2018 Annual Conference & Trade Show - Exhibitors

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Thursday, June 21, 2018
Saratoga Springs, NY

SOLD OUT! - We have officially sold out the trade show floor! 

Didn't get a booth the floor this year? 

You might not be able to exhibit this year, but that doesn't mean you can't get in front of attendees! Consider a partnership! We've got a few ideas just for you:

  • Brand a breakout session
    • Promote your company, service, destination or venue! Bring a pull up banner, share branded materials and introduce the session speaker!
  • Reserve a Table at Lunch
    • Brand a table at lunch and invite clients and guests to sit with you! 
  • Nourish attendees with tasty food and beverage options!
    • Give attendees a breakfast brain boost by sponsoring a healthy start to their morning or help to keep them going with a coffee break in between sessions!
  • Sponsor an attendee's education
    • Help support our association professionals access to education by inviting a client to be your guest for the day!
  • Brand the water bottles
    • Everyone gets thirsty while on the floor! Keep them hydrated by branding the water bottles! 

Download the Partnership Package for complete details. Don’t see something that fits within your budget? Call us to customize your sponsorship packet!

Every year over 100 exhibitors attend this annual event to showcase their products and services in front of a large audience of association professionals. The one-day conference and trade show are about professional development, networking, and showcasing products and services. It is the place to interact with key decision makers in the association and hospitality industries. The trade show celebrates the true partnership of our association colleagues, meeting professionals, and exhibiting supplier partners all across New York State and beyond!

Attendees at the ESSAE Annual Conference & Trade Show consist of association executives, CEO's, and key decision makers from all facets of the association and meeting markets, and participation will gain your company tremendous exposure. In addition, partnership and advertising packages will allow you to maintain a high profile throughout the conference.

As an added incentive, trade show attendees (non-vendor) who bring a qualifying RFPs to the Trade Show will be entered into a special raffle to win a cash prize of $500. This cash prize incentive has helped generate business on the Trade Show floor for our exhibitors.

PRELIMINARY AGENDA! (subject to change)

Wednesday, June 20, 2018

7:00 AM to 2:00 PM    Decorator Load In/Set Up
2:00 PM to 5:00 PM Exhibitor Registration & Load In/Set Up

Thursday, June 21, 2018

7:30 AM to 11:30 AM 

7:30 AM to 8:30 AM

9:00 AM to 12:30 PM

Exhibitor Registration & Load In/Set Up

Exhibitor & Buyer Appointments

Educational Sessions 

12:30 PM to 2:30 PM Lunch, ALA Graduation, Entertainment 

2:30 PM to 5:30 PM

4:30 PM to 5:30 PM

5:30 PM

Trade Show Floor Hours

Happy Hour on the Floor

Grand Prize Announcements

5:30 PM Dismantle Exhibits
6:30 PM  Vendor Hosted Dinner/Receptions


Who Will Attend?

The Trade Show  & Annual Conference will be marketed to an audience of association, non-profit, meeting and corporate executives in New York State and the Northeast, to include:

  • All of NYS and neighboring regions;
  • Association executives, CEOs and operating officers
  • Government, corporate, and association meeting & event professionals
  • Association management firms; and
  • Fundraising executives, education directors, administrators, finance directors, membership directors, and other key association staff.

Help us to grow the show! We seek the help of our business and industry partners and exhibitors to provide us with prospects outside the association market. Your assistance is greatly appreciated!

Note: Non-exhibiting suppliers are not permitted entry into the exhibit hall.

Show management reserves the right to refuse ineligible registrations. Non-exhibiting suppliers may register for and attend the general sessions and luncheon prior to the trade show.


Social media and e-mail will reach the aforementioned audiences several times between March and June. A series of media releases will be sent to trade and general newspapers, statewide media, chambers of commerce and other business groups for publication.


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


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 are drawn at the end of the trade show and attendees NEED to be present to win! When determining your grand prize submission, please use the estimated value scale provided within this prospectus.

You may donate a prize and/or you may raffle off your own prize at your booth. ESSAE will only publish and announce Door and Grand Prizes that are submitted in writing by May 21. ESSAE will not announce prizes for exhibitors who collect business cards at their booths for prizes given away at the booth. 

GRAND PRIZE – a $1,500 value
SECOND GRAND PRIZE – a $1,200 value
THIRD GRAND PRIZE – a $800 value

We also have a number of sponsorship opportunities available during the program.

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.

We look forward to seeing you there!

Contact ESSAE at (518) 463-1755 or Rebecca Sheehan for more information or any questions you might have!