2022 ASSOCIATE MEMBER GUIDE
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2022 ASSOCIATE MEMBER GUIDE
TABLE OF CONTENTS
NACA® Live Schedule............................................................................................................................................................. 3
Fees and Refunds.......................................................................................................................................................................4
NACA® Live Checklist............................................................................................................................................................. 5
Showcase Applications, Fees & Checklist.........................................................................................................................6
Campus Activities Marketplace Checklist.......................................................................................................................9
Business Connections/Block Booking.............................................................................................................................. 12
Sponsorship Opportunities.................................................................................................................................................. 12
Educational Session Proposals........................................................................................................................................... 14
Policies and Procedures........................................................................................................................................................ 15
ABOUT NACA
The National Association for Campus Activities (NACA) is the recognized leader in higher
education; providing knowledge, ideas and resources for campus life. We provide our members
with programs and events focusing on student and professional leadership development,
program planning, concert management, diversity and more. Our school and associate members
also have access to one of the largest campus activities networking and talent buying resources
in the country.
2
2022 NACA® Live Schedule
Most events take place in the Kansas City Convention Center; location details will be finalized at a later date.
SATURDAY MONDAY
9 AM–3 PM...................... Experience Kansas City 8 AM–10:45 PM............. Make It & Take It Showcase
12 PM–8 PM..................... Registration Open 8:30 AM–5 PM.............. Registration Open
12 PM–8 PM..................... Campus Activities Marketplace 9 AM–9:45 AM............... NACA Now (Annual business meeting)
Exhibitor Load In 9 AM–9:45 AM............... Ed Programs (45 min sessions)
12 PM–9 PM..................... Make It & Take It Showcase 9:55 AM–10:15 AM........ Ed Programs (20 min sessions)
3 PM–4 PM...................... Kick-Off/Welcome 9 AM–9 PM...................... Professional Networking Hub
4:15 PM–5 PM................. Networking Session 9 AM–9 PM...................... Zen Zone Open
4 PM–5 PM...................... Associate Welcome & Networking Session 9 AM–9 PM...................... Student Lounge
5 PM–7 PM...................... Dinner on Your Own 10 AM–12 PM.................. Campus Activities Marketplace 3 Open
7 PM–9:30 PM................ Opening Showcase 10:30 AM–10:50 AM... Learning Live (Round 1 - 20 mins)
(1 DJ @ 20 mins,1 Emcee @ 25 mins, 5 acts @ 10
11 AM–11:20 AM.............. Learning Live (Round 2 - 20 mins)
mins, 1 Variety @ 20 mins)
11:30 AM–11:50 AM....... Learning Live (Round 3 - 20 mins)
8 PM–9 PM...................... Friends of Bill W. Meeting
11:50 AM–2 PM............... Lunch on Your Own
9:30 PM–10:30 PM...... Sponsored Night: Live @ Live Dance Party
12 PM–1:45 PM................ Professional Development Luncheon
2 PM–3:30 PM............... Showcase 4 (1 Emcee @ 25 mins, 6 acts @ 10 mins)
SUNDAY
3:45 PM–4:30 PM......... Ed Programs (45 min sessions)
8:30 AM–10:30 PM...... Make It & Take It Showcase
4:40 PM–5 PM............... Ed Programs (20 min sessions)
8:30 AM–5 PM.............. Registration Open
3 PM–6 PM...................... Campus Activites Marketplace 4 Open
9 AM–9 PM...................... Professional Networking Hub Open
6 PM–8 PM...................... Dinner on Your Own
9 AM–9 PM...................... Zen Zone Open
6 PM–7 PM....................... Friends of Bill W. Meeting
9 AM–9 PM...................... Student Lounge (Sponsored)
7:15 PM–8 PM................. Leadership Fellows & Friends Reception
9 AM–9:55 AM............... Welcome Keynote
8 PM–9 PM...................... Sponsored Night
10 AM–12 PM.................. Campus Activities Marketplace
Grand Opening 8 PM–9 PM...................... Professional Staff, Graduate Student
& Associate Welcome Reception
12 PM–2 PM..................... Lunch on Your Own
8 PM–10 PM.................... Film Screening
2 PM–3:30 PM............... Showcase 2: New to NACA Coffeehouse (1 Emcee
@ 25 mins, 6 acts @ 10 mins)
3:45 PM–4:30 PM......... Ed Programs & Featured Workshops TUESDAY
(45 min sessions) 8:30 AM–10 PM............. Make It & Take It Showcase
4:40 PM–5:25 PM......... Ed Programs & Featured Workshops 8:30 AM–5 PM.............. Registration Open
(45 min sessions) 9 AM–9:45 AM............... Ed Programs & Featured Workshop Staff
3 PM–6 PM...................... Campus Activities Marketplace Open 2 (45 min sessions)
6 PM–8 PM...................... Dinner on Your Own 9:55 AM–10:15 AM........ Ed Programs & Featured Workshop Staff
6 PM–7 PM....................... Friends of Bill W. Meeting (20 min sessions)
8 PM–9 PM...................... Sponsored Night: Comedy Club 9 AM–9 PM...................... Zen Zone Open
9 PM–10:30 PM............. Trending Interactive Programs Showcase 9 AM–9 PM...................... Professional Networking Hub
(1 Emcee @ 25 mins, 3 acts @ 20 mins) 9 AM–9 PM...................... Student Lounge
8 PM–10 PM.................... Film Screening 10 AM–12:30 PM............ Campus Activities Marketplace 5 Open
10:30 AM–12:15 PM...... Game-A-Palooza (1 Emcee @ 25 mins,
3 Game Shows @ 25 mins)
12:15 PM–2:15 PM.......... Lunch on Your Own
12:30 PM–1:30 PM........ Friends of Bill W. Meeting
2:15 PM–3 PM................. Ed Programs & Featured Workshops
(45 min sessions)
3:05 PM–3:50 PM........ Ed Programs & Featured Workshops
(45 min sessions)
3 PM–7 PM...................... Campus Activities Marketplace 6 Open
4 PM–6 PM...................... Showcase 8 (1 DJ @ 20 mins, 1 Emcee @ 25 mins, 7
acts @ 10 mins)
6:30 PM–8:30 PM........ Dinner on Your Own
8 PM–10 PM.................... Volunteer Celebration
8:30 PM–9:30 PM........ Closing Celebration: Sponsor Night
7 PM–10 PM..................... Campus Activities Marketplace
Exhibitor Load-Out
3
NACA® LIVE FEES AND REFUNDS
NACA Fees NACA Event & Registration Policies
Associate Delegate Full Registration Fee NACA Refund Policies
$440 (early rate) Refund policies for showcase fees, Campus Activities Marketplace
$490 (late rate) fees and registration fees are outlined below. Any request for refunds
For the person/people working the booth the entire length of the that include special circumstances making it impossible to adhere
event. to the guidelines outlined in the individual refund policies should be
forwarded in writing to the NACA Office within 30 days of the event
Associates MUST purchase at least one full registration prior to the for which the refund is being requested. Any request received after this
start of NACA® Live. The Early Delegate Registration deadline for each timeline will not be approved.
event is FOUR weeks prior to the start of NACA® Live.
Any special circumstance refund requests must include supporting
Booth Demonstration Fee material documenting the circumstances necessitating the request
$380 per agency (e.g., a note from a physician for illness, information from local media
This covers as many booths as you have and as many demonstrations regarding weather-related problems, etc.). Submission for a refund
as want to do. If the demonstration cannot fit or an agency/artist does not guarantee a refund.
has multiple booth demonstrations taking place, purchase of an • Booth fees are non-refundable once paid.
additional booth may be required at the discretion of the NACA
• Delegate registration fees cancelled at least 14 days prior to the
Office. Refer to the Campus Activities Marketplace policies section of
first day of NACA® Live will receive a 50% refund.
this Guide for more information regarding booth demonstrations.
• Showcases cancelled at least 30 days prior to the first day of
Day Pass NACA® Live will receive a 25% refund unless there has been a
$125 per person, per day (early rate) violation of policy.
$145 per person, per day (late rate) • Showcase alternates cancelled at least 7 days prior to the first day
Designated for artists or persons who are staffing novelty attractions of NACA® Live will receive a 100% refund.
or booth demonstrations represented by associate members
exhibiting in the Marketplace. No meals will be included. Passes may • Showcase alternates who keep their spot and are not offered a
be purchased for multiple days. We strongly encourage associates to showcase before or during NACA® Live will automatically receive a
purchase day passes in advance to reduce wait time at registration. 100% refund within 2 weeks after the last day of NACA® Live.
All refund requests must be made in writing by sending an email
Campus Activities Marketplace Fee to memberrelations@naca.org. The NACA Office can confirm
$1150 per booth availability.
All associates must purchase a booth to attend any NACA event. You
cannot attend without one, even if there is a wait list for booth space.
Booths must be purchased in order to submit showcases. Refer to the
Campus Activities Marketplace policy section for more information. A
booth purchase does NOT include a registration.
Marketplace Attraction Fee
$5.50 per square foot
An area in the Campus Activities Marketplace set aside for large-
scale booth demonstrations, usually inflatable events. Please contact
the NACA Office for availability. Attraction space may be purchased
independently from a Campus Activities Marketplace booth.
Membership Fee (varies by category, see Page 7)
In order to attend an event, an agency must be a current associate
member of NACA. Regional associate members cannot attend unless they
upgrade their membership. Applications can be found at naca.org/join.
Showcase Application Fee
$150 per act, per event
This fee is non-refundable.
Showcase Performance Fee
varies by showcase category, based on the total showcase time and
whether performances are competing or not.
If an act is selected to showcase and accepts, there is a showcase
performance fee. Acts cannot showcase unless this showcase fee is
paid. The fee varies, depending on the showcase time and event.
GENERAL NACA® LIVE INFORMATION
For the latest and most comprehensive information on all conferences, visit naca.org/nacalive
4
FIRST-THINGS-FIRST CHECK LIST
You must be or become a member of NACA Register everyone staffing your booth.
to attend NACA® Live. You must pay a delegate registration fee for each person working your
•N
ational membership provides access to all member schools, all booth at the event. No delegate registrations are included in your
NACA events and services. primary booth fee. A minimum of one full delegate must be registered
for each firm exhibiting in the Campus Activities Marketplace. You
• Self-Represented Solo Artists = $675
may register online at naca.org. Registrations received on or before
• General Membership for Agencies & Other Companies = $895 the early bird deadline will be charged the early registration fee.
Apply for membership at naca.org/join. Registrations received after the early bird registration deadline will be
charged the regular rate.
Reserve your exhibit booth
You must have a booth to present an educational session, attend Submit an educational session proposal.
NACA® Live and/or submit attractions to showcase. Associate members submitting educational program proposals must
have an active NACA membership and also must purchase booth
Space is limited, so reserve your booth space early. Booths will be space for submissions to be considered. Associate members cannot
reserved upon payment of the booth fee. Payment of booth fee does showcase or be an alternate in any showcase category and present
not guarantee a booth will be assigned to you. However, booth space educational sessions marketed to school member professional staff
will be assured for agencies that are offered and accept showcase/ and/or students during the same NACA event. Educational sessions are
alternate slots. Booth space will be assigned on a first-come, first- a great way to show off your expertise and skills as well as help schools
served basis. understand how to conduct business with agencies and vendors.
Apply to showcase Attend associate orientation.
• Showcase applications are due by Oct. 6th at 11:59 PM ET. Whether you are a seasoned associate member or new to NACA,
• You must be a NACA associate member and purchase an exhibit orientation is a great way to refresh your knowledge of NACA® Live dos
booth. and don’ts? Be sure to attend the associate orientation!
5
SHOWCASE APPLICATIONS
DO THIS! NOT THAT!
DO DON’T
Pay attention to the deadlines. Forget to purchase your booth.
Showcase applications will close at 11:59 PM ET on Oct. 6th. Late sub- All acts submitting to showcase are required to have their booth
missions will not be accepted. purchased by the showcase application deadline. Booths can be pur-
chased at (INSERT BOOTH PURCHASE LINK).
Pay your membership dues.
Only active associate members are eligible to apply to showcase at Submit private video files.
NACA events. If the showcase selection committees cannot view the links provided
in the applications, they will review the applicants based on the other
Be available for the entire event. information provided in the showcase application.
All acts submitting to showcase are expected to be available all of the
days of NACA® Live. All acts will be slotted by the Showcase Produc- Forget to pay.
tion Coordinator based on act type, stage set-up, tech requirements, Only applicants that have paid the showcase application fee will be
agency diversity, etc. reviewed by the Showcase Selection Committee. The application will
prompt for payment at the end of the form. If you have any issues, con-
Update your NACA® 24/7 profile. tact NACA Member Services at 803-732-6222.
In order to submit a showcase application, your NACA® 24/7 artist
profile must be complete.
“Front-load” your video.
Make sure your video contains your best content in the first 90 seconds.
The selection process occurs in rounds. Round 1 is strictly viewing the
material submitted and voting on whether the act should continue to
the next round.
Consider other categories.
Consider all categories your act can be eligible for. The application
has a primary category your act can be selected. It also gives you the
option to be considered for other categories if you act fits the descrip-
tion. Take the time to see all the categories you can submit for. This also
increases your chances of getting selected. (For more details, see the
“Consider Moving” suggestions in the Showcase Fee Table on Page 9.)
Review the showcase policies section of this guide..
6
SHOWCASE FEE TABLE
Showcase Category Make It & Take It Emcee Game Show DJ
Type of Attractions These showcases can include Emcees introduce each Game Shows can include the This showcase is designated for
Featured on Showcase activity kit making or live showcase and entertain likes of bingo, trivia, and other DJs to open up the showcase
artists such as caricatures, the audience between interactive games that allow and bring energy to the crowd.
balloon artists, wire writing, acts. for group or team play. These
spray painting t-shirts, tarot showcases will be shown as
card reading, etc. Make It & live, but the associates are
Take It artists are allowed to encouraged to show how these
perform during all NACA® Live can be done virtually or in a
hours, as long as they do not hybrid model.
interrupt staged showcase
performances or other NACA®
Live activities.
Sound, Lights, Stage No stage, lighting or Provided by NACA Provided by NACA Provided by NACA
amplification is provided.
Available Slots (per event) 16 (4 per day) 6 3 2
Alternate Slots (per event) 6 6 3 2
Performance Time All day 25 minutes 25 minutes 20 minutes
Competing Yes No No No
Application Fee $150 $150 $150 $150
Showcase Fee $1,500 $1,875 $1,875 $1,500
Alternate Fee $750 $950 $950 $750
Consider Moving to Variety Spotlight, Variety Trending Interactive Programs Spotlight, Variety
Another Category
Showcase Category Trending Interactive Variety Learning Live New to NACA Spotlight Low/High
Programs Coffeehouse
Type of Attractions These are meant to be These showcases Speakers are chosen to Musical acts, spoken Musical acts,
Featured on Showcase interactive and engaging are intended cover a diverse number of word, etc. Any comics, and
programs that can include for traditional topics. Based on a recent artist that can fit other established
group paint parties/activities, entertainment acts survey, school members are into a coffeehouse up-and-coming
“How To” demonstrations, that need a longer most interested in topics atmosphere. Eligible artists. Spotlight
karaoke, lip sync battles, time showcase time on Diversity, Equity, and acts must be new to Low pricing must be
dance lessons, etc. These such as magicians, Incusion, Mental Health, the NACA Live stage. $1,500 or less.
showcases will be shown as hypnotists, Wellness, Leadership, and
live, but the associates are illusionists, mind LGBTQIA+. Speakers are
encouraged to show how readers, etc. presented in round-robin
these can be done virtually or format.
in a hybrid model.
Sound, Lights, Stage Provided by NACA Provided by NACA Provided by NACA Provided by NACA Provided by NACA
Available Slots (per event) 3 1 8 6 18
Alternate Slots (per event) 3 1 5 6 12
Performance Time 20 minutes 20 minutes 20 minutes 10 minutes 10 minutes
Competing No No Yes No No
Application Fee $150 $150 $150 $150 $150
Showcase Fee $1,500 $1,500 $750 $750 $750
Alternate Fee $750 $750 $375 $375 $375
Consider Moving to Variety Trending Interactive N/A Emcee Emcee, Variety
Another Category Programs, Make it &
Take Its
Showcase Performance Fee Refund Policy
If a showcase is cancelled and NACA is notified in writing, 25% refund will be given.
Showcase Alternates Refund Policy
1. A full refund will be provided to alternates not selected to perform.
2. Alternates who do not appear when asked to perform will forfeit their fee.
3. Alternates may withdraw for a full refund up to seven (7) days prior to the first day of the event.
7
SHOWCASING DO THIS! NOT THAT! DO DON’T Submit media invitation for approval. Miss your sound check. Showcasing acts cannot invite media to attend their showcases To ensure that all showcasing artists are on site and available as without the prior permission of the NACA Director of Member needed, an act’s agent or representative will not be allowed to Development & Marketing or designee. It is preferred that requests perform a line check for the act. The entire act must be physically are received at least two weeks prior to NACA® Live. Once approved, present for the sound check. If an act fails to be present for a line the agency representing the showcasing act must provide NACA with check, the act will be replaced with an alternate. a complete list of credentialed reporters and/or photographers prior to the event. If media are arriving during stated registration hours, an Hypnotize your audience. appropriate agency representative must be at the registration desk NACA policy prohibits mass/group hypnosis of audience members to meet them. If media are arriving after the stated registration hours, and limits hypnotic induction to only the volunteers on stage. See the the agency must make arrangements to have appropriate agency Showcase Policies section for full details. representatives greet and monitor press. Complete your stage plots/input list. All selected showcasing acts and alternates must complete and submit a stage plot and input list to the NACA® Live Production Coordinator by the showcase fee deadline. Even if you just need a microphone for your performance, please take the time to submit your paperwork to the production team. Get insurance. Exhibitors and/or showcasing acts that feature or include demonstrations that involve participants physically, through the use of equipment, the wearing of devices or apparel provided by the exhibit/showcase, and that may place the participant at risk, must meeting the insurance requirements outlined under the Insurance and Indemnity section on Page 15 of this guide. 8
CAMPUS ACTIVITIES MARKETPLACE
DO THIS! NOT THAT!
DO DON’T
Attend Virtual Associate Member Orientation. Use stickers.
The virtual associate member orientation is for associate members The distribution of adhesive-backed stickers is prohibited at all NACA
to make sure they understand the policies and procedures of NACA events.
events before arriving on site! Attending the orientation is a great way
to learn how things work as an associate member! Say you’re solo, but you’re not.
Associate members that have joined NACA under self-represented/
Be on time. solo artist category cannot distribute materials promoting artists
Exhibitors will be allowed in the Campus Activities Marketplace from or programs other than themselves. Violations of this policy will be
the start of load in until the opening of the first Marketplace. Exhibitors address as outlined under Campus Activities Marketplace Policy
and artists will be allowed to enter the Marketplace one-half hour prior Violations on Page 7 of this Guide.
to the start of each subsequent Marketplace. Exhibitors may not arrive/
set up after the start of the first Marketplace without prior approval Leave early.
from the NACA Office. Violations of this policy will be addressed as The last thing you want is for schools to be looking for you after you
outlined under the Campus Activities Marketplace Policy Violations left. Make sure you stay the full duration of NACA® Live so schools
section of this Guide. can know where and when to find you during the appropriate times
throughout the event.
Know Campus Activities Marketplace attraction policies.
Check out the Marketplace policies section for more information. Forget your neighbors.
Do not make it hard for your neighbors to conduct business. You may
Staff your booth(s). even find that being cordial and helpful to others makes you look
Exhibitors are encouraged to staff their booths and/or attraction better!
spaces during all Marketplace hours. All exhibitors are responsible for
all of their registered delegates following the policies within this guide. Overwhelm the students.
Do not run out into the aisle and grab a school member or pull
Check Exhibitor Kit for add-ons to your booth. someone into your booth, especially if they are talking with another
If you are interested in adding electricity, internet, additional tables, associate.
seating or more to your booth, be sure to review the Exhibitor Kit and
purchase add-ons from the NACA® Live decorator. Exhibitor kits will Leave personal items in your booth after the marketplace
be emailed by the NACA® Live decorator to all exhibitors six weeks has closed.
prior to the start of NACA® Live. Note: NACA® Live’s provided Wi-Fi The marketplace will be locked and guarded only during designated
will not support video/audio streams in your booth. times on the schedule. You will NOT be allowed back in once the
marketplace is closed.
Engage.
Think of creative approaches to getting school members excited about Bring in outside food & beverage to give away in your
visiting your booth. Their first impression should be positive. Also, your booth without prior permission from the facility.
neighbors will really appreciate your help in creating “good traffic” in The exhibitor kits will include Sampling Request Forms with more
your aisle. information.
Talk about yourself.
Provide as much information as possible on what you do and what
you are bringing to the institution. Can you work with different
departments? Is your service/product virtual, in-person or hybrid?
Work on your pitch to schools.
Make sure you are framing your pitch as a need at an institution. Let
schools know that you are able to add value—don’t just focus on selling.
Get the student’s opinion!
What are they wanting to bring to campus right now? What has been
their most successful event? What was the least succesfusl and how
could it have been better?
9
BUSINESS CONNECTIONS
The Business Connections educational track has been created for school members to help provide a solid foundation around doing business at
NACA, as well as to provide networking opportunities to schools that are geographically close to each other. There is time dedicated each day in
the schedule to focus on specific topics, as well as to help facilitate business between school and associate members.
DO THIS! NOT THAT!
DO DON’T
Attend Virtual Associate Member Orientation. Assume Block Booking is just for showcasing acts.
The virtual associate member orientation is for associate members The Block Booking process helps illustrate the strength and
to make sure they understand the policies and procedures of NACA importance of the college market in the entertainment industry.
events before arriving on site! Attending the orientation is a great way It also serves both showcasing and non-showcasing associate
to learn how things work as an associate member! members as agents in the Campus Activities Marketplace represent
thousands of acts on site. Additionally, Block Booking helps increase
Update act roster on your NACA® 24/7 profile. communication and cooperation between schools and associate
Before you attend NACA® Live, make sure your act rosters are up to members.
date on your NACA® 24/7 profile. The Block Booking Team and school
participants will pull from your list for their interested acts. Change your pricing from what is printed in the program.
All selected showcasing acts and alternates will be sent a proof of
Remember your calendar. their artist bio/pricing that will be printed in the NACA® Live program.
Planning to take a vacation later in the year? Have a doctor’s This is your last chance to make changes to your pricing. Do not
appointment you can’t miss? Make sure you come to the Business confuse school members by promoting a price that is different than
Connections meeting with your personal calendar in order to be what is printed!
aware of all date conflicts you have so that you can provide schools
with your most accurate availability. Solicit schools in the Business Connections meeting room.
The Business Connections meeting is not the time to be passing out
Get a refresher. demos or business cards to prospective school members — it is the
First time Block Booking? Need a reminder of how things work since time to solidify business. Save the connections and introductions for
your last NACA event? Log onto NACA® 24/7 to review videos and the Campus Activities Marketplace.
guides of how to make the most out of your Block Booking experience!
Miss the Business Connections meeting.
Schools can submit interest forms at any point during NACA® Live. You
will be able to monitor all form submissions for you and your acts on
NACA® 24/7 throughout NACA® Live. Stay on top of your forms and
the meetings to ensure you get all the interest you can while at NACA®
Live.
10BUSINESS CONNECTIONS: WHAT IS BLOCK BOOKING?
First Time at a NACA Event?
New to Block Booking? It’s easy!
BLOCK BOOKING (noun)—when three or more geographically close schools
work with NACA® associate members in the booking process to coordinate
dates and times, maximizing routing for a given act or performer.
3 or more schools book the same artist coordinate their dates everybody wins!
(reasonably close to each other) (within a few days) (minimizing artist’s (artist gets gigs, schools save cash,
travel expenses) students see a show)
BLOCK BOOKING GLOSSARY
Block SD: Single date
3 or more schools geographically close to one another Low level of interest, should be a specific date. Schools can
working together to coordinate times when an artist can upgrade at any time.
perform.
CB: Contract if Block Forms
Form School fully intends to execute a contract if a block forms.
The digital avenue to alert an artist or their agent that a
school has interest. CR: Contract Requested on Site
School fully intends to execute a contract even if a block does
3/5 or 3 of 5 not form.
3 performances in a 5-day span by the same artist with
schools geographically close to one another. CP: Contracted Performance
Indicates that the artist is unavailable due to another
5/7 or 5 of 7 performance. Schools and associates are encouraged
5 performances in a 7-day span by the same artist with to upgrade all business to CP after schools return to their
schools geographically close to one another. campuses and finalize their schedules.
SI: Strong Interest
Lowest level of interest, can be a range of dates not to
exceed 1 month. Schools can upgrade at any time.
WHAT DO THOSE LETTERS AFTER THE ARTIST’S PRICE MEAN?
The artist’s price may or may not include the following: Sound (S), Lights (L), Rooms/Lodging (R), Meals (M)
and Travel (T). For example, a price with “ + T” indicates that you will be responsible for the artist’s travel.
Plan your Block Booking accordingly.
Single Date Price:............................$1,000 + SLRMT
3 Dates in 5 Days (Block Price):....$900 + SLR
5 Dates in 7 Days (Block Price):....$700 + SLR
Contract On-Site Discount:...........$75
Want to know more? Attend a meeting on site or visit naca.org/naca247 any time.
11Sponsorship Opportunities
Premium Sponsorships
PLATINUM (SPONSORED NIGHT)
($12,500) 4 available
Each night of NACA® Live is available for a sponsored activity. The themes are:
Saturday–DJ/Dance Party • Sunday–Comedy Club • Monday–Open (Sponsor’s Choice) • Tuesday–Closing Celebration
Includes: 2 booths (with priority placement) • 2 delegate registrations • one 60-second commerical,
played prior to a showcase
Full Page Color ad in the NACA® Live Program • Banner Ad* on NACA mobile app (3 days)
Two weeks advertising on NACA 24/7 landing page
Sponsor Logo displayed on: Conference Website Portal • Floor Decals/Signage
Other Sponsor Recogntion: Event slides, event program, verbal acknowledgements during stage announcements,
social media shout out, NACA® Spotlight and at the start of the Business Connections meetings
GOLD
($8,000) 3 available: one Showcase, one Business Hub and one Ed Programs
Includes: 2 booths (with priority placement) • 2 delegate registrations • one 60-second commerical,
played prior to a showcase
Full Page Color ad in the NACA® Live Program • Banner Ad* on NACA mobile app (3 days)
Sponsor Logo displayed on: Conference Website Portal • Signage and branding of the sponsored area
(Showcase, Business Hub or Ed Programs)
Other Sponsor Recogntion: Event slides, event program, verbal acknowledgements during stage announcements,
social media shout out, NACA® Spotlight and at the start of the Business Connections meetings
SILVER
($5,000) 5 available
Includes: 1 booth • 2 delegate registrations • one 45-second commerical, played prior to a showcase
Half Page Color ad in the NACA® Live Program • Banner Ad* on NACA mobile app (2 days)
Sponsor Logo displayed on: Conference Website Portal
Other Sponsor Recogntion: Event slides & verbal acknowledgements during stage announcements
BRONZE
($3,500) 5 available
Includes: 1 booth • 1 delegate registration • one 30-second commerical, played prior to a showcase
Quarter Page Color ad in the NACA® Live Program • Banner Ad* on NACA mobile app (1 day)
Other Sponsor Recogntion: Event slides & verbal acknowledgements during stage announcements
*Banner ad dimensions TBD
Interested in sponsoring
NACA Live? Check out the
Sponsor Interest Form for
more information.
12Sponsorship Opportunities
Standard Sponsorships
HEALTH & SAFETY
($2,500) 1 available
Health & Safety Sponsorship is avaiable to companies who can provide health and safety items to our attendees. A branded kit
could items such as masks, hand santizer, and portable wipes. One booth and one delegate registration included.
FEATURED WORKSHOPS (STUDENTS)
($3,000) 8 available
Featured Workshops have two back-to-back 45 minute sessions. Workshops should be geared towards undergraduate students.
Based on a recent survey, DEIA, Mental Health, Leadership and Wellness are the most desired topics. Only 4 Featured Workshop will
be scheduled each day, for a total of 4 per day, 8 per event. One booth and one delegate registration included.
FEATURED WORKSHOPS (STAFF)
($3,000) 4 available
Professional Staff Featured Workshops have two back-to-back 45 minute sessions on Sunday afternoon OR Tuesday afternoon.
Workshops should be geared towards professional staff members. Based on a recent survey, DEIA, Mental Health, Leadership and
Wellness are the most desired topics. Only 2 Professional Staff Featured Workshops will be scheduled each day, for a total of 4 per
event. One booth and one delegate registration included.
TECHNOLOGY DEMONSTRATION
($3,000) 4 available
Two (2) 45-minute demonstrations (scheduled one each on Friday & Saturday against a showcase)
Tech demos are targeted towards professional staff members & can include assessment tools, virtual convocation platforms, virtual
award ceremony platforms, ticketing/RSVP systems, etc. One booth and one delegate registration included.
OPENING NETWORKING PROGRAM
($4,000) 1 available
The Opening Networking Program sponsor will have 45 minutes to provide an interactive networking program for all school
attendees on the first day of the event. One booth and one delegate registration included
PROFESSIONAL NETWORKING HUB
($5,000) 1 available
The Professional networking Hub sponsor will have an opporutnity each day to provide guided and or passive professional
development opportunity for staff members and graduate students. Includes presentation time. One booth and one delegate
registration included.
REGISTRATION EXPERIENCE
($5,000) 1 available
The Registration Experience partner will have 5 hours (12 PM-5 PM) to provide a high-energy, interactive experience for all school
attendees during the registration check-in time. The Registation Experience sponsorship include 5 hours of demo time. One booth
and one delegate registration included
STUDENT LOUNGE
($5,000) 1 available
The Student Lounge sponsor will have an opporunity each day to provide guided and or passive professional development
opportunity for undergraduate students. Includes presentation time. One booth and one delegate registration included.
All of the above include sponsor recognition and branding on any appropriate signage or advertising of the space
ZEN ZONE
($5,000) 1 available
The Zen Zone sponsor sponsor will have an opporunity each day to provide guided and or passive health & wellness initiatives for
schools attendees, such as providing massage chairs, aromatherapy, yoga sessions, etc. One booth and one delegate registration
included.
All of the above include sponsor recognition and branding on any appropriate signage or advertising of the space
13EDUCATIONAL SESSION PROPOSALS
Raise your visibility at a NACA event.
Raise your visibility at a NACA event.
NACA associate members are encouraged to submit educational
program proposals. The opportunity is a great way to help schools
understand how to conduct business with agencies and vendors.
Associate members submitting educational program proposals must
have an active NACA membership and also must purchase booth
space for submissions to be considered.
Associate members cannot, however, showcase or be an alternate in
any showcase category and present educational sessions marketed
to school member professional staff and/or students during the same
NACA event. Upon notification of acceptance of both a showcase
and educational session for that event, the presenter must choose the
preferred format and notify the NACA Office accordingly within 10 days
of the announcement of showcase selection or educational session
acceptance, whichever comes later in the timeline. Associate members
WILL be allowed to showcase and present an educational session if the
latter is designed and intended for associate members only.
NACA requests proposals for educational programs at NACA® Live and
all 2021–22 NACA® Conferences. Submit your proposals for multiple
events with just one online form: naca.org/EdSessions.
• Student Development Theory
DEADLINES
• Budgeting/Resource Management/Activity Fee Allocation
NACA® Live.............................................................................................Oct. 6, 2021 • Security/Safety/Crisis Management
NACA® St. Paul......................................................................................Dec. 9, 2021 • Large Event Management
• Concert Management
Why present an educational session? • Team Development/Recruitment/Retention
Presenting is a great opportunity both professionally and personally.
Present to students or professionals on nuts and bolts, new ideas or Outside of programming boards, school staff members predominantly
scholarship in the field. Use one of these ideas below — school staff have responsibility over the following areas:
identified the following topics in which they want/need to receive more
• Leadership Programs
education:
• Student Organization Management
• Campus Traditions/Spirit/Culture
• Student Government
• Campus Engagement
• New Student Orientation
• Leadership Development
• Marketing/Communications/Building Attendance
Here are additional topics students and staff identified as important to
• Late-Night/Weekend Programming cover:
• Career Development • Academic Affairs/Educational Programming
• The Economy and its Impact on the Institution and Students • Alcohol and Drug Prevention Programs
• Student Retention and Success Initiatives • Basic Programming Skills
• Community Colleges • Change Management and Innovation
• Diversity, Equity, Inclusion and Accessibility • Community Service/Service-Learning
• Collaborations/Partnerships/Co-Sponsorship • Commuter Students
• Booking Acts/Block Booking/Contracts/Riders • Lecture/Speaker Series
• Homecoming • Parent/Family/Youth Programming
• Fundraising/Corporate Sponsorship/Grant Writing • Professional Standards/Quality Control
• Mentoring/Advising • Working with Agencies/Artists
• Learning Outcomes • Light & Sound Production
• Controversy on Campus/Free Speech • Residence Life Programming
• Staff Development/Supervision/Management • Series Programming
• Retreat Planning/Officer Transition • Religious Student Organizations/Spirituality
• Character/Values/Ethics • Student Media/Social Media and Marketing
• Technology/Online Communities • Volunteer Recruitment/Training/Recognition
• Research/Assessment/Benchmarking • Or identify your own
• Risk Management If you do not receive a confirmation after submitting your proposal,
• Strategic Planning/Vision/Mission/Goal Setting please contact Sarah Keeling at sarahk@naca.org.
14EVENT POLICIES
NACA policies are subject to change without notice.
The following policies and application forms have been standardized for all events to help simplify the application process. General questions
regarding policies for ALL events can be directed to the NACA Office at 803-732-6222.
1. Who may attend events? that act is in dispute and the dispute cannot be settled prior to the
All agencies and/or their subsidiary companies that are: beginning of NACA® Live, the act will not be allowed to perform on the
• Current associate members of NACA. Each national and regional showcase, and the firms in dispute regarding the representation of the
associate member must be a separate legal entity. Regional act will forfeit their booth spaces and any subsequent showcases.
associate members can only attend one conference per year. In order • No alcoholic beverages or smoking are permitted in educational
for a company affiliated or related in any way to another company sessions, showcases or the Campus Activities Marketplace.
to purchase its own national associate membership, the requesting • Stickers and other promotional items may not obscure name and
company must supply NACA with proof that the companies are organizational data on NACA® Live badges.
legally separate entities.
• In good financial standing (does not appear on a NACA® bad debt list). 6. How are violations handled?
• Violations of any of the policies may subject the exhibitor to actions
2. What are the required registration documents necessary to and/ or sanctions as outlined in the Membership Category Violations
attend events? section of this Guide.
Submit a registration application online and the appropriate fees to • Any person not an official exhibitor of NACA® Live who engages
the NACA Office. Associate members must purchase Campus Activities in any form of product or talent solicitation will be removed from
Marketplace booth space and a minimum of one full delegate official NACA® Live events.
registration to attend an event.
7. Insurance and Indemnity
3. What delegate status should I select and what are the Exhibitors and/or showcase acts that feature or include demonstrations
delegate fees? that involve participants physically, through use of equipment, the
All persons attending NACA® Live in any capacity must register. Passes wearing of devices or apparel provided by the exhibitor/showcaser,
may not be shared between two or more people. See Page __ for a and that may place the participant at risk, must meet the following
description of different registration categories available. Please note insurance requirements:
that delegates may only register under one membership category for • Exhibitor/showcaser agrees to release, hold harmless, indemnify,
any activity. No delegate will be allowed to attend any NACA® Live defend and forever discharge the National Association for Campus
function or to enter the Campus Activities Marketplace until their Activities (NACA) and each and every officer, agent and employee
registration fees are fully paid. Badges are required for access. of NACA, from all claims, causes of action, loss, damage, costs,
attorney’s fees and liability for all injuries to persons or property
4.What are NACA’s refund policies for events? arising from acts or omissions of the exhibitor/showcaser or
See Page 6 for all refund policies. exhibitor’s/showcaser’s employees, agents or officers howsoever
caused. Exhibitor/showcaser further agrees to waive rights of
5. What other important information should I know? subrogation in favor of NACA in any claim, liability or cause of action.
• Associate members may not provide any demonstration to school • Exhibitor/showcaser shall arrange for NACA to receive a Certificate of
delegates of an act, event, tour or any other activity that occurs Liability Insurance naming NACA as co-insured, from the exhibitor’s/
outside the officially scheduled program, anywhere in any of the showcaser’s insurance company by the date specified in the event Guide
event facilities, including hotel rooms. Associates shall not distribute in order to perform a booth demonstration, marketplace attraction
any promotion or advertising to school delegates of a performance, or showcase. The liability insurance shall cover the entire period of the
act, event, tour or other activity held outside NACA® Live facilities exhibitor’s/showcaser’s stay at the event including early arrival and late
during the dates of the event. An attraction that has an existing departure dates. Certificates of liability should be mailed directly to the
contract to perform in a NACA® Live facility is subject to review by NACA Office and may cover more than one event.
the Executive Director or designee. • Minimum coverages are as follows: bodily injury and property
• The firm representing a showcasing act must be the only booking damage at: $1,000,000 each occurrence and aggregate.
contact for that act during NACA® Live. If the representation of
HEALTH & SAFETY
In preparation for the safe return of in-person events, the National Association for Campus Activities will implement the following safety
measures for NACA® Live. The health and safety of NACA’s event attendees, staff, and volunteers is a top priority. Based on current CDC
recommendations and venue requirements, the following measures will be in place:
• F ace masks must be worn at all times, We will continue to monitor ongoing federal, • Instructional signage, floor clings and other
except when seated for catered meal state, and local recommendations and markers
functions. Face coverings such as reserve the right to alter plans as needed. • Verbal reminders and app push notifications
neck gaiters and bandanas will not be What else can you expect? • Audio/Visual and other equipment,
permitted.
• One-way entrance and exit doors in high meeting space, and public areas will be
• Food and beverage consumption is only traffic areas cleaned on a regular basis. Care will be
allowed in designated spaces, when seated. taken to mitigate high touch points as
• One-way aisles where needed
• Physical distancing must be observed at all much as possible.
• Expanded aisleways and physical
times. • Longer exhibit hall hours to allow attendees
distancing in room set-ups, exhibit hall,
• Attendees that do not comply with the and other public places to reduce the traffic at one time
event regulations may be asked to leave • Please note that on-site registrations may
• Hand sanitizing stations available
the venue. be limited or not allowed, pending capacity
throughout the venue
limits at venues
15SHOWCASE POLICIES
NACA policies are subject to change without notice.
Who May Apply staging, portable music players or anything else using batteries
Any firm wishing to submit an act for a NACA® Live showcase must: or an electrical outlet that produces amplified sound - without
receiving prior permission from the NACA Office. The Make It & Take
• Be a current member of NACA. Regional associate members can
Its will be permitted to perform from the start of the first scheduled
only submit to showcase and attend one conference per year. (see
event until the end of the last scheduled event, in areas determined
“General Policies” on Page 14 of this Guide for more information).
by the NACA Office. Performance times and locations may be
• Be in good financial standing (not appear on a NACA bad debt list). limited due to site restrictions and facility policies.
• Submit a Campus Activities Marketplace Booth payment. • Make It & Take It artists may perform during meal functions,
• Submit a Showcase Application and a non-refundable application showcases and educational programs, but the performance must
fee. end no later than five minutes before the beginning of any awards
For a Level 1 national membership and regional agency, no more than program or any other activity deemed in direct conflict by the
three acts and two alternates per agency will be selected for each event. designated event contact. The activity should not be should not be
For a Level 2 national membership, no more than 6 acts and 3 alternates seen or heard from an educational session room.
per agency will be selected for each event. • Musical acts are NOT eligible for this showcase category.
For a Level 3 national membership, no more than 9 acts and 4 alternates • Make It & Take It acts will be introduced at the beginning of the first
per agency will be selected for each event. showcase that day.
• Set-up for acts in this category should not take more than a few
This will be inclusive of all showcasing categories. minutes at maximum.
SHOWCASE CATEGORY DESCRIPTIONS Master of Ceremonies Showcase
Coffeehouse (New to NACA Coffeehouse) These acts introduce the other acts in Showcases and entertain during
This showcase is designated for musical acts, spoken word poets or any set changes. This category includes acts that require a minimum of
artist that fits into a coffeehouse atmosphere. Eligible acts must be setup time and which can perform on the thrust. Keyboards will not
new to the NACA stage. be provided nor allowed for Master of Ceremonies Showcase. Emcees
will have a total of 25 minutes to showcase their acts exclusive of their
DJ introduction time. This should be divided among multiple sets. The
final breakdown of time between each act must be coordinated day of
This showcase is designated for DJs to open up the showcase and
with Showcase Production Coordinator as these “sets” are necessary to
bring energy to the crowd. The DJ showcases have 20 minutes of
complete turnover between acts.
performance time.
Game Shows Spotlight Showcase (High and Low)
This category features both established and up-and-coming artists
Game Shows can include the likes of bingo, trivia, and other interactive
performing for 10 minutes each. Spotlight Low encompasses acts with
games that allow for group or team play. These showcases will be
single date prices of $1,500 or less, which should be approximately
shown as live, but the associates are encouraged to show how these
40% of the acts chosen for the Spotlight Showcase. Isolated dates for
can be done virtually or in a hybrid model. Acts performing in the
Spotlight Low can be exclusive of travel, but block prices must include
Game-A-Pooloza spot have 25 minutes total.
travel.
Learning Live Spotlight High encompasses all other pricing above $1,500. Spotlight
Learning Live is formatted in a round-robin style. The lecturer will High acts are interspersed with Spotlight Low acts. NACA will provide
perform three sets at 20 minutes each. Learning Live acts cover topics a keyboard for Spotlight Acts if request is submitted on the Showcase
such as social awareness, political issues, health and environmental Application and/or stage plot.
concerns, the arts, etc. Based on a recent survey, school members are
most interested in topics on Diversity, Equity, and Incusion, Mental Health,
Trending Interactive Programs
Wellness, Leadership, and LGBTQIA+. This category is primarily non- Trending Interactive Programs are meant to be interactive and
musical and educational. An act may take questions from the audience engaging programs that can include group paint parties/activities,
or conduct a question and answer session within their 20-minute period. demonstrations, karaoke, lip sync battles, dance lessons, etc. These
Keyboards will not be provided nor allowed for Speaker Showcase. A showcases will be shown as live, but the associates are encouraged
projector and screen will be provided for acts to use. Acts should come to show how these can be done virtually or in a hybrid model. These
prepared with a laptop to connect to the projector via a HDMI cable. showcases are allotted 20 minutes to perform.
Delegates will be able to see three lectures within this block. Lectures will
be slotted in Educational Session rooms. Variety Showcase
Variety showcases are a 20-minute set. These showcases are intended
Make It & Take It for traditional entertainment acts that need a longer time showcase
This free-form category can show off any kind of interactive novelty or time such as magicians, hypnotists, illusionists, mind readers, etc.
variety. These showcases can include activity kit making or live artists
such as caricatures, balloon artists, wire writing, spray painting t-shirts, MATERIALS FOR SUBMISSION
tarot card reading, etc. Make It & Take It artists are allowed to perform Showcase submissions will be accepted only through the NACA® 24/7
during all NACA® Live hours, as long as they do not interrupt staged dashboard.
showcase performances or other NACA® Live activities. Artists selected It is the responsibility of associate members to ensure that information
for this showcase perform in designated areas within the event facility. submitted is correct. NACA takes no responsibility for verifying artist
Four acts will be scheduled each day. NACA does not provide nor rosters submitted for the online directory or during the showcase
allow any equipment, sound or lighting for this category. The following submission process. Duplications or conflicting information in rosters
guidelines will apply to this showcase category: must be worked out between agencies and the NACA Office notified of
• Acts in this category cannot use any electrical outlets, lighting, the final disposition. If associate members knowingly submit inaccurate
16SHOWCASE POLICIES
NACA policies are subject to change without notice.
information, they are subject to sanctions as outlined in the NACA® process by reviewing the schedule, all showcase policies, the selection
Process for Dealing with Violations of Association Policy, including procedures and criteria, the number of acts that must be reviewed, and
revocation of membership. the confidentiality of the Committee’s discussions. The coordinator
For an act to be considered for a showcase, submissions must be should also answer any questions from the Committee at this time.
received by the published deadline. 3. All deliberations and discussions during the showcase selection
Artist pricing cannot be increased once the committee has reviewed process are confidential. Any breaches of confidentiality could result in
the application. Artists will have the opportunity to edit their pricing, sanctions from the Association.
biography, and other program details if selected to showcase. 4. The Committee will review submissions in the following order:
a. DJ
Criteria for Reviewing Submitted Acts b. Variety
1. The Showcase Selection Committee has the sole authority to select c. M ake It & Take It
acts for the NACA® Live showcases. d. New to NACA Coffeehouse
2. Materials submitted must be an accurate representation of the e. Game Shows
material and personnel that will actually appear on the showcase. f. Trending Interactive Programs
3. An artist/performer may not showcase two consecutive years at the g. Learning Live
same NACA event, regardless of category, either as a member of a h. Spotlight Low
group or as a solo artist. An artist/performer may not showcase more
i. Spotlight High
than once at the same NACA event in any given year, regardless of
j. Master of Ceremonies
category, either as a member of a group or as a solo artist. Showcasing
acts that performed during the 2020 NACA Virtual Events are still 5. Submissions will be reviewed in alphabetical order by performer
eligible to submit this year for 2022 NACA® Live. name in ascending order (A-Z), with the starting letter determined by
random drawing by the Showcase Selection Committee Coordinator
4. The criteria utilized to review submitted acts will include but are not
immediately prior to the start of the first round. Subsequent rounds of
limited to (not necessarily in priority order):
review will pick a different random starting letter.
• Originality (both of performance/act itself and in comparison to the
Round One: Overall quality of the materials/performance
pool of acts submitted).
For all categories except Learning Live, the Committee will view 1.5 to 2
Make sure your act is standing out from the crowd. What makes
minutes of the submitted materials.
them different from the other submissions?
For Learning Live, the committee will review 3 minutes of the submitted
• Talent as compared to other acts submitted.
materials.
We receive a high number of submissions, and we must consider
The committee will follow the instructions indicated by the applicant.
how each act lines up with others submitted.
At this time, the committee will also review the written materials
• Block Booking prices that are competitive (High/Low) with other acts
provided by the act, utilizing the criteria for selection as outlined
submitted.
previously. After this review, a vote will be taken. If 50% or more of
We want to ensure we are providing a variety of reasonably priced the Committee members vote in the affirmative, the act will move to
options for our institutions. We have a wide range of institutions the second round. If an act receives 100% of the votes in round 1, they
and budgets. automatically move forward to Round 3.
• Competition with regards to other acts submitted. Round Two: Performance as compared to other submitted
• Staging capabilities (Full Stage vs Thrust). performances
• Anticipated college marketability and audience appeal within the The coordinator will ask if the Committee would like to review any or all
region to which the application was submitted. of the audio/video material provided. If yes, the Committee will review
• Diversity and/or variety as compared to other acts/artists submitted. the audio/video materials and may also review the written materials
We want to make sure our acts are representative of a diverse provided by the act as needed, utilizing the criteria for selection as
market and represents our commitment to creating an engaging outlined previously. After this review and discussion, a vote will be
environment that empowers members to intentionally center taken. If 75% or more of the Committee votes to move the act forward,
diversity, equity, and inclusion. it will move to the next round.
• Distribution of artists among exhibiting associate members. Round Three: Ranking with regard to placement on final lists
Each level of membership has a showcase cap (a limit on the Individual Committee members will each develop their own list of the
number of showcases allowed to ensure parity.) acts they would select for showcase, considering the criteria for selection
• Accomplishments/appearances within the college and general as outlined previously; the Committee will then discuss these acts and will
entertainment market. move those with the highest number of votes to the final list.
• Degree of completeness of the information submitted. 6. After all acts are selected for showcase, alternates will be chosen and
ranked accordingly in the following categories:
5. Acts will be considered for the category for which they applied. If an
individual act has indicated that they would be willing to be moved to a. DJ
another showcase category, and the Committee feels the act would b. Variety
be better suited to that category, the firm will be informed of the move c. M ake It & Take It
upon selection. d. New to NACA Coffeehouse
e. Game Shows
SHOWCASE SELECTION PROCEDURES f. Trending Interactive Programs
1. A recorder will be selected to keep an official record of the g. Learning Live
deliberations. The showcase selection committee meets virtually for all h. Spotlight Low
NACA events. i. Spotlight High
2. The Showcase Selection Committee Coordinator will begin the j. Master of Ceremonies
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