Region Conferences can give exhibitors/vendors an opportunity to show participants how their products or services can help academic advising.   The planning committee needs to decide if having exhibitors will enhance their program, if there is physical space at the hotel for exhibit tables, a schedule for exhibits (for example, it might be best to have exhibits open for only part of the conference.  Past history indicates that Regional Conferences generally have one or two exhibitors. 

General Guidelines for the Exhibits:

Types of Exhibits or Advertisements:

1. Exhibit Table with a company representative (includes draped display table with 2 chairs).  If electrical connections are needed, there may be an extra charge.   Generally there is not space for any type of projection, but if lcd projector or computer is needed, the exhibitor would bring their own.
2. Unstaffed exhibit table - if an exhibitor wants to send information to lay out on a table, the conference committee would need to tell the exhibitor where to send it, by what date, and would need to set this up at the conference.  In general, materials would not be returned to the exhibitor.
3. Full page ad in printed program
4. 1/2 page ad in printed program
5. Link on region conference web page
6. Optional Conference Co-Sponsorships
   • Regions can tailor these options to meet their needs and the exhibtors goals. These donations are in addition to either options # 1 or 2 above.   Some examples might be donating towards the totebags, namebadges, receptions, breakfasts, internet access in meeting rooms, etc.   These donations should be listed in the program or if appropriate, signage at the event should thank them for their donation.

Presentations:

Types of Presentations:   NOTE: Each region can decide whether or not they will allow presentations in addition to the exhibit displays.

1. Presentations at a time when other NACADA sessions are not offered.   This is ideal IF you have time in your schedule.  
   • Exhibitors should bring their own projectors if needed. 
   • Printed program should clearly indicate this is a vendor presentation.
2. Presentations that are scheduled during the regular NACADA sessions.  This is not ideal but in this case:
   • These presentations should not take priority over accepting quality proposals from members.
   • Printed program must clearly designate that this is a vendor presentation.
3. Educational presentations. From time to time, an exhibitor will offer a non-commercial educational presentation that is not designed to promote their own product.   These presentations should be reviewed thoroughly by the program committee.  It is difficult to actually never mention their product in these instances, and NACADA members will be put off if they view the presentation as even indirectly promoting the exhibitors product. 
4. Caution about prizes and giveaways:  Although it is acceptable for exhibitors to donate prizes and giveaways, these should be either given out at the vendors table or incorporated into your regular system of dissemination (if you even have prizes or giveaways).  If a vendor wants to hand their prizes directly to the winners, they need to do that at their exhibit table without interfering with other concurrent or general sessions.   Simply put, the vendors should not detract from attendees time in general or concurrent sessions.

Attracting Exhibitors:

• In the fall, the Executive Office sends out a notice to the exhibitors at the past annual conference which lists the dates and places of all the region conferences.  This generates contacts from the exhibitors if they are interested in coming or sponsoring an event.  
• Also, if you have exhibitors in your area, or someone contacts you directly, you can also send them information about your conference and the exhibit opportunities. 
  • In the forms section of the Region Conference Chair Handbook, check out the introductory letter to describe the exhibit process followed by an actual contract/registration form that exhibitors can fill out and send to the executive office. The title of this form is Exhibit and Advertising info and contract sample. 
    • This Exhibit and Advertising info and contract sample CAN BE MODIFIED to suit a specific region's needs.  Please keep rates similar to what is on this form, however, you can delete or add options.  Please consult with Diane Matteson regarding addiing other options.

You will also want to review the Commercial Presenter Policy. Scroll down to the appropriate section. 

This is what is sent to Annual Conference Exhibitors by the Executive Office in the fall preceeding the Regionals.

  EXHIBIT &/or Program Ad OPPORTUNITY

On behalf of the National Academic Advising Association (NACADA), we would like you to consider the benefits of having your organization exhibit at our regional conferences.

Attendees at NACADA’s ten regional conferences are advisors/counselors, faculty, and academic and student affairs administrators representing two-year, four-year, and graduate level higher education institutions.  They work in advising, testing, registration, student support services, assessment, special needs, and career planning and placement offices.  More information on our professional association is available at our web site: www.nacada.ksu.edu.

This is an excellent opportunity for you 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 the 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.

For additional exposure, NACADA also offers exhibitors the opportunity to co-sponsor conference events, meal functions, or registration materials.  Unable to staff an exhibit booth but would be interested in having your information displayed?  You may want to send flyers for our information table or provide an ad in the program booklet.  

This is a wonderful opportunity to reach academic advisors and administrators at colleges and universities across the nation.  Complete the contract below to reserve your booth and/or ad space.  Please do not hesitate to call if you need additional information.  We hope that you will join us as an exhibitor at our Regional Conferences!

This is followed by the list of current Regional Conferences and the exhibit contract is attached.  See Exhibit and Adverstising Info and contract sample on the forms page of the regional conference handbook.