Booth Space Assignment in the Sponsor’s Rotunda

Exhibit space in the Sponsor’s Rotunda is unique because of its proximity to all program events. All traffic flows through and around the Sponsor’s Rotunda – all activities, breaks and meals are held in immediate proximity. This intimate setting makes it easy to have extended conversations with many attendees throughout the day. Assignment of space in the rotunda is at the discretion of NSI and, with the exception of the Platinum level sponsor, there is no guarantee of location among the 9 available spots.

However it is our policy to offer first right of refusal to sponsors from the previous year who want to keep the location they had. Renewal of location 1 (as platinum sponsor) is available until October 10. Renewal of all other locations is available until October 15. After those dates, sponsors who have already renewed but wish to move locations will have the option to do so on a first come basis.

Exhibit Space

As sponsor your exhibit space will be in the Sponsor’s Rotunda, through which all foot traffic proceeds and adjacent to which are all program activities (with the exception of the networking reception which is held outdoors on the patio). You’ll have a minimum of 8’x10’ exhibit space equipped with an 8’ draped table, two padded chairs and one power strip.

Exhibit space does not include hotel-supplied equipment, labor, storage, additional lighting and electrical power, telephone, or dedicated internet access. The location of your exhibit space in the rotunda will be assigned and communicated four weeks out from the event.

Setup – Sunday 12:00 – 5:00 PM

Your space will be ready for set-up from 12:00 – 5:00 PM Sunday afternoon before the event. All work must be completed and ready for exhibition by 7:30 a.m. on the first day of the event. No work on displays will be permitted after the start of the program. Exhibit space not claimed and occupied by 8:00 a.m. may be canceled or reassigned without refund.

Tear Down – Wednesday 10:30 AM

Exhibitors are not permitted to dismantle their exhibits, nor do any packing, until after the published closing time. All dismantling must be finished, and all exhibit material must be out of the exhibition area by 1:00 PM Wednesday. It is the responsibility of the exhibitor to arrange with the facility for return shipment of exhibit material, properly labeled.

Exhibit Schedule

As sponsor your exhibit is open throughout the program: 8:00 AM Mon – 10:20 AM Wed.

Subletting Space

No exhibitor may assign, sublet, or apportion the whole or any part of its allotted space, nor exhibit therein, nor permit any other person or firm to exhibit therein, any other goods other than those manufactured or distributed by the exhibitor in the regular course of its business, without written permission of NSI. Solicitations, demonstrations, or printed material must be confined to the exhibitor’s respective booth space.

Liability and Insurance

Exhibitor shall indemnify and hold harmless the National Security Institute, the Marriott, and its officers, directors, designated agents, and employees from and against any and all claims, losses, damages, or governmental charges or fines arising out of or caused by, exhibitor’s use of the premises, or the conduct of its business, or from any activity, work or thing done, permitted or suffered by the exhibitor, in or about the premises, including, but not limited to installation, maintenance, and removal of exhibits; and in case any action or proceeding be brought against the Marriott or the NSI by reason of any such claim, or if the exhibitor breaches any terms of this agreement, the Marriott or the NSI may employ an attorney or attorneys to protect its rights, for which the exhibitor shall pay the reasonable attorneys’ fees and expenses incurred. In addition, exhibitor acknowledges that the NSI and Marriott do not maintain insurance covering exhibitor’s property, and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.

Promotional Giveaways and Prizes

Promotional giveaways are permitted. While drawings for prizes are not prohibited, all activities attendant to such drawings must be conducted at the exhibitor’s booth. The public address system will not be available to announce winners or to provide delegates information concerning the availability of prizes.

Special Visual and Sound Effects

Audio-visual equipment and other sound and attention-getting devices will be permitted only in such intensity that, in the opinion of the Exhibit Coordinator, it does not interfere with the activities of neighboring exhibitors.

Key Dates and Times

• Sunday, April 19 – Exhibit Set-up in the Sponsor’s Rotunda 12:00 – 5:00 PM
• Monday, April 20 – Program Starts 8:00 AM • Champagne Reception 5:00 – 6:30
• Wednesday, April 22 – Tear Down 10:30 AM (after morning break) • Program ends 11:50