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Conference Exhibitor FAQs
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Frequently Asked Questions by Exhibitors

 

Why don’t we hold the conference in less expensive hotels?

There are not many hotels that can hold our conference. The combination of 15 breakout sessions, a standing exhibit hall, general sessions of 700+ and peak night sleeping rooms of over 300, all lead us to very large hotels, with very few exceptions.

What should I wear to conference?

The suggested dress for the entire conference is business casual (comfortable clothes and shoes are fine as a bit of walking is usually involved for attendees). We strongly recommend you bring a sweater.  It is extremely difficult to regulate the temperature to please everyone.  If you are chilly, you can put the sweater on or take it off if you are too warm.

Why don’t you provide complimentary coffee and snacks throughout the conference for exhibitors?

We pay $70.00 per gallon for coffee and tea. Cookies cost $36.00 per dozen. At first, this may seem like gouging by the hotel, but when you consider the cost of labor (and yes, NASW does support an increase in the minimum wage), in filling the urns, setting up the tables, draping the tables, refreshing the tables, providing cream and sugar, paying someone to wash the cups, etc., you can begin to see how the hotel could feel justified in their charges. Although our Conference Planning Committee works hard to find sponsors and underwriters, we are not always successful.

If your organization is interested in sponsoring food or coffee breaks, please contact Virginia Cantu at vcantu@naswtx.org for more information and for advertising opportunities associated with each sponsorship. Desserts and beverages can always be ordered through the hotel for individual exhibitors to be used to draw attendees to your booth. It's a great way to get attendees to visit you and learn more about your wonderful services.

Is there an Exhibitor Lounge available with coffee and snacks?

We are not always able to provide an Exhibitor Lounge with coffee and snacks for all exhibitors.  We do realize how important it is to have a place where exhibitors can relax and get away for a few minutes.  However, it is always depended on the venue and space availability.  If a lounge will be available for the specified year, each exhibitor will be notified in their onsite packet.  You are always welcome to sponsor a refreshment break as well.

Why aren't we able to choose our booth spaces?

In the past, we have given diamond sponsors the incentive of having first choice of their booth spaces on a first-come, first-serve basis.  This at times causes several of the same type of organizations to be "grouped" in one area.  We would hope to see a wide variety of services dispersed throughout the exhibit hall with no two of the same organizations set side-by-side.  For this reason, we have decided to assign booth spaces based on the best possible location for each organization.  First-come, first-serve is still of the upmost importance to ensure that you do reserve your space early and are assigned a good location as booth spaces tend to fill up quickly.

Will there be a time during exhibit hall hours for giveaways?

Yes. Over the past couple of years we have worked to increase the amount of time scheduled in the exhibit hall.  We see it as our responsibility to you to get people into the hall – it is up to you to get people to visit your exhibit.   We have set it up this year where the Conference Chair will announce the winners for you to eliminate loss of contact time with attendees. We will have the "Exhibitor Give-Away” on Friday during the "Networking Luncheon” beginning at 12:00 pm. 

Is a Career Center always available to post job opportunities?

Depending on the venue, there may not always be space available to offer a Career Center. However, a bulletin board is always available by registration to post any job opportunities that you may currently have available and open to attendees. We also have signage available to display at your booth if you are hiring.  Please stop by the registration counter to request a sign

What fields of practice are represented at conference?

Our focus is to target all tracks that are offered at conference ranging from Health/Medical, Mental Health, Diversity & Cultural Competence, International Social Work, Social Justice, School Social Work, Aging, Children and Families, Poverty, Advocacy and Organizing, and Social Work Education.  There is always a wide range for Fields of Practice participating at conference. 

 

For Exhibitors attending sessions or presenting: Why aren’t there enough handouts?

We have not been successful, even with pre-registration, in projecting the number of people who might attend each session. As the speaker must provide their own handouts, they usually project low. Most speakers will pass around a sign-up sheet so that they can make handouts available to attendees at a later date. You may also download handouts from the sessions you would like to attend a few days prior to conference.  Keep checking our website.  We’ll let you know when they are available.  Note:  Handouts will only be available online only if the presenter makes them available for posting.

For Exhibitors attending sessions: How do I get my continuing education certificate?

Before you leave the conference for good, turn in your Attendance Verification Form and Conference Evaluation Form, each of which is located towards the back of the site program. We will have volunteers ready to give you your certificate right away or, if you prefer, you can drop off, email, mail or fax your forms to NASW/TX and we can e-mail your certificate to you.

What is the giveaway this year and how can I help support the NASW Annual State Conference?

Every year we try to offer different giveaway items to maximize the sponsor's exposure even after conference.  This level of sponsorship would also entitle you to receive the following benefits similar to a Diamond Sponsor but you would be considered a PRESENTING Sponsor.

  • Logo on Conference Giveaway Bags
  • Large primary logo projected before the Opening Plenary and before the Closing Plenary during Conference
  • Logo with hyperlink on website on both main registration page and exhibitor page for one year
  • Skyscraper Ad (120x600 pixels) in the E-News for 4 consecutive months before or after conference
  • Full-page ad in the Site program
  • Listing as Presenting Sponsor immediately under NASW Texas in Site Program
  • Contact listing in the Site Program
  • Sponsor listing in the Site Program
  • 8’x10’ booth space
  • Four paid conference registrations
  • Electronic Full Conference Attendee List

MAXIMUM EXPOSURE!  Please look over the additional sponsorship opportunities that would entitle you to similar benefits. 


 

If you have any additional questions regarding exhibiting or sponsoring an event, please contact Virginia Cantu at vcantu@naswtx.org.


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