Graduate School Rules & Regulations

Applications for exhibit space must be received no later than September 30, 2026. Exhibit space is limited and will be assigned on a first-paid, first-served basis. Payment must be made before booth(s) are assigned.

NCA reserves the right to accept or reject any application. Acceptance of an exhibit application does not imply an endorsement of the exhibitor or their products or services.

It is the responsibility of the exhibitor to ensure all materials are delivered to the official decorating company or the hotel shipping center. Should an exhibitor fail to remove their exhibit, removal will be arranged by NCA at the exhibitor's expense.

All campus representatives participating in the event must register for the convention.

If a representative does not belong to the discipline, has never been a member of NCA, and would not typically attend the convention, please submit a guest registration form for that individual. Guest Speaker Request forms are due by October 15, 2026 and guest registration must be completed by November 1, 2026.

Furniture, carpeting, draping, accessories, signs, electrical outlets, and all other furnishings must be arranged through Freeman Exposition Services at the sole expense of the exhibitor.

All décor and signage must fit within the 8′ × 8′ booth and cannot extend into aisles or public spaces. NCA will remove any items that obstruct aisles, public areas, or access to other booths.

All exhibits shall serve the interest of NCA and shall be operated in a way that does not detract from other exhibits or the convention. NCA reserves the right to:

• Restrict exhibits which detract from the general character of the display or convention.
• Deny exhibit space to any exhibitor whose content or intention is inconsistent with NCA's goals and objectives.
• Require the immediate withdrawal of any exhibitor deemed injurious to NCA's purpose.

NCA is not liable for any refunds of rentals or other exhibition expenses. No exhibit will be permitted that violates any municipal, state, or federal law, rule, regulation, or safety code.

Verbal announcements, audio recordings, video presentations, or other attention-getting devices are prohibited if objectionable to NCA or adjacent exhibitors.

NCA requires all participating organizations to adhere to federal laws during discussions or interviews with prospective students, 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 all 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.

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

NCA has the right to deny or modify any function as necessary. The exhibitor is responsible for any expenses arising from cancellation or modification. To schedule an in-booth event, contact:sales@natcom.org. 

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.

If it is necessary to withdraw, the exhibitor must notify NCA in writing at sales@natcom.org. All refunds are subject to a $50 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. No refund will be issued for no-shows.

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.

The exhibitor agrees to comply with all federal, state, and local laws and ordinances for any activities conducted in connection with the convention. It is the exhibitor's responsibility to obtain all necessary licenses from any governmental entity having jurisdiction over 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.

Many GSOH participants also reserve private space for departmental receptions or alumni gatherings during the convention. NCA offers event space at the New Orleans Marriott.