Exhibit Locations

Premium Exhibit Locations

Offered to conference Benefactors and primary organization co-sponsors.

High-Traffic Exhibit Locations

Offered to conference Underwriters and Sponsors

Standard Exhibit Locations

All other locations are near break stations and will see plenty of traffic!

Exhibit Floor Space

Exhibit Pricing

FREE	Co-Sponsors at the Benefactor, Underwriter, Sponsor, and Supporter levels
$450	Commercial/Business, Tuesday thru Thursday (includes all 3 days)
$250	Non-profit organization or government agency, Tuesday thru Thursday (includes all 3 days)
$200 (required)	Vendor conference registration fee. All vendors must pay this fee

Exhibit Prices for Conference
Co-Sponsors

Complimentary exhibit space is available to sponsors who contribute $1,000 or more. Sponsors should indicate their sponsorship category/level on their form when registering their exhibit. We must know if you wish to have an exhibit space no later than September 17th to ensure that the space that we have held for you is still available and to provide you with a premium location assignment.

Benefactor level co-sponsors at $10,000+

• Three (3) free full conference registrations and a complimentary premium location in the exhibit area.
• Recognized in pre-conference advertising materials and on the NAA website.
• Your website hot-linked on the NAA conference website.
• One-year Individual membership to NAA and a complimentary subscription to the quarterly, peer-reviewed Natural Areas Journal and the seasonal Natural Areas News.

Underwriter at $5,000+

• Two (2) free full conference registrations and a complimentary high-traffic location in the exhibit area.
• Recognized in the printed conference program.
• Your website hot-linked on the NAA conference website.
• One-year Individual membership to NAA and a complimentary subscription to the quarterly, peer-reviewed Natural Areas Journal and the Natural Areas News newsletter.

Sponsor at $2,500 to $4,999:

• One (1) free full conference registration and a complimentary high-traffic location in the exhibit area.
• Recognized in the printed conference program.
• Your website hot-linked on the NAA conference website.
• One-year Individual membership to NAA and a complimentary subscription to the quarterly, peer-reviewed Natural Areas Journal and the seasonal Natural Areas News.

Supporter at $1,000 to $2,499

• Free exhibit space (does not include a full conference registration).
• Your website hot-linked on the NAA conference website.
• Recognized in the printed conference program.
• One-year membership to NAA and a complimentary subscription to the quarterly, peer-reviewed Natural Areas Journal and the seasonal Natural Areas News.

Partner at $500 to $999

• Recognized in the printed conference program
• One-year membership to NAA and a complimentary subscription to the quarterly, peer-reviewed Natural Areas Journal and the seasonal Natural Areas News.

Contributor at $100 to $499

• Recognized in the printed conference program

Exhibit Move-In/Move-Out Times

Exhibit move-out may only occur at the end of each conference day, following the last scheduled activity.

Monday	3:00 p.m. – 9:00 p.m. install exhibits
Tuesday	7:00 a.m. – 9:00 p.m. exhibit hall open
Wednesday	7:00 a.m. – 7:00 p.m exhibit hall open
Thursday	7:00 a.m. – 7:00 p.m. exhibit hall open
Friday	7:00 a.m. – 1:00 p.m., move out by 3 pm

Exhibit Specifications

• All Exhibit booth space is 8 feet by 10 feet, which will accommodate either a pipe-and-drape booth, table-top display, or a floor display without a table. (Exhibit costs are the same for all).
• Custom floor displays and/or oversized exhibits can be accommodated; please indicate any special arrangements needed on your Exhibit registration form.
• All Exhibit spaces come with: one 6 feet draped and skirted table; two chairs; pipe & drape if requested (for 8 feet x 10 feet booths only); a wastebasket; and signage for each exhibit booth
• Inquire about display options and electrical and communication outlets. All additional services will be provided at conference cost.

Exhibit Registration Details

Exhibit spaces are offered on a first-come, first-served basis. Sponsors who quality for a complimentary space will receive premium space assignments (see below).

All vendors are invited to also become a sponsor at the Supporter or higher level…receive free exhibit space AND other sponsors’ benefits! (Scroll down to see Sponsorship levels and benefits).

When registering for an Exhibit, please indicate your booth preference: a) 6-foot table-top (skirted) display; b) 8x10-foot; booth with full pipe and drape; or c) custom display (any unique space requirements — oversized display, etc.).

Exhibitors must also register at least one individual for the conference at either the lower-priced ‘vendor’ rate (for the on-site exhibit representative)* or at the full conference rate (if representative also wishes to attend conference sessions/events). Additional members of your agency, organization or business may register for the full conference using the online conference registration process.

*Note: Vendor registration includes all breaks and socials on Tuesday (10/26) and Wednesday (10/27). It does not include attendance at the main conference sessions, workshops, field trips, or Thursday’s banquet. Those who wish to participate in full conference activities can do so by paying for full conference registration (instead of the vendor registration).

When registering, you will need the following information:

Designated on-site exhibitor’s representative for your organization’s exhibit, with authority to make decisions on site about your exhibit.

For NAA members, your individual or agency’s NAA member identification number, if known.

Download the Exhibitor Registration Form. Please return the completed form using the fax or email address at the bottom of the form.

Exhibit Activities

The conference runs from Tuesday morning, October 26, through Friday noon, October 29. Here are the highlights and the high-traffic exhibit times. Silent auction items will also be on display in the Exhibits Area and will draw additional traffic.

Tuesday, Oct 26

7:30 a.m.	Registration Opens, Cash & Carry Breakfast
10:30 a.m.	Coffee Break in the Exhibit Hall
12:15 p.m.	Lunch Break
3:00 p.m.	Afternoon Break in the Exhibit Hall
5:30 p.m.	Reception and Poster Session in the Exhibit Hall

Wednesday, Oct 27

7:30 a.m.	Registration Opens, Cash & Carry Breakfast
10:00 a.m.	Coffee Break in the Exhibit Hall
12:00 p.m.	Lunch Break
3:00 p.m.	Afternoon Break in the Exhibit Hall

Thursday, Oct 28

7:00 a.m.	Registration Opens, Cash & Carry Breakfast
7:30 a.m.	Field Trips: Conference attendees meet buses outside exhibit area.
5:00 p.m.	Field trip vehicles return.
5:30 p.m.	Social and cash bar in exhibit hall.

Friday, Oct 29

7:30 a.m.	Registration Opens, Cash & Carry Breakfast
10:00 a.m.	Coffee Break in the Exhibit Hall
12:00 p.m.	Conference adjourns

Exhibit move-out may only occur at the end of each conference day, following the last scheduled activity.

Exhibit Space

The order for exhibit space and the full payment of rental charge constitute a contract for rental of the space assigned. Exhibitor failing to occupy space is not relieved of the obligation to pay the full rental price.

Assignment of Space

Exhibit locations are assigned in order of applications received, with priority given to conference Benefactors, Underwriters, and Sponsors. Relocation of assigned spaces will be at the sole discretion of NAA.

Exhibitor’s Representative

Each exhibiting organization must name at least one person to be its official representative, with authority to contract for the exhibit and make decisions about its exhibit onsite. NAA strongly encourages Exhibitor to be at their exhibit during posted exhibit events and conference break periods.

Cancellation or Withdrawal

Upon giving written notice, Exhibitor may cancel their reservation for the conference exhibit prior to August 17 and pay a $55 cancellation fee. After August 17, no refund will be given. NAA has the right to resell the space vacated upon notification of cancellation.

Subleasing of Space

Exhibitors may not assign, share, sublet or apportion to others the whole or any part of the space allocated to them. No two companies of different ownership can share a single exhibit space without prior written approval of NAA.

Termination of the Exhibit

If the premises where NAA is to be housed are destroyed or damaged; or the Natural Areas Conference fails to take place as scheduled; or is relocated or interrupted and discontinued; or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of Nature, or emergency declared by any government agency; or for any other reason, this contract may be terminated by NAA. In the event of such termination, Exhibitor waives any and all damages and claims for damages and agrees that the sole liability of NAA shall be to return Exhibitor’s rental charge on a pro rata basis.

Types of Exhibitors

Only exhibitors offering products, equipment or services that are related to the work and interests of NAA members, as determined by the NAA Director or Board of Directors, may obtain exhibit space at the Natural Areas Conference. NAA may reject proposed exhibitors offering products or services inconsistent with this purpose, or otherwise conflicting with the professional interests of NAA and its members.

Occupancy

See the move-in and move-out dates and times listed elsewhere in this publication. All exhibits must be removed by 3:00 p.m. on the last conference day. Exhibitors (or exhibits) not in place at the start of each exhibit day may be relocated at the sole discretion of NAA.

Exhibit Operator Activities

No lotteries, drawings or contests of any type are permitted without advance written approval by NAA. The use of balloons, other inflatable items, or items that cause an annoyance to other exhibitors and patrons due to excessive audio/visual, light, odor or other offensive quality are not allowed. NAA shall have the right to review, in advance of the meeting or onsite, the exhibit and related exhibit materials for compliance with these terms and conditions, and may prohibit any exhibit, portion of an exhibit, or exhibit materials that, in the sole discretion of NAA, are not suitable to or in keeping with the character and purpose of the conference.

Shipping

Exhibitor agrees to ship property to be exhibited directly to the conference facility and only with prior agreement of the conference facility operator. Exhibitor will ship at her or his own risk and expense, prepaid. NAA will not be responsible for Exhibitor property before, during or after the conference exhibit.

Solicitations

Names and contact information that may be provided to all conference participants may not be used for mail or e-mail solicitations and may not be sold or otherwise distributed without prior written approval by NAA.

Hospitality and Other Activities

Exhibitors shall not foster or conduct outside activities that would take conference attendees away from official conference functions. Manufacturers, suppliers or consultants must be exhibitors in order to host a hospitality suite or ancillary event advertised or publicly announced to conference delegates during the conference. Any Exhibitor distribution of food or beverages, including alcoholic beverages, in the exhibit area or at ancillary events must be approved in writing by NAA in advance of the conference.

Liability and Insurance

Exhibitor assumes responsibility and agrees to indemnify, defend and hold harmless for all liability the Natural Areas Association, Tan-Tar-A Resort, the City of Osage Beach and the State of Missouri and their respective directors, employees, subcontractors, volunteers, affiliates and agents against any claims or expenses arising out of the use of the exhibition premises, and for any loss, damage or injury, including damages or charges imposed for violation of any law or ordinance by the negligence of Exhibitor. Exhibitor understands that neither the Natural Areas Association nor the Tan-Tar-A Resort maintain insurance covering the Exhibitor’s property, and it is the sole responsibility of Exhibitor to obtain such insurance. Theft and fire insurance floater policies are highly recommended. Small or easily portable articles of value should be properly secured, or removed after exhibit hours. Exhibitor expressly understands and agrees that the forgoing limitation of liability clauses apply not only during exhibit hours but also at all other hours of the day for the period extending from move-in through move-out.