2016 Power of Partnership Contract
Contents
1. 2 500 2016NAFE Sponsor Rate Q Vendor Solution Presentations 00 2 500 Mobile App Sponsor Banner Ad limit 6 1 000 2016NAFE Additional Advertising Payment Subtotal 2016NAFE Exhibit Space Preferences NIPA will attempt to accommodate preferences however booth space is assigned first to sponsors then on a first come first served basis List preferred booth numbers in order of preference see Floor Plan at www nipa org nafesponsor Ai 2 3 4 List any companies you do not wish to be located next to your exhibit space Payment Year Round Advertising and Sponsorship Opportunities Subtotal BMC Sponsorship Subtotal NAFE Sponsorship Subtotal Total Payment Enclosed All fees must be paid in full or NIPA will not consider the contract complete Payment is accepted via credit card or check payable to NIPA 330 N Wabash Avenue Suite 2000 Chicago IL 60611 Authorized Signature Title Date Contract Conditions Rules amp Regulations Exhibit Space Contracts and Sponsorship Contracts are subject to the approval of the National Institute of Pension Administrators Inc NIPA NIPA reserves the right to determine the eligibility of exhibitors and or sponsors for inclusion in the Business Management Conference BMC NIPA Annual Forum amp Expo NAFE or Partner Program NIPA may prohibit an Exhibitor or Sponsor from participati2. at the Exhibitor s expense any merchandise deemed by Show Management as not suitable for display at NAFE Absolutely no exhibits are permitted outside The Cosmopolitan of Las Vegas There are to be no displays in hotel rooms or hotel public areas or other public areas in the Las Vegas area Exhibitor Liability Indemnification amp Insurance It is agreed that the Exhibitors shall assume all responsibility for any loss damage or injury that they shall have or cause and that they shall indemnify and hold harmless the National Institute of Pension Administrators Inc and The Cosmopolitan of Las Vegas and its directors officers representatives agents members or employees from all liability due to injury loss or damage A copy of your certificate of insurance is required and must accompany your contract Fire Regulations The contract is subject to the approval of NIPA which reserves the right to refuse contracts or to cancel any exhibit before or during the meeting period that does not meet the required standards of the Fire Marshall All materials used in the exhibit booth must be of a nonflammable nature Electric signs and equipment must be wired to meet the specifications of local fire authorities A complete list of all fire regulations will be included in the Exhibitor Service Manual Contract Conditions Rules amp Regulations continued Official General Service Contractor NIPA s official decorator wil
3. damages Booth Construction Regulations Displays shall not be placed in any manner that will interfere with other Exhibitors Backgrounds shall not exceed eight feet 8 in height including signage unless utilizing a peninsula island or perimeter booth space Please refer to the Exhibitor Service Manual for specific booth construction regulations Dismantling of Exhibits Exhibits are to be kept intact until the closing of the show No part of an exhibit shall be removed during the show without special permission from NIPA Management Any Exhibitor who begins dismantling its display before the close of the show is subject to a fine of 500 and may lose the privilege of exhibiting entirely All freight must be removed from The Cosmopolitan of Las Vegas by 9 30 p m on Tuesday May 8 2016 If exhibits are not removed by this time management has the right to remove exhibits and charge the expense to the Exhibitor Distribution of Materials Displays outside Exhibit Area No Exhibitor will be permitted to display or distribute literature or any promotion outside the confines of the assigned booth space in the Expo Hall Canvassing or distribution by Exhibitors of any printed matter advertising materials souvenirs or other articles shall be restricted within the space occupied by their exhibit Canvassing or distributing such materials outside the Exhibitor s own space is not permitted NIPA also reserves the right to remove
4. 016 Sanctuary on Camelback Mountain Scottsdale Arizona 2016BMC Sponsorship Opportunities Read details about the opportunities below at www nipa org obmcsponsor O Contributing Sponsor aaas aeaaeae 10 500 Qh Major Sponsor 6 ee eee 16 500 9 000 if you also participate in the 2016NAFE at 5 000 BMC Contributing Sponsorship Package includes recognition as the sponsor of one of the following events items Please check one below Wednesday Afternoon Networking Break Thursday Breakfast Thursday Afternoon Networking Break Friday Breakfast Friday Box Lunch Conference Binder Conference Giveaway COoOoovoOd 2016BMC Sponsorship Payment Subtotal 14 000 if you also participate in the 2016NAFE at 5 000 BMC Major Sponsorship Package includes recognition as the sponsor of one of the following events items Please check one below QO General Session Wednesday Thursday or Friday Q Wednesday Dinner 0 Thursday Hot Lunch Q Thursday Dinner Please note 2015BMC sponsors have right of first refusal 2016NAFE Exhibit and Sponsorship Application Complete if you wish to sponsor the 2016NAFE National Institute of Pension Administrators 2016 NIPA Annual Forum amp Expo 2016NAFE May 1 4 2016 The Cosmopolitan of Las Vegas Las Vegas Nevada 2016NAFE Sponsorship Opportunities Read details about the opportunities below at www nipa org nafesponsor Applicants must submit 1 a copy of your certificate o
5. NIPA in writing Room drops are only permitted by those who are sponsoring a room drop through NIPA s Sponsorship Program Distribution or display of promotional material in or to attendees hotel sleeping rooms public areas or educational session rooms is strictly prohibited unless 1 the Exhibitor has submitted a request in writing and a sample of the promotional material to NIPA and 2 has received a written approval from NIPA for such activity Rules amp Regulations For Exhibiting At 2016NAFE Assignment of Space NIPA will attempt to accommodate preferences however booth space is assigned first to sponsors then on a first come first served basis Cancellation of Exhibition Space Exhibitors desiring to cancel or reduce their requested space after having submitted a signed contract and fee must do so in writing on company letterhead via certified mail return receipt requested If the exhibitor cancels on or before January 15 2016 for 2016NAFE the exhibitor will incur a fee of 50 percent of the total booth cost Should an Exhibitor cancel partial space on or before January 15 2016 the exhibitor will incur a fee of 50 percent of the canceled space Additionally no refund will be issued if NIPA is unable to fill any canceled or reduced booth space No refunds whatsoever will be made on cancellations or reductions of space after January 15 2016 NIPA is entitled to all monies paid and owed as liquidated
6. Snipa 2016 Power of Partnership Contract NIPA only accepts contracts that are completed with all required information signed by an appropriate representative of the sponsoring company and accompanied by payment in full Applicants must submit this completed contract to NIPA 330 N Wabash Avenue Suite 2000 Chicago IL 6061 1 Phone 800 999 NIPA 6472 Fax 312 673 6609 Website www nipa org Company Information Please print exactly as you wish information to appear in all event materials and the NIPA website Company Contact Address Website City State Province Country ZIP Postal Code Phone Fax Email Primary Logistics Contact Phone Fax Email When registration opens for each event a NIPA representative will contact you to register sponsor and exhibit personnel Year Round Advertising and Sponsorship Opportunities Read details about the opportunities below at www nipa org nipasponsor Choose two of the following for 3 000 Q News from NIPA org for six issues Q Banners on NIPA s Website Homepage for one year Q Banners on High traffic Web pages for one year Q Sponsored Webcast Year Round Advertising and Sponsorship Opportunities Payment Subtotal 2016BMC Sponsorship Application Complete if you wish to sponsor the 2016BMC National Institute of Pension Administrators 2016 Business Management Conference 2016BMC January 13 15 2
7. e of writing these rules it is planned that installation of exhibits will commence in The Cosmopolitan of Las Vegas on Sunday May 1 2016 starting at noon If an exhibit is not set up by 5 00 p m on Sunday May 1 2016 NIPA reserves the right to re assign such space to another Exhibitor or to make such other use of the space as deemed necessary or appropriate NIPA reserves the right to set up the exhibit or remove the freight from the booth at the Exhibitor s expense No refund is made to the original contracting Exhibitor NOTE Setup hours specified here are subject to change in which case all Exhibitors will be notified in writing Use of Space General All demonstrations must be confined to the Exhibitor s booth No Exhibitor shall assign or share any part of the assigned space without written permission from NIPA s Executive Director No Exhibitor shall display goods other than those manufactured or dealt with in the regular course of business Solicitations of business or conference in the interest of business except by exhibiting firms are prohibited Use of Space Food and Beverage Distribution Preparation No food or beverage may be served or sampled in any booth or on the show floor by anyone during a sponsored event Food and beverage sampling in conjunction with specific exhibits must be approved in writing by NIPA Such preparation must not create noise to the extent that it is annoying to neighbor
8. f insurance see Exhibitor Liability in Rules amp Regulations at www nipa org nafesponsor 2 a 50 word description of exhibiting company to be included verbatim in the onsite materials and 3 company logo in pdf and eps formats O Exhibit Onl esia6e02 2028s sad cle be va er ea ees 3 450 Gr Golia eis eect oo tad ate adden ee BAG 15 000 Q First time Exhibitor Exhibit Only 2 700 Please check one below U BONZO ee i re ee 5 450 Q Internet Caf ED SINEN grei tech deers teas ane eek a Saale area g Bankes 10 000 QO Monday General Session Please check one below QO Tuesday General Session Q 2016NAFE Conference Session QO Tuesday Luncheon H Monday Box Lunch T PIA NUM eserves oases i aea 20 000 Q Networking Reception Registration Badge Lanyards 2016NAFE Sponsorship Payment Subtotal 2016NAFE Additional Advertising Opportunities Read details about the opportunities below at www nipa org nafesponsor Q Conference Mobile App Sponsor limit 1 5 000 UO NEW Virtual Registration Bag 0 0 2 500 Q Hotel Room Drop limit 3 6 ee 3 000 OQ Meterboard limit 2 0 0 ccc eee ee 1 500 Q Registration Giveaway 2 2 cece eee 3 000 QO Registration Bag Insert limit 1 0 1 500 Conference Notepads 60 00 eee eee 2 500 OQ Vendor Solution Presentations 0 0 0 e eee 1 500 Q Directional Footprints limit 3 sponsors
9. g exhibit booths or guests Droplights or special lighting devices must be hung at a level or positioned so as not to prove to be an irritant or distraction to neighboring exhibit booths or guests No strobe light effects are permitted Projectors or TV screens must not cause people to block aisles Loud speakers or operation of equipment which is of excessive sound volume to be annoying to neighboring Exhibitors or guests will not be permitted based on the 80 80 Rule Any sound that consistently exceeds 80 decibels measured at the edge of an Exhibitor s booth or is clearly identifiable more than 80 feet from that booth is considered objectionable Exhibitors are prohibited from taking videos or photographs of any booths on the show floor other than their own
10. ing Exhibitors or distracting to the conduct of business on the show floor Food preparation and sampling if approved by NIPA must be conducted at least three 3 feet from the aisle and must be conducted in a safe sanitary manner which will protect attendees from risk of injury The Exhibitor must control all smoke vapor and odors to the extent that they will not be objectionable to other Exhibitors Exhibitors must also provide sufficient sanitary containers to preclude contamination of the aisles and of neighboring exhibits It is the responsibility of the Exhibitor to see that no food or beverage leaves the booth NIPA has the right and power to impose a cease and desist order to stop further food preparation and sampling when in its opinion the rules are not being followed or the food and or beverage preparation has become objectionable for any reason The Cosmopolitan of Las Vegas has its own food and beverage department that prepares all food and beverage for the hotel Exhibitors are prohibited from serving alcoholic beverages on the show floor Exhibitors are permitted to serve coffee soda and water without written approval from NIPA Food and beverages must be ordered from The Cosmopolitan Catering Convention Services Department Use of Space Lights Audio Photography Video Etc No spotlight may be directed toward the aisles or so directed that it proves to be irritating or distracting to neighborin
11. l handle all exhibitor onsite needs and will provide service kits outlining available services and equipment once your completed contract is received and your booth space is confirmed Drayage shipping information will be provided in the Exhibitor Service Manual to ensure that your materials arrive in a timely manner for the conference If you have questions upon receiving your kit please contact NIPA Headquarters Additional furnishings and other related services accessories drapery labor electrical telephone additional signage flowers cleaning lighting etc may be obtained directly from the General Services Contractor In order to conform to union contract rules and regulations it may be necessary for Exhibitors to use qualified union personnel for the installation and dismantling of exhibits and for material handling within the show However any exhibit installation or dismantling that a does not require the use of hand tools b does not take more than one person and c can be accomplished within 30 minutes may be performed by the owner or company representative In addition the handling placing or setting of merchandise to be displayed does not require union labor and may be done by the Exhibitor Retail Sales No retail sales where payment is received and product delivered are permitted within the exhibit area at any time Payment and or orders may be taken for future delivery Setup Time At the tim
12. on in any NIPA event and or program for any reason in the opinion of the NIPA Executive Director Cancellation of Sponsorship Sponsors desiring to cancel sponsorship after having submitted a signed contract and fee must do so in writing on company letterhead via certified mail return receipt requested No refunds whatsoever will be made on cancellations of sponsorship Hotel Rooms Meeting Rooms Suites Room Drops Exhibitors and Sponsors can make housing reservations after their contracts are received at NIPA Headquarters Housing reservation forms will not be available to a company before its contract is completed and returned with the appropriate fee NIPA reserves the right to control all suites and meeting rooms at The Cosmopolitan of Las Vegas during the NAFE Request forms for function space including meeting and hospitality rooms will be sent to Exhibitors and Sponsors upon request by NIPA Headquarters NIPA reserves the right to control all suites and meeting rooms at the Sanctuary on Camelback Mountain during the BMC Request forms for function space including meeting and hospitality rooms will be sent to Sponsors upon request by NIPA Headquarters No entertainment meetings tours or similar activities will be permitted in hotel suites meeting rooms or other private or public facilities during hours which conflict with NIPA exhibit hours or NIPA meeting hours Any exceptions if granted must be obtained from
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