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Click on the links below for more information.
The Annual Conference & Trade Show will be marketed to a diverse group of professionals, including:
HOW CAN I PROMOTE MY BOOTH TO ATTENDEES? We have a variety of tools to help you promote your participation and will be offering a special Zoom call in mid-March to share best practices and creative tips and tricks to help you stand out. Stay tuned for more information coming soon!
Click here to learn more about becoming an #ESSAEAnnual event partner (Coming Soon!)
HOW DOES THE TRADE SHOW RAFFLE WORK? Click here to learn more about the Trade Show Exhibitor Raffle (Coming Soon!)
WHAT ARE THE COSTS TO EXHIBIT? Booth pricing and included elements can be found here. Each exhibit space includes one table (either an 8' x 10' table or a high-top) and up to three (3) seats (chairs or bar stools, respectively), depending on table size. Please note each booth/high-top also includes one booth rep. Additional booth reps can be added when registering at a rate of $375 for members and $450 for non-members. Each booth/high-top can have a maximum of up to three (3) staff, depending on table size. Please refer to the aforementioned booth pricing link for details. Additional fees apply*:
HOW DO I SECURE MEMBER PRICING FOR EXHIBITOR REGISTRATION? To secure the member pricing, you must be an active member of ESSAE. If you have not yet become a member, you may join/renew here. ESSAE members should enter the special code provided via email. If you have misplaced your code, please contact us, and we'll send re-send it to you.
HOW DO I UPDATE MY BOOTH INFORMATION IN THE MAP DYNAMICS APP? Once you submit your booth registration and payment (50% minimum deposit required), you will receive an email with information to log into the Map Dynamics app to build your booth profile. We highly recommend taking advantage of this feature, as it is the primary source of exhibitor information for our conference attendees. If you forget your username/password, please contact us.
Yes, you can customize your booth with additional furnishings, graphics, and technology. Submit your order to Total Events for options and pricing. Restrictions apply based on booth type (8 ' x 10' vs high-top).
ARE PULL-UP BANNERS/EASELS ALLOWED AT 48" and 36" HIGH-TOPS? Pull-up banners and easels are NOT allowed at ANY high-top tables. 48" High-Tops will have pole signage indicating exhibitor name. 36" High-Tops will have pole signage indicating table number. If you wish to have additional table signage at your high-top, you may bring no more than one (1) table-top sign. This sign must be no larger than 11" x 17" (portrait or landscape permitted). We recommend the sign be double-sided for maximum visibility.
WILL I RECEIVE AN ATTENDEE CONTACT LIST? Exhibitors at the Key Supporter level will be sent an attendee list and, separately, a list with contact information for everyone who opts to share their email address. All other exhibitors have the option to purchase an attendee list as part of their exhibitor registration in Map Dynamics. *Please note – ESSAE staff are the sole distributors of and manage all payment processes for attendee contact lists. ESSAE does not partner with third party list distributors. If you have been solicited by a third party regarding our attendee list, it is a scam.
WHAT CAN I EXPECT ON-SITE THE DAY OF THE SHOW? We will be announcing all on-site details closer to the event. Also (new this year!), we will be hosting a special Zoom call in early June to give you a virtual walk-through of what to expect day-of. For now, please refer to the online Exhibitor Prospectus this FAQ section, and the full conference schedule (coming soon!) for all attendees which are updated regularly as event details are confirmed.
WHAT ARE THE TRADE SHOW FLOOR HOURS? The Trade Show floor will be open from 1:30 – 3:30 PM on June 18. Attendees will only have access to the show floor during these hours. There will be a reception on the Trade Show floor at 3:30 PM, and the raffle winners and exhibitor awards will be announced at 4:00 PM. As an exhibitor, your all-day pass grants you access to the all-attendee lunch and most educational breakout sessions. We strongly encourage you to take advantage of these times to meet your association colleagues and learn about their most important goals and business concerns.
WHEN CAN I SET UP AND DISMANTLE MY BOOTH? Exhibitors will be able to set up the afternoon before the event on Wednesday, June 17 between 2:30 to 5:30 PM, and the morning of the event, Thursday, June 18 between 7:30 – 9:00 AM. We encourage exhibitors to set up early so that they can participate in the full event and interact with attendees (including before and after morning education sessions). Dismantling of exhibits can begin at 4:30 PM at the conclusion of the floor hours and reception.
CAN I SHIP BOOTH MATERIALS TO THE SARATOGA CITY CENTER? SHIPPING & RECEIVING: IS POWER INCLUDED IN EXHIBITOR BOOTHS? Exhibitors who do not order electric prior to the trade show will not have access to power. Electric and booth drayage is arranged through Total Events. The Decorator is responsible for providing booth equipment according to the terms specified by your event contract. The distribution of power is managed by the Decorator. It is advised to bring your own 12- or 14-gauge extension cords (25’ minimum) and power strips. Vendors requiring 220V electrical service are restricted to limited areas of the City Center. Service must be arranged in advance with Decorator. IS INTERNET / WI-FI AVAILABLE? The Saratoga Springs City Center has an open Public Wi-Fi Network available to all event attendees. Internet connections and /or phone lines must be ordered in advance directly from SPA.NET at 581-0690 or [email protected].
WILL CARTS BE PROVIDED DURING LOAD-IN / LOAD-OUT? Limited carts are available for exhibitor use on a first come, first served basis. It is best to bring your own as all exhibitors will be loading in at the same time.
WHERE IS THE LOADING DOCK LOCATED? The Saratoga City Center’s loading dock is located on Ellsworth Jones Place and Maple Avenue (across from the Parking Garage.) Exhibitors will be able to pull off the street and into the loading dock. No parking is allowed on the loading dock for any reason and vehicles that are not being unloaded or loaded must be removed from the dock. Please view the load in and load out map for more information. WILL PARKING BE AVAILABLE ON-SITE? The City Center Parking Lot and the City Lot (Parking Garage) are accessed from Maple Avenue, on the east side of the City Center. Parking based on availability.
WHO DO I CONTACT IF I NEED ASSISTANCE ON-SITE DURING THE EVENT?
For any other on-site assistance, please contact the Registration Desk. Our ESSAE staff will be available to help with any issues or questions.
CAN I DISTRIBUTE FOOD OR ALCOHOL AT MY BOOTH? FOOD, BEVERAGES, AND CONDUCT: Food and/or beverage samples will require approval by the City Center and Sample sizes are as follows: Exhibitors who plan to have samples at their booths must provide the Saratoga Hilton (onsite caterer) a full description of
WILL ESSAE DISTRIBUTE TOTE BAGS AT REGISTRATION? As part of our commitment to sustainability, ESSAE will NOT be distributing tote bags to conference attendees. Exhibitors are welcome to distribute their own branded tote bags at their booths.
HAVE A QUESTION NOT COVERED ABOVE? Please reach out or Please Visit the Exhibitor Rules & Regulations Page for More Information |
