Affiliate/Extension Organization Criteria for Convention Programming and Convention Events

REQUIREMENTS

EVENT GUIDELINES

AFCA FORMAL EDUCATION HOURS

Please indicate AM or PM.

Please indicate AM or PM

• The AFCA negotiates meeting space at various hotels for our affiliate events. Currently, the rooms are available to our Affiliates/Extension Organizations free of a room charge. When requesting space, note your expected attendance and room set on the Event Request Form. Do NOT contact the hotel directly as all Affiliate/Extension events must be approved by the AFCA.
• The meeting space is reserved on a first-come, first-served basis; based on availability

The following information is vital in determining room size.

The following information is vital in determining room size.

• All catering for your event will be ordered through the venue and is at your own expense. Once we have secured your space, we will send you the catering contact information.

Stage – If staging is requested, the AFCA must be provided with a diagram of the room at least 45 days prior to the opening day of the convention.  Since meeting space is utilized for many different events, staging can interfere with meetings prior to or subsequent to, your event.  Additional time to set up or dismantle staging must be allowed for such events.  Also, additional staging or extensive audio/visual needs may require a larger meeting room.  All staging is subject to venue’s inventory.

• All audio/visual requirements for your event will be ordered through the venue and is at your own expense. Once we have secured your space, we will send you the appropriate contact information.

• All decorating and furniture requirements for your event will be ordered through a designated provider and is at your own expense. Once we have secured your space, we will send you the appropriate contact information.

• Extension Organization Business Meetings and Niche Group Pre-Approved Education/Business Sessions will be printed in the official AFCA Convention Program
• No affiliate events will be printed in the official AFCA Convention Program, unless otherwise agreed upon through sponsorship contract
• All affiliate events will appear on electronic reader boards
• All affiliate events will appear on the convention mobile app

Terms and Conditions

• By submitting a request to use meeting space or by otherwise hosting any Affiliate/Extension Organization business meeting or social event at the Convention, you acknowledge that your use of any space authorized by the AFCA is subject to the AFCA’s right to license, market, direct, control, attend, and monitor such event. Specifically, the AFCA has the right to coordinate sponsorship, marketing, presentations and programming, subject to mutually agreeable space and time limitations, at your event

• The AFCA’s right to direct and coordinate such sponsorships, marketing, and presentations shall in no way be limited by any existing agreements you may have with any third party sponsor, supplier, vendor, or other entity or business, and you agree that you will not make any claim or allegation that any of the AFCA’s actions in directing or coordinating any such matter violates any pre-existing duty or obligation you have to any third party

• By hosting any Affiliate/Extension Organization business meeting or social event at the Convention, you specifically agree that you will abide by all rules, guidance, and direction provided by the AFCA and its personnel and representatives, whether orally or in writing, as and when given to you. Your use of space at the Convention to host your event will not in any way limit the AFCA’s rights with respect to the event space, provided that the AFCA will use good faith efforts to restrict unreasonable or unnecessary interruptions to your event

• Affiliate/Extension Organization will defend, indemnify and hold harmless the AFCA and its affiliates and their officers, directors, employees, shareholders, partners, members, customers, agents, successors and assigns from and against any and all losses, damages, claims, causes of action, and expenses associated therewith (including without limitation reasonable attorneys’ fees and costs of court) of any type sustained or incurred by the AFCA by reason of, relating to, or otherwise arising in connection with the AFCA’s direction or coordination of sponsorships, marketing and presentations for the Affiliate/Extension Organization business meeting or social event. The indemnification obligations pursuant to this paragraph shall survive the termination of this Agreement or the conclusion of any Affiliate/Extension Organization business meeting or social event