Exhibitor FAQs

SPONSOR & EXHIBITOR INFORMATION 

Sponsor and exhibitor updates are being sent from the partner@naepnet.org e-mail address or directly from eshow.  Please ensure that your email platform is set to accept messages from those email addresses so that you receive all updates regarding EPIC 2024 

Conference Location 

The Gaylord National Resort and Conference Center is located in National Harbor, MD, close to Washington DC. When navigating to the conference please use the official address. 

Gaylord National Harbor  
201 Waterfront St, National Harbor, MD 20745
+1-301-965-4000 

 

Hotel & Travel Information  

Standing on the shores of the Potomac River, the Gaylord National Resort & Convention Center offers convenient access to many of Washington DC’s most beloved attractions, some of which are right under this hotel’s roof. From the 19-story glass atrium overlooking the river to fountain shows, distinct restaurants, and signature seasonal attractions, you’ll experience it all. Cap off your night at the rooftop bar before unwinding in a spacious room or suite with views of the Potomac and the Capital Wheel.  

Gaylord Palms Resort & Convention Center  
201 Waterfront St. National Harbor, MD 20745  
 

Air Travel Information  

The Gaylord National Harbor is easily accessible by 3 local airports with each offering a myriad of daily flight options:  

DCA - Reagan National Airport - 8 Miles  
IAD - Dulles International Airport - 35 Miles  
BWI - Baltimore/Washington International Airport - 43 Miles 

 

Conference Attendee List 

The Pre-Conference Attendee list will be issued no later than March 13, 2024.
 

Exhibitor Schedule 

03/17 SUNDAY  

2:00 PM - 5:00 PM        Exhibitor Reg & Setup  
5:15 PM - 6:30 PM        Opening Keynote & Remarks  
6:00 - 10:00 pm             Welcome Event 

03/18 MONDAY 

8:00 AM - 3:00 PM         Exhibitor Reg & Setup  
8:15 AM - 11:30 AM        Sessions & Networking Breaks 
12:00 PM - 1:30 PM       Awards Luncheons 
2:00 PM - 3:00 PM         Sessions & Networking Breaks 
3:30 PM - 6:00 PM         Supplier Expo W/ Happy Hour  
8:30 PM- 11:00 PM         Afterglow Reception  

03/19 TUESDAY 

8:15 AM - 9:30 AM          Sessions  
10:00 AM - 11:30 AM      Supplier Expo   
12:00 PM - 1:00 PM        Lunch W/Dual Sessions 
1:30 PM - 4:30 PM          Sessions & Networking Break 
5:00 PM - 6:00 PM          Chair’s Reception (Invitation Only)  
7:00 PM - 10:00 PM        Host Event  

03/20 WEDNESDAY 

7:45 AM - 9:00 AM           Closing Keynote & remarks       
9:00 AM - 11:15 AM         Sessions & Networking Break 
11:15 AM - 12:30 PM       Closing Session & Lunch To Go 

*PRELIMINARY SCHEDULE, MAY BE SUBJECT TO CHANGE 

Conference Attire 

Conference attire is business casual. The weather in Maryland in March can be unpredictable so be prepared! Like most conference centers, temperatures in the Gaylord can fluctuate, so you might want to bring a light jacket or sweater to wear inside the meeting rooms and expo hall. The hotel and conference center are large so comfortable shoes are recommended for conference wear. 

EXHIBIT HALL SPECIFICS          

• All food & beverages offered on-site must be coordinated through NAEP’s Event’s Manager and ordered through NAEP’s contracted provider.      
• All furnishings used on-site must be acquired from or arranged through NAEP’s contracted provider, Arata.  
• Suppliers wishing to create aisles/an island between their booth and the next booth/supplier can do so by purchasing the adjoining booths.  

Your Exhibit Hall Partner 

Arata is the Exhibit Hall provider of services and products including shipping.  

Contact Information 

Jenise Schine
Arata Expositions, Inc. 
Email: jschine@arataexpo.com
Phone: 301.921.0800
 

Registering Supplier Representatives 

Each exhibit booth includes one full conference registration and two exhibit hall-only passes. Additional passes can be purchased but are limited. All exhibit attendee registrations and changes should be completed by Marchl 5th.  

The type of pass you have will determine which conference functions you may attend. 
 

Exhibit Hall Only Pass Holders: Can attend only the Supplier Expo.

Full Conference Pass Holders: Can attend all the Supplier Expo, all educational sessions, networking events, and meal functions. 

*Booth Attendees registration will open to registered exhibitors in early January 2024. 

 

Food And Beverage Information      

Food and beverages (F&B) other than alcohol may be served at booths within the Exhibit Hall as long as done so within the Hotel’s (Gaylord National Harbor) policies and catered through Gaylord.  Please note that the Gaylord is a F&B exclusive resort and therefore has very strict policies regarding the distribution and/or consumption of F&B.  Per the Gaylord, outside F&B for personal consumption at a booth are allowed but such food cannot be displayed or gifted. 

Manufacturers and/or producers of F&B products are allowed to provide samples of such products at their booths as long the Sponsor/Exhibitor has filed the appropriate paperwork with the Gaylord and the sample size is 3 oz or less. Please note that fees may also be assessed by the hotel. 

Gaylord National Harbor Catering 

Please contact Marie Grover at mgrover@naepnet.org to coordinate any F&B requests. 

NAEP Sponsorship Questions/Order Revisions 

National Association of Educational Procurement (NAEP) 
Email: partner@naepnet.org 

Exhibitor And Sponsor Payments 

Please note that payment for Sponsorships, Exhibitor Booths, and/or additional passes can be made via credit card, ACH or check.  If paying by check, the payment should be sent to our check payment lockbox.  

NAEP (Check Payment Lockbox) 
PO Box 748532 
Atlanta, GA 30374 

For ACH instructions/information, please contact NAEP’s CFO, Burr Millsap.  
Sponsorships/Booths not paid in full by March 1st will be returned to inventory for resale.