Extension Event Request Form

2025 AFCA CONVENTION EXTENSION ORGANIZATION EVENT REQUEST

Contact: Amy Gilstrap

[email protected]

254.754.7373 (fax)

AFCA - ATTN: Amy Lain

100 Legends Lane

Waco, TX 76706

Extension Organization Criteria for Convention Programming and Convention Events

Requirements:

  • Be a football organization (i.e. association, conference, league, division, AFCA approved niche group, convention partner, AFCA pre-approved educational group).  All Extension Organizations are subject to AFCA approval.  
Fields marked with an * are required.

Please verify that you have checked the “I'm not a robot” checkbox.

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Contact Information

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Event Information

  • Extension Organization events may be held during AFCA Formal Education Programming hours provided that meetings are limited to business or niche group pre-approved education sessions.
    Sunday, January 7, 20248:00 am - 5:00 pm
    Monday, January 8, 20248:00 am - 5:00 pm
    Tuesday, January 9, 20248:00 am - 5:00 pm

  • For niche groups and pre-approved educational groups, programming must be submitted with AFCA Extension Organization Event Request form (this form) for approval.
  • If an Extension Organization has a sponsored event, that sponsorship must first be approved by the AFCA.
  • Social Events (i.e. dinners, receptions) hosted by Extension Organizations may only be held during AFCA Informal Education Programming hours:
    Sunday, January 7, 2024Before 8:00 am; 5:00 to midnight
    Monday, January 8, 2024Before 8:00 am; 5:00 pm to midnight
    Tuesday, January 9, 2024Before 8:00 am; 5:00 pm to midnight

Please make sure you indicate AM or PM

Please make sure you indicate AM or PM

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Event Information

Extension Organization Business Meetings and Niche Group Pre-Approved Education Sessions:

  • The AFCA negotiates meeting space at various hotels and convention center for our Extension Organization business meetings and pre-approved education sessions.  The rooms are available to our Extension Organizations free of a room rental charge.  When requesting space, note your expected attendance and room set on the Extension Organization Event Request Form.  Do NOT contact the facility directly as all Extension Organization events must be approved by the AFCA.


Extension Organization Social Events:

  • The AFCA negotiates meeting space at various hotels for our Extension Organization social event.  At this time, the rooms are available to our Extension Organizations free of a room rental charge.  When requesting space, note your expected attendance and room set.  Do not contact the facility directly as all Extension Organization events must be approved by the AFCA.
  • Meeting space is reserved on a first come, first served basis; based on availability.

Private Function
Open Event
Ticket Required

THE FOLLOWING INFORMATION IS VITAL IN DETERMINING ROOM SIZE

THE FOLLOWING INFORMATION IS VITAL IN DETERMINING ROOM SIZE

Theater
Banquet
Reception
Classroom
U-Shape
Hollow Square
Conference
Other

Will you require any of the following?

Yes
No

Yes
No

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.


Room Charge – 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.

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.

Yes
No

Audio/Visual:

  • 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.
  • The AFCA does not provide any audio/visual equipment or services for affiliate groups.  You will be provided with information on the A/V Company in-house at the hotel or facility where your meeting is scheduled.

Yes
No

  • 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.  

If yes, please send details to Amy Gilstrap, [email protected] 

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Marketing of Event during Convention

    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.

Yes

Yes

Yes

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Terms and Conditions
Agreeing to these terms and conditions does not commit you or your group to host an event. It simply allows the AFCA staff to include your tentative event in its preliminary planning. In September, you will receive information on the meeting space available for your event, a list of contacts for the facility assigned to your event, and other pertinent information. At that time, you will be asked to commit to hosting the event.

  • 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].