Exhibitor & Sponsor Prospectus

Transcription

1 Exhibitor & Sponsor Prospectus August 4 6, 2013 The Cosmopolitan of Las Vegas Early Bird Las Vegas, Nevada booths are $975 before Conference Highlights: May 24, 2013! Attendance growing each year 800 attendees expected Meet a variety of tax professionals who make purchasing decisions for their firm Affordable exhibit and sponsor fees Presentation opportunities Variety of sponsorship opportunities available to maximize company exposure Sign up now to receive early bird rates! To register or for more information, contact Jackie Gellner at or jgellner@naea.org.

2 Event and Attendee Description The NAEA National Conference continues to grow each year and 2012 proved to be the largest and most successful event in our association s history greatly exceeding the number of attendees expected, once again. An innovative educational experience for everyone who earns a living as a tax professional, the 2013 NAEA National Conference is expected to be a better, even more substantive event. Nearly 800 people attended the 2012 NAEA National Conference held in Las Vegas, NV including: Enrolled agents Prospective enrolled agents Certified public accountants Tax attorneys Tax professionals Financial planners Estate planners The Conference includes the legendary National Tax Practice Institute (NTPI ), a three-day program on representation before the IRS, as well as tax prep workshops, a review class for the Special Enrollment Exam (SEE), a practice management class, and the exhibitor showcase. Tax preparers come from across the country to take advantage of these comprehensive courses of study covering a wide range of topics that meet the needs of today s tax service professionals. Why You Should Attend As an exhibitor or sponsor, you will: Meet tax professionals who make purchasing decisions Educate potential customers about your products and services Increase company visibility Showcase your specialty with product demonstrations to hundreds of business practitioners Shorten your sales cycle by getting closer to potential customers and selling products on site Gain insight into the products and services used by practitioners Get ahead of your competitors Conference Summary Date Sunday, August 4 Tuesday, August 6, 2013 Location Tabletop/Booth Space Rate Exhibitor Showcase Times The Cosmopolitan of Las Vegas, Las Vegas, NV $975/space by May 24 Early Bird Special! $1,155/space after May 24 Exhibits will be visited during breakfast, breaks and the welcome reception 1

3 Past Exhibitors Accountant Stationers & Printers Affordable Checks CalSurance E&O Insurance CCH, a Wolters Kluwer business CCH, Small Firm Services CFS Tax Software, Inc. Drake Software efile Cabinet ExamMatrix Gleim Golden Gate University H&R Block H&R Block, Acquisitions and Franchise Development Intuit IRS Help, Inc. IRS Logics Lambers Review Latino Tax Professionals Association Office Tools Professional Paychex Pinnacle Payroll Solutions PitBull Tax Software Placer Insurance TASC Tax DRx Tax Materials, Inc. TaxSlayer Pro The Tax Institute at H&R Block Thomson Reuters Thomson Reuters, Tax & Accounting TimeValue Software Washington Institute for Graduate Studies 2

4 What s Included? (1) 8 x10 booth; (1) 6 draped table; (1) wastebasket; (2) chairs (3) Complimentary exhibitor registrations Complimentary booth identification sign with company name and booth number Complimentary 50 word or less description of your company, product or service printed in our on-site welcome packet and online (includes link to your website) Pre-registered and post-show attendee list with direct mail addresses Complimentary continental breakfast and breaks in the exhibit hall each day Exhibit Hall Schedule The exhibit hall will be open 7:00 am 5:30 pm on Sunday and Monday, and 7:00 am 3:00 pm on Tuesday. High- traffic times are listed below. It is strongly recommended that exhibit booths be staffed during these key times. Exhibitors and exhibit booths are required to remain until the 3:00 pm breakdown time listed on the schedule. Saturday, August 3, 2013 Exhibitor Setup Sunday, August 4, 2013, Grand Opening fast Welcome Reception Monday, August 5, 2013, Hall Open fast Tuesday, August 6, 2013, Hall Open fast Teardown *Giveaway Drawing Time 12:00 pm 6:00 pm 7:00 am - 8:00 am 9:40 am 10:00 am 2:40 pm 3:00 pm 4:40 pm 5:00 pm 5:00 pm 5:30 pm 7:00 am - 8:00 am 9:40 am 10:00 am 2:40 pm 3:00 pm 4:40 pm 5:00 pm 7:00 am - 8:00 am 9:40 am 10:00 am 2:40 pm 3:00 pm* 3:00 pm 3

5 Exhibitor Prize Giveaway Prizes are always popular with conference attendees and are a good way to collect potential clients business cards. This year, in addition to offering individual company prizes on at the exhibitor prize giveaway, NAEA will offer a grand prize during the giveaway session if the grand prize sponsorship is sold. One company will be the sponsor of the prize and in order to be entered to win the grand prize, attendees must visit all exhibitors and have their exhibitor prize giveaway list signed by a representative from each booth. If you are interested in participating in the individual giveaway program, please fill out the information on the Exhibitor Application Form. Drawings for individual prizes and the grand prize will be held on the last day of the program. Space Selection Exhibitors must complete the Exhibitor Application Form and return with full payment. Exhibitors will be sent a confirmation letter and will be contacted to confirm logistics. Space assignments will be made on a first-come, first-serve basis, based on the date of receipt of the application and fees. NAEA will make every effort to assign requested booth spaces, however, specific booth assignments are not guaranteed. (The floor plan, shipping information and order forms for exhibitor services will be provided at a later date. Exhibitors will have the opportunity to request their top three booth spaces once the floor plan is available.) Important Dates Space is limited! Don t miss out reserve space for your company by signing up immediately! July 5, 2013: Deadline to be included in the conference program and literature July 7, 2013: Deadline to make hotel reservations to secure the NAEA room rate July 22, 2013: Deadline to receive pre-registration list Cancellation All requests for cancellation must be received in writing. Cancellation Deadlines May 31, 2013 Full refund, a $100 processing fee will be charged. June 3-June 28, % refund After June 28, 2013 No refund Exhibit Booth Fee The fee for a standard size booth is $975/space until May 24, After that date, the rate increases to $1,155/space. (See application for further details.) 4

6 Hotel Information All events will take place at the Cosmopolitan of Las Vegas. THE COSMOPOLITAN OF LAS VEGAS 3708 Las Vegas Blvd South, Las Vegas, NV / Click here for online reservations, click attendee and proceed. Or call to reserve by phone. To receive the conference discount use the code SNAEA3. Room rates are $159 for the evenings of Friday, August 2 and Saturday, August 3 and $139 between August 4 and August 8 (single or double plus tax per night) for program participants. Reservations must be made by Sunday, July 7, After July 8, reservations will be accepted on a space-available basis only and the rate is no longer guaranteed. A deposit of the first night room and tax will be charged to your credit card immediately. If you need to cancel, please do so 48 hours prior to arrival for a full refund of the first night room and tax. Reservations cancelled within 48 hours of arrival are subject to a penalty of the first night room and tax. Web reservation address: Exhibit Booth Staffing The exhibit hall will remain open from 7:00 am 5:30 pm on Sunday and Monday, and from 7:00 am 3:00 pm on Tuesday. We strongly recommend that exhibitors staff their booths during all high-traffic times including breakfast, the opening reception and all breaks. Exhibitors and exhibit booths are required to remain until the 3:00 pm breakdown time listed on the schedule. 5

7 Rules and Regulations Use of Exhibit Booth Space 1. All activity (including solicitations, flyers, and display signs) must be confined to the limits of the exhibit space purchased and assigned. No exhibitor shall assign, sublet or share the whole or any part of the space allotted without the consent of NAEA management. Exhibitor must keep exhibit open and staffed at all high-traffic times during show hours. Exhibitor expressly agrees to do all installation and dismantling of exhibits during designated hours. No exhibit shall be dismantled before the official closing time on Tuesday at 3:00 pm. 2. All exhibits must be displays, which fit in the space provided and cannot exceed the height of the 8' backdrop. Display units may not obstruct exhibit space to the right or left of the booth. Corner exhibits cannot obstruct the aisles. If there are multiple parts to the display, these must not exceed the depth of the booth or project beyond the space allotted. No part of an exhibit and no signs should be taped, nailed, or otherwise affixed to walls, doors, etc., in a way that might cause defacement. Damage from failure to observe this notice is payable by the exhibitor. 3. Flammable fluids, substances or materials, the use of which is in violation of city, county, or state laws or regulations, may not be used in any booth. 4. Advertising, canvassing, solicitation of business, and conference programs in the interest of business, etc., are not permitted except by firms that have engaged space to exhibit and then only in the exhibit space assigned or within special session program presentations. 5. All exhibits must serve the interests of members of NAEA and shall be operated in a way that will not detract from other exhibits or the conference as a whole. NAEA also reserves the right to require the withdrawal of any exhibit, which exhibit management believes to be injurious to the purpose of the organization. The appropriateness of an exhibit includes persons, things, conduct, printed materials being distributed, or anything that the exhibit management deems to be objectionable to the exhibition or NAEA. 6. The exhibitor assumes full responsibility for complying with local city and state laws regarding sales tax; and regulations concerning fire, safety, electrical wiring, and health standards. 7. Exhibitors or their representatives who fail to observe these conditions of contract or who, in the opinion of NAEA, conduct themselves unethically, may be dismissed from the exhibit hall without refund or appeal for redress. 6

8 Sponsorship Opportunities The 2013 NAEA National Conference offers a full menu of sponsorship opportunities to support your marketing plan and maximize your investment. Don t wait reserve the elements you need for your plan now to take full advantage of this unique opportunity to bring your product message to the tax marketplace. If you have an idea for a sponsorship that fits your needs, please contact Jackie Gellner at jgellner@naea.org. All sponsors will benefit from the following: Link to your website on along with recognition as a 2013 NAEA National Conference sponsor Recognition as a sponsor in the National Conference Welcome Packet Recognition as a sponsor in the September/October issue of EA Journal Pre-conference Presentation Session ($5,000 ) NAEA will provide a room and A/V for your company to present a one hour presentation to take place on registration day afternoon (Saturday, August 3) which will be heavily promoted to attendees. This session presents a fantastic opportunity to meet the attendees while they gain intimate knowledge of your company s offerings. This session will be offered free to conference attendees. A discussion of products and services is acceptable in this session, but no sales are allowed. All sales are restricted to your exhibit hall booth. Contact Jackie Gellner to discuss session specifics at jgellner@naea.org. Lunch Presentation Session ($5,000 ) (available Sunday, August 4 or Tuesday, August 6) The Lunch Presentation sponsorship will provide an excellent opportunity to showcase your products or services in an educational setting. NAEA will provide a room and A/V for your company to present a 50 minute presentation during one day of the event which will be heavily promoted to attendees. These sessions present a fantastic opportunity to meet the attendees while they gain intimate knowledge of your company s offerings. The Lunch Presentation sponsorships will take place during the lunch hour. These sessions are free to conference attendees. A discussion of products and services is acceptable in this session, but no sales are allowed. All sales are restricted to your exhibit hall booth. Contact Jackie Gellner to discuss lunch session specifics at jgellner@naea.org. Welcome Reception ($5,000) Sunday, August 5 Put your name in front of your potential customers early and set the stage for a successful marketing effort. Attendees will appreciate that the complimentary food and drink at this reception would not have been possible without your company s support! Benefits of this sponsorship are: Your company logo will appear on the official 2013 National Conference website with a link to your website; A public thank you at the event from one of NAEA s leaders; An opportunity to put promotional material/items in the registration packet every attendee receives; Recognition in the conference welcome letter; 7

9 Your company will be thanked in EA Journal, NAEA s bi-monthly magazine (spot TBD). Grand Prize Sponsor ($1,500) (one available) During the exhibitor prize giveaway on the last day of the National Conference, NAEA will offer a Grand Prize and recognize the company sponsoring the prize. The prize sponsor will be recognized on signage in the exhibit hall during the prize giveaway, in program literature, on the NAEA website and will have the opportunity to present the prize and offer remarks up to three minutes. In order to be entered to win the Grand Prize, attendees must visit all exhibitors and have their exhibitor prize giveaway list signed by a representative from each booth. Attendees must be present to win the Grand Prize. Remarks from sponsoring company must be approved by NAEA and NAEA will purchase the Grand Prize item. Continental fast ($1,000/day; $2,500/3 days) Get the attendees talking about your company over their first cup of coffee! Your name and logo will be prominently displayed at the breakfast you sponsor. You may choose a day, or sponsor two or three days. Your company will be thanked in EA Journal and information on the sponsorship will appear on the website. Your marketing material will be inserted in the packages each attendee receives. Morning and Afternoon s ($2,500/day; $6,250/3 days) Whether it s a mid-morning coffee break or an afternoon dessert break, students love to leave class for a few minutes of relaxation and refreshment. Put your logo and name on these events with prominently displayed signage and your company will be noticed and appreciated! You will also be thanked in EA Journal and information on the sponsorship will appear on the conference web page. If you sponsor three days, your company s logo will be displayed on the National Conference website with a link to your company site, and you may run a complimentary three-month ad on the NAEA website ( (Value of web ads: $3,000). National Conference Tote Bags ($4,000) (includes production and shipping fees) This is the sponsorship that keeps on giving. Your company name, logo and website will be printed on this essential bag that contains the course materials attendees carry throughout the conference. And your company s visibility won t stop at the end of the National Conference attendees carry the bags home to use as a tote long after the conference has ended. The sponsor will be thanked in EA Journal. NAEA Awards and NTPI Graduation Ceremony ($3,000) Go out with a bang at the National Conference by sponsoring the 2013 NAEA Awards Celebration and NTPI Graduation Ceremony. NAEA will honor our most experienced tax representation experts as they graduate and join the ranks of the prestigious Fellows of NTPI while celebrating. Leave a lasting impression with NAEA s most esteemed attendees who will have you to thank for making the commemoration happen. In addition to receiving recognition from the podium as the ceremony sponsor, your name and logo will be prominently displayed at the graduation ceremony, your marketing material will be inserted in the packages each attendee receives. Your company will be thanked in EA Journal and information on the sponsorship will appear on the website. 8

10 Badge Holders or Lanyards ($2,500) (includes production and shipping fees) Badge holders or lanyards that display the attendees names must be worn throughout the conference. Sponsor these and your company logo and website will be included on each, guaranteeing your company visibility. The sponsor will be thanked in EA Journal. Tote Bag Inserts ($350 / five available) Put your product information directly in the hands of conference attendees. NAEA will insert your promotional materials in every bag distributed at registration. (Vendors must provide the insert flyers of four pages or less, CDs, pens, postcards, or other small promotional items. Inserts must be sent to the NAEA office by July 15, 2013.) 9

11 CONTACT INFORMATION 2013 NAEA National Conference Exhibitor/Sponsor Registration Form The Cosmopolitan of Las Vegas Las Vegas, NV August 4-6, 2013 Company/Organization Exhibit Organizer Contact Name Title Address City, State, Zip Phone Fax Website YES! We will be participating in the Exhibitor Prize Giveaway. Prize: COMPANY DESCRIPTION - Please a description (50 words or less) of your company/organization, including contact information and website address to Jackie Gellner at jgellner@naea.org. COMPANY REPRESENTATIVES - Please list the names of the representatives who will be staffing your booth (1) Name as it should appear on the badge (2) Name as it should appear on the badge (3) Name as it should appear on the badge UTILITIES & DECORATIONS - Utilities and decorations are the responsibility of the exhibitor. An exhibitor services kit will be forwarded to the exhibit organizer prior to the show date which will include order forms for utilities, electricity and decorations. CHOICE OF SPACE Booth spaces will be assigned on a first-come, first-paid basis. Details regarding the exhibit hall layout will be provided at a later date. BOOTH RESERVATION - This application must be accompanied by full payment to secure exhibit space. Please indicate the number of booths and type of space you prefer: Please reserve booth(s) Pop Up (floor) exhibit Tabletop exhibit Total $ ($975 early bird / 8 x 10 booth) ($1,155 after May 24 / 8 x 10 booth) 10

12 SPONSORSHIPS Pre-conference Presentation Session Sunday Lunch Presentation Session Tuesday Lunch Presentation Session Welcome Reception Grand Prize Sponsor Awards and NTPI Graduation Ceremony Continental fast; # of days AM & PM s; # of days National Conference Tote Bags National Conference Tote Bag Inserts On-Screen Classroom Advertising Sponsor Badge Holders or Lanyards $ Sponsorship Total PAYMENT METHOD Check (made payable to NAEA-2013) VISA MASTERCARD AMEX Card Number Exp.Date Print Name on Card CVV Signature MAIL INFORMATION - Please complete and submit the Exhibitor Registration Form to: NAEA-2013, Jackie Gellner, Marketing Manager 1120 Connecticut Ave, NW, Ste 460, Washington, DC Fax: , jgellner@naea.org. 11