Exhibitor & Sponsor Prospectus
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<strong>Exhibitor</strong> & <strong>Sponsor</strong> <strong>Prospectus</strong><br />
August 4 – 6, 2013<br />
The Cosmopolitan of Las Vegas Early Bird<br />
Las Vegas, Nevada booths are $975<br />
before<br />
Conference Highlights: May 24, 2013!<br />
Attendance growing each year –<br />
800 attendees expected<br />
Meet a variety of tax professionals<br />
who make purchasing decisions for<br />
their firm<br />
Affordable exhibit and sponsor fees<br />
Presentation opportunities<br />
Variety of sponsorship opportunities<br />
available to maximize company<br />
exposure<br />
Sign up now to receive early bird rates!<br />
To register or for more information, contact<br />
Jackie Gellner at 202-822-6232 or jgellner@naea.org.
1<br />
Event and Attendee Description<br />
The NAEA National Conference continues to grow each year and 2012 proved to be the largest<br />
and most successful event in our association’s history greatly exceeding the number of<br />
attendees expected, once again. An innovative educational experience for everyone who earns<br />
a living as a tax professional, the 2013 NAEA<br />
National Conference is expected to be a better,<br />
even more substantive event. Nearly 800 people<br />
attended the 2012 NAEA National Conference<br />
held in Las Vegas, NV including:<br />
Enrolled agents<br />
Prospective enrolled agents<br />
Certified public accountants<br />
Tax attorneys<br />
Tax professionals<br />
Financial planners<br />
Estate planners<br />
The Conference includes the legendary National Tax Practice Institute (NTPI®), a three-day<br />
program on representation before the IRS, as well as tax prep workshops, a review class for the<br />
Special Enrollment Exam (SEE), a practice management class, and the exhibitor showcase. Tax<br />
preparers come from across the country to take advantage of these comprehensive courses of<br />
study covering a wide range of topics that meet the needs of today’s tax service professionals.<br />
Why You Should Attend<br />
As an exhibitor or sponsor, you will:<br />
Meet tax professionals who make purchasing decisions<br />
Educate potential customers about your products and services<br />
Increase company visibility<br />
Showcase your specialty with product demonstrations to hundreds of business<br />
practitioners<br />
Shorten your sales cycle by getting closer to potential customers and selling products on<br />
site<br />
Gain insight into the products and services used by practitioners<br />
Get ahead of your competitors<br />
Conference Summary<br />
Date Sunday, August 4 – Tuesday, August 6, 2013<br />
Location The Cosmopolitan of Las Vegas, Las Vegas, NV<br />
Tabletop/Booth Space Rate<br />
$975/space by May 24 – Early Bird Special!<br />
$1,155/space after May 24<br />
<strong>Exhibitor</strong> Showcase Times Exhibits will be visited during breakfast, breaks<br />
and the welcome reception
2<br />
Past <strong>Exhibitor</strong>s<br />
Accountant Stationers & Printers<br />
Affordable Checks<br />
CalSurance E&O Insurance<br />
CCH, a Wolters Kluwer business<br />
CCH, Small Firm Services<br />
CFS Tax Software, Inc.<br />
Drake Software<br />
eFile Cabinet<br />
ExamMatrix<br />
Gleim<br />
Golden Gate University<br />
H&R Block<br />
H&R Block, Acquisitions and Franchise<br />
Development<br />
Intuit<br />
IRS Help, Inc.<br />
IRS Logics<br />
Lambers Review<br />
Latino Tax Professionals Association<br />
Office Tools Professional<br />
Paychex<br />
Pinnacle Payroll Solutions<br />
PitBull Tax Software<br />
Placer Insurance<br />
TASC<br />
Tax DRx<br />
Tax Materials, Inc.<br />
TaxSlayer Pro<br />
The Tax Institute at H&R Block<br />
Thomson Reuters<br />
Thomson Reuters, Tax & Accounting<br />
TimeValue Software<br />
Washington Institute for Graduate Studies
3<br />
What’s Included?<br />
(1) 8’x10’ booth; (1) 6’ draped table; (1) wastebasket; (2) chairs<br />
(3) Complimentary exhibitor registrations<br />
Complimentary booth identification sign with company name and booth number<br />
Complimentary 50 word or less description of your company, product or service printed<br />
in our on-site welcome packet and online (includes link to your website)<br />
Pre-registered and post-show attendee list with direct mail addresses<br />
Complimentary continental breakfast and breaks in the exhibit hall each day<br />
Exhibit Hall Schedule<br />
The exhibit hall will be open 7:00 am – 5:30 pm on Sunday and Monday, and 7:00 am – 3:00 pm<br />
on Tuesday. “High- traffic” times are listed below. It is strongly recommended that exhibit<br />
booths be staffed during these key times. <strong>Exhibitor</strong>s and exhibit booths are required to<br />
remain until the 3:00 pm breakdown time listed on the schedule.<br />
Saturday, August 3, 2013 Time<br />
<strong>Exhibitor</strong> Setup 12:00 pm – 6:00 pm<br />
Sunday, August 4, 2013, Grand Opening<br />
Breakfast 7:00 am - 8:00 am<br />
Break 9:40 am – 10:00 am<br />
Break 2:40 pm – 3:00 pm<br />
Break 4:40 pm – 5:00 pm<br />
Welcome Reception 5:00 pm – 5:30 pm<br />
Monday, August 5, 2013, Hall Open<br />
Breakfast 7:00 am - 8:00 am<br />
Break 9:40 am – 10:00 am<br />
Break 2:40 pm – 3:00 pm<br />
Break 4:40 pm – 5:00 pm<br />
Tuesday, August 6, 2013, Hall Open<br />
Breakfast 7:00 am - 8:00 am<br />
Break 9:40 am – 10:00 am<br />
Break 2:40 pm – 3:00 pm*<br />
Teardown 3:00 pm<br />
*Giveaway Drawing
4<br />
<strong>Exhibitor</strong> Prize Giveaway<br />
Prizes are always popular with conference attendees and are a good way to collect potential<br />
clients’ business cards. This year, in addition to offering individual company prizes on at the<br />
exhibitor prize giveaway, NAEA will offer a grand prize during the giveaway session if the grand<br />
prize sponsorship is sold. One company will be the sponsor of the prize and in order to be<br />
entered to win the grand prize, attendees must visit all exhibitors and have their exhibitor<br />
prize giveaway list signed by a representative from each booth. If you are interested in<br />
participating in the individual giveaway program, please fill out the information on the <strong>Exhibitor</strong><br />
Application Form. Drawings for individual prizes and the grand prize will be held on the last day<br />
of the program.<br />
Space Selection<br />
<strong>Exhibitor</strong>s must complete the <strong>Exhibitor</strong> Application<br />
Form and return with full payment. <strong>Exhibitor</strong>s will be<br />
sent a confirmation letter and will be contacted to<br />
confirm logistics. Space assignments will be made on a<br />
first-come, first-serve basis, based on the date of<br />
receipt of the application and fees. NAEA will make<br />
every effort to assign requested booth spaces,<br />
however, specific booth assignments are not<br />
guaranteed. (The floor plan, shipping information and<br />
order forms for exhibitor services will be provided at<br />
a later date. <strong>Exhibitor</strong>s will have the opportunity to request their top three booth spaces once<br />
the floor plan is available.)<br />
Important Dates<br />
Space is limited! Don’t miss out—reserve space for your company by signing up immediately!<br />
July 5, 2013: Deadline to be included in the conference program and literature<br />
July 7, 2013: Deadline to make hotel reservations to secure the NAEA room rate<br />
July 22, 2013: Deadline to receive pre-registration list<br />
Cancellation<br />
All requests for cancellation must be received in writing.<br />
Cancellation Deadlines<br />
May 31, 2013 Full refund, a $100 processing fee will be charged.<br />
June 3-June 28, 2013 50% refund<br />
After June 28, 2013 No refund<br />
Exhibit Booth Fee<br />
The fee for a standard size booth is $975/space until May 24, 2013. After that date, the rate<br />
increases to $1,155/space. (See application for further details.)
5<br />
Hotel Information<br />
All events will take place at the Cosmopolitan<br />
of Las Vegas.<br />
THE COSMOPOLITAN OF LAS VEGAS<br />
3708 Las Vegas Blvd South,<br />
Las Vegas, NV 89109<br />
702-698-7575 / 855-435-0005<br />
Click here for online reservations, click<br />
attendee and proceed. Or call 855-435-0005<br />
to reserve by phone. To receive the<br />
conference discount use the code SNAEA3.<br />
Room rates are $159 for the evenings of Friday, August 2 and<br />
Saturday, August 3 and $139 between August 4 and August 8<br />
(single or double plus tax per night) for program participants.<br />
Reservations must be made by Sunday, July 7, 2013. After July<br />
8, reservations will be accepted on a space-available basis only<br />
and the rate is no longer guaranteed. A deposit of the first<br />
night room and tax will be charged to your credit card<br />
immediately. If you need to cancel, please do so 48 hours prior<br />
to arrival for a full refund of the first night room and tax.<br />
Reservations cancelled within 48 hours of arrival are subject to<br />
a penalty of the first night room and tax.<br />
Web reservation address: https://resweb.passkey.com/go/NAEA13<br />
Exhibit Booth Staffing<br />
The exhibit hall will remain open from 7:00 am – 5:30 pm on Sunday and Monday, and from<br />
7:00 am – 3:00 pm on Tuesday. We strongly recommend that exhibitors staff their booths<br />
during all “high-traffic” times including breakfast, the opening reception and all breaks.<br />
<strong>Exhibitor</strong>s and exhibit booths are required to remain until the 3:00 pm breakdown time listed<br />
on the schedule.
6<br />
Rules and Regulations<br />
Use of Exhibit Booth Space<br />
1. All activity (including solicitations, flyers, and display signs) must be confined to the limits of<br />
the exhibit space purchased and assigned. No exhibitor shall assign, sublet or share the whole<br />
or any part of the space allotted without the consent of NAEA management. <strong>Exhibitor</strong> must<br />
keep exhibit open and staffed at all “high-traffic” times during show hours. <strong>Exhibitor</strong> expressly<br />
agrees to do all installation and dismantling of exhibits during designated hours. No exhibit shall<br />
be dismantled before the official closing time on Tuesday at 3:00 pm.<br />
2. All exhibits must be displays, which fit in the space provided and cannot exceed the height of<br />
the 8' backdrop. Display units may not obstruct exhibit space to the right or left of the booth.<br />
Corner exhibits cannot obstruct the aisles. If there are multiple parts to the display, these must<br />
not exceed the depth of the booth or project beyond the space allotted. No part of an exhibit<br />
and no signs should be taped, nailed, or otherwise affixed to walls, doors, etc., in a way that<br />
might cause defacement. Damage from failure to observe this notice is payable by the<br />
exhibitor.<br />
3. Flammable fluids, substances or materials, the use of which is in violation of city, county, or<br />
state laws or regulations, may not be used in any booth.<br />
4. Advertising, canvassing, solicitation of business, and conference programs in the interest of<br />
business, etc., are not permitted except by firms that have engaged space to exhibit and then<br />
only in the exhibit space assigned or within special session program presentations.<br />
5. All exhibits must serve the interests of members of NAEA and shall be operated in a way that<br />
will not detract from other exhibits or the conference as a whole. NAEA also reserves the right<br />
to require the withdrawal of any exhibit, which exhibit management believes to be injurious to<br />
the purpose of the organization. The appropriateness of an exhibit includes persons, things,<br />
conduct, printed materials being distributed, or anything that the exhibit management deems<br />
to be objectionable to the exhibition or NAEA.<br />
6. The exhibitor assumes full responsibility for complying with local city and state laws<br />
regarding sales tax; and regulations concerning fire, safety, electrical wiring, and health<br />
standards.<br />
7. <strong>Exhibitor</strong>s or their representatives who fail to observe these conditions of contract or who, in<br />
the opinion of NAEA, conduct themselves unethically, may be dismissed from the exhibit hall<br />
without refund or appeal for redress.
7<br />
<strong>Sponsor</strong>ship Opportunities<br />
The 2013 NAEA National Conference offers a full menu of sponsorship opportunities to support<br />
your marketing plan and maximize your investment. Don’t wait — reserve the elements you<br />
need for your plan now to take full advantage of this unique opportunity to bring your product<br />
message to the tax marketplace. If you have an idea for a sponsorship that fits your needs,<br />
please contact Jackie Gellner at jgellner@naea.org.<br />
All sponsors will benefit from the following:<br />
Link to your website on www.naea.org along with recognition as a 2013 NAEA National<br />
Conference sponsor<br />
Recognition as a sponsor in the National Conference Welcome Packet<br />
Recognition as a sponsor in the September/October issue of EA Journal<br />
Pre-conference Presentation Session ($5,000 )<br />
NAEA will provide a room and A/V for your company to present a one hour presentation to take<br />
place on registration day afternoon (Saturday, August 3) which will be heavily promoted to<br />
attendees. This session presents a fantastic opportunity to meet the attendees while they gain<br />
intimate knowledge of your company’s offerings. This session will be offered free to conference<br />
attendees. A discussion of products and services is acceptable in this session, but no sales are<br />
allowed. All sales are restricted to your exhibit hall booth. Contact Jackie Gellner to discuss<br />
session specifics at jgellner@naea.org.<br />
Lunch Presentation Session ($5,000 ) (available Sunday, August 4 or Tuesday, August 6)<br />
The Lunch Presentation sponsorship will provide an excellent opportunity to showcase your<br />
products or services in an educational setting. NAEA will provide a room and A/V for your<br />
company to present a 50 minute presentation during one day of the event which will be heavily<br />
promoted to attendees. These sessions present a fantastic opportunity to meet the attendees<br />
while they gain intimate knowledge of your company’s offerings. The Lunch Presentation<br />
sponsorships will take place during the lunch hour. These sessions are free to conference<br />
attendees. A discussion of products and services is acceptable in this session, but no sales are<br />
allowed. All sales are restricted to your exhibit hall booth. Contact Jackie Gellner to discuss<br />
lunch session specifics at jgellner@naea.org.<br />
Welcome Reception ($5,000)<br />
Sunday, August 5<br />
Put your name in front of your potential customers early and set the stage for a successful<br />
marketing effort. Attendees will appreciate that the complimentary food and drink at this<br />
reception would not have been possible without your company’s support! Benefits of this<br />
sponsorship are:<br />
Your company logo will appear on the official 2013 National Conference website<br />
with a link to your website;<br />
A public thank you at the event from one of NAEA’s leaders;<br />
An opportunity to put promotional material/items in the registration packet every<br />
attendee receives;<br />
Recognition in the conference welcome letter;
8<br />
Your company will be thanked in EA Journal, NAEA’s bi-monthly magazine (spot<br />
TBD).<br />
Grand Prize <strong>Sponsor</strong> ($1,500) (one available)<br />
During the exhibitor prize giveaway on the last day of the National Conference, NAEA will offer<br />
a Grand Prize and recognize the company sponsoring the prize. The prize sponsor will be<br />
recognized on signage in the exhibit hall during the prize giveaway, in program literature, on<br />
the NAEA website and will have the opportunity to present the prize and offer remarks up to<br />
three minutes. In order to be entered to win the Grand Prize, attendees must visit all exhibitors<br />
and have their exhibitor prize giveaway list signed by a representative from each booth.<br />
Attendees must be present to win the Grand Prize. Remarks from sponsoring company must be<br />
approved by NAEA and NAEA will purchase the Grand Prize item.<br />
Continental Breakfast ($1,000/day; $2,500/3 days)<br />
Get the attendees talking about your company over their first cup of coffee! Your name and<br />
logo will be prominently displayed at the breakfast you sponsor. You may choose a day, or<br />
sponsor two or three days. Your company will be thanked in EA Journal and information on the<br />
sponsorship will appear on the website. Your marketing material will be inserted in the<br />
packages each attendee receives.<br />
Morning and Afternoon Breaks ($2,500/day; $6,250/3 days)<br />
Whether it’s a mid-morning coffee break or an afternoon dessert break, students love to leave<br />
class for a few minutes of relaxation and refreshment. Put your logo and name on these events<br />
with prominently displayed signage and your company will be noticed and appreciated! You will<br />
also be thanked in EA Journal and information on the sponsorship will appear on the<br />
conference web page. If you sponsor three days, your company’s logo will be displayed on the<br />
National Conference website with a link to your company site, and you may run a<br />
complimentary three-month ad on the NAEA website (www.naea.org). (Value of web ads:<br />
$3,000).<br />
National Conference Tote Bags ($4,000) (includes production and shipping fees)<br />
This is the sponsorship that keeps on giving. Your company name, logo and website will be<br />
printed on this essential bag that contains the course materials attendees carry throughout the<br />
conference. And your company’s visibility won’t stop at the end of the National Conference—<br />
attendees carry the bags home to use as a tote long after the conference has ended. The<br />
sponsor will be thanked in EA Journal.<br />
NAEA Awards and NTPI Graduation Ceremony ($3,000)<br />
Go out with a bang at the National Conference by sponsoring the 2013 NAEA Awards<br />
Celebration and NTPI Graduation Ceremony. NAEA will honor our most experienced tax<br />
representation experts as they graduate and join the ranks of the prestigious Fellows of NTPI<br />
while celebrating. Leave a lasting impression with NAEA’s most esteemed attendees who will<br />
have you to thank for making the commemoration happen. In addition to receiving recognition<br />
from the podium as the ceremony sponsor, your name and logo will be prominently displayed<br />
at the graduation ceremony, your marketing material will be inserted in the packages each<br />
attendee receives. Your company will be thanked in EA Journal and information on the<br />
sponsorship will appear on the website.
9<br />
Badge Holders or Lanyards ($2,500) (includes production and shipping fees)<br />
Badge holders or lanyards that display the attendees’ names must be worn throughout the<br />
conference. <strong>Sponsor</strong> these and your company logo and website will be included on each,<br />
guaranteeing your company visibility. The sponsor will be thanked in EA Journal.<br />
Tote Bag Inserts ($350 / five available)<br />
Put your product information directly in the hands of conference attendees. NAEA will insert<br />
your promotional materials in every bag distributed at registration. (Vendors must provide the<br />
insert – flyers of four pages or less, CDs, pens, postcards, or other small promotional items.<br />
Inserts must be sent to the NAEA office by July 15, 2013.)
10<br />
CONTACT INFORMATION<br />
2013 NAEA National Conference<br />
<strong>Exhibitor</strong>/<strong>Sponsor</strong> Registration Form<br />
The Cosmopolitan of Las Vegas<br />
Las Vegas, NV<br />
August 4-6, 2013<br />
Company/Organization __________________________________________________________<br />
Exhibit Organizer Contact Name ___________ ____________Title________________________<br />
Address_______________________________________________________________________<br />
City, State, Zip__________________________________________________________________<br />
Phone__________________ _Fax_______________________ E-mail______________________<br />
Website_______________________________________________________________________<br />
YES! We will be participating in the <strong>Exhibitor</strong> Prize Giveaway.<br />
Prize: _________________________________________________________________________<br />
COMPANY DESCRIPTION - Please email a description (50 words or less) of your<br />
company/organization, including contact information and website address to Jackie Gellner at<br />
jgellner@naea.org.<br />
COMPANY REPRESENTATIVES - Please list the names of the representatives who will be staffing<br />
your booth<br />
(1) Name as it should appear on the badge ___________________________________________<br />
(2) Name as it should appear on the badge ___________________________________________<br />
(3) Name as it should appear on the badge ___________________________________________<br />
UTILITIES & DECORATIONS - Utilities and decorations are the responsibility of the exhibitor. An<br />
exhibitor services kit will be forwarded to the exhibit organizer prior to the show date which<br />
will include order forms for utilities, electricity and decorations.<br />
CHOICE OF SPACE – Booth spaces will be assigned on a first-come, first-paid basis. Details<br />
regarding the exhibit hall layout will be provided at a later date.<br />
BOOTH RESERVATION - This application must be accompanied by full payment to secure<br />
exhibit space. Please indicate the number of booths and type of space you prefer:<br />
Please reserve _______booth(s) Pop Up (floor) exhibit Tabletop exhibit<br />
Total $________________ ($975 early bird / 8’ x 10’ booth)<br />
($1,155 after May 24 / 8’ x 10’ booth)
11<br />
SPONSORSHIPS<br />
Pre-conference Presentation Session<br />
Sunday Lunch Presentation Session<br />
Tuesday Lunch Presentation Session<br />
Welcome Reception<br />
Grand Prize <strong>Sponsor</strong><br />
Awards and NTPI Graduation Ceremony<br />
Continental Breakfast; # of days______<br />
AM & PM Breaks; # of days _______<br />
National Conference Tote Bags<br />
National Conference Tote Bag Inserts<br />
On-Screen Classroom Advertising <strong>Sponsor</strong><br />
Badge Holders or Lanyards<br />
$______ <strong>Sponsor</strong>ship Total<br />
PAYMENT METHOD<br />
Check (made payable to NAEA-2013)<br />
VISA MASTERCARD AMEX<br />
Card Number______________________________________________Exp.Date______________<br />
Print Name on Card_________________________________________CVV_________________<br />
Signature______________________________________________________________________<br />
MAIL INFORMATION - Please complete and submit the <strong>Exhibitor</strong> Registration Form to:<br />
NAEA-2013, Jackie Gellner, Marketing Manager<br />
1120 Connecticut Ave, NW, Ste 460, Washington, DC 20036<br />
Fax: 202-822-6270, jgellner@naea.org.