Frequently Asked Questions

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1) General Information

Interested companies, for exhibit or sponsorship sales, or any general questions about the Expo, please contact Archa Wachowicz, deputy director of business development, at archa.wachowicz@nyssba.org or (518) 783-3788.

For existing exhibitors or sponsors with questions regarding payment, registration, housing, the Exhibitor Service Kit or other logistical questions, please contact Anna O'Hara, administrative coordinator, at anna.ohara@nyssba.org or (518) 783-3710.

All advertising inquires should be directed to Anna O'Hara at anna.ohara@nyssba.org or (518) 783-3710.


The Expo dates and hours are:

Thursday, October 24, 2019: 11:30 a.m. - 4:30 p.m.

Friday, October 25, 2019: 8:00 a.m. - 4:00 p.m.


The dress code is business casual to business professional.


Your booth fee includes two (2) one-time-use-only attendee lists provided by NYSSBA via the Exhibitor Service Center.

1) Pre-registered attendees available approximately 30 prior to Convention
2) Registered attendees available approximately 30 after Convention

Names, titles and district addresses only, no email addresses are provided.


You do have the opportunity to speak at the Annual Convention & Education Expo.

You will need to submit your presentations through our Call for Presentations and will be subject to the same eligibility requirements as other submitters.

If your company is a commercial enterprise, you will be required to become a paid exhibitor in the Education Expo as a condition of acceptance of your proposal. If you cancel your exhibit space, your session will also be cancelled.

The Call is open from the end of November to the end of January. When open, the submission form can be found in the top menu of this website.


The Exhibitor Service Center is where you can do any or all of the following. Please note that some items may not be available but their availability will be noted on the login page.

  • Pay for your reserved booth online
  • Update your Exhibitor listing for the Convention Program (subject to deadline), App and online
  • Access the Exhibitor Services Kit
  • Register your booth staff
  • Download your complimentary one-use only attendee lists
    • Pre-registered approximately 30 prior to Convention
    • Registered approximately 30 after Convention


If you can't remember your password, click on "Forgot Password?" on the Exhibitor Service Center landing page under the login box. 

If you still have trouble, email Anna O'Hara at anna.ohara@nyssba.org.


NYSSBA requires all exhibitors to prove a Certificate of Insurance with the below specifications.

  1. The name of the exhibiting company (if a DBA, please include on a separate page as "additional remarks, if needed.")
  2. Policy effective dates to cover our event dates (October 25-27, 2018).
  3. Additional insured and subrogation coverage:
    1. check either the ADDL INSR & SUBR WVD columns in the general liability row, OR
    2. the Description of Operations box should say: “NYSSBA, its directors, officers, employees, and volunteers, are named as additional insured on a primary and noncontributory basis. A waiver of subrogation is included as required by written contract.”
  4. The Certificate Holder box should say: New York State School Boards Association, Inc., Attn: Expo Manager, 24 Century Hill Dr., Suite 200, Latham, NY 12110.
  5. A sample can be found here and is linked in Exhibitor Checklist which can be found in the Exhibitor Service Center.
  6. Please share this information and our sample Certificate with your insurance agent and/or legal department.
  7. If you have any questions or concerns, please contact Eileen Eppelmann via email eileen.eppelmann@nyssba.org or phone, 518-783-3711.


2) Authorized Vendors

Hale Northeastern has been selected as the General Service Contractor for NYSSBA's 100th Annual Convention & Education Expo.


NYSSBA's dedicated housing partner is PSE Event Housing.

NYSSBA will not authorize any other housing bureau, organization or independent broker to make reservations. If you are contacted by a company other than the one chosen by NYSSBA, please do not reserve with them as you may not be afforded the negotiated group rate and cancellation privileges.


3) Exhibitor Service Kit

The Exhibitor Service Kit (coming Spring 2019) will be found by logging into the Exhibitor Service Center and selecting "Exhibitor Service Kit" from the Service Centers drop-down menu.


The Rochester Riverside Convention Center does not allow shipments directly to the show site. Please ship all booth materials to our General Service Contractor, Hale Northeastern, using the forms in the Exhibitor Service Manual.

The Exhibitor Service Manual can be found by logging into the Exhibitor Service Center.


Your booth comes with:

  • Standard 8' high draped back wall, 3' hig draped side rails, 7" x 44"ID signage, 6' long skirted table, two (2) chairs and a wastebasket.
  • Up to four (4) Convention registrations for employees from your company for your first booth, two (2) additional are allowed for each additional booth.
  • A 40-word description printed in the Convention Program (subject to deadline), in the Convention App and online.
  • Admission to breaks and meal functions on the expo floor.
  • A mailing list of pre-registered attendees available approximately 30 days before and after Convention (includes name, title, organizational and mailing address - no email addresses are included.)
  • A one-year subscription to On Board, NYSSBA’s award-winning newspaper published and mailed 17 times per year to more than 10,000 subscribers.
  • A one-year subscription to E-Clips, our daily education news clipping service providing links to state and national news outlets, sent to 8,000+ subscribers.
  • Exclusive member pricing for NYSSBA events and products for one year.


Your booth does NOT comes with the below but can be ordered through the Exhibitor Service Kit:

  • Electric
  • Internet 
  • Lead Retrieval


Materials handling, also known as drayage, is charged in 100 lb increments, referred to as cwt, is rounded up to the next 100 lbs and consists of:
 
  • Receipt of your materials at the show's advance warehouse
  • Storage at the show warehouse
  • Delivery of your materials to your booth at the show site
  • Storage of empty containers
  • Return of shipping boxes to your booth at the end of show


The Rochester Riverside Convention Center has limited Wi Fi throughout the building. The Wi Fi is suitable for general web browsing activities only. If you need to stream videos, music or do other high-bandwidth activities, please order internet through the form found in the Exhibitor Service Kit.

 


4) Registration & Housing

Registration for booth staff opens Monday, July 15, 2019 at 10 am. Please note that no one is automatically registered as booth staff.

Your booth contact will get an email with details the week before.


Housing will open at the same time as registration, Monday, July 15, 2019 at 10 am.

Booth staff must be registered to get the link to make hotel reservations at NYSSBA's negotiated group rates though our contracted housing partner, PSE Event Housing.


 






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