• Affiliate events must NOT interfere with scheduled AFCA Convention Events or AFCA Formal Education Programming.  AFCA Formal Education hours are:

• Affiliate events may be hosted during the following times:

• Affiliate events are not meant to be an extension of the exhibit space, meaning that they may not be used to demonstrate a product, take orders, or otherwise do business that is meant to be contained within the exhibit hall.  

Please indicate AM or PM.

Please indicate AM or PM

• The AFCA negotiates meeting space at various hotels for our affiliate events.  At this time, the rooms are available to our affiliates free of a room rental charge.  When requesting space, note your expected attendance and room set on the Affiliate Event Request Form.  Do not contact the hotel directly as all Affiliate events must be approved by the AFCA.
• 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.

The American Football Coaches Association will endeavor to provide meeting space to your group at no charge.  If this is not possible, we will advise you in advance and you can work directly with the facilities where the convention events are being held to secure meeting space for your group.  Should the space be complimentary, all additional charges, including, but not limited to catering, decorating, audio/visual, etc., will be billed directly to the contact name listed below by the facility or vendor utilized.  We remind you to include these extra expenses in your meeting budget.

Catering: 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 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.

Convention Program/Reader Board/Mobile App:

•    Extension Organization Business Meetings and Niche Group Pre-Approved Education Sessions will be printed in the official AFCA Convention Program.  

•    All Extension Organization events will appear on electronic reader boards.  

•    All Extension Organization events will appear on the convention mobile app.  

You have the right to decline these options.

Terms and Conditions

• By submitting a request to use meeting space or by otherwise hosting any [Extension Organization business meeting or Extension Organization social event / Affiliate 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 [Extension Organization business meeting or Extension Organization social event / Affiliate events] 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.
• [Extension Organization / Affiliate] 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 [Extension Organization business meeting or Extension Organization social event / affiliate event] . The indemnification obligations pursuant to this paragraph shall survive the termination of this Agreement or the conclusion of any [Extension Organization business meeting or Extension Organization social event / Affiliate event].