ANNUAL DINNER POLICY

Policy:  98th DCAT Annual Dinner Lottery, Table Selection and Payment

Adopted: November 29, 2022, Board of Directors, Updated July 24, 2025

The Annual Dinner is a signature event of the DCAT organization, providing an opportunity for member companies to host guests, network, and support the association’s programs. This policy outlines procedures for table selection, seating, sponsorship, guest management, hospitality suites, and speaker engagement to ensure fairness, transparency, and the continued success of the event.

Important Note: Attendance of anyone under the age of 21 is prohibited at the Annual Dinner, VIP Photo Opportunity, and Post Dinner Hospitality. The Dinner Chair and the Executive Director must jointly approve of any exceptions. The DCAT Association will comply with the laws of the host country for any event in which alcoholic beverages are served, such as the Annual Dinner and related events held in the United States.

An Eligible Table Holder is any DCAT Member Company that purchased a full table(s) at the previous DCAT Annual Dinner and has renewed its membership in the DCAT organization for the upcoming fiscal year  by October 31.

The number and types of table(s) purchased at the prior year’s Annual Dinner will determine the the number and type of table(s) the Member Company is entitled to purchase at the next DCAT Annual Dinner,

Please note that, under DCAT organizational policy, table pricing is subject to adjustment to align with food and beverage cost increases in odd-numbered years.

Payment for table(s) is due  no later than 5:00 pm ET onJanuary 15.. Any table(s) not paid in full by this deadline  will be released and reassigned to  DCAT Member Companies on the waiting list.

The procedure for securing Annual Dinner Table(s):

       Phase 1 – Confirmation, Relinquishments & Requests:

    • Eligible Table Holders will receive an email requesting confirmation of their intent to retain, release or request changes to the table zone(s) they held at the prior year’s dinner.
    • This form will also require confirmation that the Member Company has reviewed DCAT’s Code of Conduct and will ensure their guests are aware of and agree to comply with it.
    • Change requests will be handled on a first-come, first-served basis and are subject to availability. If no response is received by the deadline, it will be assumed that the company wishes to retain its eligibility and proceed through the standard lottery and selection process.

       Phase 2 – Lottery:

    • A randomized lottery will determine the order in which Eligible Table Holders in each zone (Zones 1, 2 and 3) will select their tables.
    • The lottery will be conducted by DCAT staff at headquarters in Robbinsville, NJ and broadcast via Zoom for transparency.
    • The lottery will be held in early November.
    • Prior to the drawing, all Eligible Table Holders will receive confirmation of their zone(s) and instructions for joining the lottery session. Attendance is optional. The results will be posted on www.dcatweek.org.

      Phase 3 – Table Selection:

    • Based on the lottery order, companies will be grouped and scheduled to select their tables during a live Zoom session.
    • Table Selection will be held on two days in early December
    • Company representatives may either attend the session or authorize the Executive Director to select on their behalf in writing
    • If a representative fails to participate at the designated time without prior arrangements, DCAT will assign the table(s) on their behalf.
    • Selected tables will be recorded and removed from availability
    • This process will repeat annually, ensuring rotation and equal opportunity for seating locations.

Annual Dinner Sponsors:
Annual Dinner Speaker Sponsors may purchase one (1) table in the Sponsor Zone, located in the first two rows of Zone 1. The cost of this table is in addition to the Sponsorship Fee at the Zone 1 table cost. Sponsor Zone tables are assigned by the Executive Director once all Dinner Speaker Sponsorships have been sold. Any additional tables held by a Sponsor will be selected through he standard lottery and table selection process.

Waiting List:
Beginning after the Table Selection, DCAT will accept requests for additional tables from any Member Company in good standing that did not secure a table during the initial selection process.

PHASE 1:  Confirmations, Relinquishments, & Request –August 2025, to October 31, 2025

  • Review the DCAT Annual Dinner Table Policy
  • By October 31, notify us to:
    • Confirm no changes
    • To relinquish your table(s)
    • To request a table exchange to a different zone. Requests are first‑come, first‑served and subject to availability.
  • For questions, contact the Meeting Operations Manager mvenice@dcat.org.

PHASE 2:  Lottery Determining the Order for Selection of Tables – November 12, 2025

  • Before November 12, Eligible Table Holders will receive confirmation of their table zone(s) along with the date, time and instructions for joining the Lottery via Zoom.
  • On November 12, 2025, Zoom sessions will be held by zone to determine the table selection order. Attendance is not required:  lottery numbers will be assigned regardless. The selection order will be posted to dcatweek.org within 48 hours.
  • Lottery times by zone are as follows:
    • Zone 1 – 9:30 am ET
    • Zone 2 – 11:00 am ET
    • Zone 3 – 11:30 am ET

PHASE 3:  Table Selection Process – December 3 & 4, 2025:

  • Before the Table Selection Process, Eligible Table Holders will be notified of their selection order, along with the date, time and Zoom Webinar details.Table selection begins with the lowest lottery number. When it is your turn, your representative will select your table(s) during the Zoom session. Selected tables will be marked and removed from availability. If your representative can not attend, a DCAT representative will make a selection on your behalf.
  • During your turn, you will state your selection; a DCAT representative will confirm it and  the table(s) will be marked accordingly.
  • A call-in option will be provided for those without online access or experiencing technical issues.

PHASE 4:  Invoices, Payments, and Cancellations:

After the Table Selection Process, all Table Holders will receive an invoice due, showing their table zone(s) and total amount due.

Schedule:
January 15, 2026, 5:00 pm ET:  Payment deadline. Unpaid tables will be reassigned to Member Company on the waiting lists.

Between January 15, 2026,5:00 pm ET through February 6, 2026, 5:00 pm ET Tables may be cancelled in writing for a refund, less a $200.00 administrative fee per table.  Cancellations must be in writing and sent to the Meeting Operations Manager at mvenice@dcat.org.

After February 6, 2026, 5:00 pm ET: No Refunds will be issued for cancelled table(s).

Tables invoiced after January 1 will be subject to Net 15 payment terms through February 15. After February 15, all invoices are due upon receipt.