NASFAA is committed to protecting member and attendee information while supporting meaningful engagement with our exhibitor partners. This page outlines how conference registrant contact information may be shared with exhibitors, and how exhibitors are permitted to use that information for event-specific communications.
This policy applies to NASFAA conferences where registrants are offered the option to receive emails from exhibitor partners (e.g., NASFAA 2026 National Conference).
For Conference Registrants (Attendees)
As part of the conference registration process, you may be asked if you opt in to receive event-specific emails from exhibitors.
What opting in means
By selecting "Yes," you agree to share your contact information with NASFAA exhibitor partners for the purpose of receiving event-specific communications related to the event in which the question was asked.
If you opt in:
- NASFAA will share the following information with all conference exhibitors:
- First Name
- Last Name
- Institution
- Title
- Email Address
- Mailing Address
- Exhibitor partners are prohibited from using your information for any purpose other than conference-related communication about the associated event.
- Exhibitors are permitted to send a limited number of event-specific emails:
- Up to two (2) emails in the 30 days before the event, and
- One (1) email in the 30 days following the event.
- You may change your selection before the event until the registration edit deadline. After the edit deadline, you can request a selection change by contacting NASFAA Member Services.
- You may unsubscribe at any time directly from any exhibitor's email.
NASFAA's Role and Expectations
- NASFAA does not manage exhibitor mailing lists and is not responsible for exhibitors' internal email systems or unsubscribe processing.
- NASFAA requires all exhibitor partners to comply with this policy and to honor unsubscribe requests promptly.
- If NASFAA receives an unsubscribe or opt-out request directly from you, we will forward the request to all relevant exhibitor partners.
- Opt-in selections are cleared at the end of every event.
If you select "No," your email address will not be shared with exhibitors for event-specific emails.
For Exhibitors
As an exhibitor, you must agree to the following policy to receive conference registrant contact information.
Opt-in and Information Shared
- NASFAA will share contact information only for individuals who have affirmatively opted in during the event registration process.
- Exhibitors will receive the following fields:
- First Name
- Last Name
- Institution
- Title
- Email Address
- Mailing Address
- No additional registrant data will be provided.
Timing of List Distribution
-
Exhibitors will receive the opt-in contact list twice before the start of the conference, approximately 30 and 14 days before the event, and once after the last day of the conference, approximately one week post-event.
Permitted Email Communications
Exhibitors may send a limited number of event-specific emails to NASFAA-provided contacts:
- Up to two (2) emails within the 30 days before the event; and
- One (1) email within the 30 days following the event.
No additional outreach to registrants is permitted using NASFAA-provided information.
All communications must be event-specific and clearly related to:
- The NASFAA Event; and/or
- The exhibitor's presence, offerings, or activities connected to that NASFAA event.
Unsubscribe and List Management
Exhibitors are solely responsible for:
- Managing their own mailing lists;
- Providing clear unsubscribe options in every email;
- Honoring all unsubscribe or opt-out requests within seven days of receipt; and
- Ensuring that NASFAA-provided information is used only for the purpose authorized by the registrant.
If NASFAA receives an unsubscribe request directly, NASFAA will forward that request to the exhibitor partner, who must promptly update their records.
Data Use, Privacy, and Security
Exhibitors agree to:
- Use NASFAA-provided registrant information solely for event-specific communication related to the NASFAA conference for which the list was provided.
- Not share, sell, transfer, or repurpose NASFAA-provided contact data for any other marketing, list-building, or outreach purposes beyond this policy.
- Store and handle registrant contact information in a secure manner.
Policy Violations
Failure to comply with this policy, including misuse, unauthorized sharing, or overuse of NASFAA-provided registrant information, may result in the revocation of list access, loss of exhibitor privileges, and/or ineligibility to participate in future NASFAA events.
Questions?
If you have any questions about this policy:
