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Exhibit Opportunities are available at the NACADA Summer Institutes
Austin, TX - June 24-29, 2012 (Exhibit days - Monday, June 25 & Tuesday morning, June 26)
Louisville, KY - July 29-Aug 3, 2012 (Exhibit days - Monday, July 30 & Tuesday morning, July 31)
The Summer Institutes are designed for all levels of advising administrators, advisors, faculty advisors and graduate students.
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Exhibitor Information
NACADA would like to offer you an excellent opportunity to introduce and display your services or products to conference delegates who are instrumental in implementing change and using new products and services on campus. Our membership is involved in all areas influencing student success at institutions of higher education throughout the country. We provide an excellent opportunity for you to meet face-to-face with users and decision-makers in such areas as integrated software, study abroad programs, career planning and placement, distance learning, enhancing student retention, textbooks, student record and tracking systems and all other areas influencing student success.
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| Time allotted each exhibitor |
All exhibitors will be able to participate for a day and a half during the Institute (same day for all exhibitors); allowing access to attendees before the start, during breaks and at the end; days to be determined by NACADA. |
| Number of Exhibitors |
Two companies will be allowed to exhibit at each Summer Institute by NACADA approval only
- Exhibitor must have products/services that support the focus and goals of the Summer Institutes.
- Exhibitors will be set in close proximity to each other and near the NACADA registration area or a high traffic area as space allows.
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| Deadline for Exhibitor Registration: |
- Interested parties can contact Jennifer Rush as early as April 1 of the event year.
- Contract must be agreed upon and signed no later than May 1 for either Institute.
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| Associated Costs: |
| Basic Exhibitor Participation (Required): |
| 1 |
6’ draped table, chair, contact with Institute participants
- Exhibitor is allowed space behind and on table for displays and materials; display booths and excessive signage beyond what will fit behind/on your table is not allowed.
- Exhibitors are welcome to incorporate door prizes and other promotional activities; however participation in these activities cannot be directly tied to attendance at presentation (if applicable) or booth; exhibitors can post winning names at their booth area for attendees to see or they can contact winners after the event.
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$1,000 |
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Additional Items (chose as many options as desired): |
1 |
Full page ad in Institute program
See timeline below
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Black and white ad in the Summer Institute Session Guide
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Placement determined by NACADA
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Size: 7.5 x 10 (portrait)
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$200 |
| 1 |
Joint promotion of Institute and vendor information on a 6x9 full color postcard
- See time line below.
- NACADA provides camera-ready art for the front of a 6x9 postcard; exhibitor can include information on reverse side; exhibitor pays for printing and postage; NACADA provides address list of pre-determined geographical region for mailing postcard (for one-time use only). To be mailed within in a time frame that allows for adequate promotion of event. See a postcard sample.
- Exhibitor provides final camera ready art to NACADA for approval before printing.
- Available to only one exhibitor per year. Will be granted based on the date of the completed contract.
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$250 |
| 1 |
Presentation at Institute
- See time line below.
- Presentation will be designated as an Exhibitor Presentation in all NACADA materials. Attendance to the presentation will be optional for participants and may be held at the same time as alternative programs or activities.
- Title and Abstract (150-200 words) for inclusion in the Session Guide for presentation must be submitted by May 21, 2011 (if not submitted with the application).
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$500 |
| 1 |
Coffee Break Sponsorship* |
$2,000 |
| 1 |
Reception Sponsorship
- Includes a 15 minute informal Sponsor presentation for product promotion
- Sponsorship for the reception is awarded on a first come, first served bases; only one sponsorship given
- For this sponsorship only, you can require attendance to win door prizes that are distributed during your allotted 15 minute presentation.
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$3,000 |
| 1 |
Meal Sponsorship* |
$5,000 |
*If more than one meal or break is offered, exhibitors may choose multiple opportunities. Each meal or break is sponsored individually for the cost listed per sponsorship. Sponsorship of breaks and meals will be awarded based on the date of the completed contract. |
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| Audio Visual |
No audio/visual equipment or arrangements will be provided by NACADA, if audio/visual or electrical outlets are needed, exhibitor must make own arrangements with the audio/visual company with whom NACADA is contracted; contact Jennifer Rush for contact information. |
| Time Line |
| May 21 |
Title provided to NACADA for session presented at either Summer Institute for the event schedule and session guide |
| May 21 |
Abstract provided to NACADA for session presented at either Summer Institute; 150-200 words. |
| June 1 or sooner |
Camera ready art provided to NACADA for ads placed in the session guide for either Summer Institute |
| May 28 |
Exhibitor's logo and text for sponsorship signage.
See a sign sample.
- 4 color, 8.5 x 11 (landscape), create by NACADA
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| Week of May 28 |
Mailing of Joint Promotion Postcard. Exhibitor and NACADA will work together to ensure production of card is completed by this date. |
On or before
May 31 |
Certificate of Liability Insurance need to be sent to the NACADA Executive Office; Fax: 785-532-7732 or Email: jlrush@ksu.edu |
All information and artwork is to be submitted electronically to Jennifer Rush at jlrush@ksu.edu no later than the due date(s) listed above. Artwork should be submitted as a JPEG, TIFF or PDF file.
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| Request to Exhibit |
Complete the Exhibitor Proposal Form and send it to: NACADA - Summer Institute Exhibit, 2323 Anderson Ave., Suite 225, Manhattan, KS 66502-2912 or to Jennifer Rush. |
| Refunds or Cancellations |
Refund and cancellation requests must be submitted in writing to NACADA; they can be directed via email to Jennifer Rush; telephone cancellations will not be accepted.
There is a $250 non-refundable cancellation fee. Refunds will be based on the following:
From time of registration to 3 weeks prior - $250 cancellation fee retained.
3 Weeks prior - 50% of fees for the options selected will be returned to vendor.
less than 1 week prior - 25% of fees for options selected will be returned to vendor.
In the unlikely event that NACADA would cancel this event prior to its start date, the exhibitor fee would be fully refundable. NACADA assumes no responsibility for other expenses exhibitors may have incurred in relation to such cancellation. |
| Insurance |
Exhibitors must carry insurance. Neither NACADA nor the Hotel maintains insurance to cover Exhibitors’ property or liability claims. Exhibitor agrees to hold harmless NACADA, the Hotel, and any employees or officers of same against any liability arising from and all damage or personal injury caused by the Exhibitor or agents thereof. |
| Accommodations |
Exhibitors and all related personnel are responsible for their own flight, transportation and hotel needs. Exhibitors are welcome to book their hotel within the NACADA hotel block at the established group rate. |
| Contact |
Jennifer Rush, Program Coordinator, jlrush@ksu.edu or 785-532-7816 |
Revised 4/5/12
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