Meeting Room Use and Availability Policies

Policies and Important Information

By hosting an event as part of ISA 2022, you are agreeing to having read and understood these terms and conditions. You also agree that you are able to represent your company or organization in agreeing to these terms.

ISA Regions, Sections and affiliate groups are invited to host a workshop, business meeting or reception during the ISA 2022 Annual Convention. All events will be held at the Gaylord Opryland Resort & Convention Center. Meeting space is assigned on a first-come, first-served basis. ISA controls all meeting space at the hotel  – please do not contact the venue directly; you will be referred back to ISA.

Below are the terms and conditions for the International Studies Association (hereafter shown as “ISA”) Annual Convention. The Annual Convention will be held March 30th - April 2nd, 2022 at the Gaylord Opryland Resort & Convention Center (hereafter shown as “Venue”) in Nashville, TN (hereafter shown as “Host City”).

ISA reserves the right to restrict any activity which might be considered undesirable or does not conform to the Terms and Conditions.

Convention Photo Release Agreement

Photographs and videos are taken at ISA conferences by ISA's officers, staff, members, registrants, contractors, and affiliates for use by ISA and/or its affiliates. Your image and likeness (including your picture – photographic, digital and electronic forms) and videos containing you (including sound and image) may be used for marketing, publicity, promotions, member services, and training activities for ISA. By registering for this meeting, you agree to allow ISA and/or its affiliates to use the photographs/videos captured at public or official activities, as well as public events or locations, including but not limited to: events, panels, presentations, meetings, exhibits, lobbies, hallways, bars and restaurants—which may include you—in all media formats worldwide.

Availability and Use

ISA Regions, Sections and Affiliate groups are invited to host a workshop, business meeting or reception during the ISA 2022 Annual Convention. All events will be held at the Gaylord Opryland Resort & Convention Center. Meeting space is assigned on a first-come, first-served basis. ISA controls all meeting space at the hotel  – please do not contact the venue directly; you will be referred back to ISA.

Room assignments are based on size needs, room capacity and space availability at the time request forms are received at ISA.

During the daytime hours, all meeting rooms are set theater style for panels. Panel rooms contain an LCD projector, screen, and laptop computer.  ISA provides free basic Wi-Fi in the meeting room spaces for checking email. The bandwidth provided is not enough to support browsing or streaming. (See Internet Options). Setup changes are not permitted.

Due to the short turn-around times, ISA and its contracted venues reserve the right to set evening functions (ISA and affiliate events) in a manner that best accommodates the function requirements, based on the time available to reset the room.  Not all rooms will be set “reception” style. In some cases, sufficient theater seating will be removed to permit a standing reception with roll-in stations. Changes to existing audio-visual setups are not permitted.

Reception hosts may request a 6 foot skirted table in the reception room, at no charge, to display promotional materials during the reception. Reception hosts are responsible for securing and removing all promotional materials at the conclusion of the event. Sales are not permitted in the meeting or reception spaces.

Events requiring space controlled by the Association according to its contract with the venue will be placed at the sole discretion of the ISA Convention Planning Team. Schedule changes and room reassignments are at the sole discretion of ISA, though every effort will be made to limit changes to within 2 months of the function.

Venue personnel are not authorized to assign function space (meeting or reception) during the ISA Convention. ISA will assist with catering suggestions, place food and beverage orders, and follow-up to make sure everything arrives as planned. ISA will coordinate direct billing arrangements between the Exhibitor/Affiliate and the Venue.

By submitting an Event Space Request Form to ISA, client acknowledges rules of use and agrees to be bound by the decisions of ISA and/or the Venue.

DEADLINE TO REQUEST EVENT SPACE: December 1, 2021

Scheduling Event Space
Please see the Event Space Request Form for availability. Available days/times are restricted to those shown on the forms, with the exception of Board meetings. ISA has a few small meeting rooms for Board meetings, available on a first-come, first-served basis.

ISA affiliates are charged a meeting room rental fee.  Please see Event Space Request Form for details. Upon receipt of your Event Space Request Form, ISA will issue an invoice for the meeting room rental fee and event signage fee, if applicable.  Meeting room reservations are not confirmed until payment of these fees is received at ISA Headquarters.  Upon receipt of payment, ISA will send confirmation of the meeting room name to you via email.  

Promotional event signage is available for a nominal fee.  Please see Event Space Request Form for details and prices.  Promotional signage can be ordered for all events except panels, business meetings, or board meetings. Deadline is December 1, 2021.

Individuals wishing to secure a room for a non-panel event should review the application instructions, complete the Event Space Request Form, and return them to ISA.

Catering - Order Food & Beverages
ISA has negotiated discounted catering prices for ISA groups and approved affiliates. All event orders must be submitted to ISA’s Conventions and Meetings Manager via email or over the telephone (see Contacts). The deadline for submitting catering orders is December 1, 2021 You may change quantities up to 30 days prior to the event date. ISA can provide recommendations or suggestions based on your budget.  

The catering menu prices are shown in US DOLLARS in two price points: base pricing (the price you will see on the final banquet event order) is the price per item before service charges and taxes. The inclusive price is provided to assist you with budgeting, and includes the total estimated price per item, including service charges and taxes.

Affiliates will place their orders with ISA. Approximately 8 weeks prior to the convention, the ISA HQ or hotel’s catering manager will contact clients to make payment arrangements. All orders must be guaranteed with a credit card or client may pre-pay the estimated total. Payment guarantees must be completed with ISA or the hotel no later than 3 weeks prior to the convention or your event will be cancelled.

Audio Visual Information
ISA groups may make arrangements for audio-visual capabilities directly with ISA’s Convention Managers. Clients can order AV at ISA's discounted prices if submitted with catering orders before the  December 1, 2021 deadline. After  December 1, 2021, clients must order AV directly from the appropriate venue. Discount prices are available only if ordered by December 1!

Internet Information

ISA provides free basic Wi-Fi in the meeting room spaces for checking email. The bandwidth provided is not enough to support browsing or streaming. If you require a higher grade of bandwidth for use in the meeting rooms, either for a panel or for your own use, you must order it with the ISA HQ or the hotel's provider and pay for the upgraded service on your own. Order forms and contact information will be available here in January, 2022. 

Event Promotion

Your event can be listed in the Official Program and the online version of the preliminary program. The deadline for inclusion in the final program is December 1, 2021. Event room assignments are TENTATIVE and subject to change.

Distribution of Promotional Flyers

Posting fliers or advertisements in public areas of the convention venues, on ISA message boards, or in any area not specifically designated for such displays is strictly prohibited in signed agreement with ISA and the venue. Materials posted in violation of this policy will be removed and discarded. ISA appreciates your understanding and adherence to this policy.

Canvassing

Advertising materials of any kind, including signage, from organizations other than those contracted with ISA for exhibition are strictly prohibited.

Payment Terms

All payments must be received in full within 30 days from the date of invoice but no later than December 1, 2021. Payments not received in full may result in forfeiture of any partial payment made. Payment for any applications received after December 1, 2021 will be due upon receipt of the invoice. Checks should be made payable to the International Studies Association and must reference the assigned ISA invoice number in order to ensure that the payment is properly credited. Space is not confirmed until full payment is received.

Oral Modification Clause

Applications and Contracts may not be orally modified by any member of ISA or its agents. All contract modifications and exemptions must be in writing and authorized by the appropriate ISA representative.

Amendment to Contract Regulations

Any and all points not covered specifically are subject to the decision of ISA. ISA may, in its sole discretion, make reasonable changes, amendments, or additions to Terms and Conditions. Any such changes shall be binding on the client equally with the other regulations contained herein.

Security

ISA is not responsible for any loss or theft of client materials. Please do not store valuable items in the event space. ISA is not liable for harm or damage to Clients property, employees or agents due to theft, fire, accident, or other causes.

Cancellations

Event cancellations must be received by ISA in writing. Cancellation notifications received by December 1, 2021 will receive a refund of 50% of the total costs. Fees are forfeited for any cancellation notices received after December 1, 2021.

Fire Code and Safety Regulations

Clients must comply with all fire, health, and safety regulations at the Venue. Clients will be responsible for all fines associated with noncompliance with fire codes enforced by the Host City.

Termination of Meeting and Exhibit

In the event that the Convention location is deemed unsuitable for occupancy, or should the venue be interfered with due to strike, picketing, boycott, embargo, injunction, war, riot, pandemic or other communicable disease, emergency declared by a government agency, or any other act beyond the control of ISA, the Application and Contract may be terminated. ISA will not incur any liability for damages sustained by the client as a result of such termination. In the event of such termination, the client expressly waives such liability and releases ISA of and from all claims for damages and agrees that ISA shall have no obligations except to refund to the client a prorated share of the aggregate amount received by ISA (as rental for space for said Event), after deducting all costs and expenses incurred by ISA in conjunction with such Event, including a reasonable reserve for claims.

Responsibility Clause

The client assumes responsibility and agrees to indemnify and defend ISA and the Venue and their respective employees and agents against any claims or expenses arising out of the use of the venue premises.

The Client understands that neither ISA nor the Venue maintains insurance covering the clients property and it is the sole responsibility of the client to obtain such insurance.

Indemnification and Waiver

The client assumes the entire responsibility and agrees to indemnify and defend the International Studies Association, the Venue, and their respective employees and agents against any claims or expenses for loss, injury or damage arising out of the use of the venue premises. The client understands that neither the International Studies Association nor the Venue maintain insurance covering the Clients property and it is the sole responsibility of the Client to obtain such insurance. If ISA shall be held liable for any event which might result from a particular Client’s action or failure to act, such Client shall reimburse and hold harmless ISA against any liability resulting there from. ISA will provide security services during the official hours of the event. Furnishing such service is not to be interpreted by the Client as guaranteeing them against loss or theft of any kind.

 

 

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Do you have any questions about these policies? Please contact the Events Team, who can help explain and clarify things as needed.

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