COVID-19 Exhibitor Information

COVID-19 Exhibitor Information

NCPA’s 2020 Annual Meeting remains scheduled to take place October 17-20, 2020, at the Music City Center in Nashville, TN.

We are optimistic that the coronavirus (COVID-19) outbreak will subside before the meeting. The health and safety of attendees, exhibitors and personnel remain our top priority. We will continue to monitor the situation closely and consider the recommendations issued by the Centers for Disease Control and Prevention and state and local health authorities.

We understand the difficulty this outbreak is causing companies around the globe. NCPA has revised its participation policies to assist in reducing your risks. At this time of such uncertainty, we are striving to provide our exhibiting partners with necessary information to assist them in making sound business decisions in planning for NCPA 2020.

We would like to thank our corporate partners and exhibitors for support and participation in the NCPA annual meeting. We are looking forward to you joining us.

 

Exhibit Space

What if NCPA cancels the annual meeting?

In the unfortunate event that NCPA is forced to cancel its 2020 Annual Convention, exhibitors may choose from the following options:

NCPA will roll over all your NCPA 2020 payments to secure exhibit space at NCPA 2021 at 2020 rates.

OR

NCPA will refund to the exhibitor all payments. Please note: if you choose the refund option, participation in NCPA 2021 will be at 2021 exhibit space rates and space is not guaranteed.

NCPA 2021 Exhibit Space Selection will be conducted in early-2021.

What if NCPA 2020 moves forward as scheduled, and my company decides to cancel or reduce its exhibit space due to COVID-19?

If space is canceled or reduced beginning January 1, 2020, and through July 15, 2020, all monies paid are refunded minus $500 administration fee.

If space is canceled or reduced after July 15, 2020, the exhibitor shall remain liable to NCPA for the total rental fee of the space canceled.

 

Hotels and Exhibitor Registration

When does exhibitor registration open?

Exhibitor registration and housing will open in June 2020. NCPA will send communication to exhibitors when registration and housing is open.

When will I be charged for my hotel room?

NCPA will open Attendee Housing in June 2020 (waiting on hotels to let us know when.) At that time, NCPA-contracted hotels will charge a deposit equal to one night’s room and tax.

What happens to my hotel reservation if NCPA cancels the meeting?

If an exhibiting company secured sleeping rooms in the official NCPA housing block, your hotel reservations will be automatically canceled, and deposits will be refunded. In the event that exhibitors did not reserve hotel rooms through NCPA, exhibitors are subject to the terms and conditions of their reservations by the entity used to book them (e.g., Expedia, Hotel’s online reservation site, etc.).

 

Music City Center, City of Nashville

Will Nashville’s Music City Center be available and able to provide a safe venue for NCPA 2020?

NCPA remains in close communication with Nashville’s Music City Convention Center officials. We get regular updates to understand how the facility is being used and what preparation and plans are in place to safely reopen this summer for tradeshows and conferences.

NCPA is committed to providing a safe, comfortable experience for our attendees, exhibitors and personnel. We do not expect this activity to disrupt NCPA from hosting Annual Meeting in Nashville this October and look forward to seeing you there!

For more information, please contact exhibits@ncpa.org or 1-703-683-8200. Terms and conditions listed herein are subject to change without notice. Please contact us for the most up to date policy and status of the convention.