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52nd NCBFAA Annual Conference

Sheraton Grand at
Wild Horse Pass

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Frequently Asked Questions

── ✧ Diamond Sponsor ✧ ──

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General Conference: 


Registration:

 

What is the NCBFAA Annual Conference?

Now in its 52nd year, the NCBFAA Annual Conference brings together more than 600 of the international trade industry's top representatives from around the United States. For four days in Phoenix, the nation's leading customs brokers, freight forwarders, NVOCCs, OTIs, and service providers gather to update themselves on industry developments and connect with colleagues new and old.

All NCBFAA Members and potential Regular, Affiliate, and Associate Members are strongly encouraged to consider joining us for the industry event of the year, the 2025 NCBFAA Annual Conference, where you will:

  • Learn from NCBFAA subject matter experts how to overcome industry challenges before your competitors do!
  • Hear from federal, state, and industry experts about the latest issues affecting your business!
  • Find out what new products and services can help your bottom line from our Exhibitors in the Exhibitor MarketPlace!
  • Acquire fresh ideas by networking at numerous social events with old friends and business colleagues while meeting new people!

AC22 General Annual Meeting

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Who should attend?

All NCBFAA Regular, Affiliate, and Associate Members are invited to attend, as well as those nonmembers who are eligible for NCBFAA Regular, Associate, or Affiliate membership.

If your company is not an NCBFAA member and you would like to attend a conference or event, please feel free to check with us regarding eligibility.

Please note that individuals, importers, exporters, and manufacturers are not eligible for NCBFAA membership, and therefore their employees are not able to attend NCBFAA events like the Annual Conference and Government Affairs Conference.

Individuals, importers, exporters and manufacturers are eligible to be NEI Professional or Corporate Members, and are invited to attend various NEI webinars and participate in GTE, as well as NEI Case Studies, to obtain the required CEUs throughout the year.

For more information on membership, please click here.

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What information do I need to register?

You must have an NCBFAA account to register for the Conference. If you need to create a profile, you can do that here.

Please keep in mind that the information that is currently in your NCBFAA account (Name, Company, Email, etc.) should be updated BEFORE registration, as badges and information for the attendee list are populated from this information. If you are registering your Spouse/Guest, share the program and tours that are a part of their program with them before registering.

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What does my NCBFAA Annual Conference Registration include?

A fully paid Attendee registration includes:

  • Golf on Sunday (additional cost - $125)  | OR |  Horseback Riding Trail Ride on Sunday (additional cost - $117 *Space limited; subject to cancellation if minimum numbers not met)
  • Access to all Monday to Wednesday sessions
  • Three nights of social & networking functions
  • Dinner Sunday
  • Breakfast & Lunch Monday
  • Breakfast, Lunch, & Dinner Tuesday
  • Breakfast, Lunch, & light hors d'oeuvres on Wednesday
  • Sunday - Wednesday NCBFAA Hospitality Area (various hours)
  • Access to the Exhibitor MarketPlace
  • Please Note: A fully paid Attendee registration does not include Spouse/Guest events  

A Spouse/Guest Registration includes:

  • Golf on Sunday (additional cost - $125)  | OR |  Horseback Riding Trail Ride on Sunday (additional cost - $117 *Space limited; subject to cancellation if minimum numbers not met)
  • Dinner Sunday
  • Breakfast Monday
  • Spouse/Guest Meet & Greet
  • Spouse/Guest President's Reception, hosted by Maribel Powell
  • Three nights of social & networking functions
  • Lunch Monday
  • Breakfast, Lunch, & Dinner Tuesday
  • Spa Day on Tuesday ($75 spa credit provided; additional fees may apply)
  • Breakfast, Lunch, & light hors d'oeuvres on Wednesday
  • Paint & Sip on Wednesday
  • Sunday - Wednesday NCBFAA Hospitality Area (various hours)
  • Please note: Spouse/Guest registrants may neither attend the daily work sessions nor work in an Exhibitor's booth           

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How do I register for the NCBFAA Annual Conference?

To register for the 52nd NCBFAA Annual Conference, click here

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How do I register my Spouse/Guest?

You MUST register your Spouse/Guest when you are registering yourself for attendance. After you enter your billing information, the bottom of the screen will say “Add Guest.” Click that button, then enter your Spouse/Guest’s information on the pages that follow. For a step-by-step guide on how to register your Spouse/Guest, please click here.

If you have completed your own registration and need to add a guest afterward, please e-mail bgillis@ncbfaa.org .

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What is the cancellation policy for my registration?

We’ll be sorry that you can’t join us for this exceptional learning and networking experience! However, we understand that things happen, so if you can’t attend, please notify us in writing as soon as possible. Refunds requested by 3/28/25 will be subject to a $75 administrative fee. Any refunds after 3/28/2025 will be subject to a $175.00 administrative fee. Registration substitutions (for this event only) are accepted anytime, so if you are unable to attend, but someone else from your organization can be there in your place, please notify us in writing via email at bgillis@ncbfaa.org.

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How do I request a special meal or accommodation?

If you require a special meal or accommodation, please let us know, in specific detail, during registration or contact bgillis@ncbfaa.org. Certain meals may incur additional costs.

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What should I pack for the Conference?

All NCBFAA events are business casual unless designated otherwise. Not everyone agrees on the temperature inside sessions, so be prepared to bring a jacket or sweater to ensure that you are comfortable.

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What is the dress code?

Participants are expected to attend the Conference in business casual attire during the day and at most evening functions. With our industry partners and colleagues attending, it is important for each of us to reinforce the Association's professional image (no shorts, tee-shirts, or flip flops, please).

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What will the weather be during the Conference dates?

Phoenix has rather warm weather in April. The average maximum daytime temperature in Phoenix in April is 86°F. The average night-time temperature is usually around 59°F. To view current weather in Phoenix, click here.

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How many CCS/CES credits is Annual Conference Attendance worth?

Attendance at the Annual Conference is generally worth around 16 CCS/CES credits. You will receive an email with the necessary information to record your credits following the conclusion of the Conference.

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Spouse/Guest Information:

 

How can a registered Spouse/Guest participate?

Registered Spouse/Guests are invited to attend all social events. Those who have joined NCBFAA for past Conferences know that the special friendships made during the Spouse/Guests events are memorable, as veteran attendees focus on meeting new attendees and helping them enjoy all that Phoenix and the Conference have to offer. There are Spouse/Guests activities each day, and all are encouraged to attend every evening function.

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What programs are available for Spouse/Guests to register for?
  • Sunday: Golf tournament (additional cost - $125)  | OR |  Horseback Riding Trail Ride (additional cost - $117 *Space limited; subject to cancellation if minimum numbers not met)
  • Sunday - Wednesday: NCBFAA Hospitality Area (various hours)
  • Monday: Spouse/Guest Meet & Greet
  • Monday: Spouse/Guest President's Reception, hosted by Maribel Powell
  • Monday - Wednesday: Breakfast at Ko'sin
  • Tuesday: Spa Day ($75 spa credit provided; additional fees may apply)
  • Wednesday: Paint & Sip

Please note: Select your Spouse/Guest's desired program options when registering for the Conference. For a step-by-step guide on how to register your Spouse/Guest, click here.

Activity Highlights:

|  Sunday, April 6  | Golf Tournament |  8:30 A.M. - 2:00 P.M.  |

ADDITIONAL COST ($125)

This year's Golf Tournament will take place at the Oakwood Golf Course. The bus to the golf course will depart from the hotel at 7:15 a.m. and will return at 2:00 p.m. to the hotel. Please note that there will be no registration cancellations or additional registrations accepted after March 21st and there will be no changes in golf foursomes after March 26th.

golf ball on golf course


|  Sunday, April 6  | Horseback Riding Trail Ride |  9:00 A.M. - 11:00 A.M.  |

ADDITIONAL COST ($117)
*Space limited; subject to cancellation if minimum numbers not met

A hay wagon ride will transport you from the Sheraton Grand at Wild Horse Pass to the nearby KOLI Equestrian Center. Once at KOLI, their experienced wranglers will guide you through the basics of horseback riding safety and then lead you on a fun and relaxing trail ride through the serene Arizona desert landscape.

Horseback Trail Riding


|  Monday, April 7  |  Spouse/Guest Meet & Greet  |  9:00 - 10:00 A.M.  |

INCLUDED IN SPOUSE/GUEST REGISTRATION PRICE

We will provide all of the information you could want to know about the Phoenix area, to help you make the most out of your stay, as well as a welcome mimosa to start off the Annual Conference. There will also be a raffle. You must be present to win the raffle.


| Monday, April 7 | Spouse/Guest President's Reception, hosted by Maribel Powell | 3:00 - 5:00 P.M. |

INCLUDED IN SPOUSE/GUEST REGISTRATION PRICE

This is a chance to meet and socialize with other Spouses/Guests.

AC22 First Timer's Reception


| Tuesday, April 8
 | Spa Day | 9:00 A.M. - 6:00 P.M. |

$75 SPA CREDIT PROVIDED; ADDITIONAL FEES MAY APPLY

Discover an exceptional fusion of new and old therapeutic spa treatments at Aji Spa. Designed to cater to both physical and spiritual needs of guests, the Aji Spa experience blends contemporary spa treatments with the ancient doctrines of the Pima and Maricopa peoples who have long inhabited this land. Call the Spa at (602) 385-5759 or  click here to make your reservation. The Spa recommends that a reservation be made  at least  two weeks in advance. Without a reservation, the Spa may not be able to accommodate you. For more information, click here .

SGWHP Aji Spa Treatment Room


| Wednesday, April 9
 | Paint & Sip | 10:00 A.M. - 11:30 A.M. |

INCLUDED IN SPOUSE/GUEST REGISTRATION PRICE

Take part in a guided paint session while sipping a mimosa! Participants will receive 2 stemless wine glasses to paint during the event. Once finished, these glasses are yours to keep as a fun souvenir from your experience at our 2025 Annual Conference. 

Painted Wine Glass

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    Where else can spouses and guests get together?

    On Monday, Tuesday, and Wednesday, from 8 a.m. to 10 a.m., there will be a reserved table at the hotel restaurant, Ko'sin, for spouses and guests to gather. From Sunday - Wednesday, the NCBFAA Hospitality Area will be open various hours for spouses and guests to enjoy and relax.

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    Hotel/Transportation:

     

    How far is the Conference Site from the airport?

    The Sheraton Grand at Wild Horse Pass is approximately 17 miles from the Phoenix Sky Harbor International Airport. The Phoenix-Mesa Gateway Airport is about 25 miles away from the property.

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    Where can I park my vehicle if I am driving?
    • Self & conference center parking are free of charge
    • Valet parking is $22/day

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      How do I get from the Airport to the Hotel?

      The Sheraton Grand at Wild Horse Pass does NOT offer an airport shuttle.

      If transportation is needed from the airport, we suggest using a taxi or rideshare apps such as Uber and Lyft.

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      How do I make my hotel reservation?

      In an effort to more accurately manage our room block allotment, NCBFAA has updated its hotel registration policy requiring attendees to now register for the Conference prior to making their hotel reservations. Upon the completion of your Conference registration, you will receive a link to the Sheraton Grand at Wild Horse Pass reservation page that includes NCBFAA's special room block rate of $320 + fees ([Resort Fee] $29.00 + [State/Local Tax, 13%] $45.37) = $394.37 per night. This policy change will ensure all registered attendees have the opportunity to stay at the Conference hotel.

      Demand for reservations is always high, so make sure you register for the 2025 NCBFAA Annual Conference before March 3, 2025, when our group rate is up. Please keep in mind that rooms may not be available if we sell out of them before this date, so please secure your reservation at the hotel as soon as possible. Also note that if no available rooms are shown when you go to register, it may be helpful to try adjusting the dates listed in your search. This is because if one of your listed dates is unavailable, no rooms will be shown even if they may be available within the other dates listed in your search. If you have any issues securing your hotel reservation, please contact kobeirne@ncbfaa.org.

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      If I am unable to secure a room at the Sheraton Grand at Wild Horse Pass, what should I do?

      If this occurs, you may contact nearby hotels to make an alternate reservation, or make arrangements via any online hotel booking website, keeping the cancellation policy in mind, should accommodations at the Sheraton Grand at Wild Horse Pass become available. Also note that if no available rooms are shown when you go to register, it may be helpful to try adjusting the dates listed in your search. This is because if one of your listed dates is unavailable, no rooms will be shown even if they may be available within the other dates listed in your search. If you have any issues securing your hotel reservation, please contact  kobeirne@ncbfaa.org.

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      What is the NCBFAA room rate?

      The room rate that has been secured for our Conference attendees is $320 + fees ([Resort Fee] $29.00 + [State/Local Tax, 13%] $45.37 ) = $394.37 per night.

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      What does my NCBFAA Room Rate Include?

      Click here for hotel room details and pictures. Click here to learn more the additional accommodations available. 

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      What Wi-Fi is available at the Sheraton Grand at Wild Horse Pass?

      All hotel guests will have access to free Wi-Fi. Complimentary basic Wi-Fi will also be available in the conference center.

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      What is the cancellation policy for my Hotel room?

      You may cancel your reservation for no charge before 11:59 PM local hotel time 7 days before your check-in date. Cancellations made after this time will incur a cancellation fee (specified during the reservation process).

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      What if I want to send items directly to the Hotel?

      Shipping Information:

      Please make note of the following address:

      Sheraton Grand at Wild Horse Pass
      5594 West Wild Horse Pass Boulevard
      Phoenix, Arizona 85226

      Package Handling: Packages delivered to the resort, including vendor and exhibitor packages, will be subject to the following Package Handling fees:

      • 0-5 Pounds -- $5.00 each
      • 6-20 Pounds -- $10.00 each
      • 21-50 Pounds -- $15.00 each
      • Over 50 Pounds -- $25.00 each
      • Crates; Pallets -- $75.00 each

      A $5.00 charge will be applied to any outbound package that is not completely packed and labeled for shipping.

      A storage fee of $25.00 will be charged per item per day for all packages received more than three (4) business days prior to the contracted arrival date.

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      Will a spa be available at the Sheraton Grand at Wild Horse Pass?

      Discover an exceptional fusion of new and old therapeutic spa treatments at Aji Spa. Designed to cater to both physical and spiritual needs of guests, the Aji Spa experience blends contemporary spa treatments with the ancient doctrines of the Pima and Maricopa tribes who have long inhabited this land.

      Call the Spa at (602) 385-5759 or click here to make your reservation. The Spa recommends that a reservation be made at least two weeks in advance. Without a reservation, the Spa may not be able to accommodate you. For more information,  click here.

      SGWHP Aji Spa Treatment Room

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      General Conference:

       

      How do I access Conference materials? 

      Links to Conference materials are sent via e-mail at least two weeks prior to the Conference. If you would like hard copies of the program, attendee lists, presentations, or other Conference documents, you will need to print and bring them with you to the Conference. No hard copies will be available onsite. Links to session presentation materials will also become available to attendees following the end of the Conference.

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      How can we keep track of Conference events?

      Up to, and throughout the Conference, you can go to the NCBFAA website to keep track of Conference events. Once on site, there will also be a mobile app which will feature a Conference program page.

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      Will there be a mobile app for the Conference this year?

      Yes! Once again, the NCBFAA Annual Conference Mobile App will be available for attendees to use throughout the event. The app will open with a splash page, and then lead to a log in screen. Once logged in, the user will see a ‘home’ page with multiple buttons. A side menu will allow the user to see the full list of menu items. Use the app to add and view content for four different types of Conference-goers – Sponsors, Exhibitors, Speakers, and Attendees. Each type will have a main alphabetical list of entries, with the ability to click on a specific entry for more detailed information. All four types will allow app users to ‘follow’ these entries, adding them to a list within the Attendee profile for quick reference. Users can also make additions/changes to their app profile easily.

      The app also allows users to view content for the Conference Agenda/Schedule. On this list, users will have the ability to click on an event title for more detailed information (including showing the speaker and users who have added the item to their attendance list [note: attendance lists on the app are for private use only and not visible to NCBFAA staff]). From the entry, users can also click to view the speakers’ detail card. The entry also shows its own mini-feed of posts specifically tagged with this event.

      For an added level of connectivity, the app allows for posts, photo posts and surveys the users can participate with. There is a central Activity feed that allows users to see what’s going on during the Conference. They can add to this feed directly or through other parts of the app. Many Activity items tie in with the Leaderboard of the app – users can gain points by completing certain tasks and reaching milestones, adding direct communication/participation with users. In addition, certain activities will be eligible for prizes.

      The app supports surveys, both for specific sessions, as well as a general Conference survey. Completion of the surveys will give NCBFAA feedback about the engagement of the Conference material and also serve as a way for users to add to their own points. It also includes an overview map for the event location, allowing users to quickly see where they need to be. A section of the app ties directly to the NCBFAA Social Media Sites. The app will also have a Resources section. This section of the app will support a blog that will replace the Daily Voice Annual Conference newsletter and files section (i.e., session handouts) to be available to the user.

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      Is there a Business Center at the Sheraton Grand at Wild Horse Pass?

      The hotel does not currently have a business center available onsite.

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      What are the hours of the NCBFAA Registration/Information Desk?                   
      • Sunday: 1 p.m. - 8 p.m.
      • Monday - Wednesday: 7 a.m. - 5 p.m.

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      What are the rules regarding Conference badges?

      Badges are required for admission to all Conference sessions and functions and are to be worn "High and Right" if not on a lanyard. Badges are non-transferable. Individuals needing badges can pick them up at the NCBFAA Registration Desk upon completion of the registration process. 

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      What do the different badge colors indicate?
      • GREEN - badges indicate fully registered, Regular Members.
      • ORANGE - badges indicate fully registered, Affiliate and Associate Members.
      • RED - badges indicate fully registered, non-members.
      • BLUE - badges indicate fully registered, Spouse/Guests.

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      What is the Conference policy on the use of mobile devices?

      We understand that pressing business may interrupt you, but please be considerate of your fellow attendees, presenters, and special guests. No calls are permitted during Conference sessions. All devices should either be turned off or set to vibrate. In the event of a call, please step OUT of the room. NCBFAA will provide numerous power strips throughout Conference session rooms for laptop use. We also request that participants not make recordings of the sessions. It is a violation of federal copyright laws to record session presentations in any manner. Thank you in advance for your cooperation and consideration.

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      Will a hospitality area be available during the Conference?

      Yes. On Sunday, April 6th, the Hospitality area will be located in the Gila Monster room, from 2 p.m. - 6 p.m. On Monday April 7th, it will be located in the Exhibitor MarketPlace, in Akimel O'otham from 4:30 p.m. - 6:30 p.m. On Tuesday, April 8th, and Wednesday, April 9th, it will be located in the Gila Monster room, from 4:30 p.m. - 6:30 p.m. 

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      How can we best support our generous sponsors?

      The funding supplied by our Conference sponsors contributes greatly to making it possible for the Association to provide attendees with the Conference experience they have come to expect over the years. In light of this welcome support, we encourage our attendees to not only visit each of the Exhibitors in the MarketPlace, but also thank all our gracious sponsors who can be easily identified by their Sponsor ribbons.

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      Will there be an NCBFAA Exhibitor MarketPlace this year?

      Yes. The Exhibitor MarketPlace will be in the Grand Ballroom and include booths featuring products and/or services geared to the Customs Broker/Freight Forwarder/NVOCC industry. We once again remind and encourage everyone to be sure to visit the diverse exhibits Monday and Tuesday during breakfast, coffee breaks, and lunch. Individual booth raffles will be held Tuesday, April 8th, at 3 p.m.!

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      What are the breakfast arrangements?

      All fully paid registrants are invited to breakfast Monday through Wednesday, April 7th - 9th. All registrants are invited to the Breakfast on Monday, April 7th, 8:00-10:00 a.m., in the Exhibitor MarketPlace in Akimel O'otham. Tuesday's Breakfast Buffet will be held from 7:00-9:00 a.m. in the Exhibitor MarketPlace. Wednesday's Breakfast Buffet will be held from 7:00 - 9:00 a.m. in Akimel O'otham, located in the conference center. Spouse/Guest attendees will receive coupons for Monday, Tuesday, and Wednesday for breakfast at the hotel restaurant, Ko'sin.

      Please note: The daily coupons received in your spouse/guest registration packet are only redeemable for each day as indicated. Special registration rates may not include breakfast. Check with NCBFAA for details.

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      Will panelists have a chance to meet before their presentations?

      We suggest all moderators contact their speakers and panelists to finalize their presentations for that day. The NCBFAA Team will be happy to assist in coordinating conference calls between you and your panelists prior to arriving on site. Once on-site, Kim O'Beirne (pronounced O’Burn) with the NCBFAA Meetings Department will coordinate moderator reservations in the Exhibitor MarketPlace on the morning of the presentation. There will be a speaker-ready room available Monday - Wednesday from 6:00 a.m. - 5:00 p.m. in the Rattlesnake room.

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      How does the Conference use event photographs?

      From time to time, NCBFAA uses photographs taken at Conferences and events in its promotional materials and on its website. Unless this permission is revoked in writing to NCBFAA, by virtue of their attendance, all Conference visitors agree to the use of their likeness in such materials.

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      Will drink tickets be used at the Conference this year?

      This year at the Conference, we will again be implementing a drink ticket system for alcoholic beverages (non-alcoholic beverages will not require a drink ticket). Attendees will be given 2 drink tickets for each qualifying event. Please use each ticket during its specified time/date.

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      Is there a cut-off date for Conference registration?

      New this year, we will be closing registration 2 weeks before the Conference start date in order to ensure that we are able to properly accommodate all attendees. Please keep in mind that this year's registration cut-off date will be March 21.

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      Conference Venue & Events:

       

      What is the Stewart B. Hauser First Timer’s Reception?

      Each First Time Attendee will receive a call to explain what to expect at the Conference, and it will include a description of the invitation-only event, where they are a special guest of the Officers, Board of Directors, and Affiliated Association Presidents, who want to officially welcome them to their first NCBFAA Conference.

      Stewart B Hauser First Timer's Exhibition     AC22 SBH Exhibition Preview

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      When is the Stewart B. Hauser First Timer’s Reception?

      Sunday, April 6th, in the Komatke room, from 6 to 7 p.m. Displaying their Stewart B. Hauser First Timer ribbon has historically proven to be a great way to meet new colleagues, which often sets the momentum for new participants.

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      Is there an official opening event?

      At 7 p.m., following the Stewart B. Hauser First Timer's Reception, attendees have the opportunity to attend the Exhibitor MarketPlace Grand Opening celebration. The celebration officially opens the Annual Conference. Participants are invited to enjoy refreshments and encouraged to visit the Exhibit Booths. From 7 p.m. - 8 p.m., attendees are invited to the Welcome Reception dinner, located on Mesquite Terrace. This gathering of old friends and colleagues is a great chance to make new friends and acquaintances, as NCBFAA officially welcomes all registrants to the 2025 Annual Conference. 

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      Is there an official closing event? 

      Yes, on Wednesday, April 9th, from 6:30 p.m. -  8 p.m. in the Akimel O'otham. The event will officially close the Conference for final goodbyes to all your friends and colleagues, until next year at NCBFAA's 53rd Annual Conference to be held in San Antonio, TX, April 12th - 15th.

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      Golf Tournament:

       

      Where is the annual golf tournament going to be held?
      • This year’s Golf Tournament will take place at the Oakwood Golf Course.
      • The tournament begins at 8:30 a.m. on Sunday, April 6th.
      • Price (not included in registration): $125.00
      • Bus departs from the Sheraton Grand at Wild Horse Pass at 7:15 a.m.
      • Bus returns to the Sheraton Grand at Wild Horse Pass at 2:00 p.m.
      • NOTE: THERE WILL BE NO REGISTRATION CANCELLATIONS OR NEW REGISTRATIONS ACCEPTED AFTER MARCH 21st.
      • NOTE: THERE WILL BE NO CHANGES IN GOLF FOURSOMES AFTER MARCH 26th.

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      How can I rent golf equipment?
      • A set of clubs may be rented, payable on site. Rental cost is $60.
      • Golf shoes are not required.
      • Players may wear any athletic shoes. 
      • No dress shoes or spikes, please.
      • Club rental MUST be reserved two weeks before the Tournament to guarantee availability.
      • Contact Matt Parrott with questions by clicking here. Please click here to reserve clubs.

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      If I am not participating in the golf tournament, what other entertainment options are available?  

      This year we will be offering a horseback riding trail ride as an alternate activity for those not interested in participating in the Golf Tournament. As part of this activity, a hay wagon ride will transport you from the Sheraton Grand at Wild Horse Pass to the nearby KOLI Equestrian Center. Once at KOLI, their experienced wranglers will guide you through the basics of horseback riding safety and then lead you on a fun and relaxing trail ride through the serene Arizona desert landscape. Please note that space for this activity is limited and may be subject to cancellation if our minimum number of required participants is not met.

      To learn more about other activity alternatives, click on this link for further information, or call the Sheraton Grand at Wild Horse Pass' Concierge desk. You will find that several of these activities and attractions are conveniently located near the Hotel.

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      Sponsorship Opportunities:

       

      How do I become an NCBFAA Sponsor? What sponsorship opportunities are available for the NCBFAA Annual Conference?

      Please browse the 2025 Annual Conference Sponsorship Information page to view our growing list of current sponsors and to access the benefits and sponsorship submission form. For additional information regarding sponsorship opportunities, please contact Kim O'Beirne at kobeirne@ncbfaa.org.

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      Future Conferences:

       

      What are the details for the 2025 Government Affairs Conference in Washington, DC?

      The 2025 Government Affairs Conferences will take place September 7th - 9th, 2025 and will be held at the Grand Hyatt Washington.

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      What are the details for the 2026 Annual Conference in San Antonio, TX?

      The 2026 Annual Conference will take place April 12th - 15th at the JW Marriott San Antonio Hill Country Resort & Spa in San Antonio, TX.

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      NCBFAA Exhibitor MarketPlace:

       

      When can I set up my booth?

      Exhibitor set up will be on Sunday, April 6th, starting at 10 a.m. Exhibits must be finished by 6 p.m. Sunday night, without exception.

      2024 Exhibitor MarketPlace

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      How many people can work in the booth?

      There is no limit to the number of booth workers. There is a maximum of 2 Exhibit Booth Registrants. All other booth workers must complete the regular Attendee Registration. One registration is included in the exhibit fee, along with the option to pay for one additional worker at a reduced rate. All other workers will need to register as attendees via the website at the full registration price. If two booths are purchased, then two registrations will be included, as well as the option to add one additional worker at the reduced rate. All registrations will include Conference materials and typical registration access to meals, social functions, and sessions. Spouse/Guests have their own program and are not to work inside the booth. If you have a Spouse/Guest that you would like to work in the booth, they will need to either register as an exhibitor assistant or a regular attendee. No exceptions.

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      What else is included in my exhibit fee?
      • One 8 x 10 foot piped and draped exhibit space
      • One 7 x 44 inch identification sign
      • One complimentary registration which includes all sessions (excluding the NCBFAA Annual Meeting), meals and social events 
      • One 6 foot x 30 inch skirted table
      • Two side chairs
      • One wastebasket
      • A mailing list of all registered NCBFAA attendees as of March 14th, 2025, via e-mail
      • A follow-up mailing list after the NCBFAA Annual Conference
      • Company listing in the Exhibitor section of the Conference App
      • Company listing in the Exhibitor section of the NCBFAA website
      • Ribbons reflecting that you are an Exhibitor

      Single Booth also includes the availability of one Exhibitor Assistant at a reduced rate.

      Double Booth also includes the availability of one Exhibitor Assistant at a reduced rate as well as one additional complimentary registration.

      • During the registration process select "Add Guest"
      • Complete the registrants information
      • Choose "Second Person: Double Booth Purchase Only"

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      Will internet, electricity, and A/V equipment be available in the Exhibitor MarketPlace?

      Complimentary basic Wi-Fi will be available; upgraded internet packages and any additional equipment needed may be ordered through your Exhibitor Kit.

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      Where do we ship our materials and how do we order items for the booth?

      Once your exhibitor registration has been processed, we will provide your contact information to the company in charge of the exhibit space. They will provide an Exhibitor Kit to you that will detail shipping information, how to order electric, display material, etc. Please be sure to take notice of the cut-off dates for shipping. Please do not ship your items directly to the hotel.

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      Can we have guests visit the booth?

      All attendees on the floor must be registered either as an attendee, exhibitor, or paid guest. If you wish to have someone come and visit the booth, they will need to see the NCBFAA Registration Desk to get registered or be registered ahead of time. 

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      When is the NCBFAA Exhibitor MarketPlace open?
      Sunday - 4/610:00 A.M. - 6:00 P.M.Conference Move In/Setup
      Sunday - 4/67:00 P.M - 8:00 P.M.Exhibitor MarketPlace Opening
      Monday - 4/78:00 A.M. - 12:00 P.M.Exhibitor MarketPlace Hours
      Monday - 4/712:00 P.M. - 1:30 P.M.Exhibitor MarketPlace Closed for Lunch
      Monday - 4/71:30 P.M. - 2:00 P.M.Dessert in the Exhibitor MarketPlace
      Monday - 4/72:00 P.M. - 4:30 P.M.Exhibitor MarketPlace Closed
      Monday - 4/74:30 P.M. - 6:30 P.M.NCBFAA Hospitality Bar in Exhibitor MarketPlace (Please be at your booth)
      Tuesday - 4/87:00 A.M. - 9:00 A.M.Breakfast in the Exhibitor MarketPlace (Attendance optional)
      Tuesday - 4/812:00 P.M. - 1:30 P.M.Luncheon in Exhibitor MarketPlace
      Tuesday - 4/89:00 A.M. - 3:30 P.M.Exhibitor MarketPlace Hours
      Tuesday - 4/82:30 P.M. - 3:00 P.M.Exhibitor Meeting
      Tuesday - 4/83:30 P.M. - 5:00 P.M.Breakdown/Move Out

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      Do I need to remove my materials at night?

      During hours that the NCBFAA Exhibitor MarketPlace is closed, NCBFAA will have the ballroom locked and secured. No one will be allowed in the hall when the NCBFAA Exhibitor MarketPlace is closed, including exhibitors. We will allow exhibitors access to the hall one hour prior to each opening on Monday and Tuesday. We recommend, though, that electronics such as laptops and other expensive items be monitored or placed out of sight when you are not at your booth.

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      Is the NCBFAA Exhibitor MarketPlace open during sessions?

      Yes, the Exhibitor MarketPlace will be open all day. We ask that there always be someone in the booth, but if you need to step away, again, please place any valuables out of sight, or take them with you. Please see our Exhibitor MarketPlace Schedule for the hours your booth must be attended.

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      What is the schedule of other functions in the NCBFAA Exhibitor MarketPlace?
      Sunday - 4/67:00 P.M - 8:00 P.M.Exhibitor MarketPlace Opening
      Monday - 4/78:00 A.M. - 10:00 A.M.Breakfast in the Exhibitor MarketPlace
      Monday - 4/71:30 P.M. - 2:00 P.M.Dessert in the Exhibitor MarketPlace
      Monday - 4/74:30 P.M. - 6:30 P.M.NCBFAA Hospitality Bar in Exhibitor MarketPlace (Please be at your booth)
      Tuesday - 4/87:00 A.M. - 9:00 A.M.Breakfast in the Exhibitor MarketPlace (Attendance optional)
      Tuesday - 4/812:00 P.M. - 1:30 PMLuncheon in Exhibitor MarketPlace
      Tuesday - 4/82:30 P.M. - 3:00 P.M.Exhibitor Meeting
      Tuesday - 4/83:00 P.M. - 3:30 P.M.Break in the Exhibitor MarketPlace & Raffles

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      Are raffles allowed in the booths?

      Yes! Feel free to collect business cards and hold a raffle. At the last break on Tuesday, April 8th, we will have a microphone available to announce your winner(s). We will begin the raffle announcements about 20 minutes prior to the NCBFAA Exhibitor MarketPlace closure to ensure attendees have time to make it to the next scheduled session. Please pull the winners prior to stepping up to the microphone to help speed things along (we suggest picking three winners in case the first selected winner is not present). 

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      As an exhibitor is it possible to golf in the Sunday Tournament?

      If you plan to golf, which we encourage you to register for, just keep in mind you will still be required to have your booth set up at by 5 p.m. on Sunday evening. So, plan accordingly to ensure you will have enough time to get your booth set up when you return from the Tournament.

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      When does the NCBFAA Exhibitor MarketPlace close?

      The Exhibitor MarketPlace will close on Tuesday, April 8th, at 3:30 p.m. There is absolutely no dismantling of booths prior to 3:30 p.m., as this is not only a breach of contract but also very disruptive to the Exhibitor MarketPlace and booths around you. Teardown must be completed by 5 p.m.

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      Will there be an annual NCBFAA Exhibitor MarketPlace meeting again this year?

      Definitely! There will be an exhibitor meeting from 2:30 to 3 p.m. on Tuesday, April 8th, in the Hall, to discuss the 2025 and 2026 exhibits.

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