Exhibitor & Sponsor Details and Policies

Key Dates & Deadline Information

• January 9, 2026 – Full payment due for table top and sponsorship items
• January 12, 2026 – Company descriptions/logos due (manage your company listing)
• January 12, 2026 – Final day to submit name for complimentary registration
• January 16, 2026 – Deadline to reserve hotel accommodations

Exhibitor Pre-Conference Preparation

Hours

• Set-Up: Sunday, February 8, from 2:00 p.m. to 5:00 p.m.  
• Exhibit Area Open: Monday, February 9, from 7:00 a.m. to 6:30 p.m. and Tuesday, February 10, from 7:00 a.m. to 4:00 p.m.
• Tear Down: Tuesday, February 10, 4:00 p.m.

View the conference schedule, including scheduled breaks and receptions.

Registration & Session Attendance

• All exhibitors must register for the conference.
• One complimentary registration is included per booth space and may be applied during the registration process.  
• Exhibitors who wish to attend sessions may choose their pathway at registration. Due to limited capacity, if you wish to attend a pathway for which you did not register, please wait until all attendees are seated to ensure there is ample space.
• Exhibitors who do not wish to attend sessions may choose the "exhibitor only" selection during registration. Please note this optional registration choice precludes attendance in pathway sessions only; general sessions and events remain open to all conference registrants. This registration option will only appear for those who are included in the NASFAA staff roster for their exhibiting organization. 

Housing

The deadline to book your hotel room was January 16, 2026 (manage your hotel reservation). 

Electric and Internet Orders

If you require electricity or a dedicated internet connection at your exhibit table, you may place your order online. Note that free Wi-Fi will be available. For questions, please contact Jiake Li, Sales Manager, by email or at 919-813-9708.

Shipping, Receiving and Delivery Guidelines

In order to provide exceptional service in the shipping and receiving of parcels and the delivery of them to your group, exhibitors, and convention attendees, FedEx is located onsite within the JW Marriott. Please download their shipping policies, and share with anyone else who will be shipping or having deliveries made to the hotel.

You may contact the FedEx Business Center directly at (202) 347-1351 or [email protected].   

Inbound Shipments

• Schedule shipments to arrive no more than four days prior to the event to avoid additional storage fees
• Use the name of the recipient who will be on-site to receive the package 
• Address label(s) following this format: 

1. Complete a Shipping Airbill Form and be sure to include a FedEx account number, as well as your personal or business return address and not the address of the property. Please note: Outbound handling fees are applied to all packages, regardless of carrier, and are assessed in addition to the shipping/transportation charges.
2. Ensure all of your packages are properly sealed.
3. Affix the carrier’s airbill form to each outgoing package.
4. Take your package(s) to the FedEx Office processing area during the normal business hours of Monday - Friday 7:00 am- 7:00 pm. 

You may leave your your shipment(s) at your exhibitor space for pick up if the following steps have been completed: 

1.  You have coordinated a pick-up with the FedEx Office.
2.  All applicable fees have been paid in advance, or a completed credit card authorization form has been submitted to the FedEx team.

Cancellations

All cancellations of exhibit space or sponsorships must have be sent, in writing, to NASFAA by 5:00 p.m. ET on January 9, 2026 in order to receive a 50 percent refund of the cost of the table top or sponsorship fee. The remaining 50 percent of the fee is nonrefundable. No refunds will be given after January 9, 2026. No cancellations for sponsorships or advertisements are accepted regardless of date if materials have already been produced.

Registration Attendee List

• All exhibitors and/or sponsors will receive the registration list before and upon conclusion of the event.
• Use of the NASFAA attendee list is for one-time use only.
• The list shall not, under any circumstances, be disclosed, transferred, duplicated, or altered in any form by photocopying, entering into a database, or duplicating by any other means.
• NASFAA has the right to monitor the use of the list.
• Mailer will make no claims that the mailing is in any way endorsed by NASFAA.

Exhibitor/Sponsor Descriptions for Print & Web

• NASFAA reserves the right to ask any exhibitor to make adjustments to their listing as NASFAA deems necessary.
• Companies are not permitted to list social events such as receptions or parties on their information page.
• Sales by authorized representatives of exhibitors are permitted. However, such sales may only include products or services that are normally marketed by the exhibitor's company. NASFAA will assume no liability for any transactions between exhibitors and virtual exhibit hall participants.
• NASFAA shall be under no liability for its failure, for any cause, to insert a listing or for any error in any listing.
• NASFAA reserves the right to review and possibly reject all listings.
• NASFAA does not guarantee any given level of circulation or readership for the virtual trade show.
• The exhibitor assumes liability for all content, including text and illustrations of published information, and also assumes responsibility for any claims arising therefrom made against NASFAA, including costs associated with defending against such a claim. Exhibitor agrees to hold NASFAA harmless for any claims made against it by reason of exhibitor's advertisement.

Failure to follow the policies above, or other policies listed throughout the exhibitor website, stated or implied, may require a company to remove its exhibit, forfeit contributor privileges and/or have their membership terminated.

Rules of Engagement with Institutions

NASFAA's Code of Conduct states that "No amount of cash, gift, or benefit in excess of a de minimis amount shall be accepted by a financial aid staff member from any financial aid applicant (or his/her family), or from any entity doing business with or seeking to do business with the institution (including service on advisory committees or boards beyond reimbursement for reasonable expenses directly associated with such service)." In some interactions between associate and institutional members, what's acceptable and what's not may be pretty cut and dry, but others might fall into more of a gray area. To help take the guesswork out of these interactions, NASFAA offers the following guidelines:

• Gifts/giveaways should not exceed a value of $20.
• Joining each other for meals is a standard business practice. If an associate member is to pay for the meal, it should not exceed $20 for breakfast/lunch and $60 for dinner.

Questions? 

Contact Carissa Uhlman-Campana at [email protected].