2018 Sponsor & Exhibit Opportunities
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2018 NAXSA Convention

 

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.

Sponsor/Exhibit Registration Button

Download the Sponsorship Prospectus (PDF). All registrations must be accompanied by full payment to reserve your place at the event.

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 to both receptions on Wednesday and Thursday; continental breakfast, and refreshments for up to two exhibitors on Thursday and Friday, as well as lunch 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 of all exhibitors in onsite program, website and mobile app
  • Logo and link to your site on the conference sponsors’ 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

Times and location may change; final information will be available in the Exhibit Hall kit, provided upon application approval.


Wednesday, May 9

5:30pm –7:30pm

President’s Reception & Hospitality - All Exhibitors are encouraged to attend.

Thursday, May 10

6:00am – 8:00am

Exhibit Hall Set-up

7:00am – 8:00am

Breakfast

10:00am – 10:30am

Break with Exhibitors

11:30am – 12:30pm

Lunch with Exhibitors

1:30pm – 1:45pm

Break with Exhibitors

2:45pm – 3:00pm

Break with Exhibitors

4:30pm – 6:00pm

Reception in Exhibit Hall

Friday, March 11

7:00am – 11:00am

Exhibit Hall Open

10:30am – 11:00am

Break with Exhibitors

11:00am – 1:00pm

Exhibit Hall Breakdown


Sponsorship Options

Sponsorship Options

Additional Sponsorship Opportunities

To enhance your exposure at the NAXSA’s 4th Annual Convention, NAXSA is offering the following additional opportunities to our event sponsors.

Additional Sponsorship Options

Golf Event Sponsorship Opportunities

To enhance your exposure at the NAXSA’s 4th Annual Convention, NAXSA is offering the following additional opportunities to our event sponsors. Golf Hole Sponsorships for $300 are available on the Golf Tournament registration. All golf sponsorships must be purchased on or before Tuesday, April 17 to guarantee signage.

Golf Event Sponsor Opportunities

Advertising Options

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. Ads are due March 26, 2018. Please send ads to Sue Peterson at suep@naxsa.org.

Advertising Options

Registration

Sponsor/Exhibit Registration Button

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. Exhibit and sponsorship registration may be completed online or by completion of the form from the prospectus PDF. 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. The deadline for inclusion in the Convention program booklet is March 26, 2018.

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 ralphg@naxsa.org 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.

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.
  • Exhibitors and Sponsors are welcome to attend the general sessions which they sponsor. Admittance at any other sessions will not be permitted.
  • 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.

Photography, Videography & Audio Release

As part of our mission to provide education, best practices and other information from leaders in their fields, speakers, panelists and audience members should be aware that we may record all, or part, of the events we organize, including comments from speakers, panelists and audience members. The resulting raw and edited materials, including still photographs, video and audio recordings, and associated verbatim transcripts, may be used by NAXSA, without restriction, in press releases, white papers, conference collateral, web sites and other publications.

By attending our events, you acknowledge that you are in a public place, and that attendees (including NAXSA volunteers) may capture your image in photos and videos. Nevertheless, NAXSA encourages event attendees to exercise common sense and good judgment, and respect the wishes of other attendees who do not wish to be photographed at the event. NAXSA uses photos and videos taken at its events for a variety of purposes, including publication on the NAXSA website.

If you see any photos or profiles about yourself on the site that you would like removed, please contact us at 651-379-7307.


Hotel Room Scam - Warning About Housing Pirates

The North American Excavation Shoring Association (NAXSA) has learned that several groups have been contacting our members and exhibitors to assist with hotel reservations in Chandler for the upcoming 2018 NAXSA Annual Conference. All room reservations must be made by calling the hotel directly. Please contact the Wild Horse Pass Hotel and Casino directly at 520-796-4900 and ask for the NAXSA rate.

NAXSA has sufficient room blocks to accommodate our attendees and exhibitors at the special NAXSA Conference rates. These other groups claim they can get cheaper rates if you book with them. Such companies to avoid, as they are not affiliated with NAXSA, or the upcoming events in Arizona include:

  • Convention Housing Services
  • Convention Expo Travel
  • Elite Corporate Planners
  • Expo Housing
  • Exhibition Housing Services
  • Global Housing Management (GHM Travel)
  • HDMC Group
  • IEP Group
  • International Events
  • Le Company LLC
  • TradeShow Housing

Should you receive an e-mail or phone call from any of these companies, NAXSA strongly recommends you DO NOT make your hotel reservation with any third party vendor. If you have already made hotel reservations through an unauthorized vendor, NAXSA is unable to guarantee the reservation is valid and recommends that you cancel immediately before you incur charges. There is the potential to be left without a room and to lose money paid in advance if you book through them.

Please be assured that NAXSA is committed to providing you quality services to make your conference experience a positive one. Should you have any questions or concerns or have booked with a third party, please contact Carissa Wolf, NAXSA’s Conference Planner at or call us at 651-379-7307.