Vendor & Preferred Partner Policies
Vendor partners are defined by the North Carolina Advocates for Justice (NCAJ) as any business or corporate entity that sells a product or provides a service of any kind to any segment of NCAJ’s membership or audience, including NCAJ’s annual Preferred Partners, seminar/event sponsors and exhibitors, etc.
Vendor Partner CLE Selection & Benefit Fulfillment Policy
This policy outlines the responsibilities of vendor partners of NCAJ in selecting CLE seminars, as well as the implications of not adhering to the selection timeline.
CLE Selection Responsibility
- It is the responsibility of each vendor partner to review the annual CLE schedule provided by NCAJ and make their selections accordingly.
- The selection process is critical to ensure that vendor partners secure their preferred CLE seminars, as space is limited and allocated on a first-come, first-served basis.
Selection Deadline
- All sponsors and exhibitors must complete their CLE selections by the end of their contract date. The contract date is the final date stipulated in the agreement between the sponsor/exhibitor and NCAJ.
- Selections must be submitted through the designated online platform or via the method outlined in the contract.
No Rollover Policy
- If a sponsor or exhibitor fails to make their CLE selections by the end of their contract date, the opportunity to choose CLE seminars will be forfeited for that year.
- There will be no rollover of unselected CLE opportunities to the next year or any future events. It is imperative to adhere to the given timeline to avoid losing out on CLE participation.
Limited Space and Early Selection
- Due to the high demand and limited availability of spaces in each CLE seminar, it is highly recommended that sponsors and exhibitors make their selections as early as possible.
- Early selection increases the likelihood of securing preferred seminars and fulfilling the terms of the sponsorship/exhibition contract.
Communication and Support
- NCAJ will provide clear communication regarding the CLE schedule, deadlines, and selection process.
- Sponsors and exhibitors are encouraged to reach out to the NCAJ event coordination team for any questions or assistance needed during the selection process.
Fulfillment of Contract Benefits
- NCAJ’s professional team will work with sponsors and exhibitors to make a reasonable effort to fulfill all remaining benefits outlined in the contract within the contract time.
- If fulfillment of these benefits is dependent on actions or submissions by the sponsor or exhibitor, it is the responsibility of the sponsor or exhibitor to complete those actions or submissions in a timely manner.
By adhering to this policy, vendor partners ensure their participation in the most relevant and beneficial CLE seminars, enhancing their experience and engagement with the NCAJ community.
Vendor Partner Cancellation Policy
This policy outlines the procedures and implications for vendor partner cancellations of attendance as sponsors or exhibitors at NCAJ CLE events and signature events.
CLE Event Cancellation
- In the event of a vendor partner’s cancellation at an NCAJ CLE event, NCAJ’s professional team will work within reason to secure an additional opportunity, should one be available.
- If a sponsor or exhibitor fails to make their replacement CLE selections by the end of their contract date, the opportunity to choose a replacement CLE seminar will be forfeited for that year.
- Per the CLE selection policy, there will be no rollover of unselected CLE opportunities to the next year or any future events. It is imperative to adhere to the given timeline to avoid losing out on CLE participation.
- In the event of a CLE seminar cancellation by NCAJ, NCAJ’s professional team will prioritize securing an additional opportunity on the CLE calendar for any affected vendor partners.
Signature Event Cancellation
- Definition of Signature Events: A signature event at NCAJ is defined as an annual program open to most, if not all, of the active membership (e.g., Convention, Mountain Magic, Strategy Summit, etc.).
- Refund Schedule:
- Cancellations made 90 days or more prior to the event start date will receive a full refund.
- Cancellations made 60 days prior to the event start date will receive a 50% refund.
- Cancellations made less than 30 days prior to the event start date are not eligible for a refund.
Vendor Partner Communication Policy
This policy outlines the expectations and guidelines for vendor partners in their communications with NCAJ members, emphasizing the privilege of engaging with the membership and the appropriate use of contact information. By adhering to this policy, vendor partners contribute to a positive and respectful engagement with NCAJ members, ensuring the integrity and value of communications.
Good Judgment in Communication
- Vendor partners are required to use good judgment when communicating with NCAJ members.
- Engaging with NCAJ members is a privilege, and vendor partners must ensure their communications are respectful, relevant and not excessive.
Prohibition of Spamming
- It is not acceptable for vendor partners to exploit the benefit of having a full contact list of registrants following an event to repeatedly spam NCAJ members.
- Excessive or irrelevant communication can undermine the relationship between NCAJ members and vendor partners.
Prohibition of Promoting non-NCAJ CLE Programs
- Promotion of CLE offerings of another association/provider/vendor partner is strictly prohibited unless approved by the NCAJ CLE professional team.
Vendor partners who do not adhere to this policy may face penalties, including but not limited to, restrictions on future communications, loss of vendor privileges, or exclusion from future NCAJ events.
Vendor Partner Listserv Policy
NCAJ listserv access is a benefit of membership, provided to discuss topics within the defined practice areas or interests of respective Sections, Divisions, or Caucus (SDC), some of which have heightened membership qualifications. Vendors do not have access to the NCAJ listservs and NCAJ will not share vendor marketing or advertising on the listservs.
Listserv Access for Vendor Partners
- NCAJ recognizes that some lawyers employed by or with an ownership interest in a paid NCAJ vendor partner may qualify for NCAJ membership and SDC memberships.
- For these qualifying individuals, listserv access is restricted.
Access to Other Membership Benefits
- Despite listserv restrictions, qualifying individuals may receive and have access to other NCAJ and SDC membership benefits, including but not limited to:
- CLE programs
- Networking and social activities
- Communications
- Discounts and other benefits
Vendor Partner CLE Credit Policy
This policy outlines the conditions under which vendor partners of NCAJ can attend and receive Continuing Legal Education (CLE) credits with the NC State Bar or other states where NCAJ CLE credit is accepted. If you seek CLE credit in another state for an NCAJ seminar, NCAJ’s professional team will provide a certificate of attendance upon request.
Eligibility for CLE Credit
- Vendor partners of NCAJ who qualify to attend an NCAJ CLE seminar and require CLE credit are eligible to do so only if they participate at the highest tiered levels of annual Preferred Partnership – Platinum, Ruby, Sapphire, Diamond.
- At no other time does a Preferred Partnership agreement include CLE credit hours for a vendor partner. This ensures transparency and consistency in the allocation of CLE credits.
Programs Eligible for CLE Credit
- Vendor partners may only receive CLE credit for programs held during NCAJ Signature Events – Convention, Mountain Magic, and Strategy Summit.
Exclusions
- Vendor partners are not allowed to attend stand-alone CLE programs for CLE credit.
No Implicit CLE Credit in Partnership Agreements
- Vendor partners should be aware that their Preferred Partnership agreements do not implicitly or explicitly include CLE credit hours.
- All CLE credits must be obtained through the standard, fee-based registration process, regardless of the partnership level.
Vendor Partner Presentation Policy
NCAJ is known throughout the state as a provider of the highest quality continuing legal education and auxiliary programming for members of the legal profession. This policy outlines the conditions under which a vendor partner may present to NCAJ’s membership and/or audience.
Eligibility to Present
- A vendor partner must participate at the highest levels of NCAJ’s annual Preferred Partner program – Platinum, Ruby, Sapphire, Diamond.
- Alternatively, a vendor partner must be determined by NCAJ’s professional team and program planners to be a subject matter expert who can offer substantive, expert knowledge to attendees; and the subject matter must be one that is not currently covered by any vendor at our Platinum or above levels.
Presentation Agreement
- Any vendor partner who is offered or negotiates the opportunity to present to any segment of NCAJ’s members and/or audience must agree to the following policies:
- Non-Commercial Content: Presentations must not include commercial sales pitches, self-promotion, or unwarranted criticism of competitors. The content should advance the educational process and provide value to attendees.
- Prohibited Distribution: Vendor partners may not distribute company promotional literature, brochures, or sales materials in any form to attendees during their seminar.
- Content Review: Vendor partners’ presentations and materials are subject to review by the program chair and NCAJ professional team to ensure they meet the above guidelines and are of high quality, accurate, and topical.
Right of Refusal
- NCAJ’s professional team reserves the right to determine that a vendor partner is not eligible for a speaking opportunity for any reason.
Anti-Suitcasing & Outboarding Policy
NCAJ has implemented measures to protect paid vendor partners from suitcasing and outboarding during Convention or any NCAJ CLE seminar. These practices undermine the value of vendor investments and access to NCAJ members and leaders.
Prohibited Practices
- Suitcasing: Non-exhibiting companies or persons soliciting business in event rooms, public spaces, other companies’ booths, or hotel lobbies during Convention or NCAJ CLE seminars.
- Outboarding: Non-exhibiting companies or persons setting up exhibits at off-site locations such as hotel hospitality suites.
Enforcement and Penalties
- Any attendee observed soliciting business in prohibited areas or violating any portion of Convention or NCAJ CLE seminar rules will be asked to leave immediately. Additional penalties may apply.
- NCAJ recognizes that suitcasing can also occur in hotel guest rooms, hospitality suites, restaurants, clubs, or any other public places. All meetings, off-site events, and activities directed toward NCAJ registrants during show hours by vendors or exhibitors must be authorized by NCAJ.
Complaint Response
- NCAJ’s professional team will respond to all complaints regarding suitcasing or outboarding.
- If deemed to be suitcasing or outboarding, the person or company will be asked to leave the premises immediately without a refund. A letter will be sent to the company’s leader notifying them of the offense.
- Penalties can include being barred from future NCAJ events as an attendee or exhibitor for a specified period.
Reporting Violations
- Suspected suitcasing or outboarding violations should be reported to NCAJ’s professional team at the Registration Desk or via another means as soon as possible.
*Revised December 10, 2025*
