Affiliate Meeting Space/ Sleeping Rooms/ Hospitality Suites

Affiliate Meeting Space/ Sleeping Rooms/ Hospitality Suites

The Affiliate Meeting Space/Sleeping Rooms/Suite Request Form* was emailed to all contracted exhibitors and sponsors on May 10, 2018. Affiliates who are interested in hosting a hospitality suite or special event during NAILBA 37 must use this form and this process to reserve hospitality and meeting space at the hotel during NAILBA 37. The hotel will not release space to companies affiliated with NAILBA without prior authorization from NAILBA.


All meeting space requests will be assigned according to priority point status.

Please review  the official NAILBA 37 schedule/program at www.nailba.org/nailba37/program and review frequently for updates. Keep in mind that the following conditions will apply to all requests:

  • No space requests will be approved that conflict with NAILBA program hours.

    • Tuesday, October 30, 2018: Hotel space is available all day. Off-site events are permitted.

  • Wednesday, October 31, 2018: Hotel space is available before 8 am or after 7 pm; off-site events are permitted on Wednesday STARTING NO EARLIER THAN 7 PM.

  • Thursday, November 1, 2018: Hotel space is available before 8 am and after 8:30 pm. [Mooers Awards Reception and Dinner, followed by desserts and Dancing begins at 6:30 pm. No off-site events are permitted on Thursday.]

  • Friday, November 2, 2018: Hotel space is available after 12:30 pm. Off-site events are permitted AFTER 1:00 pm ONLY.

  • Suites available include (floorplans available by request to etoups@nailba.org and included in the original email):

    • Executive Suite: $400/night plus applicable taxes.

    • Small Hospitality Suite: $400/night plus applicable taxes.

    • Large Hospitality Suite: $600/night plus applicable taxes.

  • To ensure guests are drinking responsibly, the use of a hotel/licensed bartender is STRONGLY ENCOURAGED when hosting a hospitality suite, or other event where alcohol is served.

  • ALL events held at the Gaylord Palms Resort and Convention Center must be open to ALL meeting attendees, regardless of registration category or location.

Completed Affiliate Request Forms* are due by June 1, 2018 and should be sent to NAILBA 37 (etoups@nailba.org; fax 703-383-6942). Questions about the form or the process should be sent by email.

Meeting space and suites will be assigned to exhibiting and sponsoring companies in Priority Point order as space allows. Assignments will be completed first for those who submitted their completed form by the June 1, 2018 deadline; all requests received after the deadline date will be assigned on a first-come, first-served basis pending availability of space.

Notification of approved requests will be sent out beginning the week of June 18, 2018. Notifications will advise what has been approved and provide contact information for the Gaylord Palms Resort and Convention Center so you may begin your planning process.  Please do not contact the hotel directly until you have your assignments;  we will also provide them with your assignments and your contact information.  The hotel will not honor any requests that have not first been approved by NAILBA. NAILBA will also open the general hotel room reservation block in late June.

It’s been a great year of renewal at NAILBA! Come and grow with us! We’re excited and happy to welcome and work with you on NAILBA 37!

* The Request form includes additional information not included in this email and requires that you initial your company’s acceptance of our Hospitality Suite rules. Please be sure to read the form carefully and initial where indicated. Incomplete forms will not be considered.

Reminder: PLEASE DIRECT ANY AND ALL QUESTIONS REGARDING AFFILIATE MEETING SPACE AND SUITE REQUESTS TO etoups@nailba.org.