Meeting Room Request Form

Meeting rooms fees include a room set using basic venue furniture (e.g., basic chairs and undraped tables). Additional items like catering, audio-visual, custom furnishings, electrical, Wi-Fi and signage are the sole responsibility of the exhibitor using the room. Requests for room set changes will result in additional charges.

Meeting rooms are assigned on a first-come, first-served basis. This form must be completed in order for your request to be considered, and we will make our best effort to assign space that fulfills your requirements. Please provide as much detail as possible. Requests for large meeting space may require multiple rooms to be combined, and the final room fee will reflect the number of combined rooms as if reserved individually.

After filling out this form, you will receive an invoice for the space requested. Rooms must be paid in full before your room assignment is confirmed. Room confirmation details including room assignment and information for additional services will be sent within one week of payment. 

Meeting room reservation cancellations must be received in writing to the NBAA meetings team at meetings@nbaa.org by Oct. 5, 2026. Cancellations received after Oct. 5, 2026 will result in an administrative fee of 25% of your rental.

Contact Information

Meeting Details

Please note that there will be a $250 lost key charge if the key is not returned once your meeting is complete.

Meeting Room Rules

By submitting this form, you agree to follow the following rules:

• All parties interested in reserving meeting room space must be registered as official exhibitors unless otherwise approved by Show Management.
• All individuals that utilize the meeting room space inside the convention center must have a valid event badge.
• Meeting room space shall not be assigned, shared or sublet without written consent of Show Management.
• Early setup and late breakdown outside of the hours officially booked is not allowed, with consideration to other groups that will be utilizing the space. Please consider setup and breakdown time while reserving your requested space.
• No outside food or catering will be permitted in the meeting room space. All catering requests must be submitted to Sodexo, the exclusive caterer at LVCC.
• All meeting materials, booths, display materials and content must be confined within the meeting room’s space and must not interfere with hallway traffic at any time. Direct selling at the LVCC is strictly prohibited. 

Exhibitor Agreement