Annual Conference & Trade Show - Exhibitor Information

Thursday, May 28, 2020
Saratoga Springs, New York


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, which is held in conjunction with the annual conference, will be held at the Saratoga Springs City Center & Saratoga Hilton on Thursday, May 28, with move in beginning Wednesday, May 27, 2020.

The annual one day conference and trade show 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 trade show celebrates the true partnership of our association colleagues, meeting professionals, and exhibiting partners all across New York State.


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.

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.


Download the Conference App: ESSAE has partnered with Map-Dynamics this 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! 


The Annual Conference  and Trade Show 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.

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.

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.

Subject to change

  • 2.5 hours of exclusive, non-competing exhibit hours
  • Online exhibitor registration and real time floor map
  • Listing in the Digital Exhibitor Directory, including a 150 word description on the event website and mobile app. (upgrades available for inclusion in printed directory*)
  • Recognition in the annual meeting onsite brochure*
  • Visibility on the live online floor plan with link to your company website, social media, email address, and logo
  • Ability for conference attendees to schedule one-on-one appointments with you
  • 2020 “We’re Exhibiting” image/logo to use within your marketing, email signature, and on your website
  • Pre- and post-show attendee lists (5160 Labels
  • Standard 8’ Deep x 10’ Wide booth with draped back-wall and side rails, 6’ skirted table, 8’ backdrop, 2 chairs, booth identification sign, waste basket, and name badges
  • Load-in & set-up available starting Wednesday morning

*Subject to print deadlines
Note, exhibitors do NOT receive free admission to the educational sessions featured at the conference, but are invited to register for sessions at reduced rates (two per booth).


Social media and e-mail will reach the aforementioned audiences several times between February and May. 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
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 will be drawn at a designated time during the trade show and attendees MUST 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 March 16, 2020. 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 for more information or any questions you might have!