Exhibitor & Sponsor Opportunities Promote Your Business Solutions to Counties in 2018 2018 NYSAC Legislative Conference January 29-31, 2018 The Desmond Hotel & Conference Center Albany, New York
NYSAC Events NYSAC Values Your Support! New York State Association of Counties' (NYSAC) mission is to represent, educate, serve and advocate for New York's counties and the thousands of elected and appointed county officials who serve the public. New York State Association of Counties (NYSAC) and it s members value the support and participation of private sector companies that do business with county government. Your support enables our members to engage in training and education that is needed and allows your company the opportunity to develop and strengthen partnerships that offer solutions for our members. Why Exhibit & Sponsor with NYSAC? Our exhibitor and sponsorship packages offer companies the opportunity to market their products and services to hundreds of county officials from across the state. Your employees will have the opportunity to network with our members, represent your brand in a county community and interact directly with local government decision makers. Your brand will be included in conference materials and signage throughout the event as well as other key outlets based on your level of participation. Who is Your Audience? Over 2,000 attend NYSAC events each year. Our attendees are decision makers and department heads from counties in New York State and are highly active consumers in almost every industry. NYSAC events are great venues to catch up with existing clients and develop new leads. County Attendees of NYSAC Events 36% 64% County Decision Makers County Department Heads NYSAC Media Outlets NYSAC website Unique visitors per month 8,550 NYSAC News magazine Distribution + events & website 12,500 Counties in the News (enews) Circulation 2,900 County Perspective (enews) Circulation 2,550 Facebook Fans 1,045 Twitter Followers 2,500 Event Program Circulation up to 1,000 What is Your Potential Media Reach? Your reach doesn t end at our events. We have an engaged group of members and others of interest that are tuned in by NYSAC media and publication channels. Increase your brand awareness within our network of county consumers who are seeking solutions from the products and services your company offers.
NYSAC Exhibitor & Sponsor Packages BENEFITS CORPORATE $5,000 PLATINUM $3,500 SPECIAL $1,500 - GOLD $1,000 EXHIBIT $800 SILVER $500 Complimentary employee registrations 6 6 4 3 2 1 Access to attend conference workshops Access to networking coffee breaks Detailed company listing in Exhibitor/ Sponsor Guide Company name recognition in the event program Company recognition on conference signage Pre & post event email highlighting your support Special Thank You in NYSAC News Magazine (4,000 statewide distribution) Ribbon on name badge identifying your participation level Label document by email for your company to mail info. regarding your participation 1-2 weeks before event Complimentary county directory(s) 2 2 2 2 1 Second day lunch ticket(s) Display of promo items w/ logo imprint at Conference registration desk Additional signage in high traffic locations Full page Ad in event program Company logo & link on NYSAC website Exhibit booth & sponsorship at the Legislative Conference and Fall Seminar Premium exhibit space- All Excelsior & Associate partners, Corporate & Platinum sponsors have priority selection of booth location ** Additional benefits apply to certain special event sponsorships. Please call for more details.
Sponsor Form 2018 Legislative Conference The Desmond Hotel, Albany, NY January 29-31, 2018 Select Your Sponsorship Level CORPORATE $5,000 PLATINUM $3,500 GOLD $1,000 SILVER $500 SPECIAL EVENT If you have a sponsorship idea that is not listed, please call to discuss for consideration Call for availability. Taste of New York $10,000 Keynote Speaker $5,000 Education Track $5,000 Digital Caricature $5,000 Opening Reception $5,000 Professional head shot photo booth $5,000 Luncheon $4,000 Coffee Break* (option for co-sponsorship) $4,000 Complimentary Gift $3,500 Opening Dinner $3,500 Training Program - CGI $3,500 Breakfast $3,000 Name Badge Holder/Lanyard $2,000 Workshop $2,000 Meeting audio/visual $2,000 Company Name: Please list company as it should appear on all promotional and identification materials Full Address: Contact: Title: Phone: Fax: Email: Website: What industry are you in? *Contact Signature: By signing on the line above, you agree to the terms of the sponsor form and terms & conditions form. List Your Registrants Below: Is the contact listed above attending this event? SILVER 1 GOLD 3 SPECIAL 4 CORPORATE & PLATINUM 6 *All job titles and emails are required for registration. Additional employees are $75 each. Email your logo (as a.jpg or.tif file) to jmunguia@nysac.org. We will email you a link to submit company information to be printed in the guide. If you are staying at the Desmond Hotel under the NYSAC room block, meals are already included in hotel package. Payment Options: Visa MasterCard American Express Check (payable to NYSAC) Name on card: Account number: Expiration date: TOTAL: $ * Signature: This Sponsor form and the TERMS & CONDITIONS form must be signed and returned to NYSAC. Return Forms to: Juanita Munguia, Marketing Specialist NYSAC, 540 Broadway, 5th Floor, Albany, New York 12207 Phone: 518.465.1473 x201 - Fax: 518.465.0506 - Email: jmunguia@nysac.org
Exhibitor Form 2018 Legislative Conference Desmond Hotel, Albany, NY January 29-31, 2018 Company Name: Please list company as it should appear on all promotional and identification materials Full Address: Contact: Title: Phone: Fax: Email: Website: What industry are you in? *Contact Signature: By signing on the line above, you agree to the terms of the exhibitor and terms & conditions forms. List Your Registrants Below: *All job titles and emails are required for registration. Two employee registrations are included. Is the contact listed above one of the two attending this event? Name/Title: Email: Name/Title: Email: *If you have other employees that would like to attend, please note that the cost will be $75 per person. Name/Title: Email: Name/Title: Email: * If you are staying at the Desmond Hotel under the NYSAC room block, meals are already included in hotel package. $800 EXHIBIT SPACE Payment Options: Visa MasterCard American Express Check (payable to NYSAC) Name on card: Account number: Expiration date: TOTAL: $ * Signature: Payment is required prior to the start of the Conference. Policy: One company per exhibit allowed. Sharing of your exhibit space with a representative of another company is strictly prohibited including partners, consultants or lobbyists employed by another company. Sharing of your exhibit space with another company can result in a second exhibit fee. See our Terms and Conditions form for more details. Cancellation Policy: Cancellation of your exhibit space and other related fees must be executed via email no later than 30 days prior to the event. Exhibit fees will still be due to NYSAC if cancellation is made less than 30 days before the event. A 25% administrative fee will be deducted from any cancellations or refunds made by NYSAC. Exhibitor/Sponsor Guide Listing: Email your logo (as a.jpg or.tif file) to jmunguia@nysac.org. We will email you a link to collect the company information that is to be printed in the sponsor guide. NYSAC Exhibit Booths Include: 8 wide x 6 deep exhibit booth space, back and side draping, 6 long draped table, 2 chairs, company identification sign, general overhead lighting, cleaning of exhibit area and 1 standard electrical outlet. **Please see the exhibit hall layouts for the size of exhibit space in different areas of the exhibit hall before you write your choices in below.** Exhibit Space Selection: All exhibit requests are processed on a first-come first-served basis. No exhibit number/location is guaranteed. We encourage you to fax in all exhibit forms for rapid processing. If we cannot accommodate your request, we will place you in the next best location that is available. 1st Choice # 2nd Choice # 3rd Choice # 4th Choice # Exhibitor form and the TERMS & CONDITIONS form must be signed and returned to NYSAC. Return Forms and Payment to: Juanita Munguia, Marketing Specialist NYSAC, 540 Broadway, 5th Floor, Albany, New York 12207 Phone: 518.465.1473 x201 - Fax: 518.465.0506 - Email: jmunguia@nysac.org
12 13 14 20 19 11 18 10 15 16 9.5 COFFEE BREAKS 9 3 4 1 8 7 6 5 44 43 42 41 40 39 KING STREET BALLROOM WALKWAY WALKWAY WALKWAY WALKWAY LOBBY RESTROOMS NYSAC registration desk WATER FEATURE 38 37 36 35 29 30 31 32 33 34 28 27 26 25 24 23 22 21 17 2 FORT ORANGE BALLROOM Fort Orange Courtyard Exhibit Hall All booths inside the courtyard are 8ft. x 8ft. All booths on the walkway are 8ft. wide x 6ft. deep (these booths are shaded) THIS LAYOUT IS TENTATIVE AND SUBJECT TO CHANGE.
57 56 53 54 52 51 50 COFFEE BREAKS 45 49 48 47 46 FORT ORANGE BALLROOM 62 61 60 59 58 55 WALKWAY WALKWAY 63 64 65 62.5 RESTROOMS King Street Exhibit Hall All booths are 8ft x 8ft except those shaded which are 10ft wide x 6ft deep And 62.5-65 are table top displays only 8ft wide x 6ft deep KING STREET BALLROOM THIS LAYOUT IS TENTATIVE AND SUBJECT TO CHANGE.
Terms & Conditions Form This form must be submitted with all exhibitor and sponsor forms. PAYMENT POLICY: Companies/Agencies are required to submit all appropriate sponsor and/or exhibitor forms with this signed Terms and Conditions form. By submitting these forms, you agree to the terms stated therein. Additionally, you acknowledge that once you submit these forms, your company is responsible for any fees incurred before and during the event whether or not employees of your company attended this event. Payment is due immediately upon receipt of invoice. NYSAC reserves the right to resell and reassign any sponsorships or exhibit space if a company fails to pay for their sponsor or exhibit fee on or before the first day of the event. There is a $100 charge for returned checks. REGISTRATION: All of your company employees must be registered in advance of the event. Your sponsor or exhibit package includes a certain number of complimentary registrations (see page 3 of these forms for details). To register additional employees, please see your exhibitor or sponsor registration form. Additional employees are $75 each. Only employees of your company/agency can register under your sponsor or exhibit package. Partner companies, consultants and lobbyists must register under their own company exhibitor or sponsorship package. If representatives of another company are registered under your NYSAC package, your company may be responsible for a second exhibitor or sponsor fee. All private sector representatives must register as a sponsor or exhibitor to attend NYSAC events. Only NYSAC Excelsior and Associate Partners can register using the county official registration rates, without having to register as a sponsor or exhibitor. CANCELLATION: If you must cancel your sponsorship or booth reservation, cancellation must be executed via email no later than 30 days prior to the event. Fees (booth, sponsorship, additional attendees, meals) will still be due to NYSAC if cancellation is made less than 30 days before the event. A 25% administrative fee will be deducted from any cancellations or refunds approved and made by NYSAC. RESTRICTIONS: The size of exhibit booths available are listed on your exhibitor form and/or exhibit hall layout. If you should bring a display that does not fit in your exhibit space, neither NYSAC nor the venue is responsible to accommodate your oversized display. NYSAC reserves the right to decline or prohibit any exhibit or part of any exhibit, or prohibit or restrict any activity or conduct within the exhibit area which, in NYSAC s opinion, is not appropriate or would cause NYSAC to be in violation of its contract with the hotel. Exhibitors shall not host a hospitality suite or other events for attendees at any time in which conference events are taking place. Usage of any equipment that disturbs the event such as, but not limited to, microphones, bullhorns, etc. is strictly prohibited. It is your company/agency s responsibility to arrange for delivery and shipping with the venue. NYSAC is not responsible for handling sponsor or exhibitor equipment. LIABILITY AND INSURANCE: All property of the sponsor or exhibitor is under the sponsor or exhibitor s control and custody during transit and throughout the entire event. Property and personal liability insurance is the sole responsibility of the company that is contracted to sponsor or exhibit. It is recommended that sponsors and exhibitors obtain adequate property and personal insurance coverage, at their own expense for any property loss or damage and personal injury. COMMUNICATION: The contact person listed at the top of the sponsor or exhibitor form(s) will be the sole person that NYSAC directs all correspondence and invoices to related to this event. By signing this form, I understand and agree to the terms of participation indicated above. Company Name: Authorized Representative: Date: Signature: