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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.

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