THIS IS IT!!!!The *PERFECT* Venue for NAN 2011

The Pavilion at Sam Houston Race Park

Bringing the model horse hobby and real horses

together for 3 action-packed days in 2011

GREAT Location

The Sam Houston Race Park is conveniently located on the outlying Northwest side of the greater Houston Metro Area adjacent to a major thoroughfare.Bush Intercontinental Airport is only 18 miles (approximately 20 minutes travel time) from the facility.Hobby Airport is 30 miles (approximately 38 minutes travel time) from the facility.Both airports are served by Southwest Airlines as well as many major US carriers.

The Show Hall

Pavilion DetailsTotal building size is 26,000 square feet.There is good lighting inside the facility.Handicapped access will not be an issue.

Pavilion Details ContinuedThere are some permanent fixtures (the bar, the 4 foot high walls around the Pavilion Court, and various support posts) which will require a different table placement and show hall configuration than used in Kentucky. The Pavilion Court across from the concession area could be set up with round tables for dining so showers can eat somewhere else besides their tables. This area also has a great view of the race track should some people prefer to stay indoors instead of sitting outside on the patio.

Show AreaThe central space of Pavilion A as well as the Pavilion Theater section will readily accommodate the NAN show. This central section is contiguous space and meets the 12,000 sq ft minimum, with additional space in the bar area if more room is needed for extra tables.

NAN AuctionThe NAN auction would be held in Pavilion B, which a separate room of approximately 5,000 sq ft.

Auction lots could be set up for viewing in this area throughout the NAN show. There would be no need to transfer the auction items to an additional location.

There is an existing mutuel counter in the room which would serve to issue bidder numbers and take payments.

The room offers a number of options in configuring seating to accommodate easily 150 to 200 attendees.

Auctions, Rummage Sales and Other Fund RaisersEach chapter of an organization qualifying for sales tax exemption under the religious, educational or charitable category, as well as organizations exempted from sales tax based on their IRS Section 501 (c)(3), (4), (8), (10) or (19) status, can hold two one-day, tax-free sales or auctions each calendar year. During each one-day sale, the organization does not need to collect sales tax. For purposes of the exemption, one day is counted as 24 consecutive hours. The exemption does not apply to items sold for more than $5,000 unless the item is manufactured by the organization, or the item is donated to the organization and not sold back to the donor.

Texas State Requirements for Sales and Auctions

The NAN auction MUST be conducted by a licensed auctioneer in the state of Texas.

Exempt organizations in Texas are allowed two one-day sales each fiscal year which can be tax free. The NAN auction can be designated as one of these tax-free activities – IF NAMHSA applies for state exemption with Texas. The appropriate tax forms will need to be submitted by the NAMHSA treasurer to the Texas Comptroller’s office. The relevant excerpt from the Texas State Comptroller website is quoted below :

If NAMHSA does not wish to apply for exempt status with the state, then a valid Texas sales tax permit must be secured (if not already in place) and sales tax must be charged and collected at the local rate on all auction lots. It will be the responsibility of the NAMHSA treasurer to complete the required paperwork and submit the taxes owed to the state of Texas.

http://www.statutes.legis.state.tx.us/SOTWDocs/OC/htm/OC.2002.htm

NAN RaffleNAMHSA qualifies as a 501 (c) 3 organization to hold a charitable raffle.The specific regulations regarding holding that raffle can be found on the Texas State Attorney General website :

In reading section 2002.055 TICKET DISCLOSURES in the document referenced above, NAMHSA may not be able to use the standard two-part rolls of tickets and comply with the state regulations requiring specific information to be printed on each raffle ticket. This situation will require having raffle tickets printed up specifically for the event, which will have to be arranged by the raffle coordinator and paid for by NAMHSA.

Hall Access

There are 5 doors available for loading and unloading at the facility – designated by stars.The building is inside the secured fence surrounding the building complex.There is drive-up access for loading and unloading only. Vehicles will have to be moved to the parking area as soon as possible after unloading.Parking is only about 50 yards away in the large lot across the main entry road.We may enter the hall as early as we desire, and have no time requirement for exitin the evening.

Food and LodgingThe Willowbrook area is only 4 ½ miles away from the facility – located at the intersection of HWY 249 and FM 1960.

This is a major retail area, anchored by Willowbrook Mall.

There are numerous Hotel and Food options (both drive-through and dine-in) in this area.There is an easily accessible Starbucks for those who need an infusion of caffeine in the mornings!

The Race Park has a working relationship with the Hilton Garden Inn in the Willowbrook area. If so desired, this hotel could be the official host hotel. It is the only full-service hotel in the area, and has a 15 passenger van that is available for shuttle service to and from Sam Houston Race Park. Per the hotel contact, a group rate between $89.95 and $99.95 plus tax per night for Friday through Sunday should be available for NAN.

The race park does not allowed outside food to be brought in, but there is a concession area in the Pavilion that they will open for us to purchase food during our occupancy of the building.

AmbienceLive Quarter Horse racing will be happening throughout all the possible dates for NAN.

The show hall is located just north of the Grandstand, right at trackside on the straighaway. Horses will be having workouts on the track during the day right past the full-length floor to ceiling panoramic glass windows of the show hall. There is a patio area between the building and track perimeter where folks can take a break and watch the workouts between classes or after they are done showing for the day.

Optional ActivitiesThe Pavilion has wagering counters and many TV monitors. The track will be happy to staff the mutuel counters for placing bets if we would like to stay into the evening’s racing and watch from the patio right outside the building.

If a more formal setting is preferred, we can make arrangements for a group dining and racing experience in the Winner’s Circle restaurant, which overlooks the finish line.

Hotels near Sam Houston Race ParkThis is not a comprehensive list, but shows the variety and quantity available :

LaQuinta Inn & SuitesHoliday InnSuper 8RamadaHilton Garden Inn (possible host hotel)Wingate by WindhamValue PlaceHampton InnHomewood SuitesIn-Town SuitesCandlewood SuitesHomestead Studio SuitesResidence InnExtended Stay AmericaStaybridge Suites

Dining near Sam Houston Race ParkA selection of available food choices at Willowbrook :

Fast : Dine-In:Burger King Perry’s Steakhouse and GrillArby’s Outback SteakhouseMcDonald’s Koi Japanese RestaurantTaco Bell Red Fish Seafood GrillJack-In-The-Box Dahkshin Indian CuisineSonic Drive-In The Original Pasta CoTaco Cabana Mango Tree Thai BistroWhich Wich Guido’s Pizza PiesLenny’s Sub Shop El Palenque Mexican RestaurantKentucky Fried Chicken Olive GardenSubway

There are many more – sure to satisfy any appetite or tastes!

Cost ProjectionsShow hall rental for 3 days : $12,000 This amount includes : Facility rental for all 3 days 120 Tables 300 Chairs (not guaranteed padded) Housekeeping (includes setup and breakdown) Electrical Outlets PA System Whiteboard on stand (4 foot by 8 foot) Standard park gate security 10 AM to 10PM Any rope and stands necessary to enclose the show area

Internet wifi connection : $100.00 (all 3 days inclusive)

No Emergency Personnel required to be hired.No additional liability insurance required.

Deposit and Cancellation PolicyPayment of $12,000.00 is due in full at the time of booking.

Cancelling 90 days or more in advance gets a full refund.

Cancelling within the 90 days will not get any refund, but that amount will stay in the account and will be credited toward a future event.

Optional ConsiderationsAdditional Security :

$13.80 per hour for unarmed guard$32.50 per hour for off duty armed officer

Catering for Staff : I am forwarding a pdf file with the full catering menu if catered lunches are desired for NAN staff.The two least expensive and most likely options are:Hot Lunch Buffet at $17.95 per personDeli Lunch Buffet at $15.95 per personAn alternative might be a voucher to get food from the concession window.

Vendor AreaI have not specifically proposed a vendor area, however the area surrounding the bar on the east and south sides is large enough to hold a number of vendor tables and can easily be separated from the show area by ropes and stands.

Because NAMHSA will already be renting the entire building, if a vendor area is desired, vendor rental fees will have to be paid to NAMHSA. This can be done through a third party who will collect fees, submit them to NAMHSA, and administer the vendor area independent of NAN activities.

All persons vending at NAN would have to apply for a Sales and Use Tax Permit with the state of Texas. This is very easy to do and the application can be found online at :

http://www.window.state.tx.us/taxinfo/taxforms/ap-201.pdf

The person running the Vendor area would need to verify that all vendors have a valid Texas sales tax permit. NAMHSA will not be responsible to see that said vendors actually pay the taxes owed, nor will NAMHSA be responsible to collect or remit any vendor sales tax.

Additional CommentsThe facility rental would normally be more than what we are getting quoted due to the need to rent tables and chairs, but the rent has been reduced on the facility to meet the numbers within the required budget. They would really like us to hold our event here.

The facility will be closed to the public, and because it is on the grounds of the Race Park, there should not be any sightseers wandering through during the day.I would recommend that once folks have finished moving in for the day, that we close and lock all but the two doors on the south side of the building which open into the bararea of the main room to keep the traffic flow contained to certain areas and so that comings and goings can be easily monitored.

Though Sam Houston Race Park is beside a busy freeway – it is positioned in such a way that no NAN attendee will believe that a city with a population of over 6 million is

just outside the perimeter of the grounds.

All attendees will be completely enchanted with the location if NAN 2011 is held here.

CHOOSE THE SAM HOUSTON RACE PARK

FOR NAN 2011!Thank you for considering this proposal.

Prepared and submitted by Marie Ferguson, Region 511315 Enclave Lake Ln

Pearland, TX 77584713-436-3117 marieferg@earthlink.net

I am willing to locate a qualified auctioneer for the auction as well as design and get price quotes for local printing of raffle

tickets. I will compile and forward paperwork necessary for the state of Texas to the appropriate NAMHSA officer for

completion and submission.Please feel free to contact me if you have any further

questions or need any additional information.