In-Conjunction-With (ICW) Event Space Request

Thank you for your interest in hosting an In-Conjunction-With (ICW) event at the NARUC 2025 Annual Meeting.

A $500 non-refundable administrative fee per company applies. Space is limited and assigned on a first-come, first-served basis the week of September 22, 2025. If space is not available, fees will be refunded in full. Once approved and payment is received, a hotel representative will contact you to coordinate event logistics.

Quick Checklist – Know Before You Submit

Fee: $500 per company.
Refunds: Fee refunded only if space is unavailable.
Deadline: Rooms assigned week of September 22, 2025.
Priority: Meal functions prioritized.
Conflicts: No overlap with official NARUC sessions.
Hotel Logistics: Food, beverage, and AV must be handled directly with the hotel; no outside vendors.
Organizer Duties: Responsible for logistics, shipping, costs, attendee communications, and compliance.
Marketing: Must include required disclaimer.

Event Space Request Terms & Responsibilities

NARUC Payment Terms

NARUC will issue an invoice upon receipt of a completed request form.
Preferred payment method: ACH (details provided on invoice).
Payment is due upon receipt and required before benefits or services are provided.
The $500 fee is non-refundable and non-transferable (unless space is unavailable).
A 3% processing fee applies for credit card payments.

Event Scheduling & Room Assignments Terms

Event space confirmed only after written NARUC approval and receipt of the fee.
Meal functions (breakfast, lunch, receptions, dinners) receive priority for room assignments.
Rooms cannot be reserved for full-day use.
Events must not conflict with sessions listed on the official NARUC agenda.
NARUC reserves the right to cancel or reassign space if timing changes occur after submission.
Space is limited, first-come, first-served. Confirmations issued the week of September 22, 2025.

Marketing & Brand Use Terms

The NARUC name may not be used in subject lines of invitations or correspondence.
All marketing must include this disclaimer:
“This event is not a NARUC-sponsored event nor is it part of the NARUC official meeting agenda.”

Hotel Agreement, Payment & Service Coordination

Do not make deposits or arrangements until written NARUC approval is received.
Once approved, NARUC will connect you with hotel staff; you will enter a separate agreement directly with the hotel.
The Applicant is solely responsible for all contracts, deposits, guarantees, and final payments with the hotel.
NARUC is not a party to the hotel agreement and provides no onsite support for logistics, AV, or catering.
Food & Beverage: Must be provided by the hotel. Outside food/beverage prohibited.
Audio Visual (AV): Must be arranged directly through the hotel or NARUC’s authorized vendor. Applicant is responsible for ordering and paying for all AV needs.

Responsibilities of the Applicant

Communicate all event needs directly with the hotel.
Coordinate shipping/logistics to the hotel (not to NARUC).
Cover all charges, including resets or teardowns.
Notify attendees of the event room name and location.
Ensure all activities comply with hotel policies and do not disrupt NARUC programming.
Share a final agenda with NARUC staff at least 10 days prior to the event.

Don't hesitate to get in touch with Tina Schneider at tschneider@naruc.org, for more information.