Exhibitor Information

To learn more about exhibiting, sponsorships, or attending, use the links below!

We have officially sold out for in-person exhibit tables at this year's trade show. The GOOD NEWS is that we still have opportunities for you to get involved, showcase your brand/services, and be part of the annual conference!

NEW Virtual Marketplace Option! If vendors are looking for exposure at a reduced cost, we have a brand new virtual booth option. Your virtual booth includes:

  • Customizable virtual exhibit booth in our LiveX Marketplace - Share information about your company, products, services, and team. Post PDFs, videos, contact information, images, links, and more!
  • Interact with attendees in the Marketplace - Live chat, book meetings, schedule appointments, and capture inquiries directly through the platform!
  • The Virtual Marketplace will stay live beyond the September 14 event date, closing on October 15. That’s (4) four additional weeks of exposure for your brand, service, or destination!

Virtual Exhibitor benefits also include: 

  • One pass to attend the in-person networking reception on Tuesday, September 14 at 4:30 PM (additional passes available to registered virtual exhibitors only for $55 each)
  • Ability to Schedule Virtual Appointments 
  • Analytics reports after the conference on attendee engagement with your virtual booth
  • Listing in the Digital Exhibitor Directory, including a 150-word description on the event website and mobile app.
  • 2021 “I’m Exhibiting” image/logo to use on your website, email signature, or with any social media marketing
  • Pre- and post-show attendee lists; emails not included unless attendees opt-in

To get started, click REGISTER NOW

  • A physical booth is NOT required to purchase a Virtual Booth!
  • Select your membership type (Step 1) and then click the Green Button SKIP BOOTH SELECTION or CONTINUE TO CHECKOUT without selecting a booth on the floor.
  • You will be able to select Virtual Booth from the list of Sellable Services.

Upgrade Your Virtual Booth with the following packages! Packages can be purchased online (follow the steps above).

  • Additional $25 per exhibitor to have your virtual booth live again in December for two weeks leading up to the ESSAE Holiday Party!
  • Purchase a Virtual Booth and a Full Day Event Pass to the ESSAE Conference! - $740 Members | $1,190 Non-Members
  • Sign up for a Virtual Booth, Full-Day Event Pass, and Membership! Saving you 40% and receiving one free month of membership! **Membership begins August 1 through December 31, 2021** - $850

Looking for even MORE exposure...

CONSIDER A CONFERENCE PARTNERSHIP 

Get in front of your target audience when you sponsor the Annual Conference! ESSAE represents the NYS Association Market - we connect YOU to our members and community of association professionals.

Through the support of partners and sponsors like you, ESSAE strengthens the success of association professionals in New York State and their associations through knowledge sharing, networking events, career-building opportunities, and more. Event partnerships provide support to ESSAE's programs to help us follow through on member-focused initiatives. In return, sponsors are connected to the membership with the goal of bringing in new customers and growing prospect networks.

We could not accomplish our mission without support from our partners! Consider a partnership to promote and elevate your destination, venue, service, and/or products to association and meeting industry professionals. 

Variety is the spice of life! We have created partnerships and advertising options to suit a wide range of budgets, starting for as little as $100! Don’t see something that fits within your budget? Call us to customize your sponsorship packet! We look forward to supporting YOUR marketing goals!

Thank you to our 2021 Partners! 




 


About the ESSAE Annual Conference and Trade Show

The ESSAE Annual Conference & Trade Show is the premier association management and meeting professionals conference and trade show in upstate New York. This year’s show will take place at the Albany Capital Center in Albany, NY on Tuesday, September 14, 2021. The annual one-day conference is about professional development, networking, and showcasing products and services, and is the place to interact with key decision-makers in the association and hospitality industries. The annual conference celebrates the true partnership of our association colleagues, meeting professionals, and exhibiting partners all across New York State.

WHO WILL ATTEND? As an exhibitor, you will have the opportunity to meet with association leaders and innovators who are looking to take their associations to the next level. By exhibiting, you can help associations stay ahead, make informed decisions, and support their ever-changing environment. The Annual Conference will be marketed to an audience of association, non-profit, corporate executives, and their staff in New York State and the Northeast, to include:

  • All of NYS and neighboring regions;
  • Association executives, CEOs, VPs, and operating officers
  • Government, corporate, and association/non-profit meeting & event professionals
  • Association management firms; and
  • Marketing & PR professionals, education directors, administrators, HR and finance directors, membership directors, and other key association staff.

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. Conferences provide a unique opportunity to connect with attendees and provide an experience that resonates on a personal level. Events like this 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! Create valuable face-to-face interaction with your current and potential customers, expand awareness, and increase sales.

NETWORKING & BUSINESS RELATIONSHIPS This event is the best opportunity for you to network, connect with the association community, and share information about your business. Not only do we offer the time to shake hands and network, we offer partnership and advertising 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.

SAFETY & WELL-BEING It’s been a long year and no doubt you’re wondering how large in-person events will be managed. We have you covered! We are taking safety measures seriously and prioritizing YOUR well-being. 

SCHEDULE OF EVENTS - TUESDAY, SEPTEMBER 14
*Subject to change

  • Registration / Check-In - 7:00 AM
  • Exhibitor Move-In - 7:00 AM to 9:30 AM
  • Exhibitor Breakfast Appointments - 7:30 to 8:30 AM
  • Education - 8:30 to 9:30 AM
  • Exhibits Open - 9:30 to 11:30 AM
  • Lunch & General Session - 11:30 AM to 1:00 PM
  • Break & Exhibits - 1:00 to 1:30 PM
  • Education - 1:30 to 2:30 PM
  • Break & Exhibits - 2:30 to 3:00 PM*
  • Education - 3:00 to 4:00 PM
  • Break - 4:00 to 4:30 PM
  • Reception - 4:30 to 6:00 PM
  • Exhibitor Breakdown - 3:00 to 6:00 PM

*Exhibits will close at 3:00 PM. Attendees are welcome and encouraged to visit with exhibitors during the scheduled breaks. Registered exhibitors are welcome to attend any of the educational sessions and special events throughout the program. Exhibitor appointments may be scheduled during event breaks.

EXHIBITOR-CLIENT APPOINTMENTS ESSAE will provide digital and physical space for appointments with Exhibitors and Attendees. Exhibitors who are interested in participating in the appointments must select YES in the registration form by Monday, August 2, 2021. Attendees (Qualified Buyers) will be given the option to opt-in and be able to select which companies they would like to meet with. ESSAE will collect the information and let exhibitors know how many appointments they have received.

  • Exhibitors are not required to participate in the Appointments
  • Exhibitor Appointments will be held in-person or virtually based on your exhibitor registration
  • Attendees select the exhibitors they wish to meet
  • ESSAE will collect & coordinate appointments
  • ESSAE does not guarantee that all exhibitors will have appointments

WHAT IS YOUR MARKETING GOAL? The key to success at any trade show is early and often pre-show promotion of your company’s participation. How else will your clients and prospects know where to find you? Pre-show promotion is easy because we provide an attendee mailing list free of charge - available to contracted ESSAE Trade Show exhibitors only. Use our hashtag (#ESSAEAnnual) and share event details on your social media outlets. Invite clients and colleagues to the show via Facebook and LinkedIn! Share the #ESSAEAnnual Facebook event!

CONSIDER A PARTNERSHIP! Build Booth Traffic and obtain more qualified leads for maximum ROI with options that drive attendees to your booth! Increase Brand Awareness with strategic logo and brand placement options Network with Association Professionals by supporting their education, meals, receptions, and coffee breaks!

REGISTER ONLINE! We strongly encourage you to use the online registration system for real-time booth availability and online payment. Exhibitors will be required to submit their booth preferences. Booths will be assigned on a first-come, first-served basis - in the order that completed registrations are received. Final booth assignments will be made by ESSAE. Once booth assignments have been made you will be provided an exhibitor login. Using this login, exhibitors can update their profile, make additional purchases, and include personnel changes.

SOCIAL MEDIA The conference hashtag is #ESSAEAnnual - be sure to connect and tag us on the following accounts

PRIZE GIVEAWAY Major prizes will be given away during the tradeshow. These prizes are separate from any prize/raffles that are given privately from your booth. Winners will be randomly selected from a drawing of association and meeting professional business cards collected at the designated ESSAE booth on the trade show floor. ESSAE will make every effort to ensure, but cannot guarantee, that all winners are qualified buyers of your goods and/or services. All prize contributors MUST be exhibitor companies. Prizes must NOT have extensive blackout dates. Please note that ONLY prizes meeting the minimum values are added to the event app and ESSAE website, and eligible to be announced through push notifications.

Attendees must be present to win any prizes with a retail value of $800 or more. ESSAE will only publish Major Prizes that are submitted in writing by August 2, 2021. The winner will collect their prize(s) from the donating exhibitor’s table.

Exhibitor prizes may be given from private drawings at any of the exhibitor tables. Exhibitors will assume responsibility for the distribution of their prize(s). Prizes will NOT be announced during the conference. To have a prize included in the mobile app and on our website, complete the form within the prospectus or within the online exhibitor registration. 

  • Major (min. value $800) 
  • Grand (min. value $1,200)
  • Ultimate (min. value $1,500)

EXHIBITOR OPTIONS

In-Person Exhibit Floor space is currently limited to 57 vendors and one representative per vendor. Due to the current guidelines and social distancing requirements, we are working to prioritize our audience of association, non-profit, corporate executives, and their staff for in-person meetings and events. 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. Exhibitor registration will close on Friday, August 13, 2021. Walk-ins and onsite changes to personnel will not be accepted.

VIRTUAL ONLY EXHIBITOR

Early Bird on or before June 30 - Member: $375 | Non-Member: $775
Standard between July 1 and August 13 - Member: $475 | Non-Member: $875

  • Customizable virtual exhibit booth in our Homebase Marketplace - Share information about your company, products, services, and team. Post PDFs, videos, contact information, images, links, and more!
  • Interact with attendees in Homebase - View the attendee list, live chat, book meetings, and capture inquiries directly through the platform!
  • Virtual marketplace will stay live beyond the September 14 event date; closing October 15 - That’s (4) four additional weeks of exhibiting opportunity!
  • Ability to Schedule Virtual Exhibitor Appointments 
  • Analytics reports after the conference on attendee engagement with your virtual booth
  • Listing in the Digital Exhibitor Directory, including a 150-word description on the event website and mobile app.
  • 2021 “I’m Exhibiting” image/logo to use on your website, email signature, or with any social media marketing
  • Pre- and post-show attendee lists; emails not included unless attendees opt-in

IN-PERSON EXHIBITOR (SOLD OUT)

Premium Table Early Bird on or before June 30 - Member: $750 | Non-Member: $1,350 
Premium Table between July 1 and August 13 - Member: $850 | Non-Member: $1,450 

Standard Table Early Bird on or before June 30 - Member: $650 | Non-Member: $1,250 
Standard Table between July 1 and August 13 - Member: $750 | Non-Member: $1,350

  • One (1) In-Person High Top Table (Skirted) with Barstool Height Chair 
  • One (1) Full Registration included for ESSAE’s educational component
  • One (1) Lunch
  • Three (3) dedicated in-person exhibit hours and four (4) weeks in the virtual marketplace!
  • Ability to Schedule In-Person Exhibitor Appointments
  • All In-Person Exhibitor registrations will include a virtual booth (see below)
  • Listing in the Digital Exhibitor Directory, including a 150-word description on the event website and mobile app.
  • Visibility on the live/in-person floor plan with a link to your company website, social media, email address, and logo
  • 2021 “I’m Exhibiting” image/logo to use on your website, email signature, or with any social media marketing
  • Pre- and post-show attendee lists; emails not included unless attendees opt-in

LIMITATIONS: Social distancing and health safety protocols will be in place. Space will be limited for in-person exhibitors to the first 57 exhibitors. **A waiting list will be created if capacity is reached and we will let you know if space becomes available in the order requests are received. The waitlist is subject to current NYS pandemic guidance.

Please Note: Map and circumstances are subject to change based on New York State gathering restrictions as of September 13, 2021.