Sponsor Resources for October 2023

VERY IMPORTANT:
Please follow precise instructions to ensure your packages arrive properly, on time, and with no surcharges. 

Shipments In
Plan to have your shipment arrive between October 9 – October 13. Packages are subject to fees if held on the property after five (5) days.

Pallets or Crates
If you are shipping your items in pallets or crates, please use contact (below) as these deliveries may require coordination with the hotel’s loading dock:

TJ Castle
Truitt Castle
[email protected]

Fees & CC Authorization

• Fees apply to package handling
• Shipping Fees: Click here for shipping fees
• Prior to your arrival a credit card authorization form MUST be completed. Click here for CC authorization form

All shipments must be labeled as follows:
(Guest Name) (Guest Cell Number)
c/o FedEx Office at Fairmont Austin
101 Red River Street
Austin, TX 78701
(Convention/Conference/Event Name)

All packages should be numbered (i.e. 1 of 5, 2 of 5, etc.)

Bring Your Tracking Information with You
In the event there is a problem locating your packages on site, it is imperative that you have this information on hand. FedEx will not be able to assist you without a confirmation of delivery. We strongly recommend you monitor the status of your shipment along its route, to avoid any surprises.

Collecting Your Shipped Items
All properly labeled shipments will be automatically brought to The Congressional Ballroom on Monday, October 16 for the set up. Packages not properly labeled will result in delays. If anyone has not yet filled out the form, packages will not be brought up to the ballroom, until a method of payment is on file.

Shipment Out
For shipping items out, you must come prepared with your own shipping labels as well as supplies for repackaging. The hotel’s FedEx will then remove properly labeled and boxed items from the ballroom for shipment out on October 18. Please reference the attachment for pricing on FedEx handling outbound shipping. A method of payment will need to be on file for individuals.

Questions? Please Contact:
Truitt Castle | Senior Store Manager
FedEx Office | Fairmont Austin
101 Red River Street | Austin, TX 78701
Office: (512) 474-2181
[email protected]
fedex.com/us/office/hotels-conventions/

When shipping packages or ordering AV rentals, please use TBD as you do not need to provide a booth #. We will inform the venue of your booth location, and they will accommodate accordingly.

If you need any of the items listed below, arrangements must be made by submitting an Exhibitor AV Order Form by Thursday, October 12, 5:00 pm PST. 

• Equipment rental
• Access to an electrical power source
• Internet access other than standard wireless use

Contact for these matters:
Brett Hillier
[email protected]
(832) 458-8231

Click here for AV Order form

There are two charging stations available in the exhibitor area.

NPLA Rooftop Mixer
Sunday, October 15
4:00 – 7:00pm

Upstairs at Caroline
621 Congress Ave 201
Austin, TX 78701

This event is sponsored by the National Private Lenders Association. The event fee must be paid separately from your conference ticket.

There is no charge for NPLA Members if your RSVP is submitted on time.

TO PURCHASE TICKETS – click here.

2:00-4:00pm
Early Check-in & Booth Set-up
Congressional Ballroom Foyer

Before entering ballroom to set-up, Sponsors may check-in to receive their name badges.

Gold, Silver, and Bronze Sponsors are allotted a 10’x10′ space and will be provided a 6’ x 30” skirted table with two chairs.

Ruby Sponsors are allotted space to display one 8′ tall x 3′ wide banner and will be provided a small round 30″ x 30″ high draped table with one chair.

If you have ordered any AV services, please allow extra time to set up.

Booth set up MUST be complete by 4:00 pm .

If there is any possibility you or your team will not be able to set up at this time, you MUST contact [email protected] to make special arrangements.

To avoid lines and to expedite entry into Monday’s NPLA Networking Session and VIP Cocktail Party, pick up your name badge early.

You will not be allowed to pick up anyone else’s badge other than your own.

In the rare instance there is any confusion with your admission, please have your proof of registration with you.

A photo ID will be required.

4:00 pm – 6:00 pm
Networking Session
Congressional Ballroom

Start the evening with an opportunity to meet and have a drink with sponsors, guests, brokers, and network with new contacts.

This event is for all attendees.

7:00 pm – 9:00 pm
VIP Cocktail Party
Palm Court

A gathering of NPLA Conference attendees & sponsors, kicking off what will be a great event!

This event is for registered Sponsors, Premier & General Admission guests only.

Before entering the party, you must have your name badge, which can be picked up at the NPLA Conference check-in located in the Congressional Ballroom Foyer.

If you are currently registered as a NPLA Lite, and would like to be included in this event as well as lunch, breakfast, and the After Party, please Click here to upgrade.

These are approximate times and are subject to change.

7:30 am
Early Check-in for Sponsors

8:00 am
Doors open and Guest check-in begins
Meet & Greet Catered Breakfast*

9:00 am
Conference begins
Morning Presentations

12:15 pm – 1:30 pm
Catered Lunch*

1:45 pm – 4:00 pm
Afternoon Session Presentations

4:00 pm – 6:00 pm
NPLA Networking Session

6:00 pm – 7:00 pm
Sponsor Breakdown

10:00 pm-1:30 am
Official After Party**
Pete’s Dueling Piano Bar
421 E 6th St, Austin, TX 78701

*Meals are for registered Sponsors, Premier & General Admission guests only.

**Excludes NPLA Lites

Click here for detailed agenda.

You may begin breaking down your booth once the NPLA Networking Session officially concludes at approximately 6:00 pm.

We do not provide Guests’ data.

Any exchange of contact information is entirely voluntary on the part of our Guests. However, our custom networking app will help facilitate your outreach before, during and after the conference.

Access to the app will become available on Monday, October 9.

Click here for instructions.

The information gathered for your Guest Profile is used to create your name badge for the event, your NPLA Conference networking app profile and proof of registration document.

NPLA Conference does not share your contact information with fellow Guests or Sponsors.

Information submitted after Monday, October 2, is not guaranteed to be uploaded to the networking app or implimented before the event.

Click here to update your profile.

Access to the app will be available by Monday, October 9. We will email you a link with instructions at that time.

With the goal of taking your event experience to the next level, NPLA Conference will be using our own networking app—a fantastic networking tool and digital event guide.

Access to the app will be made available on Monday, October 9. Instructions can be found here.

As a courtesy, we are happy to provide our Sponsors with a discounted admission price for additional representatives ($995 per person).

To purchase additional Rep tickets click here

• A photo ID and proof of registration is required to check-in.
• Business attire required (sport coats or suits for gentlemen.)
• Comfortable shoes are HIGHLY recommended for the short walk to and from the ballroom and catered events.
• No cameras or audio recording equipment is allowed.
• Brochures are prohibited, except for Sponsors.
• Badges must be worn at all times. NO EXCEPTIONS. You will not be allowed back into the event without one.
• If a badge is forgotten or lost, we will not be able to provide you with a replacement. To re-enter the event, you will have to purchase a badge replacement for a $250 fee.
• Rep substitutions must be made no later than Wednesday, October 11 at 5:00 pm PST to be honored.

Self-parking and Valet parking are available at posted rates.

Valet Parking Hourly Rates:
0-3 hours: $28 (plus tax)
3-6 hours: $36 (plus tax)
6+ hours: $59 (plus tax)
Overnight: $59 (plus tax)

Self-Parking Hourly Rates:
0-3 hrs: $20 (plus tax)
3-6 hrs: $30 (plus tax)
6+ hours: $50 (plus tax)
Overnight: $50 (plus tax)

The FedEx Office is located on the 2nd floor of the hotel. Outside of FedEx hours, please visit the Bell Desk in the lobby for assistance.

Operating Hours:
Mon-Fri: 8:00 am – 5:30 pm
Sat: 8:00 am – 4:00 pm
Sun: Closed