Meeting space forms are available for download and submission to NAPSLO for your firm’s meeting needs. Please complete the appropriate fillable form and e-mail to vicky@napslo.org. NAPSLO has control of all meeting space and outlet usage at both Convention hotels. Forms will not be processed unless you have registered for the Convention. Off-site functions are allowed as long as they are conducted according to the policies listed below. NAPSLO must be informed of all off-site functions and motor coach activity at the hotels. NAPSLO has the right to cancel any function booked at the Convention hotels without prior approval by a NAPSLO staff member.

Meeting Space Form

Off-site Function Listing Form

Meeting Space Allocation for Members Based on Firm’s Registration Numbers

Listed below is the sliding scale for allocating meeting space based upon the number of attendees that are registered per firm. Space allocations apply only to space allocated for day meetings. There is no minimum attendee registration for receptions. NAPSLO reserves the right to place your meeting rooms at Marriott or Hyatt based on availability. NAPSLO may not be able to fulfill all requests for meeting space. All meeting space at the Marriott is now sold out but space is still available at the Hyatt.

Attendees Registered Maximum Square Footage of Meeting Space - See sliding Scale see for maximum space – 1 room only – please note number of attendees.

10 – 20 attendees Approximately 800 square feet or four (4) rounds of 8 (eight)
21 – 30 attendees Approximately 1,200 square feet or eight (8) rounds of 8 (eight)
31 – 40 attendees Approximately 1,600 square feet or 12 rounds of 8 (eight)
41 – 50 attendees Approximately 2,000 square feet or 16 rounds of 8 (eight)

Policies and Procedures

On- and off-site functions are allowed as long as they are conducted according to the policies listed below. NAPSLO must be informed of all on- and off-site functions. NAPSLO has control of all meeting space at the hotels. Please notify NAPSLO of all off-site functions by completing the off-site Function Listing Form. If your function is onsite at one of the Convention hotels, an on-site Function Listing Form will be emailed to you along with your meeting space confirmation note. Meeting space cannot be requested on any function listing form.

1. Meeting space is available to registered members only. NAPSLO must have your firm’s completed registration material prior to releasing meeting space for your private function. Please submit the completed form to the NAPSLO office after you have registered 10 delegates. Meeting space is available at the Marriott and Hyatt. The cost of the meeting room is based on your set-up needs and food & beverage order. The hotel will quote the charge for the meeting room and set-up. Meeting space cannot be held on a 24 hour basis, unless it is not being utilized 15 days prior to the Convention.
2. Due to the limited meeting space available, firms must register at least 10 delegates to have exclusive use of a meeting room during the day. There is no minimum registration requirement for evening functions. Meeting rooms are limited. Forms will not be processed until 10 delegates are registered for the Convention. Please see the sliding scale for allocation of meeting space based on the number of delegates registered from your firm.
3. Meeting space will be located in a secure area. It will be necessary for all employees, planners and guests to be registered for the Convention in order to gain access to your private meeting room prior to 5:30 p.m. No exceptions will be made.
4. Day meeting space is available from 7:30 a.m. to 5:00 p.m. on Monday and from 7:30 a.m. to 4:00 p.m. on Tuesday and Wednesday.
5. Evening meeting space is available after 7:30 p.m. on Monday, and after 5:30 p.m. on Tuesday and Wednesday for receptions and dinners
6. Only on-site functions will be allowed Tuesday prior to 7:30 p.m.; on- and off-site functions will be permitted after 7:30 p.m. Both on- and off-site hospitality functions and receptions will be allowed after 7:30 p.m. on Monday and Tuesday, and after 3:00 p.m. on Wednesday.
7. No functions or transportation to functions may conflict with the Opening Reception on Monday, September 15 from 5:30 p.m. – 7:30 p.m. Please schedule transportation to off-site events on Monday to begin no earlier than 7:30 p.m.
8. All receptions that require more than an hour set-up time for décor and entertainment, and require space for more than 100 persons will be placed at the Hyatt. The Hyatt will have adequate ballroom space and additional set-up time for receptions. NAPSLO will be utilizing all the ballroom space at the Marriott for the Brokers’ Lounge & Club, and Sessions.
9. Signage limited to outside meeting rooms only.

ON- AND OFF-SITE FUNCTIONS AND RECEPTIONS
On- and off-site functions are allowed as long as they are conducted according to the rules listed above. NAPSLO must be informed of all on- and off-site functions. NAPSLO has control of all meeting space and outlets at the Convention hotels.