FREQUENTLY ASKED CONFERENCE QUESTIONS

Sponsor Registration & Payment

Payment for the Base Level sponsorship is due immediately upon registration, via credit card or ACH direct debit electronic fund transfer. These are the only two forms of payment accepted, and payments may not be split between the two methods nor between the same method multiple times. The payment screen will only appear once and the complete payment must be made at that time.

Also available in the initial registration are add-ons for:

  • Booth power,
  • Additional attendees beyond the 4 included in sponsorship packages ($1,000 each up to 3 additional), and
  • Promotional and sponsor add-ons ranging in price (see details on the Sponsor Conference page).

All sponsors that indicated in their initial registration an interest in the Top Level sponsorship, will be reviewed by the NACDPFG Board of Directors and Committees and notified via email. If a company is selected, an additional payment will be required via credit card or ACH direct debit electronic fund transfer and due immediately. The link for this payment will be included in the selection confirmation email. Sponsors who are not selected for the Top Level sponsorship will just continue at the Base Level.

Payment for the Base Level sponsorship is due immediately during registration, as well as any selected promotional add-ons, via credit card or ACH electronic fund transfer. These are the only two forms of payment accepted, and payments may not be split between the two methods nor between the same method multiple times. Registration ends as soon as 50 companies have registered (in 2025 registration opened on a Monday and closed on that Friday after the 50th company registered)!

All sponsors that indicated in their initial registration an interest in the Top Level sponsorship, will be reviewed by the NACDPFG Board of Directors and Committees and notified via email. If a company is selected, an additional payment will be required via credit card or ACH direct debit electronic fund transfer and due immediately. These are the only two forms of payment accepted, and payments may not be split between the two methods nor between the same method multiple times. The link for this payment will be included in the selection confirmation email. Sponsors who are not selected for the Top Level sponsorship will just continue at the Base Level.

NACDPFG accepts credit cards or ACH direct debit electronic fund transfers. These are the only two forms of payment accepted, and payments may not be split between the two methods nor between the same method multiple times.

All sponsor packages include 4 attendees. Additional attendees (up to 3 more) can be added on for $1,000 each. There is an option in sponsor company registration to add these additional attendees and include that in the initial sponsor payment. If a sponsor needs to add additional attendees after the initial sponsor company registration has been completed, please email NACDProcurementFleet@nacdpfg.com.

All sponsor packages include 4 attendees. Additional attendees (up to 3 more) can be added on for $1,000 each. There is an option in sponsor company registration to add these additional attendees and include that in the initial sponsor payment. If a sponsor needs to add additional attendees after the initial sponsor company registration has been completed, please email NACDProcurementFleet@nacdpfg.com.

The sponsor company registration does NOT count as an individual attendee registration. Sponsor attendees will each need to register separately through our Sponsor Attendee Registration page by the posted deadline. The registration will include contact information and a headshot upload that will be used in our printed/digital conference directory. After the posted deadline, the sponsor representatives listed in the directory cannot be changed. Please make sure to register the individuals you expect to be at the event to get the most out of your directory listing.

Before the posted attendee registration deadline:

Please have the new attendee register on the Sponsor Attendee Registration page and then email us at NACDProcurementFleet@nacdpfg.com to cancel the registration of the attendee that can no longer come.

After the posted attendee registration deadline:

Please email us at NACDProcurementFleet@nacdpfg.com with details. After the posted deadline, the representatives listed in the conference directory and custom name badges cannot be changed as they will have already been sent to print. We will have write-in blank name badges onsite. Also, the closer to the event the change, the more difficult it will be to accommodate dietary and disability needs.

Trade Show and Promo Opportunities

Each sponsor will be assigned only one (1) booth spot (either a truck booth or a table booth, not both)

Truck Booth:
  • One 20′ x 40′ booth space
  • In booth – 2 chairs, 1 table with linen
  • Power drop, if requested and purchased ahead of the event deadline
Table Booth:
  • One 10’ x 10’ booth space
  • In booth – 2 chairs, 1 table with linen
  • Power drop, if requested and purchased ahead of the event deadline
  • Wi-Fi

Sponsor logos will be uploaded during sponsor company registration.

Top Level Sponsors – your sponsorship includes:

  • One 78” tall x 33” wide retractable sign produced by NACDPFG
  • 30-min presentation to dealers (either fleet or procurement based upon registration request)

Golf Outing Sponsors – your sponsorship includes:

  • Up to 3 participants in the golf outing activities, including green fees and cart. Club rentals will be reserved by NACDPFG but at each players expense onsite
    • Details on each participant and needed rental clubs due by 8/30/26

Fleet Dealer Roundtable Session – your sponsorship includes:

  • 2 participants at the 2-hour SPEED NETWORKING session

Evening Event Sponsors – your sponsorship includes:

Lanyard Sponsors – your sponsorship includes:

  • Design (double ended with 2 bulldog clips) is due by 8/7/26, email to NACDProcurementFleet@nacdpfg.com for approval
  • Sponsor produces the lanyards (quantity 300-350)
  • Lanyards must be received by NACDPFG by 9/11/26. Mailing details provided in the sponsor agreement.

Dealer Bag Sponsors – your sponsorship includes:

  • Design is due by 8/7/26, email to NACDProcurementFleet@nacdpfg.com for approval
  • Sponsor produces the bags (quantity 100)
  • Bags must be received by NACDPFG by 9/11/26. Mailing details provided in the sponsor agreement.

Dealer Gift Room Drop Sponsorship – your sponsorship includes:

  • One promotional piece in the 13″ x 13″ x 10″ box
  • One dealer gift item in the 13″ x 13″ x 10″ box
  • Sponsor produces the gift item and promotional piece (quantity 100 of each)
  • Both items must be received by NACDPFG by 9/11/26. Mailing details provided in the sponsor agreement.

Trade Show Coolers & Cooling Towels Sponsorship – your sponsorship includes:

  • Design of standard cooling towel is due by 8/7/26, email to NACDProcurementFleet@nacdpfg.com for approval
  • Sponsor produces the cooling towels (quantity 300-350)
  • Towels must be received by NACDPFG by 9/11/26. Mailing details provided in the sponsor agreement.

General Sessions Commercial Sponsorship – your sponsorship includes:

Conference Directory Ad – your ad includes:

  • One ½ page ads in the digital/printed conference directory that is horizontal 7” x 4.5” (landscape).

Table Tent Ad – your ad includes:

Setup is on Tuesday, September 22 from 8:00am-5:00pm. Materials for your exhibit can be brought in by your team OR shipped in through Heritage our General Service Contractor managing freight for the event. Materials cannot be shipped directly to the hotel – high fees will applied by the hotel for any shipments. Trucks/equipment will not be able to move into Truck Exhibit Spots until 8:00am on 9/22/26.  If storage is needed, for delivery earlier than 9/22, the hotel parking lot will NOT be a reasonable option for anything that doesn’t fit into a normal parking spot (hotel charges apply).

Teardown is on Wednesday, September 23 from 1:00-5:00pm. Materials can be shipped out through Heritage our General Service Contractor. All trucks/equipment will need to be moved out of Truck Exhibit Spots by no later than 5pm on 9/23/26.

You may hand out literature at the trade show or send it electronically to anyone who requests it at the trade show. For quantities, plan for around 100 dealers. Contact information will be included in the digital and printed conference directory you will receive at the conference.

Since this is an in-person conference, please make all swag airplane friendly. For quantity, plan for around 100 dealers.

Sponsors needing to ship materials in for the trade show will need to schedule that through Heritage our General Service Contractor.

INBOUND

There are 3 options for the delivery of Sponsor materials:

  1. Hand-carry (small materials): Sponsors are permitted to hand-carry materials.
  2. Sponsor Driven (trucks/equipment): Arrival should be based on the move-in and move-out schedule provided.
  3. Advance to Warehouse Shipment to the General Service Contractor (recommended for multiple boxes, crates, pallets, and non-drivable equipment).

OUTBOUND

There are 4 options for the removal of Sponsor materials:

  1. Hand-carry: Sponsors are permitted to hand-carry materials.
  2. Sponsor Driven (trucks/equipment): Departure should be based on the move-in and move-out schedule provided.
  3. Outbound Shipment via Sponsor’s Carrier: Materials should be repackaged (in a ready to ship format) by the Sponsor and have shipping labels
    attached. Sponsor will need to schedule the pickup with their carrier. Pickups must be scheduled no later than 5:00pm on move-out day.
  4. Outbound Shipment via General Service Contractor (recommended for multiple boxes, crates, pallets, and non-drivable equipment).
IMPORTANT SHIPPING NOTE

Materials cannot be delivered directly to the event/event venue. All shipments must go through the trade show general service contractor. Any fees from the event venue for deliveries outside of what is outlined will be passed on to the sponsor company.

QUESTIONS

Direct any questions to NACDPFG at nacdprocurementfleet@nacdpfg.com

Sponsors may put as much equipment in their space as they like, as long as it fits into the booth space and does not encroach on aisles or other booths. See your sponsor agreement for exact dimensions and details on height and signage.

NACDPFG is not providing any onsite truck or equipment detailing services. Sponsors should work with local suppliers on their own for any needs. Onsite water will not be available.

Other

The conference is definitely business casual. Given that trade show activities and evening events are held outside, attendees should plan according to the weather and bring layers/options.

We do not provide a list of attendees PRIOR to the trade show and conference. At the conference, sponsor attendees will be given a printed conference directory and access to the digital version. It will have all of the dealers in attendance listed with photos and contact information.

The conference directory is a digital and printed resource we create to serve both our dealers and sponsors. Inside is a full listing of all dealers and all sponsors in attendance with headshots, logos, and contact information. Our dealers report to us that this is their “go-to” guide throughout the year to get in touch with suppliers. They use it heavily.

There are 1/2 page ads available for sponsors. Indicate your interest in this promotional add-on in your company registration.

We also have event agendas, location information, and logistical details for the conference and trade show inside.

Since this is an in-person conference, please make all swag airplane friendly. For quantity, plan for around 100 dealers.

Sponsors needing to ship materials in for the trade show will need to schedule that through our General Service Contractor.

If you would like to send personalized swag, you may contact individual attendees at or after the event. You will receive the conference directory with address and contact information for all dealers.

If your question was not addressed above, please feel free to contact us.

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