To request event space, fill out the Event Space Request form.
Thank you for your interest in hosting an In-Conjunction-With (ICW) event at the NARUC 2026 Annual Meeting & Education Conference.
A $525 non-refundable administrative fee per company applies. Space is limited and assigned on a first-come, first-served basis the. 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.
All requests must be received by September 15, 2026.
All NARUC events at the Sheraton, except for the General Sessions, will be held at the hotel. The General Sessions will take place at the Puerto Rico Convention Center on Monday afternoon and Wednesday morning.
We appreciate your continued partnership and look forward to seeing you in San Juan. We also look forward to welcoming you to the 2027 Winter Policy Summit, where we'll be back to business as usual with additional meeting space available.
Important:
- Due to limited meeting space at the headquarters hotel, the Sheraton Puerto Rico, availability for In-Conjunction With (ICW) meetings, private functions, and receptions is extremely limited. At this time, the greatest availability is on Wednesday, with a limited number of evening reception spaces available on other days. All NARUC events at the Sheraton, except for the General Sessions, will be held at the hotel. The General Sessions will take place at the Puerto Rico Convention Center on Monday afternoon and Wednesday morning.
- To accommodate as many organizations as possible, each organization will be limited to one meeting or event time slot at the headquarters hotel, regardless of sponsorship level or package benefits.
- NARUC assumes no liability or responsibility for attendees participating in your event and does not provide access to Annual Meeting & Education Conference registrant email addresses.
- Rooms will be confirmed the week of September 28. Payment will be refunded if space is unavailable. Please see the meeting webpage for the current agenda.
Offsite Options:
To assist with your planning, click here to view a list of nearby venue options, including:
- Hotels within the NARUC room block, many of which offer meeting space and shuttle service.
- Walkable restaurants and event venues that can accommodate private dinners, networking receptions, and sponsor events.
- A Destination Management Company (DMC) that can assist with transportation, décor, tours, staffing, and other local event services.
We hope this resource helps you find the venue that best fits your needs. If you have any questions or would like assistance connecting with a venue, please don't hesitate to reach out.
Quick Checklist – Know Before You Submit
- Fee: $525 per company.
- Refunds: Fee refunded only if space is unavailable.
- Priority: Meal functions or sponsorship level.
- 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
- Payment: Credit card payments only.
- Payment is due upon receipt and required before benefits or services are provided.
- The $525 fee is non-refundable and non-transferable (unless space is unavailable).
Event Scheduling & Room Assignments Terms
- Event space confirmed only after written NARUC approval and receipt of the fee.
- Meal functions (breakfast, lunch, receptions, dinners) or certain sponsorship levels 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.
Marketing & Brand Use Terms
- The NARUC name may not be used in subject lines of invitations or correspondence.
- All marketing materials must receive NARUC approval before being advertised.
- 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 Erin Hammel at meetings@naruc.org, for more information.
