Engage with Attendees Face-to-Face

Through exhibitor-sponsored seminars, you’ll connect with attendees in an education-driven setting designed to spark meaningful engagement.

Choose the format that fits your strategy between hourly meeting room access for flexible scheduling, or an exclusive meeting room that gives your brand a dedicated space for the entire conference.

Explore below to find your best fit.

Hourly Rooms (opens in a new tab)
Exclusive Rooms (opens in a new tab)

 

Reserve an Hourly Meeting Room

Hourly meeting rooms are available Tuesday, November 3 – Friday, November 6 and can be booked in 60-minute increments.

Each reservation includes a 45-minute presentation window, with an additional 15 minutes total allocated for setup and teardown. Complimentary projectors are provided.
 

 

Book Meeting Room (opens in a new tab)

 

  • Rooms are based on availability and assigned on a first-come, first-served basis.
  • The amount of time and number of meetings/seminars an exhibitor may reserve is based on the square footage of contracted exhibit space (one hour per 100 square feet). 
  • Up to five (5) additional hours may be requested at the current rate at the time of the request.
  • Upon approval, a confirmation email will be sent to the exhibitor with detailed meeting information.

  • Hourly Meeting Rooms will be set with a head table, a combination of classroom & theater-style seating (the number of allowed participants will be maximized based on current safe health protocols), a wireless microphone, an 8’ screen, LCD projector, and projector cart.
  • Additional audio/visual equipment may be ordered and paid for through the official contractor.
  • Catering may be ordered through the official contractor, Sodexo. See the exhibitor service manual for ordering information.
  • Exhibitors are responsible for timely set-up and tear-down, without interruption to any session preceding or following in the same space. Space is reserved in 60-minute increments, with 45 minutes for presentation and a total of 15 minutes for both set-up and tear-down.
  • An additional delay charge of $500 will be assessed for exceeding the allotted time.
  • Following a session/meeting, exhibitors must remove all equipment, merchandise, displays, and other materials brought in.
  • Rooms must be vacated promptly after sessions.

Reserve an Exclusive Meeting Room

Exclusive meeting rooms give your organization a fully dedicated space throughout the entire conference, designed for hosting educational sessions, private meetings, and meaningful one-on-one connections in a more focused setting.

These rooms are available for you to reserve from 8:00 AM on Tuesday, November 3 through 5:00 PM on Friday, November 6.

Detailed session information should be submitted to Gretchen Wendorf at gwendorf@ntpevents.com.

Reserve and Submit Session Information (opens in a new tab)

Room Type Rate (through June 15) Rate (after June 15)
One (1) Small Room $5,150 (DEMA Member)
$5,350 (Non-Member)

$5,350 (DEMA Member)
$5,550 (Non-Member)
Additional Small Room(s) $2,625 (DEMA Member)
$2,725 (Non-Member)		 $2,725 (DEMA Member)
$2,825 (Non-Member)
One (1) Large Room $6,000 (DEMA Member)
$6,200 (Non-Member)		 $6,400 (DEMA Member)
$6,700 (Non-Member)
Additional Large Room(s) $3,025 (DEMA Member)
$3,075 (Non-Member)		 $3,250 (DEMA Member)
$3,350 (Non-Member)

  • Rooms are based on availability and assigned on a first-come, first-served basis.

  • Rooms can be set as requested by the exhibitor (standard building furniture), and an 8' screen and projector cart will be provided. 
  • Catering may be ordered through the official contractor, Sodexo. See the exhibitor service manual for ordering information.

Policies

  • Meeting space is available exclusively to DEMA Show Exhibitors. Subletting of rooms is strictly prohibited.
  • Payment must be submitted with room request. Applications will not be processed without payment.
  • No refunds for cancellations after August 3, 2026

  • Exhibitors using music, either live or mechanical, must provide NTP with a copy of the Exhibitor’s licensing agreement with ASCAP, BMI, SESAC, or other such licensing organization, or must expressly warrant in writing to NTP that no such license is required due to exemption under 17 U.S.C. § 110 (5) or other specified exemption. Exhibitor further agrees to indemnify and hold NTP and/or DEMA harmless from any action brought against NTP and/or DEMA by ASCAP, BMI, SESAC, or other licensing organization for the playing of such music.

  • Per DEMA’s Conflict Avoidance Policy, the service of legal documents is restricted. Attendees and Exhibitors who initiate legal proceedings at DEMA Show will be responsible for all legal fees incurred by DEMA in response to such proceedings.
  • DEMA and Show Management are not responsible for securing items in meeting rooms.

Liability Exclusion

DEMA and Show Management are not liable to the exhibitor or its products for any loss or damage to property due to theft, fire, accident, or any other causes.

Fees for Meetings

DEMA Show Management encourages exhibitors to offer these sessions at no cost to attendees. If you opt to charge an attendance fee, pricing information MUST be included in the description provided with your application.

Reserve Early to Save!

Early Bird pricing will be available until June 15. To have your meeting(s) included in onsite graphics, you must submit your online application and payment by August 3.

How to Book: Rooms may be reserved through your exhibitor dashboard.

Reserve an Exhibitor-Sponsored Seminar Room (opens in a new tab)

 

For additional information or specific requirements, contact Gretchen Wendorf at gwendorf@ntpevents.com.