39th Annual Conference & Trade Show

Thursday, June 21, 2018
Saratoga City Center & Saratoga Hilton
Saratoga Springs, NY

Lunch is SOLD OUT.
If you wish to attend the Trade Show or Educational Sessions only you may register at the door. 

Breakout Sessions 10:15 AM | Breakout Sessions 11:30 AM  | Appointments | Happy Hour

Association CEO Track

Policies & Details: 

Event Policies | 
Registration Details

Exhibitor Information:  
List of Exhibitors | Exhibitor Descriptions | Trade Show Floor MapExhibitor Information  | Thank You Sponsors!

Other Details: 
Accommodations | Sponsor & Advertise | Speaker BiosPrizes | RFP Prize & Submissions | Saratoga Springs Resources

Download the Event App: ESSAE has partnered with Map-Dynamics this year as the official Exhibitor Registration platform and our new Events App! Find our app in Google Play or the iTunes StoreGet the most out of YOUR event experience by using the ESSAE Events App! #ESSAEEvents.

The conference hashtag is #ESSAEAnnual
Twitter: @EmpireStateSAE
Facebook: www.facebook.com/EmpireStateSAE
Instagram: @EmpireStateSAE

Join us on Thursday, June 21, 2018 in Saratoga Springs, NY for the Empire State Society of Association Executive’s (ESSAE) 39th Annual Conference & Trade Show. This is the premier conference and trade show in upstate New York for association and meeting professionals. The annual one day event centers around professional development, networking, and discovering new products and services. It is the place you want to be to interact with key decision makers in the association and meetings industries. Every year over 100 exhibitors come with their best to showcase the services they can offer. Educational sessions throughout the day (CAE/CMP Points!) offer modern and timely information to help you stay ahead in the ever-changing world of association and meeting management. Come prepared to learn and enjoy networking & community with fellow association executives, meeting professionals, and industry partners.

 Opening Keynote Speaker

ESSAE will open the Annual Conference with a keynote presentation that is sure to inspire you for the entire day in Saratoga Springs!  

Regina Clark, CSP
Regina is a sought after international speaker, corporate trainer, master facilitator and author of five books. Regina has spoken to thousands of corporate and association audiences and has many repeat clients. Her New York audiences include Westchester Medical Center, Massena Memorial Hospital, Orange Ulster BOCES, NYS Council of Mayors, NYS Welfare Association, NYS SHRM and others. Regina offers clients more than 25 years of business experience. Regina started her own business in 1994 and received the Certified Speaking Professional (CSP) designation from the National Speakers Association in 2005. She is a lifelong New Yorker, graduate of SUNY Binghamton and resides in the Hudson Valley.

Keynote: SOARING to New Heights
In business and in life it’s always a good idea to set your sights on a future state, a place where you want to be. Business leaders and government officials do this all the time. They decide that they want to be in a specific market or focus on a specific initiative, and then they develop strategies and tactics to reach that future state. Effective leaders are also good at measuring their progress with data as they move towards a future state. If they are not making progress, they adjust the plans. There will always be obstacles to overcome, barriers to breakdown, financial setbacks, health concerns and a host of other excuses that could keep you from reaching your future state. During this keynote, Regina will share strategies for getting to your future state!

Lunch Entertainment

Keeping things interesting, this year's luncheon will feature a Saratoga Springs local magician, Steven Brundage!

Steven Brundage is a professional magician and entertainer, perhaps most famous for his appearance on the 2016 season of America’s Got Talent; Steven specializes in stage shows and close-up performances for high-end corporate events, and on college campuses across the U.S and Internationally. 

Steven rose to international fame when his YouTube video, Magician gets out of Speeding Ticket with Magic, became a viral sensation.

Thank you to our Lunch Entertainment Sponsor: Discover Saratoga




Schedule at a Glance (subject to change)

Wednesday, June 20, 2018

Exhibitor Move-in Day 1: Registration Desk Opens for Exhibitors at 1:30 PM

Thursday, June 21, 2018

7:00 AM
Registration Desk Opens
Exhibitor Move-In & Set Up

2:30 - 5:30 PM
Trade Show Floor Hours
Complimentary to ALL qualified buyers.
Membership is not required!

7:30 to 8:30 AM
Exhibitor Appointments with Buyers
4:30 to 5:30 PM
Happy Hour on the Floor
8:45 to 10:00 AM
Opening Keynote Presentation
5:30 PM 
Grand Prize(s) Announced! Must be present to win!
10:15 AM to 12:30 PM
General Breakout & Educational Sessions        
Association CEO Track

6:00 - 8:00 PM
Vendor Hosted Dinners/Receptions

12:30 - 2:30 PM
Lunch, ALA Graduation and Entertainment  











Exhibitor-Attendee Appointments - 7:30 to 8:30 AM

ESSAE will  provide space for breakfast appointments between Exhibitors and Attendees. Exhibitors who are interested in participating will be added to a list of exhibitors for attendees to choose from. Attendees (Qualified Buyers) who register for the annual conference and/or trade show will have the option to opt in and will be provided a form to select which properties or companies they would like to meet with. ESSAE will collect the information and schedule appointments. Drop-ins are welcome, but pre-registration is encouraged as exhibitors who are not selected for appointments, may not be available.

  • Exhibitor Appointments will be held on Thursday, June 21 from 7:30 AM to 8:30 AM
  • Appointments will be approximately 10 minutes each (Approximately 5 appointments)
  • Attendees will select the exhibitors they wish to meet with
  • ESSAE will collect the information and provide details to the exhibitors to coordinate appointments
  • ESSAE does not guarantee that all exhibitors who opt into the breakfast event will have appointments

Do business on the trade show floor! Bring your RFPs for a chance to win $500!

Submitting an RFP with one or more of this year’s trade show exhibitors will automatically enter you into a drawing for a chance to win $500. RFPs must be checked in with an ESSAE staff member at registration to be verified. Be sure to bring at least TWO COPIES – one for ESSAE and one for an exhibitor on the floor. Stop by the registration desk to get your RFP checked in and entered before giving a copy to the exhibitors you want to do business with. In order to qualify, one or more of your RFP’s must be handed off to an exhibitor on the floor. Names will be entered into a drawing and selected during the week of June 25, via a Facebook Live video feed. Need help with your RFP? Email ESSAE to request a sample.

Happy Hour on the Floor! 

This event is the best opportunity for you to network and connect with the association community. What's new this year? We're bringing happy hour to you, on the floor starting at 4:30 PM. The Barista Break and Hydration Stations will turn into themed bar areas, food displays will be placed throughout the floor, and the atmosphere of the trade show will change to create a Happy Hour for all to enjoy. So grab a drink and continue to walk the floor, visiting with all of the Trade Show exhibitors! 

General Breakout Sessions - 10:15 AM to 11:15 AM

Successful tips to better contracts and navigating the red tape
Dr. Julie Ducharme, Owner, JD Consulting
Have you ever felt trapped by a contract? Wondered, how can I successfully negotiate this contract? Do I need an attorney for this? And how to do I get past all the red tape? If you have asked yourself one or all of these questions, then this session is for you. As an events specialist for the last 17 years, I have learned how to identify the key issues in tough contracts, negotiate successfully what I want, and be my own lawyer. In this session, we will focus on how to be successful when dealing with contracts. You will leave with practical lessons using sample contracts, negotiation skills, and practical advice for navigating the red tape issues. Learning Outcomes:

  • Learn how to review contracts and identify possible issues.
  • Learn how to successfully negotiate contracts and more.
  • Learn how to deal with legal issues that might arise in contracts and events.
  • Learn how to navigate red tape in contracts and events.
Sociology First, Technology Second

Paul Fahey, COO, Overit
Associations are people-driven organizations. That’s obvious. But sometimes we forget how professional and social networks function and chase the latest social media fad. This presentation will compare associations to historical armies and even online gaming communities to identify the needs and networks for new members right through to your tribal elders. Once we segment them and better understand their needs and behaviors, we can then deploy the right technologies to reach them with our recruitment, retention and educational messages. Key takeaways for attendees include:

  • a stronger understanding of digital marketing strategies for associations
  • guidelines to segment your lists for maximum effectiveness
  • actionable tips to optimize your social media efforts

Cybersecurity Awareness
Terra Carnrike-Granata, Director of Information Security, NBT Bank
The term cybercrime usually refers to any criminal offense committed against or with the use of a computer or computer network. A cybercrime incident can lead to loss of business and consumer confidence, financial loss, productivity loss, and even loss of intellectual property. The current era of cybercrime is dominated by criminals who want to use your computer for illegal activity or steal data for profit. Attackers exploit vulnerabilities in computer software to develop crimeware such as viruses, trojans or keyloggers in order for others to carry out criminal acts.

Large-scale fraud attacks and consumer data breaches are costing businesses and consumers billions of dollars a year. Much of the growth stems from the maturation of the criminal digital underground and its "industrial" approach to cybercrime. Criminals and their technology are increasingly sophisticated, and their reach is global. Rather than attempting to defraud accounts in small multiple transactions, they now boldly go after large sums of money. NBT in-house cyber experts will discuss the latest threats along with easy to implement controls to protect you from becoming victim. At the end of this session attendees will take away strategies that will help them recognize, prevent, and most importantly address cybercrime and cybersecurity issues in their association.  

General Breakout Sessions - 11:30 AM to 12:30 PM

Creating a WOW Experience
Regina Clark, CSP 
Are you creating WOW experiences for your customers, vendors, employees and members? Are you receiving rave reviews on social media as one of the best brands and best associations to be part of? Are your members passionate, proud and highly engaged? During this high energy breakout Regina will uncover the four truths to creating WOW experiences. A WOW is unexpected, thoughtful, memorable, adds value, creates loyalty and impacts your bottom line.

Creating A Social Strategy That Works

Teah Teriele, Director of Marketing, Death Wish Coffee Company
There’s one thing that all successful social media channels have in common: they provide value to their audience. Whether you’re selling a product, a service, or an idea, you’ll need to think about your audience first and what you’re selling last. Mapping out everything in between is the only way to construct a social strategy with a real return on investment. In this presentation, you’ll learn:

  • How to rethink social media content to provide value to your audience
  • How to leverage the value your content provides to contribute positively to your marketing KPIs
  • How to calculate your actual social ROI

Bonus: Facebook Hates You!
If you have a business page and you want to correctly use the largest social platforms in the world to connect with your audience, congrats! —it’s an uphill battle. Still, Facebook continually remains #1 for social traffic for almost every business in the world, and adapting with its changes will be crucial to your social ROI. Stay prepared for battle by staying on top:

  • How to choose the Facebook insights that actually matter to your business
  • A social strategy meeting structure that works
  • 12 words Facebook will punish you for using
Transform Your Stress
Master your mindset with new tools,techniques, perspective, and prioritization, and reap the benefits of stress transformation in this session with Success Coach Kim Perone. Stress is everywhere and everyone is busier than ever. Time fatigue, pressure, and overwhelm are at an all time high leaving us feeling like life balance is a dream just outside our reach. Transform your stress into more energy! Covering mindfulness, time management, energy, why self care is not self-ish, how to clear mental clutter to detox your mind, and much more. Great for Meeting Planners and anyone else in a stressful profession!  Organized into "Do's & Don'ts" with an emotional housekeeping exercise. 

Association CEO Track - 10:15 AM to 12:30 PM

The Association CEO Track, designed for Association CEOs, Executive Directors, COOs, and CFOs, is a unique program which supports networking, fosters dialogue, discussion, and debate around critical business issues, sharing high-level interests, practices, operations and trends. This exclusive support network will be led by experts in our field and designed for leaders to leave informed, and better at what they do. 

Presentations will include: 

2018 Financial Reporting Matters: New Accounting Standards 
Major changes are in store for not-for-profit organizations that will impact nearly every part of their financial statements. Learn how these changes will impact net asset classification, reporting of financial performance measures, reporting of expenses by function and nature, presentation of cash flow information, recognition of revenue, and accounting for leases. This presentation will include real-life examples of the new financial statement presentation, where you will gain and understanding of how FASB ASC No. 2016-14 “Not-for-Profit Entities (Topic 958) Presentation of Financial Statements of Not-for-Profit Entities” impacts the presentation of your financial statements beginning with calendar year ends ending on or after December 31, 2018. Attendees will learn: 

  • How to prepare for the implementation of ASC 2016-14
  • Access examples of the key components of ASC 2016-14
  • Hot topics that ASC 2016-14 has brought to light
  • What you need to do now 
Times Up: Navigating Sexual Harassment in an Evolving Legal and Cultural Landscape
In this “Me Too” year of awareness on sexual assault and harassment, especially in the workplace, employers need to understand how this landscape is evolving and how to respond proactively. While sexual harassment in the workplace is not new, traditional reactive approaches and policies are no longer optimal. Combined with the power of social media and trending news, poorly handled complaints and outdated policies can negatively affect your business reputation, your working environment and, ultimately, your bottom line. 

Round Table Discussion 

To stay competitive and relevant in the association world, it is important to learn from others and share best practices - even what keeps you up at night! The round table discussion will allow executives to share experiences, best practices, insights and knowledge in small groups and learn from peers. Everyone brings unique experience and expertise to sharing sessions!


Grand and Door Prizes

For attendees, business cards are collected at the registration desk and will be entered into the drawing for 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.

GRAND PRIZES (valued at $800 to $1500) are drawn at the end of the trade show and attendees NEED to be present to win! 

Click here to view this year's list of prizes!

Registration & Fees

Purchase a FULL DAY PASS and save $40!  Registration includes access to (3) three hours of professional development (CAE/CMP), interactive and engaging breakout sessions!

Full Day Pass: Concurrent Sessions - Includes keynote, 2 sessions (3 CEs), and lunch
Members: $170 | Non-Members: $250

Full Day Pass: Association CEO Track - Includes keynote, CEO Track (3 CEs), and lunch
Members: $170 | Non-Members: $250

Keynote & Concurrent Sessions Only (3 sessions): Includes keynote and 2 sessions (3 CEs) - Lunch not included
Members: $165 | Non-Members: $225

Keynote & Association CEO Track Only (3 sessions): Includes keynote and CEO Track (3 CEs) - Lunch not included
Members: $165 | Non-Members: $225

Lunch Only: Education is NOT included, but there will be a magician at lunch!
Members: $45 | Non-Members: $60

Access to the Trade Show and On the Floor Happy Hour is available to all registration types. Please indicate on your registration form if you plan to attend! 

Thank You to our Sponsors!


Policies and Important Information

Cancellation Policy: Registrations must be made and paid for by Friday June 8, 2018. Registration cancellations received prior to the deadline may be eligible to receive a refund less a $25 service fee. Cancellations received after the stated deadline will not be eligible for a refund. Refunds will not be available for registrants who choose not to attend an event (no-shows). Cancellations will be accepted in writing only and must be received by the stated cancellation deadline. All refund requests must be made by the attendee or credit card holder. Refunds will be credited back to the original credit card used for payment. If you are unable to attend, you may send an alternate to the event without additional charge.

A la carte session options: Having trouble spending the whole day with us? ESSAE will have the option for a la carte session options on a case by case basis. Contact ESSAE should you need to make arrangements. 

  • Association Track Only (does not include keynote): $110 Members | $150 Non-Members
  • Keynote and/or Concurrent Sessions a la Carte: $55 Members | $75 Non-Members - Per Session

Social Media: Connect with us! @EmpireStateSAE - Event Hashtag: #ESSAEAnnual

CreditsThis event will offer up to 3 credit hours towards the CAE/CMP designations. Details on how to track your points/clock hours, visit: http://www.essae.org/cae-cmp/

Consent to Use of Photographic Images: Registration and attendance at, or participation in, ESSAE meetings and other activities constitutes an agreement by the registration to ESSAE's use and distribution (now and in the future) of the registrant or attendee's images or voice in photographs, videotapes, electronic reproductions, and audio tapes of such events activities. Unless you inform ESSAE that you object, permission is assumed. 

Event Fees: You must be listed as an ESSAE member representative (and in good standing) to receive member rates for registration to ESSAE events, webinars, etc. If you are not yet a member, you must submit a membership application with your registration. To do this online, complete the membership application and pay dues. After your dues are paid, complete your registration.

Substitution Policy: Substitutions of attendees are permitted for paid registrations. The difference between the member and non-member price will apply if a non-member replaces a member.