Exhibit & Sponsorship Partner Opportunities

Transcription

1 Exhibit & Sponsorship Partner Opportunities National AfterSchool Association Annual Convention & Expo March 8-11, 2015 Gaylord National Resort & Convention Center, Washington, DC For over 26 years, the NAA Convention & Expo has focused on improving the quality of afterschool programs for youth across the nation. Join us March 8-11, 2015, in Washington, DC, where you can demonstrate the features and benefits of your product or service to your target audience, generate leads, and increase your brand awareness. Whether attendees are new to the field, seasoned professionals, or allied industries they are all eager to learn more about the valuable professional resources available to them by partnering with NAA and the convention. This is the ONLY national convention for afterschool professionals and educators. Let us assist you in developing a marketing campaign to reach this industry. NAA understands the importance of meeting your goals, getting your message noticed, and maximizing your ROI. NAA offers a wide range of offerings for sponsorship at the largest annual gathering afterschool education professionals. Being a sponsor at the convention allows you to connect with existing customers. The NAA Convention & Expo features over 2,200 attendees and over 100 exhibit booths. Event sponsorship is a cost-effective way to promote your corporate identity with key people in the afterschool and education profession. NAA Profile The National AfterSchool Association is the leading voice of the afterschool profession dedicated to the development, education, and care of children and youth during their out-of-school hours. NAA is the membership association for professionals who work with children and youth in diverse school and community-based settings to provide a wide variety of extended learning opportunities and care during out-of-school hours. Our members include afterschool program directors, coordinators, sponsors, front-line staff, school leaders, principals, teachers, paraprofessionals, board of education members, non-profit leaders, advocates, community leaders, policymakers, researchers, and more. We respect and celebrate our diversity. NAA is working to assure that the vision of high-quality learning experiences for all children and youth both in and out of school becomes a reality. NAA recognizes that quality afterschool programs provide positive child and youth development and meet a critical need for keeping kids safe and families productively employed. NAA understands that families need a wide range of interesting and age-appropriate programming choices to be available and accessible when their children are not in school. Exhibit & Sponsorship Contact: Jayme Washam, CMP Director, Event Services Phone: ext. 803 Mobile: Fax: jwasham@eventplanningconcepts.com Who attends? Afterschool program directors, leaders, key staff members, educators, policy makers, school administrators and funders Decision makers who actively seek out development programs, fundraising ideas, tools and equipment to help their afterschool programs and school communities Companies who purchase fun and innovative educational products and services Program staff and directors who share solutions, products, and ideas from the trade show to implement in their schools, their communities, and their afterschool programs. 1

2 Key benefits of partnering with the NAA Convention & Expo: Promotion, recognition, customer networking, and create new business contacts Targeted brand, product promotions, and customer marketing at the largest gathering of afterschool professionals Connect directly with decision makers in the education industry Company name/logo on convention signage and in the convention program Recognition in attendee marketing publications and on the convention website Recognition from the podium during general session(s) NAA Exhibit Hall Highlights: S.T.E.M. and Technology- special presentation and experience areas in the exhibit hall concentrating on innovation and technology Poster Sessions of unique afterschool projects Networking, connecting, making new contacts! Dedicated Exhibit Hall Hours to fully maximize your time and participation Demonstration stage- opportunities for exhibitors and sponsors to hold an intimate demonstration to a captive audience, highlighting a new product or service Exhibit Hall Only Passes- passes provided to education industry professionals allowing them to register for the exhibit hall only attendance to meet with exhibitors. These are additional buyer contacts above and beyond the attending NAA member attendees. Food & Beverage and networking functions in the exhibit hall Attendee Lists pre and post-convention (limited use) Online Directory listing of company and products Demographics: Job Function: Upper level Administration 34% Mid-Level Administration 47% Direct Service-Teacher 7% Technical and Operational 12% Attendee categories: Attendee Members 80% Attendee Non Members 20% First Time Attendees 54% Male 17% Female 83% Buying influence: Made a purchasing decision at Expo 53% Reviewing products for future purchase 77% Rated the Exhibit Hall as Important 85% Number of attendees 1,600 Youth group ages served: Infants to Pre-School 27% K-5 89% 6th 8th 57% 9th 12th 31% College 7% Special Needs 20% English as a 2 nd Language 14% Who should become an exhibit and/or sponsoring partner? Industry Specific: Educational Programming Products Activity and Material Products Sports and Recreation Products Physical Fitness Programs/Service Clubs and Camp Providers Activity Experiences Health and Safety Products/Services Nutritional and Food Services Training Systems Gaming Business Services: Funding Services Financial Services Technology/Computing Systems Software Providers Web Site Developer Services Insurance Providers Legal Services Promotional Products 2

3 Exhibit Space Rates: Nonprofit Rates: $9.50 per sq ft of space (Must provide proof of 501(c) status) Price per sq ft: $9.50 x sq ft (10x10 is 100 sq ft) = $ Regular Rates: $15.50 per square foot of space Price per sq ft: $15.50 x sq ft (10x10 is 100 sq ft) = $ Each booth comes with (2) complimentary full convention registrations, (1) 6 skirted table, (2) chairs, (1) wastebasket, and (1) ID sign. Note: Show management will provide carpet for the aisles only. Individual booth carpet and padding is at an additional cost to the exhibitor. Other furnishings, electrical, internet is available for purchase found in the exhibit service manual (to be sent in fall 2014). Exhibit Hall Schedule (times are subject to change): GSC Move-in begins GSC Move-in continued Exhibitor move-in Exhibit hall open, day 1 Welcome Reception Exhibit hall open, day 2 (first full day) Exhibit hall open, day 3 Exhibit hall close begins Move-out ends Saturday, March 7 (Hall A only on this day), Time TBD - Registration also might need move in on this day and some materials shipped to the advance warehouse; items for bag stuffing. Sunday, March 8 (Halls A&B), 8:00 11:00 am - Bag stuffing to continue on this day; continue registration set as needed. Sunday, March 8, 11:00 am 4:00 pm Sunday, March 8, 5:30 7:30 pm Monday, March 9, 8:30 am 5:00 pm Tuesday, March 10, 8:30 am 2:00 pm Tuesday, March 10, 2:00 pm Tuesday, March 10, 6:00 pm (TBD) NAA Convention & Expo Sponsorship Opportunities Stand out among the crowd! Be recognized for your support of afterschool across the country. Take advantage of a variety of promotional opportunities we ve designed to help you reach your target audience. Specialized Packages: S.T.E.M./Technology Hall: $4,000 Gold Level Special exhibit hall focus on products and solutions offered through technology and software products/services. Recognition as a Gold level (Technology Zone Sponsor) on the convention website, signage, and program book (1) 10 x10 exhibit space in the Technology Zone, (2) full convention registrations (1) full page full color ad in the convention program Bag insert in the convention tote bag promoting the STEM/Technology Zone Sponsor given preference for available NAA session workshop on STEM/Technology Advanced convention promotion to NAA members (10,000+) and attendees promoting the exhibit hall 3

4 Workshop Sponsor: $5,000 Gold Level Promotional campaign focused on education to NAA members and affiliates of over 10,000 throughout the year and at the annual convention. Sponsoring company to present a workshop session at the convention (subject to topic and presentation approval by NAA) Recognition as a general workshop sponsor/supporter (1) 10 x10 exhibit space, (2) full convention registrations Option to provide a web video on the NAA website on the resources page all year Promotion in attendee marketing publications throughout the year (1) full page full color ad AfterSchool Innovation Sponsor: $10,000 Platinum Sponsor Promotional campaign to NAA members and affiliates- over 10,000 throughout the year and onsite. Recognition as a Platinum level on the convention website, signage, and program book Recognition as a general workshop sponsor/supporter Sponsor s choice of one sponsorship: tote bags, badge holders, cyber station, hotel key cards Sponsoring company to present a workshop session in the convention (subject to topic and presentation approval by NAA) Option to provide a web video on the NAA web site on the resources page all year (1) 10 x20 exhibit space, (3) full convention registrations Recognition in the show issues of AfterSchool Today and the NAA e-newsletter Promotion in attendee marketing publications throughout the year Inside back full page, full color cover ad in the convention program Convention Sponsorship Opportunities: Opening General Session: $12,000 Platinum Sponsor Recognition as a Platinum level on the convention website, signage and program book Sponsoring company to present a workshop session in the convention (subject to topic and presentation approval by NAA) Recognition as a general workshop sponsor/supporter Company logo and sponsor recognition on the presentation screens Time at podium for opening remarks and introduction of speaker Option to show a video presentation (time limited) Option to distribute promotional item or flyer in seats Option to provide a web video on the NAA website on the resources page all year (1) 10 x20 exhibit space, (4) full convention registrations Recognition in the show issues of AfterSchool Today and the NAA e-newsletter Promotion in attendee marketing publications throughout the year Inside front cover full page, full color ad in the convention program Reception in the Exhibit Hall: $12,000 Platinum Sponsor Recognition as a Platinum level on the convention website, signage, and program book Official reception sponsor to be held in the exhibit hall (1) 10 x20 exhibit space, (4) full convention registrations Drink ticket with company recognition (1) tote bag insert Recognition in the show issues of AfterSchool Today and the NAA e-newsletter (1) full page, full color ad in the convention program 4

5 Lunch in the Exhibit Hall: $10,000 Gold Sponsor Official sponsor of one lunch in the exhibit hall (1) 10 x10 exhibit space, (2) full convention registrations (1) registration bag insert (1) full page, full color ad in the convention program Convention Bags: $8,500 Gold Sponsor Official sponsor of the tote bags given to every attendee at registration Company logo printed in one color on one side of the convention bag that all convention attendees will receive at registration (1) 10 x10 exhibit space, (2) full convention registrations (1) full page, full color ad in the convention program (1) tote bag insert Pre-Convention Workshop: $8,500 Gold Sponsor Official sponsor of one pre-convention workshop Recognition as a Gold level on the convention website, signage, program, and all pre-convention workshop materials (1) 10 x10 exhibit space, (2) full convention registrations (1) full page, full color ad in the convention program Mobile-Conference App Logo on Menu Page: $7,500 Gold Sponsor (2) full convention registrations Site Visit Bus Sponsor: $7,500 Gold Sponsor Official sponsor of bus transportation to the site visits Opportunity to distribute literature on each bus Keynote Presenter: $7,000 Gold Sponsor Official sponsor of one keynote presenter (2) full convention registrations Hotel Keycards: $7,000 Gold Sponsor Sponsor logo and message on all NAA room keycards Social Media: $5,000 Silver Sponsor Recognition as a Silver level on the convention website, signage, and program book Benefits throughout the entire year Registration Page on Website: $5,000 Silver Sponsor Recognition as a Silver level on the convention website, signage, and program book Company recognition on the online landing registration page of the website 5

6 Confirmation Page on Website: $5,000 Silver Sponsor Recognition as a Silver level on the convention website, signage, and program book Company recognition on the confirmation registration page of the website Cyber Station in the Exhibit Hall: $5,000 Silver Sponsor Recognition as the official cyber station sponsor Recognition as a Silver level on the convention website, signage, and program book Sponsor landing page and URL loaded on the computers Badge Holder/Lanyards: $5,000 Silver Sponsor Recognition as a Silver level on the convention website, signage, and program book Sponsor logo/website imprinted on badge holder/lanyard Convention Registration Desk: $4,500 Bronze Sponsor Recognition as a Bronze sponsor on the convention website and onsite program Sponsor signage at registration In-Room Delivery: $3,000 Bronze Sponsor Recognition as a Bronze level on the convention website, signage, and program book Opportunity for collateral in each guest room in the headquarters hotel Beverage Breaks in the Exhibit Hall: $2,500 Bronze Sponsor Recognition as a Bronze level on the convention website, signage, and program book Official sponsor of one beverage break in the exhibit hall President s Reception: $2,500 Bronze Sponsor (new) Official sponsor of the President s Reception Recognition as a Bronze level on the convention website, signage, and program book Chair Drops in the General Session: $900 Opportunity to distribute collateral (one piece) on each chair in one general session Bag Insert: $750 Opportunity to distribute collateral into each tote bag given to each attendee Sponsor to provide inserts (and shipping) Advertising Opportunities: Promote your company by advertising in the convention program, distributed onsite to all attendees. Deadline: Ad to be received by January 7, 2015 Premium cover ads: Outside Back Cover (full color) $2,500 Inside Front Cover (full color) $2,250 Inside Back Cover (full color) $2,000 Full and half page ads: Full page (full color) $1,250 Full page (one color) $1,000 Half page (full color) $ 850 Half page (one color) $ 700 Spread (two full pages, full color) $2,250 6

7 Hotel Information: Book your room online at the Gaylord National, just click here: Gaylord National Resort & Convention Center 201 Waterfront Street National Harbor, MD Reservations by phone: (group code: NAF ) The group rate is $224/night plus taxes. Guestroom rates are subject to 6% state tax and 10% occupancy tax. A daily administrative fee of $15.00 will be added to the guest room rate. 7

8 SPONSORSHIP CONTRACT 2015 National AfterSchool Association Annual Convention & Expo March 8 11, 2015 Gaylord National Washington, DC Please review and complete each section below. Please print clearly. Reminder- sponsorships are available on a first-come, first-serve basis. I. CONTACT INFORMATION (This will be the main contact for all sponsorship/convention related items). Organization: Contact Name:: Title: Address: City: State: Zip: Country Phone: Fax: Web site: II. SPONSORSHIP LEVEL (Please indicate which sponsorship packages/items your organization would like to sponsor). III. PAYMENT INFORMATION: Must be submitted along with this form to reserve a space. Charge My Credit Card: VISA MasterCard Amex Discover Check payment Card Number: Exp. Date: Print name as it appears on card: Billing address: City: State: Zip code: Signature: Payment Instructions: Credit card payments may be ed to: exhibit-sponsor@naaweb.org or faxed to Mail check payments to: National AfterSchool Association, 2961 A Hunter Mill Road, #626, Oakton, VA 2212 Exhibit/Sponsorship Contact: Jayme Washam, CMP phone ,ext. 803 fax exhibit-sponsor@naaweb.org 8

9 EXHIBIT SPACE CONTRACT 2015 National AfterSchool Association Annual Convention & Expo March 8-11, 2015 Gaylord National Resort & Convention Center, Washington, DC I. CONTACT INFORMATION Organization: Website: Exhibit Display Name: Contact Name: Title: Address: City: State: Postal Code: Phone: (The contact is the person you are designating to receive all correspondence from us regarding your exhibitor registration.) Each 10 x 10 booth space includes: (2) Complimentary Full Registrations (1) 6 skirted table, 3 side drape/8 back drape (2) Chairs, (1) Wastebasket, ID sign Exhibit Hall is NOT carpeted Additional for purchase (found in the exhibit service manual): electrical, internet, additional furniture, labor, shipping, handling fees. II. I am interested in donating a prize for the Raffle. Yes No III. Exhibit Description: a 50 words or less description of your company, organization, and/or exhibit booth to exhibit-sponsor@naaweb.org. This will be published in the printed program and mobile app. IV. EXHIBIT PRICING 50% deposit is required to temporarily reserve your exhibit space. Exhibit space is not guaranteed until full payment has been received. Non-Profit Rates: $9.50 per square foot of space Must provide proof of 501(c) status Price per square foot: $9.50 x square feet (10x10 is 100 square feet) = $ Regular Rates: $15.50 per square foot of space Price per square foot: $15.50 x square feet (10x10 is 100 square feet) = $ Example Regular rate 10x10: $15.50 x 100 square feet = $1,550 Total: $ 9

10 V. EXHIBIT SPACE SELECTION Booth Selection: Choice 1 Choice 2 Choice 3 List any company or types of organizations you want to be separated from: VI. PAYMENT INFORMATION: Must be submitted along with this form to reserve a space. Charge My Credit Card: VISA MasterCard Amex Discover Check payment Card Number: Exp. Date: Print name as it appears on card: Billing address: City: State: Zip code: Signature: Payment Instructions: Completed/signed contracts with full credit card information can be ed to: convention@naaweb.org or faxed to Mail check payments to: National AfterSchool Association 2961 A Hunter Mill Road, #626 Oakton, VA

11 2015 National AfterSchool Association Annual Convention & Expo, Exhibitor Terms and Conditions Payment/Refund/Cancellation Policy: No refunds will be made if cancellation is received after December 1, Refund requests will be reviewed on a case by case basis. Any refunds requested before December 1, 2014 will receive a full refund minus a $500 cancellation fee for processing. All cancellations/refunds requested must be in writing to exhibit-sponsor@naaweb.org. 1. The National AfterSchool Association (herein after called the "Management") and the Exhibitor agree that all displays must be fully set up and operational by opening. No cases or packing materials of any sort may be brought in or out of the exhibition hall during show hours. Exhibitor also agrees to be open and staffed during show hours. 2. Exhibitor agrees that displays will not visually or physically disturb aisles or adjacent exhibitors and exhibitor agrees that hard walls will not exceed 8 feet without prior approval of Management. 3. Exhibitor agrees to confirm to all NAA and city revenue rules and regulations. These forms will be sent in your exhibit service manual. 4. Exhibitor agrees not to sublet exhibit space or exhibit any merchandise other than that specified in the show contract. Exhibitor agrees that Management reserves the right to reject, modify or restrict any exhibit. 5. Exhibitor agrees that space assignments may be changed by Management. 6. Exhibitor agrees that electrical wiring or installation shall be done only by the electrical contractor approved by the facility. 7. Exhibitor agrees that all belongings shall be removed from the Exhibit Hall. Any items not removed may be shipped to the drayage company warehouse at Exhibitor's expense at close of show. 8. Exhibitor agrees not to make undue noise, or odor, use bright or hazardous lights, cause damage to the building or booth equipment or act in any manner deemed inappropriate by Management. 9. Exhibitor agrees that no soliciting for business will be conducted in aisles or in other exhibitor booths. 10. Exhibitor agrees that no exhibitor shall have authority to incur cost or liability for or against Event Planning Concepts, and the National AfterSchool Association or its agents. Exhibitor shall pay all costs pertaining to moving in and moving out. Exhibitor shall be liable for all damages which he/she may case to the building, or otherwise in connection with his/her exhibit. 11. Certificate of Insurance must include the following: Exhibitor agrees to carry workmen's compensation, comprehensive general liability including products and completed operations, independent contractors, personal injury and blanket contractual liability. This must be evidenced by a Certificate of Insurance with a 30 day notice of cancellation provision to the holder and supplied to Management at least 30 days before the exhibit date. The Certificate of Insurance should list The National AfterSchool Association as the holder. 12. Exhibitor agrees that in the event due to war, fire, strike, government regulation, terrorism, public enemy, Acts of God or other cause, the show or any part thereof is prevented from being held, is canceled by the Management, the Management, in its sole discretion, shall determine and refund to the applicant his proportionate share of unused funds. 13. Exhibitor agrees to assume all responsibility for loss, theft, or destruction of goods or for personal injuries to himself, his employees, agents, representatives, or visitors, and shall indemnify, defend and hold harmless Event Planning Concepts and the National AfterSchool Association, the Gaylord National Resort or any of its agents from any and all liability in connection with any and all of the above. 14. Exhibitor agrees that the serving of alcoholic beverages by exhibitors is prohibited without prior permission of Management. 15. Exhibitor acknowledges and agrees that projections of attendance are estimates only, and that no guarantees regarding attendance are being made. 16. Exhibitor agrees that the failure of either party to enforce any provision of this Agreement shall not operate as a waiver by such party of its right to enforce the same or any other provision at any time. 17. Exhibitor agrees that, except as otherwise specifically provided herein, this Agreement constitutes the entire Agreement between the parties, and super cedes all proposals, promotional materials, negotiations and understandings of any nature whatsoever. This agreement may be amended only by written instrument signed by both parties. 18. Exhibitor agrees that this agreement shall be governed and construed in accordance with the laws of the State of Virginia and any disputes between the parties shall be brought in the courts of the State of Virginia. I have read, and agree to, the Terms & Conditions above. Applicants Signature: Date: Print Name: National AfterSchool Association 2961 A Hunter Mill Road, #626 Oakton, VA Phone: ext. 803 Fax: exhibit-sponsor@naaweb.org 11