General Exhibits Rules & Regulations

The following items are prohibited in the exhibit hall. Exhibitors that fail to comply are responsible for all costs associated with cleanup or removal:

• Helium balloons and helium tanks
• Open flame devices (candles, lighters, sparklers)
• Compressed gases
• Confetti and glitter
• Fog, haze, or smoke machines
• Flammable liquids and aerosols
• Lasers
• Pyrotechnics
• Adhesive-backed stickers or decals of any type
• Streamers, straw, or similar flammable paper items
• Propane, butane, acetylene, or other flammable/explosive materials
• Hazardous materials or chemicals

Additional venue-specific restrictions will be communicated through the Exhibitor Service Kit. Fire retardancy certificates for drapes, curtains, carpeting, and similar materials must be available onsite upon request.

Exhibitor giveaways are permitted within the exhibitor's assigned booth space. Giveaway items may not include any item prohibited by NCA or the New Orleans Marriott (including stickers, decals, or balloons). Food or beverage giveaways require prior written approval from NCA. Giveaway items may not be distributed in aisles or areas outside the exhibitor's assigned booth.

Exhibitors may not conduct contests, lotteries, raffles, or games of chance without obtaining prior written approval from NCA. Requests must be submitted to sales@natcom.org no later than 45 days prior to move-in (by October 4, 2026). Requests submitted after this deadline will not be approved, without exception.

All approved activities must comply with applicable Louisiana state law, including any applicable raffle or gaming statutes. NCA assumes no responsibility for the administration, prizes, or legal compliance of exhibitor-run promotional activities.

Exhibitors are responsible for ensuring their booth space complies with the Americans with Disabilities Act (ADA), including maintaining accessible pathways within and adjacent to the booth, accessible table heights for demonstrations, and ensuring that interactive displays or activities are accessible to attendees with disabilities.

All exhibitors, service providers, and representatives working on or within the vicinity of the exhibit floor during move-in and move-out are required to wear closed-toe footwear and comply with all applicable health and safety protocols.

NCA requires all participating organizations to adhere to federal laws during all activities conducted in connection with the convention, including but not limited to:

• Civil Rights Act
• Age Discrimination in Employment Act
• Americans with Disabilities Act

In order to conform to union contract rules and regulations, it may be necessary for exhibitors to use qualified union personnel for installation, dismantling, and material handling within the show. It is the responsibility of all exhibitors to be aware of and abide by all applicable local union laws. Exhibitors should contact Freeman Exposition Services for guidance on applicable labor rules at the New Orleans Marriott Grand Ballroom.

Animals are not permitted in the exhibit hall except: (a) service animals for individuals with disabilities; or (b) animals specifically approved in writing by NCA and the New Orleans Marriott in conjunction with an approved exhibit. Service animals must be under the handler's control at all times. Animals whose sole function is to provide emotional support are not permitted. Any exhibit involving animals requires prior written approval from NCA and must comply with all hotel and applicable local regulations.

All food and beverage functions must be catered by the New Orleans Marriott. No outside food or beverage is permitted. Exhibitor hospitality activities must not compete with any event scheduled by NCA.

NCA reserves the right to deny or modify any function as necessary. To schedule an in-booth event, contact: sales@natcom.org

Exhibitors may not use the NCA logo, NCA 112th Annual Convention logo, or New Orleans Marriott logo in any public or private promotional materials without prior written consent from NCA. Use of NCA branding in exhibitor marketing — including social media, catalogs, email campaigns, or press releases — must be approved in advance by NCA.

Exhibitors who sell merchandise, publications, or other products from their booth are responsible for confirming and complying with all applicable Louisiana state and local sales tax permit laws and requirements. NCA assumes no responsibility for exhibitor tax compliance. Exhibitors conducting sales transactions onsite should consult the Louisiana Department of Revenue prior to the convention for applicable requirements.

Exhibitors are encouraged to use recyclable, reusable, or sustainably sourced display materials. All materials, signage, and promotional items must be removed from the exhibit hall by the end of the dismantling window. Items left behind will be discarded at the exhibitor's expense. NCA encourages exhibitors to donate remaining printed materials to local schools or libraries rather than discarding them.

Any photography taken by NCA may be used in publicizing NCA and NCA events, including the convention. By exhibiting, the exhibitor consents to the use of such photography, including images or likenesses of the exhibitor and its employees and representatives. Exhibitor consent to NCA photography is documented at the time of application.

Written cancellation notice must be submitted to sales@natcom.org. All refunds are subject to a $100 processing fee.

If an exhibitor fails to install a display in their assigned space, fails to staff the space, fails to pay rent, or fails to comply with any provision of this agreement, NCA shall have the right — without notice — to take possession of said space and lease it to other parties. A booth is considered "installed" only when display materials are physically set up in the assigned space. No refund will be issued for no-shows.

NCA offers private event spaces at the New Orleans Marriott and Sheraton New Orleans for exhibitors, sponsors, and other organizations hosting receptions, meetings, or networking events during the convention.

The exhibit hall will be locked each day following the completion of scheduled hours, and security will be provided when the hall is closed. It is understood that security offers no guarantee against theft, pilferage, robbery, vandalism, or any loss or damage to property.

The exhibitor must surrender their space in the same condition as at the commencement of occupation. Neither the exhibitor nor their agents may injure or deface the walls, columns, floors, booth, equipment, or furniture. When such damage occurs, the exhibitor will be responsible for paying all resulting costs.

The exhibitor is fully responsible and liable for any claims, liabilities, losses, damages, or expenses relating to injury, property loss, or damage arising from their attendance or participation in the convention. The exhibitor agrees to defend, hold harmless, and indemnify the Exhibit Facility, NCA, and NCA's officers, directors, employees, volunteers, and representatives from any and all claims — including third-party infringement claims, losses, damages, costs, and attorneys' fees — arising from the acts, omissions, negligence, or willful misconduct of the exhibitor or its agents.

NCA cannot assume responsibility for the safety of exhibitor property. Exhibitors wishing to insure their property must do so at their own expense. It is strongly recommended that representatives be present at all times the exhibit is open, and especially during set-up and dismantling.

Neither NCA nor the Exhibit Facility maintains insurance covering exhibitor property. Exhibitors and individual installation and dismantling companies must carry:

NCA and the exhibit facility owner must be listed as additional insureds on all policies. All agents or representatives performing services at the exhibit facility on behalf of an exhibitor must provide NCA with original certificates of insurance.

Any equipment or displays that may exceed the venue's floor load limit must be pre-approved by NCA in writing prior to move-in. Contact sales@natcom.org for pre-approval requests.

The exhibitor agrees to comply with all federal, state, and local laws and ordinances for any activities conducted in connection with the convention.

In the event of a breach of this agreement, NCA may avail itself of any and all legal and equitable remedies, including but not limited to: recovering damages, seeking injunctive relief, terminating this agreement, revoking exhibitor priority points, removing the exhibitor and its attendees from the convention, and/or barring the exhibitor from future conventions. NCA shall be entitled to recover all costs and expenses, including attorneys' fees, incurred in enforcing this contract.

This contract shall be construed and administered in accordance with the laws of the District of Columbia, excluding its conflicts of law principles. Any claim or cause of action arising out of or connected with this contract shall be brought exclusively in the local or federal courts of the District of Columbia.

In the event the exhibit facility or any part thereof is unavailable due to strike, lockout, labor dispute, act of God, governmental restriction, civil disturbance, fire, or any other condition beyond NCA's reasonable control — or should NCA decide in its reasonable discretion to cancel, postpone, or re-site the convention — NCA shall not be liable to the exhibitor for any direct or indirect damage or loss arising from such occurrence. The exhibitor's sole claim against NCA in such a case shall be for a refund of rent paid for the period the exhibitor was prevented from using the space.