Thank you for being a sponsor for the 12th annual University of Alabama System Office Scholars Institute. Please see below information regarding deadline dates and contact information you will need to make this a successful event.

Institute Location: The University of Alabama in Huntsville (UAH) Student Services Building (SSB) room 112, 1201 John Wright Drive, Huntsville, AL 35899. Building number 27 on the campus map.

Members of the institute setup team will be present to answer any questions

Deadline Dates:
  • Complimentary attendee full conference registration (if applicable) – May 6, 2019
  • Marketing Material for participants – April 29, 2019
  • Hotel room block – April 22, 2019
  • Exhibit area set up – May 13, 2019 8:30 AM – 11:00 AM
  • Exhibit area break down – May 14, 2019 by 9:00 PM

The Exhibit Area will be located in the lobby of SSB room 112.  There are designated network breaks in the institute agenda where participants will be able to visit with your representatives.  We strongly encourage a representative to be present during those times, and the Welcome Reception on Monday, May 13, 2019, 5:00 - 6:30pm.  Please contact Fathia Hardy, or 256.824.2808 if you need additional set up and breakdown time.

Exhibit Spaces: Each exhibit space will include 1 -6ft rectangular table, black tablecloth, and 2 chairs. Upon arrival for set up, and institute representative will direct you to your assigned table. Exhibit extras such as electrical power and outlets need to be arranged prior to event setup. Please contact Fathia Hardy for assistance.

Venue Rules and Regulations: Exhibitors shall not post or permit to post any devices or signs on said premises that will tent to injure, mar or in any manner deface said premises. Exhibitor shall not permit nails, hooks, adhesive fasteners, tacks, or screws to be installed on any part of the building or premises. All exhibit materials shall be flameproof and conform to the Fire Prevention Code of the City of Huntsville.

No portions of the sidewalks, entries, passages, vestibules, halls, elevators, or ways of access to public utilities of the premises shall be obstructed or caused to be obstructed by any exhibit. All exhibits, fixtures, materials, displays, etc., shall be brought into or out of the building at such entrances as may be designated by the institute committee.

Complimentary Attendees: Diamond and Platinum sponsor level allows for a designated number of full institute attendee registrations. Please register representatives at

Exhibitor Promotion: Your organization are welcome to include an item(s) for the welcome bag for attendees. The items will need to be shipped to the listed contact below by Monday, April 29, 2019:

                                                                                                    The University of Alabama in Huntsville

                                                                                                            ATTN: Fathia Hardy, WIL 149

                                                                                                              301 Sparkman Drive NW

                                                                                                               Huntsville, AL 35899

Please send confirmation of shipment to Fathia Hardy so we can be aware of the delivery.

Accommodations: Please see our webpage,, for details on the hotel accommodations at the Drury Inn & Suites Huntsville at the Space & Rocket Center.

The Scholars Institute committee appreciates your participation in the event. We look forward to seeing you in the Rocket City.