Annual Conference & Trade Show 

In-Person Events Update

To the ESSAE Members & Community: Though the Coronavirus crisis has made for unsettling times, each day we learn more and create plans to move forward. Like you, we’re following advice and guidelines from our partners at ASAE, the CDC, and the New York governor’s office surrounding precautionary measures. The health and wellbeing of our staff, attendees, partners, and community comes first, which is why, as of April 3, 2020, we’ve decided to postpone all upcoming in-person events until further notice. Additionally, as you may already know, ESSAE staff is working remotely with the full capabilities of serving our members. [MORE]

Annual Conference and Trade Show – will be rescheduled
We’re working with our event partners to reschedule this event for mid-fall/early winter. Current exhibitors and sponsors will automatically be credited for any funds paid, and if refunds are needed, we will certainly accommodate those requests. We appreciate your patience as we work out the details. Please wait to make any adjustments to your booth registration until we have confirmed and announced the new date in the next few weeks. Existing reservations at the host hotel (Saratoga Hilton) will be automatically cancelled, and no fees will be owed on these rooms.

About the Conference

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.

Why Face to Face Matters

Even in our digitally connected world and workplace, nothing compares to the value that face-to-face meetings, events, and conferences provide. Trade Shows provide an unique opportunity to connect with attendees and provide them with a experience that resonates on a personal level.

Exhibitions foster business relationships and deliver unique value. No other face-to-face interaction comes close to the benefits of exhibiting, and that’s why YOU should be exhibiting at the ESSAE Annual Conference & Trade Show! Create valuable face-to-face interaction with your current and potential customers, expand awareness, and increase sales.

Download the Conference 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! 

Exhibitor-Attendee Appointments

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.

  • 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 the $500 drawing!

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 via a Facebook Live video feed. Need help with your RFP? Email ESSAE to request a sample.

Grand and Door Prizes

GRAND PRIZES: Drop your business card at the registration desk and enter to win a grand prize! 
You must be present to win and registered for the trade show by NOON on Wednesday, May 27, 2020 to be eligible for a grand prize!

DOOR PRIZES: Walk the trade show floor and enter to win one of the many exciting door prizes being offered by this year's vendors! Exhibitors will announce door prize winners throughout the day.

Policies and Important Information

Cancellation Policy: Registration cancellations received prior to the deadline may be eligible to receive a refund less a $50 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.

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

Credits: 
This event will offer clock 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.