📝 VMX 2027 Meeting Request

Welcome! VMX 2027 provides the opportunity to host internal company meetings, customer events, and special receptions.

All requests for additional meeting rooms, banquet functions, or ancillary activities must be submitted to NAVC using this form.

Before proceeding, please review and Agree to the the refund, cancellation and full policy guidelines on the next page to continue your request.

📆 Meeting Dates: January 15–20, 2027

⚠️ Please Read Carefully:

We will verify that you are an approved Exhibitor, Sponsor, or University representative. If this cannot be confirmed, your pricing may be adjusted accordingly.

If you need to update your name or associated company, please contact Susan Wilkerson (swilkerson@navc.com).

Meeting Type Descriptions and Fees

Early-bird pricing applies to requests submitted on or before October 14, 2026; requests from October 15, 2026 onward are billed at the standard rate.

🏨 Room Details

 

🏨 Hotel Preference

Please list your top three hotel preferences in order. Each selection must be unique — duplicates are not allowed.

🕒 Important Scheduling Reminder:

Please follow these guidelines:

• Choose your time slot — Full Day, Half Day (AM), or Half Day (PM) — and your room setup for each day you’re requesting.
• Rooms are reserved in half-day and full-day blocks, so there’s no need to enter specific start or end times.
• If you need multiple days, select each day and choose a slot for it.

🛡️ Certificate of Insurance (COI):

A Certificate of Insurance is documentation from your insurer confirming that your company carries the coverage required to hold a meeting at VMX. It's how we confirm you're covered before you're on-site.

Providing your COI now is optional — but a current COI will be required to accept your meeting space once a room is assigned. If you have it ready, you're welcome to upload it with this request below and save yourself a step later. If not, we'll prompt you for it after your room is confirmed.

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📝 Important Responsibility Notice:

Once your request is approved, you are responsible for coordinating all on-site arrangements directly with the hotel and/or audiovisual provider. This includes catering, AV, and billing setup.

Any charges incurred from the hotel or AV vendor are the full responsibility of the requesting company. NAVC will not be held liable for payment of any services related to your event.

🚀 Ready to Submit?

You’ve completed your meeting request! Before you submit, please review all details to ensure everything is accurate. Once submitted:

• Your request will be reviewed by our Events Operations Team.
• If additional information is needed, we’ll follow up with you directly.
• Confirmation, room details, and next steps will be sent via email.

Need to make a change? Use the navigation buttons below to go back and edit your responses.

Have questions? Contact Susan Wilkerson.

When you're ready, hit Submit below to send us your request!