Annual Leadership Conference



Exhibitor Registration Information


January 14-17, 2018


Hotel Contessa, San Antonio, TX


Conference Information


Please know that if you plan on attending the conference you will need to register for the conference, exhibitors only exhibit on Monday and registrations are not interchangeable.


Exhibits will only be open one day of the conference - Monday the 15th. Set up time is Sunday at 1:00pm. Exhibit hours will be 7:30am - 3:00pm. The Exhibitor Reception will be held from 3:00pm - 5:00pm. All exhibitors will need to be ready to set up their tables by 2:15pm.


The Reception Event was added to give exhibitors "real time" with NAPSEC Members.  Each exhibitor will have a table, the table will have room for limited display information - small signs, brochures, business cards, treats (candy is always a good idea!). Attendees will come to your table to see what you are offering and talk with you about your services as they mingle with members.   This will be a fun event and a great opportunity to meet and greet attendees.




Exhibitor Registration Form


Click here to register to exhibit



Conference Schedule, Reservations,

Travel Information and more click here...


2018 NAPSEC Annual Leadership Conference


Please check in on Sunday and join us for the Welcome Reception.

The conference Schedule is located on the above link.



Other Conference Links...


Sponsorship Information


Advertising Information


Tricky Tray Form


Purchase a Raffle Ticket!


You can pay for the above items on your registration form or utilize the payment form on each of these links.



Exhibit Date

January 15, 2018


Conference Dates

January 14 - 17, 2018



Exhibit Hours 

Monday, January 15, 2018

7:30am - 3:00pm


Exhibitor Reception

3:00pm - 5:00pm



Exhibit Fee


BEFORE December 15, 2017



 AFTER December 15, 2016



December 15th is the cut off date for being listed in program.



Exhibit Fee Includes the Following for One Exhibitor

(additional exhibitors will need to register for events)


Tabletop Exhibit - One 6ft. Table, 2 chairs


Welcome Reception, exhibit day events

(breakfast, break, lunch) and Exhibitor Reception.


NAPSEC Conference APP listing.


Pre-conference broadcast email to all NAPSEC members

listing all exhibitors information and contacts. 


For all electrical/Internet needs contact:


Matthew Gallegos Lead Technician - PSAV

Hotel Contessa 306 W. Market, San Antonio, TX 78205

office: 210.298.8005





Registration Dead lineS


December 15, 2017

to be included in the conference program


No registrations will be accepted after January 5, 2018



Set-up Time


Begins at 1:00pm, Sunday, January 14th.

All exhibits must be set-up by Sunday at 5:00pm.



Exhibitor Placement

Exhibitors will be in the Magnolia Foyer


NAPSEC will have a sign on each table indicating the location

of  your table when you arrive to set-up.



Shipments to the Conference Site

Shipments should arrive no earlier than January 11, 2018 to the Hotel.  Send all shipments to:


The Hotel Contessa

(Hold for NAPSEC Conference)

306 W. Market Street

San Antonio, TX 78205-2971



Breakdown & Shipments from the Conference Site

after exhibitor reception on Monday January 15th


Each exhibitor is responsible for their own shipments. The hotel and NAPSEC will not be held  responsible for any items left behind or for the payment to ship items back to their place of origin.



2018 Exhibitor Terms and Conditions

These regulations are fully incorporated as part of the contract between the exhibiting organization and the National Association of Private Special Education Centers.  NAPSEC will accept Exhibit Space/Contracts on a first-come, first-serve basis; please complete and return your form with your signed agreement of these terms and conditions below.


 To accept the Terms and Conditions please check the box

on the Exhibitor Registration Form.


Exhibit Space - NAPSEC will provide exhibitors with one six-foot table, two chairs, one wastebasket, and conference events/meals on Sunday and Monday, January 14 & 15, 2018 at the cost of $750. Additional tables will be available at an additional charge of $150.


Acceptability of Exhibits - All exhibits shall be to serve the interests of the members of NAPSEC and shall be operated in a way so as to not detract from other exhibits at the conference as a whole.


Cancellation of Conference - In the event that fire, strike, or other circumstances beyond NAPSECs control cause the exhibit to be canceled, a full refund of exhibit rental fees will be made.


Cancellation by Exhibitor - In the event that written notification of intent to cancel is received by the NAPSEC office by December 29, 2017, all sums paid by the exhibitor, less a service charge of $50, will be refunded.


Late Cancellations - Cancellations received after December 29, 2017, will result in a forfeiture of the exhibitors entire exhibit fee. If register after this date and cancel, this also will result in forfeiture of the exhibitor's entire exhibit fee.


Failure to Pay - Failure to remit the balance to exhibit by December 29, 2017, constitutes cancellation of contract, and the reserved space will be subject to resale without refund. In the event that said space is not resold, the exhibitor will be liable for the outstanding balance of the rental.


Furnishings - Electrical outlets will be available through the hotel at a cost to each exhibitor. Please contact the  Mark McGinnis, mmcginnis@PSAV.com phone/210-298-8006, fax/210.298.5650 directly to arrange for additional items, other than those provided through this agreement. 


Installing and Dismantling Exhibits - It is the responsibility of the exhibitor to see that all materials are delivered to the exhibit area and removed from the exhibit by the deadline of Monday, January 15, 2018 by 7:00 pm. Should there be failure to remove the exhibit, this removal will be arranged by NAPSEC at the exhibitors expense.


Restriction on the Use of Space - No exhibitor shall sublet, assign, or share any part of the space allocated to him/her without the written consent of NAPSEC. Soliciting or demonstrations by exhibitors must be confined within the bounds of their own respective tables. Aisle space shall not be used for exhibit purposes, display signs, soliciting, or situation of  promotional material.  Exhibits, signs, and displays are also prohibited in any public space or elsewhere on the premises of the meeting facilities or in the guest rooms or resort hallways unless approved by NAPSEC and the hotel.


Fire and Safety Regulations - All local regulations will be strictly enforced, and the exhibitor assumes all responsibility for compliance with such regulations.


Security - Protection of property shall be the sole  responsibility of the exhibitor. NAPSEC and the hotel will not be responsible for the security of the exhibits. Neither NAPSEC nor the hotel shall accept responsibility for exhibitors belongings.


Responsibility of NAPSEC and the Exhibit Facility - Insurance and liability are the full and sole responsibility of the exhibitor. The exhibitor agrees to protect, save, defend, and keep NAPSEC and the hotel forever harmless from any damages or charges imposed for violation of any law or ordinance occasioned by the negligence of the exhibitor, as well as to comply strictly with the applicable terms and conditions contained in the agreement between NAPSEC and the exhibit facility regarding said premises; and further, the exhibitor shall at all times, protect indemnify, save, defend, and keep harmless NAPSEC from any and all loss, cost, damage, liability, or expenses from or out of or by reason of any accident or other occurrence to anyone, including the exhibitor, its agents, employees, and business invitees which arise from or out of or by reason of said exhibitors occupancy and use of the exhibit premises or a part thereof. NAPSEC does not assume responsibility for services or materials advertised or exhibited.


Questions - Contact

Sherry L. Kolbe

Executive Director/CEO


Phone - 202.434.8225




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