Exhibitor & Sponsor Prospectus - National Association of Enrolled ...

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Exhibitor & Sponsor Prospectus - National Association of Enrolled ...

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 202-822-6232 or jgellner@naea.org.


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

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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

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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

Breakfast

Break

Break

Break

Welcome Reception

Monday, August 5, 2013, Hall Open

Breakfast

Break

Break

Break

Tuesday, August 6, 2013, Hall Open

Breakfast

Break

Break

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 – 5:30 pm

7:00 am - 8:00 am

9:40 am – 10:00 am

2:40 pm – 3:00 pm*

3:00 pm

3


Exhibitor Prize Giveaway

Prizes are always popular with conference attendees and are a good way to collect potential

clients’ business cards. If you are interested in participating in the giveaway program, please fill

out the information on the Exhibitor Application Form. Drawings for prizes are 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, 2013 50% refund

After June 28, 2013 No refund

Exhibit Booth Fee

The fee for a standard size booth is $975/space until May 24, 2013. After that date, the rate

increases to $1,155/space. (See application for further details.)

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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 89109

702-698-7575 / 855-435-0005

Click here for online reservations, click

attendee and proceed. Or call 855-435-0005

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, 2013. 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: https://resweb.passkey.com/go/NAEA13

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


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


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 www.naea.org 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;

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• Your company will be thanked in EA Journal, NAEA’s bi-monthly magazine (spot

TBD).

Audio/Visual

August 5-7

Per three days/three tracks $7,000

Per Level/day $1,000

Per Level/three days $2,500

The Audio/Visual sponsors are sometimes the unsung conference heroes. Not so at the 2013

NAEA Conference, where appreciative attendees will see your company name and logo

projected on the screen at the start of class and again when the presentation is over. Your

company will also be recognized in the following:

• In conference welcome letter;

• In signage in the all the rooms your company sponsors.

Three-day per level sponsors will receive all of the above, and

• Access to the conference attendee list (name, title, mailing addresses only).

• Your company logo on the official National Conference website and a link to your

website;

Three-day, three-track sponsors will receive all of the above, and

• An opportunity to put promotional material/items on every seat in the session

rooms on the first day of classes;

• A complimentary, full-page, four-color ad in the September/October issue of EA

Journal, the bi-monthly magazine of NAEA* (Value: $2,505).

* Sponsorship must be reserved by July 1 in order to meet the advertising deadline for the

September/October issue of EA Journal.

Continental Breakfast ($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 Breaks ($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 (www.naea.org). (Value of web ads:

$3,000).

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National Conference Tote Bags ($4,000)

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.

Badge Holders or Lanyards ($2,000)

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.)

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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_______________________ E-mail______________________

Website_______________________________________________________________________

YES! We will be participating in the Exhibitor Prize Giveaway.

Prize: _________________________________________________________________________

COMPANY DESCRIPTION - Please email 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)

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SPONSORSHIPS

Pre-conference Presentation Session

Sunday Lunch Presentation Session

Tuesday Lunch Presentation Session

Welcome Reception

Conference Audio Visual _________________

Awards and NTPI Graduation Ceremony

Continental Breakfast; # of days______

AM & PM Breaks; # of days _______

National Conference Tote Bags

Badge Holders or Lanyards

$______ Sponsorship Total

PAYMENT METHOD

Check (made payable to NAEA-2012)

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 20036

Fax: 202-822-6270, jgellner@naea.org.

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