If your company is planning on holding an event/meeting during the annual meeting, please utilize the Ancillary Meeting Room Request Form to request meeting space at Caesars Palace.

Please note that you must be an exhibitor and have submitted your signed exhibit application to request meeting space. Requests will be reviewed and approved on a first-come, first-served basis.

As space is limited, be sure to submit requests as soon as possible. Kindly allow up to 5-7 business days for receipt of confirmation.

Ancillary Meeting Request Form: Available starting on August 4, 2026

1. Complete the Ancillary Meeting Request Form. Be sure to review all the rules and regulations noted on the form.
2. Submit to Jennifer Richards at NANS for review.
3. Once reviewed NANS will email you the proposed meeting space.
4. If your company agrees with the proposed meeting space NANS will send out a confirmation letter.
5. An invoice will be sent separately from NANS for payment.
6. Upon receipt of the confirmation, your company may work with the hotel directly to arrange and order anything needed in the meeting room.

Restricted times: Companies may not hold functions during the times below, unless they are internal meetings with staff or if meeting with attendees, it must be 10 or fewer attendees as functions cannot be interpreted as negatively impacting attendance of the NANS sanctioned events.

• Thursday, January 21, 2027: 8:00am – 5:00pm and 7:00pm - 8:30pm

• Friday, January 22, 2027: 7:00am – 7:00pm

• Saturday, January 23, 2027: 7:00am – 5:30pm

• Sunday, January 24, 2027: 8:00am – 11:30am

Black out times: During NANS four plenary sessions, noted below, NO meetings may be held with attendees as only internal meetings with staff will be permitted. Diamond Level Sponsors will be the only companies excluded from this rule.

• Friday, January 22, 2027: 8:30am – 10:00am and 1:30pm – 3:30pm

• Saturday, January 23, 2027: 8:30am – 10:00am and 1:30pm – 3:30pm

The remaining rules and regulations will be found on the request form.

Deadline to submit form: Submit by December 17, 2026

What’s included in your booth space:

• 8’ navy / white back drape
• 3’ navy side drape
• 7” x 44” booth identification sign with company name
• Hall is carpeted
• General cleaning of aisles
• Recognition: Exhibit Hall entrance signage and Mobile App
• Attendee preview list (of those attendees that opted in and consented to share their information with industry) provided prior to the meeting which includes name, company, city, state, zip code, country, and registration type
• Priority points toward selection of exhibit space for the following year

The NANS Exhibit Hall is located in the Julius Ballroom, on the Pool Level (lower level) of the Palace Tower.

• View the NANS Exhibit Hall Floor Plan (Julius Ballroom)
• View the overview map of Caesars Palace
• View 360° views of the meeting space at Caesars Palace

Service Kit Available: October 5, 2026

You’ll receive an email from C-1 Trade Show Services with the link to the site along with a show code to login. If you do not receive an email for some reason by this date, contact C-1 Trade Show Services for assistance.

Service Kit includes:

• Venue and Local Union Rules

• Deadlines for discounts, advance warehouse receiving and online ordering availability

• Full schedule of move-in, move-out and exhibit hall hours

• Standard and Custom Booth furnishings available to order 

• Shipping information including advance warehouse details 

• Scheduling move-in times for larger booths

• Labor and material handing information and pricing 

• Third-party/EAC rules and Certificate of Insurance requirements

• Deadlines for discounts, advance warehouse receiving and online ordering availability

• Contact information for all show vendors such as Electrical, Internet, AV, Rigging, and Lead Retrieval 

• Shipping Partner Options

• Custom Booth and Signage Ideas

Important Dates:

• Online ordering begins – November 16, 2026

• Advance warehouse opens – December 14, 2026

• Early bird deadline for online ordering – December 23, 2026

• Last day for freight to arrive at advance warehouse – January 13, 2027 (w/o late fee)

• Last day for freight to arrive at advance warehouse – January 15, 2027

Looking for specific contact information? Check out our Directory of Suppliers page.

You may utilize the meeting logo specifically designed for exhibitors to use when advertising for the NANS Annual Meeting:

• Exhibitor Meeting Logo - White (JPG File for print use)

• Exhibitor Meeting Logo - White (PNG File for online use)

• Exhibitor Meeting Logo - Dark (JPG File for print use)

• Exhibitor Meeting Logo - Dark (PNG File for online use)

If you are interested in additional marketing opportunities please visit the sponsorship prospectus located here (add link).

View our priority point policy below to review how many points your company can earn during the meeting: Priority Point Policy

All Exhibitors:

• An Attendee Preview List will be provided approximately 2 weeks prior to the meeting.

• The list will include name, company, city, state, zip code, country, and registration type.

Sponsor Level Packages:

• Those exhibitors who purchased a sponsor level package also receive an Attendee Mailing List. This will be sent approximately 6 weeks prior to the meeting and again 1-2 weeks after the meeting has ended.

• The list will include name, company, street address, city, state, zip code, country, and registration type.

Who is on the list?

• Attendee lists provided will be of those attendees that opted in and consented to share their information with industry.

Why not the full list?

• Due to ACCME rules as an accredited provider NANS can’t share the names or contact information without the explicit consent of the individual.

Click here for all supplier contact information.

All hours are subject to change by NANS. We will make every effort to inform you of any changes to the schedule.

Exhibitor Move-In:

• Wednesday, January 20, 2027 10:00 AM – 5:00 PM - 20’x20’ or larger booths

• Thursday, January 21, 2027 9:00 AM – 5:00 PM - all exhibitors

Notes:

- There will be no load-in on Tuesday, January 19 so plan accordingly.

- For the larger exhibit booths setting up Wednesday, January 20 you may request to move in earlier by 8:00 AM if needed. Contact C-1 Trade Show Services to submit this request.

- All exhibit booths must be completely ready by 5:00 PM on Thursday, January 21 as a final inspection will be made before it opens at 7:00 PM for the NANS Opening Reception.

Exhibit Hall Hours:

• Thursday, January 21, 2027 7:00 PM – 8:30 PM
  

• Friday, January 22, 2027 10:00 AM – 4:30 PM
  

• Saturday, January 23, 2027 10:00 AM – 4:00 PM

Exhibitor Move-Out:

• Saturday, January 23, 2027 4:00 PM – 11:00 PM

Notes:

- Remember that you’re not allowed to start dismantling your booth prior to 4:00 PM. Please be respectful of the attendees still roaming the hall until closing.

Unopposed Hours:

• Thursday, January 21, 2027 7:00 PM – 8:30 PM (Opening Reception in hall)
  

• Friday, January 22, 2027 10:00 AM – 10:30 AM (AM Beverage Break in hall) 12:00 PM – 1:30 PM (Lunch Break*) 3:30 PM – 4:00 PM (PM Beverage Break in hall)

• Saturday, January 23, 2027 10:00 AM – 10:00 AM (AM Beverage Break in hall) 12:00 PM – 1:30 PM (Lunch Break*) 3:30 PM – 4:00 PM (PM Beverage Break in hall)

*The Industry Sponsored Lunch Symposia are held during this time on the Emperors Level (upper level) of the Palace Tower.

Housing Opens: September 8, 2026

Hotel Room Rates:

• Caesars Palace - $249 single/double – weekday (Sun-Thu) $269 single/double – weekend (Fri-Sat).

• Rates do not include 13.38% occupancy tax and a daily Resort Fee of $33 per room plus tax.

• Flamingo Hotel – For budget conscious exhibitors we have limited rooms available across the street. $155 single/double – weekday/weekend.

• Rates do not include 13.38% occupancy tax and a daily Resort Fee of $33 per room plus tax.

Deposit:

• All reservations require a one night’s room and tax deposit.

Housing Deadline: December 28, 2026

Individual Rooms:

• 9 rooms or less may be reserved online once housing opens.

Group Blocks:

• 10 rooms or more may be requested via NANS.

• Review the process below:

1. Complete the Group Block Request Form, which will be available once housing opens. For those exhibitors who had group blocks at past meetings NANS will also email the form. Be sure to read the separate rules (attrition, rooming list due date, etc.) noted on the form that apply to group blocks.
2. Send the completed form to Molly Pusateri at NANS for review and approval.
3. Once approved NANS will email the hotel letting them know the block can now be confirmed.
4. Your company may now work with the Group Housing Coordinator directly at the hotel to submit a rooming list and arrange billing.

• Deadline to submit the Group Block Request Form – November 20, 2026

Hotel Cancellations:

• 72 hours prior to your scheduled arrival.
• If you do not cancel your reservation in time or fail to check in on the scheduled date of arrival, your deposit of one night’s room and tax will be forfeited. Your reservation will also be cancelled for the remainder of the stay.

Be Aware!

• There are websites claiming to offer registration and housing services for the NANS Annual Meeting that are not affiliated with NANS and do not offer any services on our behalf. Registration and housing should only be accessed from the NANS website. Registration is provided through our official registration partner, MCI. Housing is provided by Caesars Palace and Flamingo Hotel reserved via a secure link to Caesars Entertainment to access our discounted hotel rates.

Exhibitor Service Desk: C-1 Trade Show Services will be available onsite for any last minute requests.

Exhibit Sales Office: 360 Live Media will be available to reserve your booth for NANS 2028.

Internet/Wi-Fi: There is complimentary Wi-Fi throughout the public space and meeting rooms provided by the hotel. Please note that it is basic Wi-Fi and intended only for checking emails or browsing the internet.

Mobile App: NANS will have a Mobile App for attendees and exhibitors to utilize.

Registration Opens:

• Exhibitor Registration opens September 22, 2026.

• On this date (or upon purchase of a booth) NANS Registration will send an email providing details on how to register your company staff. It will include a link to the Exhibitor Registration site and your password. It will also include your company’s badge allotment based on your booth size and/or sponsor level. If you do not receive this email for some reason, contact MCI for assistance.

Exhibit Hall Only Badges:

• Your company gets a limited number of complimentary Exhibit Hall Only badges based on booth size. Additional Exhibit Hall Only badges can be purchased for $350 (quantities are based on booth size).

• Access: These badges allow access to the Exhibit Hall during set-up, open hours, and tear-down. They DO NOT allow access to educational sessions or other industry sponsored lunch symposia.

Exhibitor Full Conference

• Your company may purchase Exhibitor Full Conference badges for $910.

Badges:

• Member or $1,425-Non-Member (until November 19).

• $1,010-Member or $1,525-Non-Member (after November 19).

• Access: These badges allow access to the Exhibit Hall (during set-up, open hours, and tear-down), educational sessions, and receptions. They DO NOT include continuing education credits nor allow entry into other industry sponsored lunch symposia.

• If an employee of your company wishes to claim CE credit, they should register through attendee registration under the appropriate category that best describes their role.

Sponsor Level Packages:

• Sponsor level packages include a limited number of complimentary Exhibitor Full Conference badges with additional Exhibitor Full Conference badges for a discounted fee of $600 (until November 19) or $800 (after November 19), depending on the package level.

Early Bird Deadline: November 18, 2026

Exhibitor Badge Counts

Exhibitor Badge Rules:

• Exhibitors must always wear badges during set-up, open hours, and tear-down to enter the Exhibit Hall.

• Anyone working at your booth during open hours, including models or demonstrators, must be registered and properly/modestly clothed.

• Badge sharing of any kind is NOT permitted. If Exhibitors are found to be sharing badges, then it will result in the immediate removal of those badges, a decrease in badge allotment for the following year, and a loss of priority points.

• Children under 18 will not be permitted in the Exhibit Hall.

• If any of your staff have Attendee badges they will not be allowed in the Exhibit Hall during set-up and tear-down.

Registration Changes:

• Name changes and substitutions are permitted up until the meeting. During the meeting a $25 processing fee will be charged for each name change/substitution.

Registration Cancellations:

• Exhibit Hall Only badges (paid) are refundable, minus a $50 processing fee, if the cancellation request is received by NANS Registration in writing at TBD by December 21, 2026. After this date registration fees are non-refundable, and no refund or credit will be provided.

• Exhibitor Full Conference badges are refundable, minus a $150 processing fee, if the cancellation request is received by NANS Registration in writing at TBD by December 21, 2026. After this date registration fees are non-refundable, and no refund or credit will be provided.

• Pre-conference course fees (for Exhibitor Full Conference badges) are refundable, minus a $50 processing fee, if the cancellation request is received by NANS Registration in writing at TBD by December 21, 2026. After this date pre-conference course fees are non-refundable, and no refund or credit will be provided.

• Contributions for the NANS 2027 Annual Meeting pin are non-refundable, and no refund or credit will be provided.

• If an exhibitor “no-shows” for the meeting no refund or credit of the registration fee will be provided.