2023 ASSOCIATE MEMBER GUIDE
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2023 ASSOCIATE MEMBER GUIDE
TABLE OF CONTENTS
NACA® Live Schedule............................................................................................................................................................. 3
Fees and Refunds.......................................................................................................................................................................4
NACA® Live Checklist............................................................................................................................................................. 5
Showcase Applications...........................................................................................................................................................6
Showcase Fees............................................................................................................................................................................7
Campus Activities Marketplace Checklist.......................................................................................................................9
Business Connections/Block Booking..............................................................................................................................10
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
2023 NACA® Live Schedule
Most events take place in the Kentucky International Convention Center; location details will be finalized at a later date.
KICC Breakout Rooms: M100, M101, M102, M103, M104, M105, M106, M107, M108, M109, M110, M111, M115, M116
SATURDAY MONDAY
9 AM–4 PM.................. Experience Louisville, KY..............................Off-Site 8 AM–10:45 PM......... Make It & Take It Showcase........................KICC Various
12 PM–4 PM................. Coffeehouse Stage Showcases.................KICC Lobby Locations
12 PM–8 PM................. Registration Open.........................................KICC Exhibit Hall 8:30 AM–5 PM.......... Registration Open.........................................KICC Exhibit Hall
Pre-Function Pre-Function
12 PM–8 PM................. Marketplace Exhibitor Load In.................KICC Halls AB 9 AM–9:50 AM.......... Keynote..............................................................KICC Ballroom
12 PM–8 PM................. Career Central Open...................................KICC M113 9 AM–9 PM.................. Career Central Open...................................KICC M113
12 PM–9 PM................. Make It & Take It Showcases......................KICC Various 9 AM–9 PM.................. Student Lounge..............................................KICC M114
Locations 10 AM–10:50 AM...... Ed Programs ...................................................KICC Breakout
4:15 PM–5 PM............. Convention Kick Off.....................................KICC Ballroom rooms*
5 PM–7 PM.................. Dinner on Your Own.....................................Off Site 11 AM–11:50 AM.......... Ed Programs ...................................................KICC Breakout
rooms*
7 PM–9 PM.................. Saturday Sponsored Showcase...............KICC Ballroom
12 PM–2 PM................. Lunch on Your Own
8 PM–9 PM.................. Friends of Bill W. Meeting...........................KICC
2 PM–3:50 PM........... Showcase 2: Speaker Showcase..............KICC Ballroom
9:30 PM–11 PM........... Campus Staff & Associate Reception/
Foundation Trivia Tournament.................4th Street Live 4 PM–6 PM.................. Marketplace 2 Open....................................KICC Halls AB
Tavern on 4th 6 PM–7 PM................... Friends of Bill W. Meeting...........................KICC
6 PM–8 PM.................. Dinner on Your Own
SUNDAY 8 PM–10 PM................ Monday Sponsored Showcase.................KICC Ballroom
8:30 AM–10:30 PM.. Make It & Take It Showcases......................KICC Various
Locations TUESDAY
8:30 AM–5 PM.......... Registration Open.........................................KICC Exhibit Hall 8:30 AM–10 PM......... Make It & Take It Showcase........................KICC Various
Pre-Function Locations
9 AM–9 PM.................. Career Central Open...................................KICC M113 8:30 AM–5 PM.......... Registration Open.........................................KICC Exhibit Hall
9 AM–9 PM.................. Student Lounge..............................................KICC M114 Pre-Function
9 AM–9:55 AM........... Keynote..............................................................KICC Ballroom 9 AM–9 PM.................. Career Central Open...................................KICC M113
9 AM–10 AM............... Marketplace Exhibitor Set Up...................KICC Halls AB 9 AM–9 PM.................. Student Lounge..............................................KICC M114
9:15 AM–9:30 AM..... Associate Member Welcome 9 AM–9:50 AM.......... NACA Now (Annual business meeting).. KICC M112
& Networking Session...................................KICC Halls AB 9 AM–9:50 AM.......... Ed Programs ...................................................KICC Breakout
10 AM–12 PM.............. Marketplace Grand Opening...................KICC Halls AB rooms*
12 PM–2 PM................. Lunch on Your Own.......................................Off Site 10 AM–11:30 AM........ Professional Development Brunch..........TBD
2 PM–3:50 PM........... Showcase 1: Spotlight...................................KICC Ballroom 10 AM–12 PM.............. Showcase 3: Trending Programs.............KICC Ballroom
4 PM–4:50 PM........... Ed Programs & Featured Workshops......KICC Breakout 12 PM–2 PM................. Lunch on Your Own.......................................Off Site
rooms* 12:30 PM–1:30 PM.... Friends of Bill W. Meeting...........................KICC TBD
5 PM–5:50 PM........... Ed Programs & Featured Workshops......KICC Breakout 1:30 PM–2:15 PM....... Associate Member Updates......................KICC M112
rooms*
2 PM–2:50 PM........... Ed Programs ...................................................KICC Breakout
6 PM–7 PM................... Friends of Bill W. Meeting...........................KICC rooms*
6 PM–8 PM.................. Dinner on Your Own 3 PM–4:30 PM........... Showcase 4: Spotlight.................................KICC Ballroom
8 PM–10 PM................ Sunday Sponsored Showcase...................KICC Ballroom 4:30 PM–6 PM........... Marketplace 6 Open....................................KICC Halls AB
6 PM–8 PM.................. Dinner on Your Own
6 PM–10 PM................ Marketplace Exhibitor Load-Out............KICC Halls AB
8 PM–9 PM.................. NACA Achievement Awards
& Volunteer Dessert Reception..................TBD
8 PM–9:30 PM........... Closing Celebration & Dance Party........KICC Ballroom
3
NACA® LIVE FEES AND REFUNDS
NACA Fees NACA Event & Registration Policies
Associate Delegate Full Registration Fee NACA Refund Policies
$470 (early rate) Refund policies for showcase fees, Campus Activities Marketplace
$535 (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 timeline will not be approved.
NACA® Live is January 19, 2023.
Any special circumstance refund requests must include supporting
Day Pass material documenting the circumstances necessitating the request
$135 per person, per day (early rate) (e.g., a note from a physician for illness, information from local media
$155 per person, per day (late rate) regarding weather-related problems, etc.). Submission for a refund
Designated for artists or persons who are staffing novelty attractions does not guarantee a refund.
or booth demonstrations represented by associate members • Booth fees are non-refundable once paid.
exhibiting in the Marketplace. No meals will be included. Passes may
• Delegate registration fees cancelled at least 14 days prior to the
be purchased for multiple days. We strongly encourage associates to
first day of NACA® Live will receive a 50% refund.
purchase day passes in advance to reduce wait time at registration.
• Showcases cancelled at least 30 days prior to the first day of
Campus Activities Marketplace Fee NACA® Live will receive a 25% refund unless there has been a
$1220 per booth violation of policy.
All associates must purchase a booth to attend any NACA event. You • Showcase alternates cancelled at least 7 days prior to the first day
cannot attend without one, even if there is a wait list for booth space. of NACA® Live will receive a 100% refund.
Booths must be purchased in order to submit showcases. Refer to the
Campus Activities Marketplace policy section for more information. A • Showcase alternates who keep their spot and are not offered a
booth purchase does NOT include a registration. showcase before or during NACA® Live will automatically receive a
100% refund within 2 weeks after the last day of NACA® Live.
Booth Demonstration Fee • Event fee payments are not transferrable from one event to
$410 per agency another, or from one institution/company to another.
This covers as many booths as you have and as many demonstrations All refund requests must be made in writing by sending an email
as want to do. If the demonstration cannot fit or an agency/artist to memberrelations@naca.org. The NACA Office can confirm
has multiple booth demonstrations taking place, purchase of an availability.
additional booth may be required at the discretion of the NACA
Office. Refer to the Campus Activities Marketplace policies section of
this Guide for more information regarding booth demonstrations.
Marketplace Attraction Fee
$6.00 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
$160 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 = $720
may register online at naca.org. Registrations received on or before
• General Membership for Agencies & Other Companies = $955 the early bird deadline will be charged the early registration fee.
• Regional associate members must upgrade their membership to Registrations received after the early bird registration deadline will be
National in order to attend NACA® Live. charged the regular rate.
Apply for membership at naca.org/join. Submit an educational session proposal.
Associate members submitting educational program proposals must
Reserve your exhibit booth have an active NACA membership and also must purchase booth
You must have a booth to present an educational session, attend space for submissions to be considered. Associate members cannot
NACA® Live and/or submit attractions to showcase. showcase or be an alternate in any showcase category and present
Space is limited, so reserve your booth space early. Booths will be educational sessions marketed to school member professional staff
reserved upon payment of the booth fee. Payment of booth fee does and/or students during the same NACA event. Educational sessions are
not guarantee a booth will be assigned to you. However, booth space a great way to show off your expertise and skills as well as help schools
will be assured for agencies that are offered and accept showcase/ understand how to conduct business with agencies and vendors.
alternate slots. Booth space will be assigned on a first-come, first-
served basis. Attend associate orientation.
Whether you are a seasoned associate member or new to NACA,
Apply to showcase orientation is a great way to refresh your knowledge of NACA® Live dos
• Showcase applications are due by Oct. 26th at 11:59 PM ET. and don’ts? Be sure to attend the Virtual Associate Orientation!
• You must be a NACA associate member and purchase an exhibit
booth.
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. 26th. 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 DJ Coffeehouse
Type of Attractions Featured on These showcases can include activity Emcees introduce This showcase is These showcases will take place
Showcase kit making or live artists such as each showcase designated for in the lobby of the convention
caricatures, balloon artists, wire and entertain the DJs to open up center during registration on
writing, spray painting t-shirts, tarot audience between the showcase the first day. Each act will have
card reading, etc. Make It & Take It acts. and bring energy 20 minutes performance time
artists are allowed to perform during to the crowd. with 5 minutes each for set-up
all NACA® Live hours, as long as they and breakdown. Minimal
do not interrupt staged showcase production will be provided.
performances or other NACA® Live Solo artists and duets only are
activities. eligible.
Sound, Lights, Stage No stage, lighting or Provided by NACA Provided by Minimal production with no
amplification is provided. NACA stage
Available Slots (per event) 16 (4 per day) 4 1 8
Alternate Slots (per event) 6 4 1 4
Performance Time All day 25 minutes 15 minutes 20 minutes
Competing Yes No No No
Application Fee $160 $160 $160 $160
Showcase Fee $1,590 $1,990 $1,195 $795
Alternate Fee $800 $1,000 $600 $400
Consider Moving to Variety Spotlight, Variety Spotlight, Variety Spotlight, Variety
Another Category
Showcase Category Variety Speaker Spotlight Low/High
Type of Attractions Featured on These showcases are intended for Speakers are chosen to cover a Musical acts, comics, and other
Showcase traditional entertainment acts diverse number of topics. Based on established up-and-coming artists.
that need a longer time showcase a recent survey, school members are Spotlight Low pricing must be $2,000
time such as magicians, hypnotists, most interested in topics on Diversity, or less.
illusionists, mind readers, etc. as Equity, and Incusion, Mental Health,
well as interactive and engaging Wellness, Leadership, and LGBTQIA+.
programs such as game shows,
karaoke, lip sync battles, dance
lessons, etc.
Sound, Lights, Stage Provided by NACA Provided by NACA Provided by NACA
Available Slots (per event) 6 6 11
Alternate Slots (per event) 3 3 8
Performance Time 15 minutes 15 minutes 10 minutes
Competing No No No
Application Fee $160 $160 $160
Showcase Fee $1,195 $1,195 $795
Alternate Fee $600 $600 $400
Consider Moving to N/A Emcee, Variety
Another Category
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?
9BUSINESS 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
Update act roster on your NACA® 24/7 profile. Assume Block Booking is just for showcasing acts.
Before you attend NACA® Live, make sure your act rosters are up to The Block Booking process helps illustrate the strength and
date on your NACA® 24/7 profile. The Block Booking Team and school importance of the college market in the entertainment industry.
participants will pull from your list for their interested acts. It also serves both showcasing and non-showcasing associate
members as agents in the Campus Activities Marketplace represent
Remember your calendar. thousands of acts on site. Additionally, Block Booking helps increase
Planning to take a vacation later in the year? Have a doctor’s communication and cooperation between schools and associate
appointment you can’t miss? Make sure you come to the Business members.
Connections meeting with your personal calendar in order to be
aware of all date conflicts you have so that you can provide schools Change your pricing from what is printed in the program.
with your most accurate availability. All selected showcasing acts and alternates will be sent a proof of
their artist bio/pricing that will be printed in the NACA® Live program.
Get a refresher. This is your last chance to make changes to your pricing. Do not
First time Block Booking? Need a reminder of how things work since confuse school members by promoting a price that is different than
your last NACA event? Log onto NACA® 24/7 to review videos and what is printed!
guides of how to make the most out of your Block Booking experience!
Solicit schools in the Business Connections meeting room.
The Business Connections meeting is not the time to be passing out
demos or business cards to prospective school members — it is the
time to solidify business. Save the connections and introductions for
the Campus Activities Marketplace.
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)
($15,000) 3 available
Each night of NACA® Live is available for a sponsored activity. The themes are:
• Saturday–DJ/Dance Party/Music Performance • Sunday–Comedy Club • Monday–Open (Sponsor’s Choice)
Includes:
• 2 booths (with priority placement) • 2
delegate registrations
• one 60-second commercial, 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
•S ponsor Logo displayed on: Conference Website Portal & Floor Decals/Signage
•O ther Sponsor Recognition: Event slides, event program, verbal acknowledgements during stage announcements, social
media shout out, NACA® Spotlight and at the start of the Business Connections meetings
• Exclusive VIP Lounge during your Sponsored Night Out that can be used to host campus partners and artists. Premium lounge
furniture, and complementary refreshments will be provided for the space, with the ability to add more by the sponsor if
needed. The seating will be for up to 6 people.
• Designated Platinum Promenade area for use outside of the marketplace times and near the Showcase Room for the
Platinum Sponsor to use for business development and engagement purposes. Premium lounge furniture will be provided for
the space, with the ability to add more by the sponsor if needed.
GOLD
($10,000) 3 available: one Showcase, one Business Hub and one Ed Programs
Includes:
• 2 booths (with priority placement) • 2
delegate registrations
• one 60-second commercial, played prior to a showcase
• Full Page Color ad in the NACA® Live Program
• Banner Ad* on NACA mobile app (3 days)
•S ponsor Logo displayed on: Conference Website Portal & Signage and branding of the sponsored area (Showcase, Business
Hub or Ed Programs)
•O ther Sponsor Recognition: Event slides, event program, verbal acknowledgements during stage announcements, social
media shout out, NACA® Spotlight and at the start of the Business Connections meetings
• Designated Gold Promenade area for use outside of the marketplace times and near the Registration Desk for the Gold
Sponsor to use for business development and engagement purposes. The sponsor will be provided with a 10x10 space with
two tables and 4 chairs.
• The Showcase Sponsor (only) will have an Exclusive VIP Lounge during the showcase periods that can be used to host campus
partners and artists. Premium lounge furniture, and complementary refreshments will be provided for the space, with the
ability to add more by the sponsor if needed. The seating will be for up to 6 people.
SILVER
($5,000) 5 available
Includes:
• 1 booth • 2 delegate registrations
• one 45-second commercial, played prior to a showcase
• Half Page Color ad in the NACA® Live Program • Banner Ad* on NACA mobile app (2 days)
•S ponsor Logo displayed on: Conference Website Portal
•O ther Sponsor Recognition: Event slides & verbal acknowledgements during stage announcements
BRONZE
($3,500) 5 available
Includes:
• 1 booth • 1 delegate registration
• one 30-second commercial, played prior to a showcase
• Quarter Page Color ad in the NACA® Live Program • Banner Ad* on NACA mobile app (1 day)
• Other Sponsor Recognition: Event slides & verbal acknowledgements during stage announcements
*Banner ad dimensions TBD
12Sponsorship Opportunities
Standard Sponsorships
REGISTRATION SWAG/PROMOTIONAL ITEM GIVE-A-WAY
($3,000) 1 available
Registration Swag/Promotional Item Give-A-Way Sponsorship is available to an associate member that wishes to provide a
registration or promotional item(s) to our attendees near the registration booths. One booth and one delegate registration, one
table near registration desk for distribution included.
FEATURED WORKSHOPS (STUDENTS)
($3,000) 8 available
Featured Workshops have two back-to-back 50-minute sessions. Workshops should be geared towards undergraduate students.
One booth and one delegate registration, and one quarter-page B&W or Color Ad included.
TECHNOLOGY DEMONSTRATION
($3,000) 4 available
Two (2) 50-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.
CAREER CENTRAL
($5,000) 1 available
The Career Central sponsor will have an opportunity each day to provide guided and or passive professional development
opportunities 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 4 hours (12 PM-4 PM) to provide a high-energy, interactive experience for all school
attendees during the registration check-in time. The Registration 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 opportunity each day to provide guided and or passive professional development
opportunity for undergraduate students. Includes presentation time. One booth and one delegate registration included.
COLORING WALL
($2,500) 1 available
The Coloring Wall sponsor will have the opportunity to sponsor the 2023 NACA Live Coloring Wall, which is an event long
engagement opportunity. One booth, one delegate registration, and logo & branding on the Coloring Wall located in high traffic
area included.
VOLUNTEER T-SHIRT
($3,000) 1 available
The Volunteer T-Shirt sponsor will have the opportunity to provide t-shirt for all volunteers to wear day 1 of the conference.
One booth, one delegate registration, and a thank you in the NACA Conference Program Guide included.
SNACK & BREAK SPONSOR
($4,000) 1 available
The Snack & Break sponsor will have the opportunity to have their logo/signage present at the
Interested in
four Snack Break locations during the event. One booth, one delegate registration, and logo/
sponsoring NACA Live?
signage at snack & break locations.
Contact Michael Hood
at michaelh@naca.org
All of the above include sponsor recognition and branding on any appropriate signage
for more information.
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 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.......................................................................................Sept. 30, 2022 • Security/Safety/Crisis Management
NACA® St. Paul.................................................................................... Dec. 9, 2022 • 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. Additional information on Registration and Event Policies
can be found at naca.org.
1. Who may attend events? 6. How are violations handled?
All agencies and/or their subsidiary companies that are: • Violations of any of the policies may subject the exhibitor to actions
• Current associate members of NACA. Each national and regional and/ or sanctions as outlined on Page 24 of this Guide.
associate member must be a separate legal entity. Regional • Any person not an official exhibitor of the conference who engages
associate members must upgrade to National to attend NACA Live. in any form of product or talent solicitation will be removed from
In order for a company affiliated or related in any way to another official conference events.
company to purchase its own national associate membership,
the requesting company must supply NACA with proof that the 7. Insurance and Indemnity
companies are legally separate entities. Exhibitors and/or showcase acts that feature or include demonstrations
• In good financial standing (does not appear on a NACA bad debt list). that involve participants physically, through use of equipment, the
wearing of devices or apparel provided by the exhibitor/showcaser,
2. What are the required registration documents necessary to and that may place the participant at risk, must meet the following
attend events? insurance requirements:
Submit a registration application online and the appropriate fees to • Exhibitor/showcaser agrees to release, hold harmless, indemnify,
the NACA Office. Associate members must purchase Campus Activities defend and forever discharge the National Association for Campus
Marketplace booth space and a minimum of one full delegate Activities (NACA) and each and every officer, agent and employee
registration to attend an event. of NACA, from all claims, causes of action, loss, damage, costs,
attorney’s fees and liability for all injuries to persons or property
3. What delegate status should I select and what are the arising from acts or omissions of the exhibitor/showcaser or
delegate fees? exhibitor’s/showcaser’s employees, agents or officers howsoever
All persons attending the conference in any capacity must register. caused. Exhibitor/showcaser further agrees to waive rights of
Passes may not be shared between two or more people. See Page 6 subrogation in favor of NACA in any claim, liability or cause of action.
for a description of different registration categories available. Please • Exhibitor/showcaser shall arrange for NACA to receive a Certificate
note that delegates may only register under one membership category of Liability Insurance naming NACA as co-insured, from the
for any activity. No delegate will be allowed to attend any conference exhibitor’s/showcaser’s insurance company by the date specified
function or to enter the Campus Activities Marketplace until their in the event Guidein order to perform a booth demonstration,
registration fees are fully paid. Badges are required for access. marketplace attraction or showcase. The liability insurance shall
cover the entire period of the exhibitor’s/showcaser’s stay at the
event including early arrival and late departure dates. Certificates
4.What are NACA’s refund policies for events?
of liability should be mailed directly to the NACA Office and may
See Page 4 for all refund policies.
cover more than one event.
• Minimum coverages are as follows: bodily injury and property
5. What other important information should I know? damage at: $1,000,000 each occurrence and aggregate.
• Associate members may not provide any demonstration to school
delegates of an act, event, tour or any other activity that occurs
outside the officially scheduled program, anywhere in any of
the conference facilities, including hotel rooms. Associates shall
not distribute any promotion or advertising to school delegates
of a performance, act, event, tour or other activity held outside
the conference facilities during the dates of that conference. An
attraction that has an existing contract to perform in a conference
facility is subject to review by the Executive Director or designee.
• The firm representing a showcasing act must be the only booking
contact for that act during the conference. If the representation
of that act is in dispute and the dispute cannot be settled prior
to the beginning of the conference, the act will not be allowed to
perform on the showcase, and the firms in dispute regarding the
representation of the act will forfeit their booth spaces and any
subsequent showcases.
• No alcoholic beverages or smoking are permitted in educational
sessions, showcases or the Campus Activities Marketplace.
• Stickers and other promotional items may not obscure name and
organizational data on conference badges.
15EVENT POLICIES
NACA policies are subject to change without notice.
HEALTH & SAFETY
We will continue to monitor ongoing federal, state, and local exposed to a suspected or confirmed case of COVID-19.
recommendations and reserve the right to alter plans as needed. As •D
etails on how attendees will provide proof of a negative test will be
of August 2022, the following COVID-19 health & safety policies are in shared in the coming weeks; it will most likely be using a specific app.
effect for all NACA in-person events.
NACA may change, update, or add to these requirements at any time
As we continue to evaluate the changing landscape of the coronavirus as it deems prudent to best protect the health and safety of attendees
(COVID-19) pandemic and attempt to provide a safe experience for and others. Participants who are unable or unwilling to provide the
all attendees, the Board of Directors has updated health and safety appropriate documentation will not be permitted to enter the event or
requirements for the Association’s in-person experiences, including all participate in any of the in-person activities or experiences. Please note,
NACA Conferences. These changes are for the protection of all NACA providing false information and/or failing to comply with NACA staff or
attendees, the communities they travel to and from, as well as to assist designees’ directives may result in disciplinary action, including but not
in mitigating interruptions to the fall conference season as many limited to immediate removal from this and any future NACA-sponsored
exhibitors, performers, volunteers, and staff attend multiple NACA events, institutes, and experiences without warning and/or refund.
events within a short period of time.
We have prepared a few frequently asked questions (FAQs) including
•T
he Association is announcing the following health and safety updates: information on where to find testing kits and testing sites, but please
•A
ll participants will be required to show proof of a recent negative don’t hesitate to contact us at any time if you have questions about our
COVID-19 test (within 48 hours of arrival) to participate in in-person health and safety measures. The Association would like for you to know
activities. that in spite of the ongoing situation of COVID-19, we are still here to
•T
he COVID-19 test may be a PCR or Antigen test, including at-home support you and your institution or business as we navigate this year.
tests. We look forward to reconnecting with many of you at an in-person
•P
roof of vaccination in lieu of a negative test will no longer be experience soon.
accepted for participation. While we strongly encourage attendees
who are able and eligible be up-to-date with their vaccine Masking
and booster(s), attendees are not required to be vaccinated to
All attendees are strongly encouraged, but not required, to wear a mask
participate.
during NACA-sponsored events.
•M
ask-wearing is strongly encouraged during NACA-sponsored events,
but attendees are not currently required to do so unless they have been For more information, visit naca.org/healthinfo
VIDEOTAPING/PHOTOGRAPHY CONSENT AND POLICIES
NACA photographs and videotapes events and attendees. These 7. Some forms of recording/taping may not be available at specific
photographs and videotapes may be used in any NACA materials and venues due to union or other facility regulations.
publications, and on the NACA website and social media. By attending 8. Recording/taping of some materials may require the permission of
this event, you, your delegates and/or the acts that you represent give the owner of such materials, and it is the recorder’s responsibility to
NACA your consent to use photographs and videotapes in which you, obtain such necessary permissions.
your delegates and/or your acts appear. NACA delegates or other
If audience members, showcase crew or other technical, conference or
persons may use photographic or other image and sound recording
facility staff complain about the position of a camera/ operator, the
devices to record events and activities that take place during NACA
camera/operator will be asked to move. If the camera/operator does
events, as long as these activities do not interfere with the audience
not comply, they will not be allowed to continue taping.
enjoyment of or participation in NACA events. Those photographing
or recording events cannot interfere with showcase technical crew, BY USING VIDEOGRAPHIC AND/OR OTHER RECORDING DEVICES TO
stagehands, etc. The following specific guidelines apply to any RECORD NACA EVENTS AND ACTIVITIES, THE RECORDER REPRESENTS
photography, videotaping or other recording at an NACA event: THAT HE/SHE HAS OBTAINED ALL NECESSARY PERMISSIONS FROM
ANY COPYRIGHT HOLDERS OR OTHER ENTITIES WHOSE RIGHTS
1. Professional crews will not be allowed, except by NACA.
MAY BE AFFECTED. THE RECORDER AGREES TO INDEMNIFY NACA,
2. On-stage filming or placement will not be allowed. Recording must ITS EMPLOYEES, AGENTS, OFFICERS, DIRECTORS AND INDEPENDENT
occur from the show floor. CONTRACTORS FROM ANY AND ALL LIABILITY ARISING FROM THE
3. Access to the soundboard will not be allowed. RECORDER’S VIDEOTAPING OR RECORDING ACTIVITIES.
4. Audience views cannot be obstructed.
5. Power must be self-contained (i.e., battery packs). Access to the event
power supply will not be allowed.
6. Use of supplemental lighting will not be allowed.
16SHOWCASE POLICIES
NACA policies are subject to change without notice.
Who May Apply and educational programs, but the performance must end no later
Any firm wishing to submit an act for a NACA® Live showcase must: than five minutes before the beginning of any awards program
or any other activity deemed in direct conflict by the designated
• Be a current member of NACA. Regional associate members can
event contact. The activity should not be should not be seen or
only submit to showcase and attend one conference per year. (see
heard from an educational session room.
“General Policies” on Page 14 of this Guide for more information).
• Musical acts are NOT eligible for this showcase category.
• Be in good financial standing (not appear on a NACA bad debt list).
• Make It & Take It acts will be introduced at the beginning of the first
• Submit a Campus Activities Marketplace Booth payment.
showcase that day.
• Submit a Showcase Application and a non-refundable application
• Set-up for acts in this category should not take more than a few
fee.
minutes at maximum.
For a Level 1 national membership and regional agency, no more than
three acts and two alternates per agency will be selected for each event. Master of Ceremonies Showcase
For a Level 2 national membership, no more than 6 acts and 3 alternates These acts introduce the other acts in Showcases and entertain during
per agency will be selected for each event. set changes. This category includes acts that require a minimum
of setup time and which can perform on the thrust. Emcees will
For a Level 3 national membership, no more than 9 acts and 4 alternates have a total of 25 minutes to showcase their acts exclusive of their
per agency will be selected for each event. introduction time. This should be divided among multiple sets. The
This will be inclusive of all showcasing categories. final breakdown of time between each act must be coordinated day of
with Showcase Production Coordinator as these “sets” are necessary to
SHOWCASE CATEGORY DESCRIPTIONS complete turnover between acts.
Coffeehouse
Spotlight Showcase (High and Low)
These showcases will take place in the lobby of the convention center
during registration on the first day. Each act will have 20 minutes This category features both established and up-and-coming artists
performance time with 5 minutes each for set-up and breakdown. Minimal performing for 10 minutes each. Spotlight Low encompasses acts with
production will be provided. Solo artists and duets only are eligible. single date prices of $2,000 or less, which should be approximately 50%
of the acts chosen for the Spotlight Showcase. Isolated dates for Spotlight
Low can be exclusive of travel, but block prices must include travel.
DJ
Spotlight High encompasses all other pricing above $2,000. Spotlight
This showcase is designated for DJs to open up the showcase and bring
High acts are interspersed with Spotlight Low acts.
energy to the crowd. The DJ showcases have 15 minutes of performance
time.
Variety Showcase
Speaker Showcase Variety showcases are a 15-minute set on the primary stage. These
showcases are intended for traditional entertainment acts that need
Speaker acts are those that cover topics such as social awareness,
a longer time showcase time such as magicians, hypnotists, illusionists,
political issues, health and environmental concerns, the arts, etc.
mind readers, etc. as well as interactive and engaging programs such
Based on a recent survey, school members are most interested in
as game shows, karaoke, lip sync battles, dance lessons, etc. Variety
topics on Diversity, Equity, and Inclusion, Mental Health, Wellness,
Showcases will be scheduled interspersed with Spotlight Showcases as
Leadership, and LGBTQIA+. This category is primarily non-musical and
well as during the Trending Showcase Time.
educational. Speaker acts have 15 minutes to present. An act may take
questions from the audience or conduct a question and answer session MATERIALS FOR SUBMISSION
within their 15-minute period. A projector and screen will be provided
for acts to use. Acts should come prepared with a laptop to connect Showcase submissions will be accepted only through the NACA® 24/7
to the projector via a VGA or HDMI cable in the event there is not a dashboard.
laptop onsite. It is the responsibility of associate members to ensure that information
submitted is correct. NACA takes no responsibility for verifying artist
Make It & Take It rosters submitted for the online directory or during the showcase
submission process. Duplications or conflicting information in rosters
This free-form category can show off any kind of interactive novelty or
must be worked out between agencies and the NACA Office notified of
variety act/program. These showcases can include activity kit making
the final disposition. If associate members knowingly submit inaccurate
or live artists such as caricatures, balloon artists, wire writing, spray
information, they are subject to sanctions as outlined in the NACA®
painting t-shirts, tarot card reading, etc. Make It & Take It artists are
Process for Dealing with Violations of Association Policy, including
allowed to perform during all conference hours, as long as they do not
revocation of membership.
interrupt staged showcase performances or other conference activities.
Artists selected for this showcase perform in designated areas within For an act to be considered for a showcase, submissions must be
the event facility. Four acts will be scheduled each day. NACA does not received by the published deadline.
provide nor allow any equipment, sound or lighting for this category. Artist pricing cannot be increased once the committee has reviewed
The following guidelines will apply to this showcase category: the application. Artists will have the opportunity to edit their pricing,
• Acts in this category cannot use any electrical outlets, lighting, biography, and other program details if selected to showcase.
staging, portable music players or anything else using batteries
or an electrical outlet that produces amplified sound - without Criteria for Reviewing Submitted Acts
receiving prior permission from the NACA Office. The Make It & 1. The Showcase Selection Committee has the sole authority to select
Take Its will be permitted to perform from the start of the first acts for the conference showcases.
scheduled event until the end of the last scheduled event, in areas
2. Materials submitted must be an accurate representation of the
determined by the NACA Office. Performance times and locations
material and personnel that will actually appear on the showcase
may be limited due to site restrictions and facility policies.
and must be complete to be considered
• Make It & Take Its may perform during meal functions, showcases
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