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Rules & Regulations
MOVE IN/OUT & EXHIBITOR SETUP: 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 the afternoon of June 17 to fully 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 on June 18 at the conclusion of the floor hours and reception. Exhibitors should not cause or permit any nails, staples, hooks, tacks, screws, or the like to be driven into the facility structure (including, but not limited to, any wall, ceiling, column, window, drape, painted, carpeted or concrete surfaces) of the premises. Exhibitors shall not erect any decorations or use adhesive materials, including tape that can deface walls, ceiling, floors, facilities, and equipment contained on the premises. Use only the designated loading areas indicated on the Saratoga Springs City Center Load In & Load Out Map. Exhibitors may not use the main Ellsworth Jones Place entrance for vehicle unloading except for hand-carried items. Once unloaded, vehicles must be moved immediately to the designated exhibitor parking areas. Carts are available at the marked dock points for transporting materials. SHIPPING & RECEIVING: PARKING: 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. APPLICATION TO EXHIBIT: Space assignment is on a first-come, first-served basis per the date and time the Exhibitor Contract is received in the ESSAE office. Requests for space must be received in writing and will be controlled by the email transmittal date. Full payment must be received with the Exhibitor Contract to guarantee space. Exhibitor Contracts will be accepted by email but are not confirmed until receipt of payment or authorization of credit card transaction. ESSAE reserves the right to change location assignments at any time, as it may, in its sole discretion deem necessary. Exhibitors will be notified of their space assignment by email. If space requests are unavailable, space will be assigned as close to your preference as possible. PAYMENT TERMS: A non-refundable deposit of 50% is required to reserve your booth space and must be paid within two weeks of registration to guarantee your booth space. If deposits and/or open balances are not received by the stated deadlines, your booth space will be CANCELLATION: Cancellations must be received in writing and will be controlled by email transmittal dates. In the event an exhibitor must cancel, the following refund policy applies: Cancellation notice received by Thursday, April 30, 2026 will result in loss of 50% of the total fee. No refund will be issued for cancellations received on or after Friday, May 1, 2026, regardless of cause (no exceptions). Any exhibitor canceling with a balance due is responsible for paying the remainder in full within 30 days of the cancellation. As mentioned above, deposits are non-refundable. BLOCK GROUPINGS: Half tables and shared tables are NOT available for this event. Exhibitors may request to be in proximity to others, but requests cannot be guaranteed when applications and payment are not submitted together. USE OF SPACE, BOUNDARIES, & ADMISSION: Exhibitors shall arrange their exhibit area so that they do NOT obstruct other exhibits. Exhibitors are prohibited by brief-casing - handing out promotional materials of any kind anywhere outside of your booth/high-top or sponsored space. Exhibitors must refrain from selling outside their booth/high-top space. ESSAE shall have sole control over all admission policies at all times. Non-exhibiting suppliers or vendors of goods and services are prohibited from handing out promotional materials and selling off the floor if not registered to do so. Name badges must be worn at all times. Exhibit Booth Parameters Show Floor will be locked from 10:00 AM to 1:15 PM. Exhibitors are encouraged to use their “all day pass” to network with attendees at educational sessions that are indicated as Association (excluding CEO/senior leader only” session), breaks, lunch and other conference activities. Additional booth reps will be charged where indicated. Price differential applies for members and non-members. High-Top exhibitor displays will be limited to one table-top sign provided by the exhibitor and ESSAE-provided signage and table linens (via Total Events). The table-top sign must be no larger than 11"x17" (portrait or landscape permitted). Exhibitors are prohibited from erecting backdrops, pull-up banners, or display panels that block the visibility of other vendors. Table linen overlays are not permitted at 48" High-Tops. Pull-up banners and easels are NOT allowed at ANY high-top tables. High-Top tables (36” or 48”) are included in the registration. Exhibitors may elect to forgo included tables and arrange for other options within the allowed exhibitor footprint (36” = 6’ x 6’ footprint / 48” = 8’ x 8’ footprint). Exhibitors who prefer to customize, at their sole expense, should contact Total Events. All material used for decoration, i.e., paper, cardboard, cloth, etc., shall be a flame-retardant type. Safety and fire exits and equipment must be left accessible and in full view at all times. The show manager reserves the right to remove or have removed at the exhibitor’s expense any item(s) not meeting the show criteria. No exhibitor may sublet, assign or apportion any part of the space allotted, or represent, advertise or distribute literature for any other firm or individual without prior written request and approval by ESSAE. The exhibitor shall comply, at the exhibitor’s sole cost and expense, with all applicable national, state, city, municipal and other government regulations, including, but not limited to, fire and safety laws and with the applicable rules and regulations of the facility in which the Exhibition is held. SHOW DECORATOR: Total Events, LLC | [email protected] | 518.383.8602 INSURANCE & SECURITY: Insurance of booth contents and personnel is recommended. ESSAE does not insure exhibitor property. The Saratoga Springs City Center and ESSAE shall use reasonable care in providing security services during the hours of installation,
DISMANTLING OF EXHIBITS: Packing or dismantling of exhibits will be prohibited until after the official closing of the trade show floor hours (4:30PM). If an exhibitor starts breaking down prior to the closing of the trade show floor, they will be subjected to a $250 penalty, payable to ESSAE. At the closing of trade show, the official show decorator (Total Events) will begin collecting table drapes and other items (as necessary). If an exhibitor fails to remove the exhibit, removal will be arranged by ESSAE at the expense of the exhibitor. Exhibitors are responsible for packing their own materials at the end of the trade show and arranging for shipping. All exhibitors must be prepared to staff their booth until the closing of the trade show. IN-PERSON HEALTH & SAFETY: Empire State Society of Association Executives (ESSAE) is committed to providing a safe and healthy environment for all event and program participants. Our decisions and preventive measures will be guided by the requirements and recommendations of the Centers for Disease Control (CDC), and federal, state, and local health authorities. All event safety measures are subject to change.
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