Wild Horse Pass Hotel & Casino | Chandler, AZ
Sponsor/Exhibitor Prospectus 4 TH ANNUAL CONVENTION
May 9-11, 2018
Advertisement Deadline:
March 26, 2018 - See inside for details. Application Deadline:
March 26, 2018 - See inside for details.
Dear Valued Sponsor and Exhibitor,
Join us as we kick off the 4th Annual NAXSA Convention in Chandler, AZ! NAXSA’s 2018
convention offers one-of-a-kind networking opportunities, and educational seminars tailored exclusively for those in excavation shoring practices!
With sold out exhibitor registration the past three years, this annual event provides organizations and individuals the unique opportunity to showcase their services to the authority and voice of the industry. We had 100 in-house manufacturers, engineers, rental companies/distributors, associates/suppliers and government agency representatives in attendance last year; NAXSA is expecting to exceed those numbers in Arizona.
Don’t miss the best opportunity for new business, new connections and new learning.
Register today!
Wild Horse Pass Hotel & Casino:
Wild Horse Pass Hotel &
Casino near Phoenix, Arizona is a premier hotel featuring tastefully appointed rooms with a wealth of amenities...
but at a reasonable price.
While staying with us, watch for our native wild horses which have roamed free in area
desert plains for centuries and a sky full of stars at nightfall.
Being a sponsor and exhibitor gives you an opportunity to:
• Generate revenue by closing existing deals while developing opportunities with suppliers, leaders and other decision makers.
• Build brand awareness and network with professionals at all levels.
• Participate in the exhibit hall where
attendees can learn about your products and services.
• Hear about breakthrough announcements.
• Join us for networking breaks and reception events.
Our sponsors and exhibitors are key to the success of this event, and your participation is greatly valued. Invest in one of our sponsorship levels today to gain exposure to influencers and decision makers at this premier event.
We look forward to seeing you at the 4th Annual NAXSA Convention.
Exhibit Hall
The Exhibit Hall will take place in the Acacia Ballroom/Foyer.
Exhibitor Pricing
NAXSA Member Pricing $1,500 NAXSA Non-Member $2,500
All Tabletop Spaces Include:
• Exhibit fee includes registration for both receptions on Wednesday and Thursday;
continental breakfast on Thursday and Friday, refreshments, and lunch for up to two exhibitors on Thursday. (Lunch NOT included on Friday);
• List of conference participants with mailing addresses via PDF;
• Logo and company name on a 8" x 11" display sign;
• Listing in onsite program, website and mobile app;
• Logo and link to your site on the conference sponsor page of the NAXSA website
• Tabletop area furnishings: One (1) 6' draped table, Two (2) chairs, One (1) wastebasket, 8' x 10' pipe and drape
Exhibitor Schedule & Events
Wednesday, May 9
President’s Reception & Hospitality 5:30 pm–7:30 pm
All Exhibitors are encouraged to attend.
Thursday, May 10
Exhibit Hall Set Up 6:00 am–8:00 am
Breakfast 7:00 am–8:00 am
Break with Exhibitors 10:00 am–10:30 am Lunch with Exhibitors 11:30 am–12:30 pm Break with Exhibitors 1:30 pm–1:45 pm Break with Exhibitors 2:45 pm–3:00 pm
Reception 4:30 pm–6:00 pm
Friday, May 11
Exhibit Hall Open 7:00 am–11:00 am Break with Exhibitors 10:30 am–11:00 am Exhibit Hall Breakdown 11:00 am–1:00 pm
(Times and location may change. Final information will be available in the Exhibit Hall kit, provided upon application to main contact in April.)
Inquires:
For inquiries and to apply for a package, please contact
Kristy Masloski
Event Manager
[email protected]
President’s Reception &
Hopitality
$7,000
Exhibitor Reception
$5,000 Lunch
$3,500
Thursday Breakfast
$2,500
Friday Breakfast
$2,500
Signage at event
P P P P P
Opportunity to introduce speaker
P
Place Promotional information on table
P P
Logo placed in marketing of event
P P P P P
One full page ad in onsite Convention
program
P
One half page ad in onsite Convention
program
P P P P
Logo and link to company website through the NAXSA Convention
website
P P P P P
Electronic list of final attendees sent
after the Convention
P P P P P
Company logo placed next to
corresponding event in program
P P P P P
Sponsorship Options
Opportunity Details Cost
Attendee Registration Backpack Company logo placed on attendee registration bags $5,000
AM Break—Thursday Thursday—One Day
Signage with company logo placed at break station $3,000 Notebook and Pen Company logo placed on Folio and
included in all attendee registration bags $2,500 Lanyard and Badge Holders Exclusive Sponsorship with company logo
on badge holder $1,500
Additional Convention Sponsorship Opportunities
To enhance your exposure at the NAXSA’s 4th Annual Convention, NAXSA is offering the following additional opportunities to our event sponsors.
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Opportunity Details Cost Beverage Cart Signage placed in beverage cart with company logo $2,000 Golf Outing Box Lunch Company logo placed on all boxed lunches $2,000 Post Golf Outing Reception Signage placed near the bar $2,500 Golf Sports Towel Company logo placed on towels for all golfers $1,500 Golf Balls Branded company logo placed on golf balls $1,500 Beverage Holder Branded company logo on a beverge koozie $1,500 Putting Contest Signage placed near award hole with company logo $1,000 Longest Drive Award Signage placed near award hole with company logo $750 Closest To The Pin Award
(2 sponsorships available) Signage placed near award hole with company logo $750
Golf Event Sponsorship Opportunities
Advertising Options
Ad Size Dimensions Cost
Full Page Ad w/bleed 8.5”w x 11”h trim, add .25" bleed (9”w x 11.5”h)
keep live content .5" from trim $1,200
Full Page Ad 7.5”w x 10”h $1,000
Half Page Ad (horizontal) 7.5”w x 5”h $500
Quarter Page Ad (vertical) 3.75”w x 5”h $300
Unable to attend the convention? You can still reach this target audience by placing an ad in the convention program book that is distributed to attendees! Files must be 300 DPI or higher and in PDF format.
Advertisement Deadline
The application deadline for the advertisement in the convention program is March 26, 2018.
Application Deadline
The deadline for sponsoring and exhibiting is March 26, 2018
Ads due: March 26, 2018. Please send ads to Sue Peterson at [email protected]
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Confirmation
A registration confirmation will be emailed to your company’s contact upon receipt. Your booth assignment will be emailed to your designated company contact in April. An exhibitor service kit will be emailed to your designated company contact in advance of the meeting. A final confirmation with important onsite information will be sent to all registered exhibitor representatives and company contact.
Registration Deadlines
Exhibit space is available on a first-come, first-served basis. If you are a Convention sponsor and your registration is received by March 26, 2018, your company will be listed in the attendee registration brochure.
Assignment of Space
NAXSA will make final assignment of booth space considering Convention sponsorship and date registration was received. We will accommodate your requests as much as possible, but cannot guarantee that you will be assigned to any of the spaces requested or not be placed near a competitor. Exhibit space is available on a first-come, first- served basis.
Security
The exhibit hall will be locked during non- show hours, but NAXSA and the Hotel do not guarantee to protect the exhibitors against any loss or damage of any kind.
Electricity
Electricity and all other exhibit services will need to be ordered in advance from Wild Horse Pass Casino and Hotel. An order form will be provided to you in April.
Complimentary internet will be available throughout the meeting space.
Cancellation Policy
Written cancellation notice must be received via fax, mail, or email by March 26, 2018, and will receive a refund of 50% of the exhibit fee. Refunds for exhibit space will not be given after March 28, 2018. Companies who purchased a sponsorship will not be eligible to receive a refund.
If NAXSA cannot hold the Convention due to acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilitating other emergencies making it inadvisable, illegal, or impossible to provide the facilities or to hold the meeting, each prepaid registrant/exhibitor will receive a copy of Convention handouts and any other materials that would have been distributed.
Fixed Convention expenses will be paid from the pre-registration funds. Remaining funds will be refunded to pre-registrants/exhibitors.
NAXSA is not responsible for any other costs incurred by pre-registrants/exhibitors in connection with the Convention.
Registering Your Company Representatives
Registration for booth personnel will open in March. NAXSA does not register your booth personnel. Each booth purchased includes two exhibitor registrations to cover both days of the exhibit hall. Switch-outs for single days, half days or less time will not be allowed..
Shipping Information
An exhibitor service kit from the NAXSA Exhibitor Services provider will be provided to all confirmed exhibitors and will include shipping information. The decorator will receive, store, and deliver your package directly to your booth, and will be on-site to assist with return shipments if necessary.
Promotion of Sponsorship or Exhibit
Use of the NAXSA logo in any promotions of the Convention is subject to approval by NAXSA. Using the logo without permission can result in a forfeiture of your exhibit booth and/or sponsorship. Please submit any proposed ads that use the NAXSA logo to Ralph Gervasi at [email protected] for approval.
Insurance and Disclaimer
Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend,
indemnify and save the hotel, its owners, and its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the hotel and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit
premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this exhibit agreement, in an amount not less than $2 million combined single limit for personal injury and property damage.
The hotel, its owners, and its operator shall be included in such policies as additional named insureds. In addition, exhibitor acknowledges that neither the hotel, its owners, nor its operators maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance insuring any losses by exhibitor.
Lodging Information
Wild Horse Pass Hotel & Casino 5040 Wild Horse Pass Blvd.
Chandler, AZ 85226 520-796-4900
Rates:
Standard Guest Room: $159++
Suite(s): $209++
++ applies to any applicable taxes, occupancy fees or services charges that are applied to the room rate.
Cut-Off Date: Friday, April 6, 2018 before 2:00 PM EDT/
5:00 PM MST Check-In Time: 4:00 PM
Check-Out Time: 12:00 PM (noon) To Make Reservations
Please contact the Wild Horse Pass
Hotel and Casino directly at 520-
796-4900 and ask for the NAXSA
rate. Reservations must be made
by calling the Hotel directly.
NAXSA Enforced Exhibiting Policies
Early Departure Penalty: $100
To enhance the experience of attendees in the exhibit hall, NAXSA requires that all exhibit booths must remain fully set up and attended by a company representative until the specified tear-down time. To assist in enforcing this policy, NAXSA has instituted an early departure fee of $100 that will be assessed to any company that begins to dismantle its booth or leaves its booth unattended before the official tear down time denoted in the exhibitor prospectus.
Payment of this fee will be required before the company is allowed to register for a booth space at the following annual Convention and the company will be placed at the bottom of the list for booth assignments at the next annual Convention.
NAXSA is dedicated to making our attendee and exhibitor experience enjoyable and educational at all times. Thank you for your continued support and cooperation on this matter.
Exhibit Materials and Activity
NAXSA reserves the right to prevent any Exhibitor from displaying beyond the bounds of the Exhibitor’s rented exhibit space: noisy electrical devices (ex. loud appliances, machines, games), smells/scents that are offensive or commonly cause allergic or physical reactions (ex. industrial smells, chemical smells, nail polish, cleaners),
displays, fire hazards (ex. open flames, highly flammable fumes), costumed mascots, live animals or anything which may prove objectionable. All aisles must be kept clear of displays. Inventory must be discreetly stored within an Exhibitor’s booth space.
The rights and privileges of an Exhibitor shall not be infringed upon by any other
Exhibitors. Exhibitors are allowed to sponsor prize drawings within their exhibit space. Any limitations on registering for or accepting the prize must be prominently displayed in the exhibit space.
Drawing Option
Exhibitor Door Prize Drawing — Exhibitors have the option to give away a door prize at their booth. Door Prize drawing items will not be listed in onsite materials. Exhibitors are responsible for contacting the winners directly. NAXSA is not responsible for any prizes that are won and not collected.
Important Exhibitor Information
• Only one company per exhibit space will be permitted.
• Attaching/hanging marketing materials from the ceiling in the exhibit hall is not allowed.
• Exhibiting companies who wish to provide food/beverage for attendees must order directly through the hotel.
• Lead retrieval systems will not be used at the NAXSA Annual Convention.
• All exhibit set-up and materials must stay within the given footprint layout set by NAXSA.
• Any additional people who plan to be at your company’s booth must be included in your representative limit.
This includes photographers, caricature artists, etc.
• Interactive displays (photo booths, money machines, etc.) must be
approved by the NAXSA office prior to the Convention.
• Exhibitors/sponsors must not sponsor/
hold any events during Convention hours or the hours of any official NAXSA functions from Wednesday, May 9 through Friday, May 11.
This is an application to sponsor and/or exhibit. Sponsoring and/or exhibiting at an NAXSA convention highlights your company and provides a unique marketing opportunity. All sponsors will have their company logo featured on appropriate signage at the specific function and in a listing in the convention program book. Sponsorships are on a first-come, first-paid basis. All applications are subject to review and approval by NAXSA. NAXSA reserves the right to deny exhibitor privileges to any applicant. To register as an Exhibitor and/or Sponsor for the 4th Annual NAXSA 2018 Convention, complete and submit both pages of this convention appliction form. Please contact Kristy Masloski at kristym@naxsa.
org with any questions about sponsoring or exhibiting at NAXSA convention events.
Exhibit Options Fee Selection(s)
NASXA Member Tabletop $1,500 q
NAXSA Non-Member Tabletop $2,500 q
Step 1 Check all items and sponsorships you wish to purchase on this page and carry the total over to the form on the next page.
Step 2 Complete the contact information on the next page.
Step 3 Fax both pages by March 26, 2018 to Kristy Masloski at 651-265-7856. Please Do Not email credit card information. If paying by check, make a copy of these pages and mail with payment to: NAXSA, 1000 Westgate Drive, Suite 252, St. Paul, MN 55114.
Sponsor Options Fee
President’s Reception & Hospitality $7,000
Exhibitor Reception $5,000
Lunch $3,500
Thursday Breakfast $2,500
Friday Breakfast $2,500
Advertising Options Fee
Full Page Vertical w/bleed (8.5”w x 11”h trim, add .25” bleed - live matter .5” from trim) $1,200 q
Full Page Vertical (7.5”w x 10”h) $1,000 q
Half Page Horizontal (7.5”w x 5”h) $500 q
Additional Sponsorship Opportunities Fee
Attendee Registration Backpack $5,000
AM Break—Thursday $3,000
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Notebook and Pen $2,500
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Lanyard and Badge Holders $1,500
Golf Event Sponsorship Opportunities Fee
Beverae Cart $2,000
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Golf Outing Box Lunch $2,000
Post Golf Outing Reception $2,500 q
Golf Sports Towel $1,500
Golf Balls $1,500
Beverage Holder $1,500
Putting Contest $1,000 q
Longest Drive Award $750 q
Closest to the Pin Award $750
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(For office use only) NAXSA requires full payment for registration fees by check or credit card. All credit card fields are required.
Method of Payment: q Check enclosed, payable to “NAXSA” q VISA q MasterCard q American Express q Discover
Card Number ____________________________________________________________________Exp. Date _________________ Security Code ________________
Cardholder Name (print) ___________________________________________________________Cardholder Phone ______________________________________
Billing Address: ___________________________________________________________________City: _________________________________________________
State/Province: ________________________________ Postal Code: __________________________________Country: ____________________________________
Cardholder Signature ___________________________________________________________________________________________________________________
PAYMENT INFORMATION
EXHIBITOR/SPONSORSHIP CANCELLATION POLICY
Written cancellation notice must be received via fax, mail, or email by March 26, 2018, and will receive a refund of 50% of the exhibit fee. Refunds for exhibit space will not be given after March 28, 2018. Companies who purchased a sponsorship will not be eligible to receive a refund.
TOTAL ENCLOSED $ ____________________________ (from previous page)
SPONSOR/EXHIBITOR INFORMATION (please print clearly)
Company Name (as should appear on event signs) __________________________________________________________________________________________________
Company Contact Name ______________________________________________________________________________________________________________________
Address _______________________________________________________________ City ________________________________________________________________
State/Province: _______________________________________Postal/Zip Code: ______________ Country _________________________________________________
Phone: (_________) ______________________________________________________ Fax: (_________) _____________________________________________________
Email (required): __________________________________________________________ Website: ____________________________________________________________
Exhibitor Promotion at Convention
Please send: q a two sentence description for the convention program book, AND q a high resolution vector (.eps) company logo to [email protected]
NAXSA reserves the right to verify NAXSA membership and adjust the payment to reflect the appropriate Member/Non-member rates and fees.
Onsite Contact - Name: __________________________________________________ Mobile #: ______________________________________________________
❑ Please check if you have any special needs/dietary requirements to fully participate in our meetings/events.
Please specify needs and requirements: _________________________________________________________________________________________________
Authorization - Your signature here indicates acceptance of NAXSA’s Exhibitor Guidelines:
Printed Name: ________________________________________________________ Organization: ________________________________________________________
Signature: ____________________________________________________________ Date: ______________________________________________________________
To register as an Exhibitor and/or Sponsor for the 4th Annual NAXSA Convention-2018, complete and submit both pages of this convention appliction form. Please contact Carissa Wolf at [email protected] with any questions about sponsoring or exhibiting at NAXSA convention events.
Step 1 Check all items and sponsorships you wish to purchase on the previous page and carry total over to this form.
Step 2 Complete the following contact information.
Step 3 Fax both pages by March 26, 2018 to Kristy Masloski at 651.265.7856. Please DO NOT email credit card information. If paying by check, make a copy of these pages and mail with payment to: NAXSA, 1000 Westgate Drive., Suite 252, St. Paul, MN 55114.
