Annual Conference & Trade Show (Exhibitors)

Thursday, June 1, 2017
Albany Capital Center
55 Eagle Street, Albany, NY 12207
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ESSAE Annual Conference Attendees and Exhibitors receive between 40 - 60% discount on selected video services provided by Virtuous Circle Media. Check out descriptions and samples below and fill out the form to start the production process today!


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The ESSAE Annual Conference & Trade Show is the premier association management and meeting professionals conference and trade show in upstate New York. 

The annual one day conference and trade show is about professional development, networking, and showcasing your products and services, and is the place to interact with key decision makers in the association and meetings industries. The trade show celebrates the true partnership of our association executives, meeting professionals, and exhibiting supplier partners all across New York State.

The Albany Capital Center’s parking garage is located beneath the facility. The garage is located at 7 Wendell Street, Albany, NY 12207. Self-parking is available at $8.00. In addition to the dedicated ACC Garage, the following garages are all directly connected to the ACC via enclosed walkways:

  • Times Union Center Parking Garage, located at 100 Beaver Street, Albany, NY 12207. Self-parking is available at a minimum of $8 per car.
  • Renaissance Albany Parking Garage, located at 49 Howard Street. Self-parking is available at $5 for the first hour and $3 for each additional hour.
  • Empire State Plaza Visitor Parking Lot located at S Mall Arterial, V Lot. Self-parking available at $10.00-$5.00 per car (varies by day); connected to ACC via enclosed walkway via ESP Concourse level.
  • Additional Parking Information available at,  OGS Parking Information,  and

NEW Location! The Albany Capital Center
Albany Capital Center will provide the capital city with a contemporary, meeting, ballroom, and exhibit venue. The new facility will, at a single 53,000 square foot location,  accommodate meetings, banquets and exhibitions simultaneously on two levels, insuring the best visitor and exhibitor experience. Located at 55 Eagle Street, Albany NY 12207. 

NEW! Exhibitor load in/set up will begin Wednesday, May 31, 2017! Exhibitors will have the option to load in/set up on Wednesday afternoon, between 2:00 to 5:00 PM and on Thursday morning between 8:00 to 11:00 AM. No exhibitors will be allowed access to the trade show floor during lunch on Thursday. 

NEW! Paperless exhibitor registration!** Exhibitor registration will be handled through a new online registration system - payment can be made via credit card. Exhibitors will be required to submit their booth preferences. Booths will assigned on a first come, first served basis - in the order that competed registrations are received. Final booth assignments will be made by ESSAE. 

NEW! Exhibitors will have the opportunity to make client appointments! Have breakfast with your clients on Thursday, June 1 from 8:30 to 9:15 AM. Exhibitors who wish to participate in the client appointment breakfast MUST indicate their interest on the exhibitor registration form. Exhibitors who do not preregister for this portion of the event, will not have access. Client appointment breakfast is available to registered exhibitors only. 

NEW! Booth pricing will include registration for (2) two company representatives from the same exhibiting company, access to the networking reception, lunch and admission to the post-conference celebration.

Electricity: All electric needs will be handled through the Albany Capital Center (ACC). Exhibitors who do not order electric prior to the trade show will not have access to power. 

Early Bird rate ended on April 15, 2017.

Booth Assignments: Exhibitors will select their preferred booth locations when registering for the trade show. ESSAE will make the final booth assignments - based on the order that online registrations are received. ESSAE reserves the right to change location assignments at any time, as it may, in its sole discretion deem necessary. 

There is no refund for non-attendance or no-shows. Online registrations are a contract and a represent a binding agreement between the exhibitor, the exhibitor’s employing organization, and ESSAE. 
Applicants who apply for space may cancel, in writing, prior to April 15 may receive a refund of their payment minus a 50% handling fee. Applicants who cancel after April 15 will receive no refund, regardless of cause.

Registering as a destination or for a block?
Destination(s)/CVB/DMOs (and any others booking a large block) will be held responsible for the full amount or any balance due should one or more of their hotels/venues/partners back out after the cancellation deadline. During registration, select all the booths you wish to purchase for your block. You will have to do this one at a time and click “buy another booth” for each booth you need for your block. Hotels/venues will need to submit their particular details to ESSAE about their property (booth personnel, descriptions, ads, profiles, etc.) by completing a separate application. The hotels/venues can make payments directly to ESSAE and any payments received for your block will be applied to your balance due. As an option, the destination and/or DMO or CVB can pay for the block in full and invoice their hotel partners.

PRELIMINARY AGENDA! (subject to change)

Wednesday, May 31, 2017

8:00 AM to 2:00 PM Decorator Load In/Set Up
2:00 PM to 5:00 PM Exhibitor Registration & Load In/Set Up

Thursday, June 1, 2017

8:00 AM to 11:00 AM  Exhibitor Registration & Load In/Set Up
8:00 AM to 9:30 AM Breakfast with Exhibitors | Appointments with Clients
Registered Exhibitors ONLY!
9:30 AM to 10:30 AM  Concurrent Breakout Sessions (3)
10:40 AM to 11:40 AM Concurrent Breakout Sessions (3)
11:45 AM to 12:30 PM Networking Reception
12:30 PM to 2:00 PM Lunch & Keynote Presentation
2:10 PM to 3:10 PM  Concurrent Breakout Sessions (3)
2:30 PM to 5:30 PM Trade Show
5:15 PM Grand Prize Distribution
5:30 PM Dismantle Exhibits
6:00 PM to 8:00 PM Post Trade Show Reception
Sponsored by Albany County Convention & Visitors Bureau

Exhibitor Registration Fees

Early Bird Rate available until April 15
Member: $720 | Non-Member: $1,070

Prices will increase on April 16
Member: $820 | Non-Member: $1,170


Early Bird Rate – On or before April 15, 2017
Member Booth Sharing (one rep per company): $1,240/booth

Regular Rate – On or after April 16, 2017
Member Booth Sharing (one rep per company): $1,440/booth

Who Will Attend?

The Expo will be marketed to an audience of association, nonprofit, meeting and corporate executives in New York State and the Northeast, to include:

  • Empire State, New York, Connecticut, New England, New Jersey, Pennsylvania, Delaware and Vermont society of association executives’ members
  • Association, government and corporate meeting professionals
  • Chief executive and operating officers and other key staff
  • Association management firms
  • Fundraising executives, education directors, administrators, finance directors, membership directors, etc.

We seek the help of our associate members and exhibitors to provide us with prospects outside the association market. The expo is open to meeting and association professionals. This ensures a high buyer/exhibitor ratio.

Note: Non-exhibiting suppliers are not permitted entry into the exhibit hall.

Show management reserves the right to refuse ineligible registrations. Non-exhibiting suppliers may register for and attend the general sessions and luncheon prior to the trade show.

How Will The Show Be Marketed?

  • Direct mail and e-mail will reach the aforementioned audiences several times between April and June.
  • A series of media releases will be sent to trade and general newspapers. Advertisements will be sent to local and select statewide media, chambers of commerce and other business groups for publication.

Will Door Prizes Be Offered? Yes, we welcome door prizes!
For attendees, business cards are collected at the registration desk and will be entered into the drawing for a variety of door prizes. The gifts vary from gift baskets, to getaways, to plane tickets! We will draw for door prizes while you walk the trade show floor, meeting the people who have donated these great items. 

Our GRAND PRIZES are drawn at the end of the trade show and you NEED to be present to win! ESSAE is seeking prizes such as a flat screen television, airfare/accommodation(s) packages, cash prize, etc. Below is an estimated value scale for your convenience.

GRAND PRIZE – a $1,250 value
SECOND GRAND PRIZE – a $1,000 value
THIRD GRAND PRIZE – a $750 value

You may donate a prize and/or you may raffle off your own prize at your booth. We also have a number of sponsorship opportunities available during the program.

*Important: You must be registered for the expo by 5:00 p.m. to be eligible for a grand prize! Only qualified RFPs will be eligible for entry into the $500 drawing for meeting planners bringing business to the expo floor.

Advertise in the 2017 Conference Program! 

Select Your Ad Type (Full Color) Price
  1/8 Page Horizontal
(3.5 W x 2.125 H)
  1/4 Page Vertical
(3.5 W x 4.75 H)
  Half Page Horizontal
(7.5 W x 4.75 H)
  Half Page Vertical
(4.75 W x 7.5 H)
  Full Page
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This event is the best opportunity for you to network and get business to your property. With the drawing of $500 for those who bring an RFP to the expo, the chance to bring business is even higher! As an exhibitor you also get access to the Post Trade Show Reception! 
The annual conference is the best time to showcase your business, property, services or destination! Not only do we offer the time to shake hands and network, we offer partner opportunities to get your name in front of the association decision makers.

Numerous associations from the Capital District and across NYS attend our annual conference. They come to network with peers and to find locations and/or services for their conferences and meetings.

We look forward to seeing you there!

Contact Vanessa LaClair, CMP – Executive Director at (518) 463-1755 or for more information or any questions you might have!