Sponsorship Logistics

IMPORTANT DEADLINES TO NOTE:

January 19, 2022 | Sponsorship Payment Due
January 24, 2022 | HOTEL RESERVATION DEADLINE - View more information
- See No. 3 below for more information
January 31, 2022 | Ad Deadline - View Ad Specs (Gold and Silver only)
- See No. 7 below for more information
February 2, 2022, 5:00 p.m. ET | CONFERENCE REGISTRATION DEADLINE - View more information
- See No. 1 below for more information
February 4, 2022 | Word from Our Sponsor Video Deadline (Gold and Silver only)
- See No. 8 below for more information

General Conference Information

Location: Hyatt Regency Washington on Capitol Hill | 400 New Jersey Ave NW, Washington, DC 20001

Dates:

February 15th | Welcome Reception from 5:15 – 7:00 p.m. ET.
February 16th | Winter Policy Forum from 7:30 a.m. – 5:00 p.m. ET.

Visit 2022 NASWA Winter Policy Forum event site

Conference FAQs

1. How do I and/or my colleagues register for the conference?

Your sponsorship comes with ONE complimentary registration. Please see the "Sponsorship Need to Know" email sent on December 22, 2021, for the complimentary code.
Please use the button below to register for the conference as a “Non-member.” The non-member conference registration fee is $700.00.

Registration will close at 5:00 p.m. ET on February 2, 2022, or once we reach capacity. All company representatives that plan to participate in the conference and/or work at your exhibit booth must register for the conference no later than 5:00 p.m. E.T. on February 2, 2022. There will be NO ONSITE or LATE CONFERENCE REGISTRATIONS. Should you need to cancel your registration, no cancellation fees will be applied, and you will receive a full refund.

2. Is there a limit to how many of my company representatives can register/attend the conference?

YES. Non-member registrations are limited to THREE maximum per company/organization, excluding complimentary registrations that are part of a conference sponsorship, if applicable.

3. Is there a rooming block for conference attendees?

A block of rooms has been reserved at the Hyatt Regency Washington on Capitol Hill located at 400 New Jersey Ave NW, Washington, DC 20001 at a group rate of $229.00 per night (plus tax). There is a 24 hours no-fee cancellation policy or a one-night fee. Please use the button below to make your hotel reservation.

RESERVE YOUR ROOM

The hotel reservation deadline is January 24, 2022

4. What meetings are sponsors and exhibitors able to attend?

We welcome all conference registrants to attend the:

Welcome Reception on February 15th from 5:15 – 7:00 p.m. ET.
Winter Policy Forum on February 16th from 7:30 a.m. – 5:00 p.m. ET.

The committee meetings that bookend the conference are open to state workforce agency personnel only. Sponsors and exhibitors are not permitted to join the committee meetings.

5. What safety measures are NASWA taking at the conference due to COVID-19?

In an effort to provide an engaging and participatory experience while keeping the health & safety of attendees as our priority, we are instituting these protocols consistent with CDC Guidelines.

Sponsorship FAQs

6. When can I get a copy of the attendee list? (Gold and Silver only)

The conference registration opens on December 22, 2021. The first copy of the attendee list will be sent to Gold and Silver sponsors on Tuesday, January 4th.

7. What size ad comes with my sponsorship? (Gold and Silver only)

Gold and Silver sponsors are eligible to provide an ad for the conference program. View Ad Specs

Gold: Half page
Silver: Quarter page

The deadline to submit an ad is January 31, 2022

If you choose not to submit an ad, or if we do not receive your ad by January 31st, we will use your logo in its place.

8. When / where will the “Word from Our Sponsors” video be used? (Gold and Silver only)

Gold and Silver sponsors have the ability to provide a pre-recorded video to share for their "Word from Our Sponsors" segment.

Gold: 2 minutes or less; the video will be played during the Conference Opening Plenary Session
Silver: 60 seconds or less; the video will be played during the second Plenary Session

Video Requirements

The video cannot exceed your respective time limit
Must include your company's logo at the start of the video
Must be sent in an /mp4 format

Please submit your video to naswa-meetings@naswa.org no later than February 4, 2022.

If you do not plan to submit a “Word From Our Sponsors” video, please let me know.

9. How many company-branded “swag” items can we place in the event bag? (Gold and Silver only)

Gold Sponsors are allowed up to TWO swag items in the event bag
Silver Sponsors are allowed up to ONE swag item in the event bag

10. When shipping my items to the hotel, who should they be addressed to?

For your EXHIBIT BOOTH ITEMS, i.e., materials for your exhibit booth, back drops, banners, items that will be passed out from your table, etc., please use the address format below:

Your Company’s Point of Contact

FedEx Office at Hyatt Regency Washington on Capitol Hill

400 New Jersey Avenue

Washington, DC 20001

2022 NASWA Winter Policy Forum

Box __ of __

NOTE: All inbound and outbound packages to and from the hotel are managed by the FedEx Store (located in the hotel lobby next to the front desk). Please make note of the inbound and outbound shipping and receiving fees. View FedEx Shipping Shipping and Receiving Information.

For your EVENT BAG ITEMS, i.e., the company branded “swag” items that will be added to the conference bag given to all attendees, please use the address format below:

Deja' Morrison (NASWA)

FedEx Office at Hyatt Regency Washington on Capitol Hill

400 New Jersey Avenue

Washington, DC 20001

2022 NASWA Winter Policy Forum

Box __ of __

Please arrange for your event bag items to reach the hotel starting the week of February 7, 2022, and by Thursday, February 10, 2022, at the latest.
Once shipped, please send to naswa-meetings@naswa.org:
- A description of what you are sending,
- the quantity, and
- Tracking number for the package(s)

On the packages themselves, please be sure to notate your company’s name as well as the number of packages, ex: Company ABC 1 of 1, Company ABC 2 of 2, Company ABC 1 of 3, etc.

If you do not plan to send an event bag item(s), please let me know as well.

11. How many tables come with the sponsorship? What is the size of my booth area?

Gold and Silver sponsorships come with ONE 6-foot table and two chairs.

Bronze sponsorships have the opportunity to purchase an exhibit table (ONE 6-foot table and two chairs) for an additional $750.00, while space is available. (Limited availability)

NOTE: Due to the limited space within the plenary room, we are only allowing TABLETOP EXHIBITS.

12. Does my table come equipped with electricity?

NO. The tables do not come equipped with electricity by default. If you need electricity or have any additional A/V requests, these can be handled directly by the hotel.

NOTE: We will be sharing the exhibitor order form as well as contact information for A/V requests shortly after the start of 2022.

13. Where is the exhibit hall? Is there an exhibit map?

The exhibit hall will be on the lower level of the Hyatt Regency Washington on Capitol Hill in Regency Ballroom BCD.
The exhibit map is under development. Once the map has been completed, sponsors will receive an email with instructions on how to make their table selection.

14. When are the exhibit booth set-up and break down times?