The NOVA Open

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The NOVA Open

The NOVA OpenTabletop Wargaming ConventionVendor PackageFEBRUARY 2013Hyatt Regency Crystal City2799 Jefferson Davis HighwayArlington, VirginiaChristie Phillips, Senior VP, MarketingLaurie Brandt, Executive VP, Marketing Mgr703-242-8242; Christie9029@yahoo.com 703-938-1959; novaopen@gmail.comMailing Address: 9033 Westerholme Way, Vienna, VA, 22182


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageDear Vendor:The NOVA Open does not rent exhibitor space in the typical convention manner, which includeshigh costs for everything from application fees to elevated regional rates for various types ofspaces to additional miscellaneous expenses like tables, chair, cloths, carpeting, electric, vendorbadging, and program advertising.Instead, our vendor space primarily supports those who sponsor the NOVA Open and can bereserved for a modest square foot cost based on the level of sponsorship. We provide each spacewith a table, convention cloth and two chairs. Our sponsorship levels include website links,guidebook advertising and much more.The NOVA Open is focused on building long-term relationships with our sponsors and vendors.To that end, the marketing department works individually with each to ensure that mutuallybeneficially packages are created. We need the help and support of our sponsors and vendors tocontinue our amazing growth and maintain excitement among our attendees. In return, theNOVA works very hard to provide as much exposure and advertising as possible for thebusinesses and service companies who wish to grow with us.Our Vendor Agreement (p8) is simple and designed to provide our vendors the space they desire.As always, the NOVA staff is available to answer any questions you may have and to work withyou to secure the space you need to vend at our convention.Regards,Christie PhillipsExecutive VP, MarketingNOVA Open, LLC9033 Westerholme WayVienna, VA 22182(703) 938-1959The NOVA Open, LLC Page 1August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageIMPORTANT INFORMATION REGARDING THE NOVA Open VENDOR POLICYAs we continue to grow at the NOVA Open, we are continually excited by the opportunity to addnew sponsors and vendors each year. We make every effort to send our attendees home withprizes – whether earned in the gaming events, gifted in swag bags, or won in our giant dailyraffles. And, as a direct result of the tremendous prize support we receive from oursponsors/vendors, NOVA fills its prize coffers at no cost while sponsors receive full retail valuefor prize support. The bullets listed below help to define the NOVA OPEN vendor program:Vendors: Companies that wish to secure vendor space at the NOVA Open must first sign up assponsors. This policy of tying availability to sponsorship allows us to offer vendor space for atiny fraction of typical costs in the Washington, D.C. area. Returning sponsors are given the firstopportunity to secure vendor space.Vendor Product Offerings: We have established a committee to review vendor space requests.The committee seeks to balance product variety with a goal toward maximizing vendor Returnon Investment given the number of expected attendees. For example, if we expect 500 attendees,and already have two vendors renting 600 square feet of space to sell Games Workshop products,it does not contribute to anyone’s benefit to add a third vendor offering the same product lines.The more flexibility a vendor has regarding product, the better.Space Limitations: The NOVA Open signed a 3-year contract with the Hyatt Regencyfollowing the 2012 convention. This contract increased vendor space for 2013, and continues toincrease it annually. By 2015, the entire Regency Ballroom level becomes available for use bythe NOVA Open, giving us access to nearly all of the hotel’s 53,000 square feet of event space.With increasing vendor space, we are in a position to add new vendors and offer largerindividual vendor spaces each year.Our marketing department works with sponsors and vendors alike to build creative plansdesigned to reach YOUR end goals. To that end, we present the 2013 Vendor packages. Pleasereview for your purposes, and set up a phone call or Skype with the NOVA Open Marketingteam at your convenience.We look forward to hearing back from you soon: novaopen@gmail.com.The NOVA Open, LLC Page 2August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageThe NOVA Open, LLC Page 3August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageThe Vendor Area’s location relative to 2012.The NOVA Open, LLC Page 4August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageThe NOVA Open, LLC Page 5August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageThe NOVA Open, LLC Page 6August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


Vendor Space is an OPTION for our sponsorsBelow is a SUGGESTED RATE CHART for reserving vendor spaceThe NOVA Open – 8/29-9/1/2013Vendor Layout PackageThe NOVA Open supports its sponsors in many ways beyond those listed belowSponsor Package Introductory Guidelines. These introductory packages are meant to providesponsors the information required to begin conversation with the NOVA Open Marketing TeamSponsorshipLevelCorporateLevelTournamentLevelMajor PrizeLevelAwardsLevelValueSponsored$2,500+$2,000+$1,500+$1,000+Swag Level $500+Raffle LevelVendorSpace OnlyUnder$500Sponsor Benefits• Visible stand-alone signage in Gaming Hall of your choice,Independence Foyer & at Award Ceremony*• Full-page color ad in event Media Guides*• Color custom relevant TOP TABLE signage* – swivel base,double-sided 8½” x 11”• Web advertising: your logo and link uploaded w/in 24 hours ofsponsor commitment• Four (4) free Weekend Badges ($140 value)• Visible stand-alone signage in Gaming Hall of your choice &Independence Foyer*• Half-page color ad space in event Media Guides*• Color custom relevant TOP TABLE signage* – swivel base,double-sided 8½” x 11”• Web advertising: your logo and link uploaded w/in 24 hours ofsponsor commitment• Three (3) free Weekend Badges ($105 value)• Visible stand-alone signage in Gaming Hall of your choice*• Half-page color ad space in event Media Guides*• Color custom relevant TOP TABLE signage* – swivel base,double-sided 8½” x 11”• Web advertising: your logo and link uploaded w/in 24 hours ofsponsor commitment• Two (2) free Weekend Badges ($70 value)• Visible stand-alone signage in best location available, asdetermined by NOVA Operations*• Quarter- page color ad space in event Media Guides*• Color custom game table signage* – swivel base, double-sided8½” x 11” on relevant top tournament tables• Web advertising: your logo and link uploaded w/in 24 hours ofsponsor commitment• One (1) free Weekend Badge ($35 value)• Quarter-page color ad space in event Media Guides*• Color custom game table signage* – swivel base, double-sided8½” x 11” on relevant top tournament tables• Web advertising: your logo and link uploaded w/in 24 hours ofsponsor commitment• Prize / cash contributions under $500 are welcome, & receive:• Web advertising: your logo and link uploaded w/in 24 hours ofsponsor commitmentVendorSpace$1/ft 2$1.50/ft 2$2.00/ ft 2$2.50/ ft 2$3.00/ ft 2After March 30, 2013, remaining vendor space can be reserved with 6’ table$5 / Ft 2 and cloth covers in packages inclusive of two (2) weekend badges, andwebsite + Media Guide advertising. Please call or write for more information.* VENDOR SUPPLIES ALL ADVERTISING & SIGNAGE.N/AThe NOVA Open, LLC Page 7August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959


The NOVA Open – 8/29-9/1/2013Vendor Layout PackageThe NOVA Open, LLC Page 8August 29, 2013 – September 1, 2013 (703) 915-0169; (703) 938-1959

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