NAEA27 Presenter Resources

Welcome, NAEA27 Presenters! 

Welcome to your one-stop resource for all things related to presenting at the 2027 NAEA National Convention, March 4–6 in New York, NY. Thank you for contributing your voice and creativity to NAEA27. Here you’ll find key information, deadlines, and resources you’ll need to prepare for a successful session or presentation at NAEA27. This page will be updated on a regular basis leading up to our National Convention, so be sure to bookmark it on your web browser! 

Have a question not covered in the information below? Please contact us at events@arteducators.org.

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NAEA27 KEY DATES

October 29

Session Schedule & Agreements Distributed to Presenters 

December 10

Presenter Agreement Signature Due 

February 2

Discounted Hotel Rate Cutoff 

February 5

Special Request AV Orders Due  

March 4–6

2027 NAEA National Convention

June 30

Hands-On Ticketed Workshop Reimbursement Request Deadline 

NAEA27 PROGRAM SCHEDULE

NAEA27 Presenters can expect correspondence detailing their individual session date, time, and location to be delivered by the end of October 2026.

PRESENTER TERMS & CONDITIONS 

Membership and Registration Requirements 

  • All presenters and co-presenters must be current NAEA members (through March 31, 2027) to present in any way.
  • All presenters and co-presenters must register for NAEA27.
Registration Information

Inclusive Presenter and Presentation Guidelines & Inclusivity Presentation Slide

As an NAEA27 presenter, you agree to abide by NAEA’s Inclusive Presentation Guidelines. Please download and review NAEA’s Inclusive Practices: Presenter and Presentation Guidelines and the Powerpoint slide to include in your presentation.

NAEA Inclusive Practices: Presenter Guidelines

Technology Requirements 

NAEA will provide an LCD projector, screen, microphone, and speakers in your assigned meeting room in New York City, unless you have indicated you do not need AV for your session. You must bring your own laptop to connect to the projector. All LCD projectors will have an HDMI cable. Please ensure your laptop has an HDMI port and, if not, you will need to bring an adapter. Any additional AV equipment you may need (speakers, laptop, additional projector, etc.) is available at your own expense and may be ordered through NAEA’s contracted AV company, INSPIRE Solutions; they can be contacted via email at manny.blancas@inspiresolutions.com. 

To optimize your slide presentation, we recommend utilizing a 16:9 aspect ratio for proper formatting.

Session-Specific Presenter Details

RESEARCH COMMISSION POSTER PRESENTERS

Poster Setup & Teardown:

  • Poster Setup: Thursday, March 4: 8-11am (preferred) or Friday, March 5
  • Poster Teardown:  Saturday, March 6: 2:00-3:00pm

Poster Sizing:

  • Recommended Poster Print Size: 42” x 72” or smaller
  • A 4’ x 6’ poster bulletin board and push pins will be provided for you at your assigned station in the Rhinelander Exhibit Hall at the New York Hilton Midtown. Due to space limitations and this presentation type, no additional furnishings are available in the poster presentation area.  

This information applies only to Research Commission Poster Presenters.

HANDS-ON TICKETED WORKSHOP PRESENTERS

Maximum reimbursements for materials and inbound shipping expenses for NAEA27 Hands-On Ticketed Workshops are $300 for 30-person-capacity workshops and $450 for 45-person-capacity workshops.  

All NAEA27 Hands-On Ticketed Workshop reimbursements will be processed via Bill.com and electronic payment. Hands-On Ticketed Workshop presenters must complete an NAEA expense sheet and provide substantiating receipts. The expense sheet and receipts are to be submitted via the NAEA27 reimbursement request form for NAEA to process reimbursement. No receipts will be accepted in person at the 2027 National Convention. 

This information applies only to Hands-On Ticketed Workshop Presenters. 

Session Attendance Expectations

For all NAEA27 concurrent sessions (excluding ticketed workshops and events), attendance is first-come, first-served and does not require advance signup. The number shown next to your session on the NAEA27 mobile app does not indicate confirmed attendance or ticket sales—it simply reflects how many attendees have added your session to their personal schedule as a planning tool. 

There is no attendance cap for concurrent sessions beyond the physical seating capacity of the assigned room. Official attendance data and ticket sales (for ticketed workshops only) are tracked and available by request through NAEA. 

ON-SITE INFORMATION & RESOURCES

The NAEA27 meeting space is spread throughout the New York Hilton Midtown & Sheraton New York Times Square. Please utilize the maps below to familiarize yourself with the event spaces in use for NAEA27. 

We are currently exploring affordable options for Wi-Fi in the meeting rooms and will share information on this soon.

PLEASE NOTE: NAEA is unable to receive, hold, or store materials before during or after the National Convention. Additionally, materials cannot be stored in the assigned meeting space prior to or after sessions. 

New York Hilton Midtown Business Center (On–site – 2nd Floor) 
Monday–Friday 7am–7:45pm 
Saturday–Sunday 9:15am–4:45pm 
Please Note: Hours of Operation Are Subject to Change 
1335 Avenue of the Americas, New York, NY 10019 
 
Shipping to and From the New York Hilton Midtown 
Below are some guidelines for shipping packages to and from the New York Hilton Midtown. The labeling on your packages should include: 
YOUR NAME (or Person Claiming Packages)/Hotel Guest 
NAEA27 PRESENTER and Dates of Arrival 
C/O New York Hilton Midtown 
1335 Avenue of the Americas, New York, NY 10019 
Attention: Package Room 
Hold for Guest Arrival

Materials should not arrive at the hotel more than 3 business days prior to your arrival. 

Current Package Handling Fee Structure for Incoming & Outgoing Packages (Based on Weight)
Please note that these fees are subject to change: 

Shipping, Receiving, and Storage Processing Fees 

Packages up to 15 lbs $4.00 per box
Packages 16–30 lbs $6.00 per box
Packages 31–50 lbs  $12.00 per box
Packages 51-75 lbs $60.00 per box
Packages 76-99 lbs $25.00 per box
Packages 100 lbs or more $25.00 per box plus $0.20 per pound over 100 lbs
Skids/Pallets  Additional $60.00 per pallet
Storage Based on Quantity and Size of Parcel 

FedEx Office Print & Ship Center (On-site at Sheraton New York Times Square – Lower Level)
Monday–Friday  8:00am–6:00pm
Saturday  9:00am–5:00pm
Sunday Closed
Please Note: Hours of Operation Are Subject to Change
811 7th Avenue, New York, NY 10019

Shipping to and From the Sheraton New York Times Square
Below are some guidelines for shipping packages to and from the Sheraton New York Times Square. The labeling on your packages should include:
Hold For: YOUR NAME (or Person Claiming Packages)/Hotel Guest
NAEA27 PRESENTER and Dates of Arrival
811 7th Avenue, New York, NY 10019
Attention: Package Room
Hold for Guest Arrival  

Materials should not arrive at the hotel more than 3 business days prior to your arrival. 

Current Package Handling Fee Structure for Incoming & Outgoing Packages (Based on Weight) 
Please note that see these fees are subject to change: 

Shipping, Receiving, and Storage Processing fees (excludes 8.875% NY Tax) 

Packages up to 5 lbs $7.50 per box + $2.00 service charge
Packages 6–21 lbs $15.00 per box + $2.00 service charge
Packages 22–50 lbs  $20.00 per box + $2.00 service charge
Packages 51-100 lbs $30.00 per box + $4.00 service charge
Pelican Cases $30.00 per item + $5.00  service charge
Packages over 100 lbs  $30.00 per item + $8.00 service charge
Packages over 200 lbs $40.00 per item + $20.00 service charge
Inbound/Outbound Pallets $200.00 per item + $100.00 service charge
Outbound Package/Boxes Handling Fee $5.00 per item + $2.00 service charge