NARUC 2026 Summer Policy Summit ICW
Event Space Request – Fill out form
Thank you for your interest in hosting an In-Conjunction-With (ICW) event at the NARUC 2026 Summer Policy Summit. NARUC 2026 Summer Policy Summit ICW Event Space Request – Fill out form
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.
NARUC assumes no liability or responsibility for attendees participating in your event and does not provide access to Summit registrant email addresses.
Meeting Space Availability Update
Due to high demand, all ICW and private meeting space at the 2026 NARUC Summer Policy Summit has been assigned. Organizations interested in hosting a meeting during the Summit may request placement on a waitlist; however, space is not guaranteed.
To be added to the waitlist, please email meetings@naruc.org and include your preferred day and time, event description, and estimated attendance.
We encourage organizations to make alternate arrangements, as additional space may not become available. The Hilton Minneapolis is within walking distance of numerous restaurants and venues that can accommodate private gatherings.
Quick Checklist – Know Before You Submit
- Fee: $525 per company.
- Refunds: Fee refunded only if space is unavailable.
- Priority: Meal functions are 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.
