom@naa.org to take advantage of this offer.

Exhibitors/Sponsors – Will be assigned space on a first-come/first-served basis. All meeting related charges incurred through the
hotel will be the responsibility of the group (food, beverage, AV and etc.). Meetings taking place Friday-Tuesday will be able to rent
space at a rate of $500 for two-hour block. We will have two rooms set aside that can accommodate up to 20 people.

NAA Associate Members – Who are not exhibiting/sponsoring will be assigned space on a first-come/first-served basis beginning 45
days prior to the event for a fee of $750 payable to NAA. All meeting related charges incurred through the hotel will be the
responsibility of the group (food, beverage, AV and etc.).

Non-Members – No space will be released to non-members.

Please note that no meeting, event or function may take place during official conference programming hours without approval
from NAA. Hotel meeting space and hospitality suites should only be used for business meetings and entertainment purposes only.
Product demonstrations must be conducted on the exhibit floor. NAA reserves the right to accept or reject any request in its sole
judgment.

Meeting Space Request Process:

• The requestor must fill out the meeting space request form (below) and fax it back to (571) 366-1241

• The requestor will be responsible for the following:

o Registering for the conference at the full conference rate and reserving sleeping rooms with the hotel, within NAA’s
block of rooms

o Paying associated room rental, if required, directly to hotel or facility

o Making all set-up and food and beverage arrangements directly with the hotel or facility

o Paying all related charges in conjunction with the event or meeting held

• Upon receipt of the form, NAA will review and if approved, pass along the approval to the hotel

• Once the hotel receives approval from NAA they will contact the requestor to work out the details of the meeting and/or suite

Cancellation Policy: All cancellations must be received in writing at least 15 days prior to the conference. No refunds will be issued
for meeting rooms that are not used or that are cancelled less than 15 days prior to the event.

If you have any questions, please contact Lindsey Estes at Lindsey.estes@naa.org or 571-366-1041
 Meeting Space Request 
NAA mediaXchange 
 
Contact Information:   
 
I am a:  † Exhibitor/Sponsor  † Associate Member  † Newspaper Member  † Advertiser/Agency   
 
Name: ________________________________________________________________________________________________   
 
Company Name: _______________________________________________________________________________________   
 
Phone:  _______________________________________   E‐mail:  __________________________________________   
 
Name of full conference registered attendee (required): _____________________________________________________   
 
I agree to follow the guidelines stated in the Affiliated Groups at Conference Meeting Space Policy.  I also understand that if 
my membership status changes or if we don’t have someone registered for the conference, NAA reserves the right to cancel 
our approval for meeting space and/or a hospitality suite. 
 
Signature:  ____________________________________________________________________________________________   
 
Meeting Details: Please select the type of room needed. 
 
‡ Meeting Room on:   ‡ 3/25/11  ‡ 3/26/11  ‡ 3/27/11  ‡ 3/28/11  ‡ 3/29/11 
 
 
Please pick the time frame you will need:   
‡ 8 – 10 am  ‡ 10:15 – 12:15 pm  ‡ 12:30 – 2:30 pm  ‡ 2:45 – 4:45 pm  ‡ Other: _____________   
 
Requested Room Set*:  † Classroom  † Hollow Square  † Reception  † Theatre  † Other ____________     
 
‡ Hospitality Suite:  Arrival Date: _________________________    Departure Date: ______________________   
 
Expected number of attendees: ________________   Registration table outside of room?  † Yes       † No 
 
Name of the meeting: __________________________________________________________________________________   
 
Brief Description of Event/Meeting:  ______________________________________________________________________   
 
Method of Payment:  
$750 NAA Associate Members / $500 per 2‐hour block for exhibitors requesting space Friday‐Tuesday 
 
† Check is enclosed in the amount of $___________________.  (Check payable in US funds to Newspaper Association of America.) 
 
I authorize NAA to charge $__________________ to my:  † AMEX    † VISA    † MC 
 
Card #: ________________________________________    Exp. Date: _____________   Sec. Code: ____________   
 
Print Name: ____________________________________    Signature: ______________________________________   
 
* Please note that no meeting, event or function may take place during official conference programming hours without approval from NAA. 
 
Return to: NAA y Lindsey Estes y 4401 Wilson Blvd., #900 y Arlington, VA  22203 y Fax: (571) 366‐1241