Frequently Asked Questions for Associate Members
General Membership Questions:
• What is the NACA membership year?
• Will you remind me when it is time to renew my NACA membership?
• Is success guaranteed?
• Where can I get a membership application?
• What is the difference between a regional associate membership and a national associate membership?
• Is NACA a booking agent?
• Is the membership fee pro-rated if I join later in the year?
Event Questions:
• How far in advance are schools booking dates?
• Can associate members attend events on a one-day pass without exhibiting?
• If I don’t get a showcase, should I still attend the event?
• Can regional associate members attend more than one regional conference or the National Convention?
• Can I upgrade my regional associate membership to national associate membership at a later date?
• Do I have to be an associate member to submit to showcase?
• Do I have to pay additional fees to attend events besides the membership fee?
• Can non-members attend events?
• Are showcases guaranteed to all NACA associate members?
• Approximately how many showcase submissions are received versus the number of available slots?
• How do I present an educational session at a regional conference or National Convention?
Fee Questions:
• Do I have to pay the exhibit fee when I submit to showcase?
• Do I have to pay to showcase?
• If I’m chosen as a showcase alternate, do I pay a fee?
• If I need to cancel my showcase, are any fees refundable?
• What other refunds are available and how do I request them?
• Are meals included in the registration fee?
• What forms of payment are accepted on site at events?
• Are booths guaranteed to members?
• Can non-members purchase the NACA Membership Directory or a listing of members on disk?
• How do I pay for my NACA membership and fees to attend events?
General Membership Answers:
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What is the NACA membership year? The NACA membership year is May 1 – April 30.
Will you remind me when it is time to renew my NACA membership? Yes, we will email you with a link to online renewal.
Is success guaranteed? NACA helps link entertainers with individuals in the college market who make programming decisions. We do not guarantee any success.
Where can I get a membership application? You can find out which type of membership application you need here.
What is the difference between a regional associate membership and a national associate membership? Regional associate membership gives access to one region, its regional conference and the NACA Buyers’ Guide and Membership Directory for the region in which you hold a membership. National associate membership gives access to all seven regions, their regional conferences, the National Convention and the NACA online Membership Directory.
Is NACA a booking agent? NACA serves as a forum for agencies, artists and other performers to network with college and university student buyers and their advisors. NACA events provide access to these buyers and a chance for face-to-face communication. Click here for more information on NACA CO-OP Buying.
Is the membership fee pro-rated if I join later in the year? If you join NACA after December 1, the price for membership is the same, but you will receive a half-price renewal for the next membership year. If you join after March 1, right before the new membership year, you will receive a renewal membership at no additional cost (carry-through renewal).
Half-Price Renewal
Non-members meeting the following criteria that join on or after Dec. 1 of any given year will be
permitted to renew the following year at half price:
Any standard affiliate member that attends no more than one of the following: National
Convention, spring regional conference or festival held prior to the end of the current
membership year.
Any national associate or non-profit affiliate member that attends no more than one of the
following: National Convention, spring regional conference or festival held prior to the end of
the current membership year.
Any regional associate member that attends no more than one of the following: spring
regional conference or festival held prior to the end of the current membership year.
A half-price renewal will be available only once every four years to the same firm.
Carry-Through Renewal
Members meeting the following criteria will be permitted to renew the following year no cost:
Any standard affiliate member joining on or after March 1 that does not attend a spring regional
conference or festival held prior to the end of the current membership year.
Any national associate or non-profit affiliate member joining on or after March 1 that does not
attend a spring regional conference or festival held prior to the end of the current membership
year.
Any regional associate member joining on or after March 1 that does not attend a spring
regional conference or festival held prior to the end of the current membership year.
A carry-through renewal will be available only once every four years to the same firm.
Event Answers:
How far in advance are schools booking dates? It depends on the school. Many schools book one semester in advance, while some book one year in advance or even further out.
Can associate members attend events on a one-day pass without exhibiting? No.
If I don’t get a showcase, should I still attend the event? Roughly a quarter of exhibitors at events have showcases. Non-showcasing acts will still have the opportunity to meet with campus buyers one-on-one in the NACA Campus Activities Marketplace. Even if you don’t have a showcase, you can still do business and schedule bookings while at the event. Click here for more information on NACA Block Booking.
Can regional associate members attend more than one regional conference or the National Convention? No, regional members can attend only the regional conference in the region in which they hold membership. You must be a national associate member to attend the National Convention or more than one regional conference.
Can I upgrade my regional associate membership to national associate membership at a later date? Yes, you may pay the difference between the two memberships at any point in the membership year.
Do I have to be an associate member to submit to showcase? Yes, NACA national associate members can submit to showcase to National Convention, all seven regional conferences and other NACA events. NACA regional associate members can submit to showcase to the regional conference and regional events in the region in which they hold their NACA membership.
Do I have to pay additional fees to attend events besides the membership fee? Yes, you will need to pay the Campus Activities Marketplace Fee and any pertinent delegate fees. If you submit to showcase, you will also need to pay any applicable showcase fees.
Can non-members attend events? Non-member agencies and artists cannot attend events. They may however participate in Discover NACA, a guided tour given on the last day of regional conferences and the National Convention. Interested persons should contact the NACA Office for more information.
Are showcases guaranteed to all NACA associate members? No, there is a showcase submission process. Find more about showcase submissions on each regional conference page.
Approximately how many showcase submissions are received versus the number of available slots? It depends on the event. Some events are more competitive than others.
How do I present an educational session at a regional conference or National Convention? In order to present an educational session you must submit a completed educational session proposal form to the appropriate contact by the specified date. If selected, you must be a registered delegate at the regional conference or National Convention for which you are submitting the proposal. View the the Educational Submission information on the educational session page for more details.
With the addition of Training Showcases at the National Convention, associate members presenting educational sessions will no longer be able to present educational sessions on the topics they sell. Please refer to the educational session policies in the Associate Member National Convention Guide, on the convention page.
Fee Answers:
Do I have to pay the exhibit fee when I submit to showcase? Yes, you must submit a Campus Activities Marketplace Application and pay the exhibit fee in order to submit to showcase, along with a showcase application fee for each artist or program submitted.
Do I have to pay to showcase? Yes, payment of the showcase fee must be submitted within two weeks after notification of selection or the act will be removed from the showcase and an alternate will be moved onto the showcase. Showcasing acts and alternates must return a signed copy of the Showcase Letter of Intent and Artist Information Form with their showcase fee or showcase alternate fee payment (note: a copy of the artist’s/act’s photo as a JPEG or TIF file and an electronic copy of the artist’s/attraction’s biography as submitted on the Biographical Information Form must also be submitted at this time.)
If I’m chosen as a showcase alternate, do I pay a fee? Alternate acts must pay 50% of their showcase performance fee within two weeks of notification of their selection as an alternate. The balance of the fee must be paid when selected to appear. A 100% refund shall be made to associates who were chosen as alternates and were not selected to showcase. Alternates who are selected to appear and do not showcase when asked will forfeit their showcase fee. Alternates may withdraw for a 100% refund when the NACA Office receives a written cancellation notice at least seven days prior to the first day of the conference or Convention.
If I need to cancel my showcase, are any fees refundable? A 25% refund will be given to associate members when the NACA Office receives a written request at least 30 days prior to the first day of the conference, unless there has been a violation of policy.
No portion of showcase fees will be refunded: a. if the attraction is eliminated from the showcase due to violation of conference policies. b. if the attraction is unable to appear and notifies the NACA Office or the appropriate regional volunteer less than 30 days prior to the start of the conference. No substitution of attractions by associate member will be allowed.
What other refunds are available and how do I request them?
Registration fees:
A 50% refund of registration fees will be given to any school or associate member when a written cancellation request for a refund is received by the NACA Office at least 14 days prior to the first day of the event.
Any request for refunds that include special circumstances making it impossible to adhere to the guidelines outlined in the individual refund policies should be forwarded in writing to the NACA Office within 30 days of the event for which the refund is being requested. Any request received after this timeline will not be approved. Any special circumstance refund request must include supporting material documenting the circumstances necessitating the request (e.g., a note from a physician for illness, information from local media regarding weather-related problems, etc.).
Showcase fees:
A 25% refund of showcase fees will be given to associate members when the NACA Office receives a written cancellation request at least 30 days prior to the first day of the event, unless there has been violation of policy. No portion of showcase fees will be refunded: a. if the attraction is eliminated from the showcase due to violation of conference policies; or b. if the attraction is unable to appear and notifies the region less than 30 days prior to the start of the event.
Alternate acts must pay 50% of their showcase performance fee within two weeks of notification of their selection as an alternate. The balance of the fee must be paid when selected to appear. A 100% refund shall be made to associates who were chosen as alternates and were not selected to showcase. Alternates who are selected to appear and do not showcase when asked will forfeit their showcase fee. Alternates may withdraw for a 100% refund when the NACA Office receives a written cancellation notice at least seven days prior to the first day of the event.
Any requests for refunds that include special circumstances making it impossible to adhere to the guidelines outlined in the individual refund policies must be forwarded in writing to the NACA Office within 30 days of the event for which the refund is being requested. Any request received after this timeline will not be approved. Any special circumstance refund request must include supporting material documenting the circumstances necessitating the request (e.g., a note from a physician for illness, information from local media regarding weather-related problems, etc.).
Campus Activities Marketplace fees:
A 50% Campus Activities Marketplace refund will be given to associates who request a refund when the NACA Office receives a written cancellation request at least 30 days prior to the first day of the event.
A 100% Campus Activities Marketplace refund shall be made to associates who were placed on a wait list and were never offered a booth. In addition, a 100% Campus Activities Marketplace refund shall be made to associates who remove themselves from the wait list if the NACA Office receives a written cancellation request at least two business days prior to the first day of the event. Associates who remain on the wait list that do not accept a booth when offered will forfeit their Campus Activities Marketplace fee.
Any requests for refunds that include special circumstances making it impossible to adhere to the guidelines outlined in the individual refund policies must be forwarded in writing to the NACA Office within 30 days of the event for which the refund is being requested. Any request received after this timeline will not be approved. Any special circumstance refund request must include supporting material documenting the circumstances necessitating the request (e.g., a note from a physician for illness, information from local media regarding weather-related problems, etc.).
Are meals included in the registration fee? This depends on the event. Please check the registration form and fees for details on each event.
What forms of payment are accepted on site at events? Fees paid on site must be in the form of cash, credit card, money order or cashier’s check.
Are booths guaranteed to members? Booths in NACA’s Campus Activities Marketplace space will be assigned on a first-come, first-served basis. Agencies representing showcasing acts/alternates are guaranteed a booth, which will be assigned in first-come, first-served order with other applications received based on CAMP size after showcase selection results have been confirmed and accepted by associate members. Campus Activities Marketplace space will be reserved upon payment of the Campus Activities Marketplace fee and receipt of the Campus Activities Marketplace application by the published deadline. Payment of booth fees does not guarantee booth placement.
In addition, for regional conferences, agencies attending the previous year’s NACA National Convention are allowed to purchase booth space in advance.
Can non-members purchase the NACA Membership Directory or a listing of members on disk? No, the NACA Membership Directory is a direct benefit of membership.
How do I pay for my NACA membership and fees to attend events? NACA accepts the following methods of payment: Company checks (personal checks will only be accepted for individual professional memberships), Credit cards (Master Card, Visa and American Express), Money orders/cashier’s checks.