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The Diamond Club

New Event Dates: Logistics, registration, fulfillment, and exhibitor services information

Home » Diamond Club

Thank you for sponsoring the 2022 NAPA 401(k) Summit!

As a Diamond Club member, you have expanded visibility and opportunities to connect with the more than 1,000 advisors we expect to join us in Tampa.

To assist you in planning your activities, this Diamond Club webpage houses important information about logistics, registration, fulfillment, and exhibitor services. We will update this page as more information becomes available, but you are always welcome to reach out to a NAPA team member for assistance.  We’re here to help make this a great experience for you!

  • General Information
  • Sponsor Deliverables & Important Deadlines
  • Registration & Housing
  • Sponsor & Exhibitor FAQs
  • Marketing Support

General Information

General Information

Conference Dates

April 3-5, 2022

Conference Location

Tampa Convention Center
333 S Franklin St, Tampa, FL 33602

Conference Schedule

The full conference schedule is available online.

Exhibit Hall Location
View Floor Plan
Exhibit Hall Hours & Move-in/Move-out Schedule
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Key Contacts

NAPA Staff

Chelsea Cranshaw
Conference Manager
Email Kelly

Kelly Miller
Senior Director of Conferences
Email Kelly

Caroline Mihm
Sponsor & Exhibitor Manager
Email Caroline

Renato Macedo
Director of Marketing Strategy
NAPA Marketing Support
Email Renato

Destination & Exhibitor Services Staff

General Exhibitor Services

Shepard Exposition Services is our official exhibitor services company. When placing an order, please email Shepard at orders@shepardes.com and reference show code: L165370921 or order online here www.shepardes.com/intro.asp and select NAPA 401(k) Summit and log in or create an account. Please be sure to adhere to important deadlines in the exhibitor kit when placing orders.

Questions? Please email Orders@shepards.com

Additional Exhibitor Services at Mandalay Bay (A/V, Electric, Food & Beverage, etc)

Mandalay Bay Exhibitor Services exclusively provides exhibitors with Electrical, Food and Beverage Orders, Booth Cleaning, Audio Visual and IT, Security, and Floral.  If you’d like to order any of those services, please email Mandalay Bay at exhibitorservices@mandalaybay.com and reference NAPA 401(k) Summit or order online at www.mandalaybayexhibitorservices.com.  Please be sure to adhere to important deadlines in the exhibitor kit when placing orders.

If you have any questions, you can email exhibitorservices@mandalaybay.com or call toll free 855-408-1349 for support.

Sponsor Deliverables & Important Deadlines

Sponsor Deliverables & Important Deadlines

Diamond Club Sponsor Benefits
The chart below outlines the benefits of the Diamond Club sponsorship.
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Additional Important Deadlines

  • Discount Price Deadline for Shepard Custom Booth Orders March 4, 2022
  • Discount Price Deadline for Convention Center Services: TBD
  • EAC Form Due: March 4, 2022
  • Last day for Shepard Warehouse Deliveries (without surcharge) March 3, 2022
  • Last day for Shepard Warehouse Deliveries March 31, 2022
  • First day Freight can arrive at Show Site April 2, 2022

Exhibits

Exhibit Hall Map
View Floor Plan (coming soon)
Exhibitor Service Kit
Exhibitor Service Kit (coming soon)

The online Exhibitor Service Kit will be provided to sponsors and exhibitors and will include pertinent information regarding the event including, but not limited to, display rules, set-up/tear-down schedules, official contractor order forms and pricing, shipping and drayage, utilities and building services, audio/visual and additional visibility opportunities. It is the responsibility of the sponsor/exhibitor to abide by the rules, schedules and deadlines described in the kit.

Exhibit Hall Hours of Operation and Move-in/Move-out Schedule
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Exhibit Labor Hall Pass

Any exhibiting company who plans to use a vendor or contractor who are not registered conference attendees who need access to the exhibit hall for set-up and/or tear-down activities MUST notify NAPA prior to arrival on show-site.

The vendor/contractor will need to check in daily at the registration desk to gain access to the exhibit hall.

Please note, no EAC will be allowed to work in an exhibitor’s booth if the Shepard EAC form, a valid form of insurance, a third-party Method of Payment form and an exhibitor Method of Payment is not completed by an authorized representative and received by Shepard by the due date indicated in the exhibitor service kit.

Booth, Sponsored Breakfast and After Dark Selections

Double Diamond and Diamond conference sponsors will select booth space, sponsored breakfast session location and date, and their after dark sponsorship beginning in December.

Your appointment will be made according to your contract signing date.

NAPA will schedule a Zoom appointment with your team to review the available options and finalize your preferences.

Please see the exhibit hall floorplan for your reference.

Once you have selected your booth space, you will receive a confirmation email as well as a link to the exhibitor kit.

Company Mobile App Listing

Please use this form to submit a copy of your firm’s description to be included in the conference mobile app. Firm descriptions are due no later than March 18, 2022.

Breakfast Session Shipping Labels

Please use these shipping labels if you are shipping materials for your breakfast sessions. Your materials will be in the room one hour before the session start time.

Sponsored Breakfast Workshop

As a Diamond conference sponsor, you have the option of hosting a 50-minute breakfast workshop on Monday, April 4 from 7:15 a.m. – 8:15 a.m.; or Tuesday, April 5 from 8:00 a.m. – 9:00 a.m.

Click here to see the hotel floorplan indicating the location of the breakfast session rooms.

Selection of workshop date and room location will take place at the same time as booth selection.

Breakfast session date and room selection will be made according to your contract signing date.

Please use this form to submit your proposed session title, description, and speaker information by February 15, 2022. After this date, all proposed topics will be added to the online agenda.

Important: For the breakfast session to be eligible for NAPA CE credit, the session needs to be a total of 50-minutes and the content must be developed by a subject matter expert with expertise pertinent to the subject matter. Sessions must not be commercial in nature.

The breakfast session speakers can rehearse in their meeting rooms, the morning of their session beginning at 6:45 a.m.

In the workshop rooms we provide a screen, projector, and microphone. The speaker should bring their presentation on their own computer. We will also be providing a table in the back of the room if you have additional materials and handouts.

After Dark Space Selection

Sponsors have the ability to sponsor one area of one evening’s After Dark Event.

Selection of date and location will take place at the same time as booth selection.

After Dark Event Shipments (coming soon)

Should you wish to ship collateral or other promotional/giveaway items to After Dark spaces for your use, we will provide shipping labels and instructions under separate cover. Return shipping labels will also be provided for your convenience.

Registration & Housing

Registration & Housing

We are pleased to extend complimentary registrations to our Diamond Club Sponsors. The chart below outlines the number of complimentary registrations available by sponsorship level. Your complimentary registrations include access to conference sessions, the exhibit hall, and after dark events. Note, registration does not include hotel accommodations.

Submit names for your company’s complimentary registrations using this form.

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Registration Cancellation Deadline: March 15, 2022.

Additional Registrations

Additional registrations, beyond comps provided with an exhibit booth, may be purchased on our website. The rate is based on company affiliation. Note, registration does not include hotel accommodations.

Group Registration

If you would like to register a group of 5+ people using the same payment method, please complete this form and follow the instructions to submit.

Complimentary Registration Substitutions & Cancellations

Substitutions for registrations and cancelations of complimentary registrants should be submitted to conferences@usaretirement.org by March 15, 2022.

Special Planner Registration Rate

Event planners are eligible for a $135.00 discount off their registrations. This registration includes access to the exhibit hall and After Dark events.  Please contact conferences@usaretirement.org for information on how to access this discount.

Conference Hotel Accommodation

Click here to book your hotel room as soon as possible! Rooms will sell out quickly.

Book Your Hotel

Sponsor & Exhibitor FAQs

Sponsor & Exhibitor FAQs

1. What is included with a complimentary registration?
A Complimentary registration include access to the exhibit hall, conference meal functions (except PAC events), education sessions, and After Dark events.
2. Do complimentary registrants need to book their own hotel rooms?
Yes, all attendees need to make their own hotel reservations. Complete hotel information is available on our website.
3. How do I register exhibit contractors for set up and tear down of my exhibit booth?
Any vendors or contractors needing access to the exhibit hall for set-up and/or tear-down activities MUST notify NAPA prior to arrival on show-site. All EAC’s must check in at the conference registration desk onsite first to get access to the exhibit hall.
4. Do breakfast session presenters have to register using a complimentary sponsor registration?
They can register online using the conference speaker code.
5. Do the sponsored breakfast sessions offer NAPA CE credit?
For the breakfast session to be eligible for NAPA CE credit, the session needs to be a total of 50-minutes and the content must be developed by a subject matter expert with expertise pertinent to the subject matter. Sessions must not be commercial in nature.
6. What is included with my exhibit booth rental?
Please see the exhibitor service kit for exact details. The booth package includes: 8’ High backwall drape, 3’ high sidewall drape, 7” x 4” cardstock identification sign, (1) 6’ x 30” skirted table, (2) side chairs, (1) wastebasket.
7. What signage will NAPA provide for After Dark, the exhibit hall and breakfast session room?
  • After Dark signage: NAPA will provide sponsor signage in your After Dark space. You may add other branding/sponsored elements to your space, at your own discretion. These additional costs will not be covered by NAPA.
  • Exhibit hall: Each booth package includes a 7″ x 44″ Cardstock Identification Sign. NAPA also provides signage for sponsored exhibit hall items.
  • Breakfast session: NAPA will provide sponsor signage for the breakfast sessions.
8. Will our event planners have to register using a complimentary sponsor registration slot?
Event planners can register online by using the event planner discount code.
9. Where do I ship my booth contents?
You will ship any items for your booth directly to Shepard Exposition Services warehouse. The exhibitor kit has shipping information, shipping labels, deadlines and much more.
10. How do I order food and beverage services for my booth?
If you plan to offer food and drink at your booth it must be arranged directly through the Tampa Convention Center.
11. How do I order additional furnishings for my booth?
Please arrange these services through Shepard. Please see the exhibitor service kit for additional information.
12. What activities are permitted in my booth?
We ask that activities planned at your booth be confined to the booth itself. Activities should not interfere with neighboring exhibitors’ space or otherwise impinge on neighbors or in the aisles. Please refer to the American Retirement Association 2022 Conference Exhibitor/Sponsor Agreement for more details about what is permissible.
13. Do I need to inform NAPA about events that we would like to host during attendee free time?
As long as the events do not overlap with conference activities or events, we do not need to be informed.We do not list private events in our program materials. Please refer to the American Retirement Association 2022 Conference Exhibitor/Sponsor Agreement for more details about what is permissible.
14. Can I schedule private events in the evening?
As long as the events do not overlap with conference activities or events, including After Dark, you may schedule your own events.

Marketing Support

Marketing Support

To help you promote your company’s participation in the NAPA 401(k) Summit, we’ve created images and graphics. Share these images — and your excitement — with your network using the official conference hashtags:

#NAPA401kSummit
#TheAdvisorExperience

The following images are now available online.

  • Social Media Images & Email Signatures
  • Leaderboard Ad & MPU Ads
  • Promotional PowerPoint Slides

You are encouraged to promote your presence at the NAPA 401(k) Summit via social media.  When doing so, please use the official conference hashtags and tag us in your posts!

#NAPA401kSummit and #TheAdvisorExperience

                 

Download Assets

To request additional materials to promote your events at the Summit, please contact Renato Macedo directly.

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