Frequently Asked Questions

The Expo dates and hours are:

Sunday, October 24: afternoon; hours to be determined
Monday, October 25: all day; hours to be determined
Tuesday, October 26: morning; hours to be determined

Each booth comes with:

  • Service contractor’s COVID-19 protocol or booth boundaries to maximize safety and minimize risk
  • Up to two (2) full Convention registrations for employees from your company for your first booth, one (1) additional full Convention registrations are allowed for each additional booth. All registrants must be employees of the exhibiting company.
  • A 40-word description printed in the Convention Program (subject to deadline), in the Convention App and online.
  • Admission to all engagement activities on the Expo floor.
  • A mailing list of pre-registered attendees available approximately 30 days before and after Convention (includes name, title, organization 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.
  • Wi-Fi suitable for light internet usage and email checking only.

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

  • Electric
  • Internet 
  • Materials Handling
  • Wi-Fi suitable for playing/streaming videos
  • Lead Retrieval
The Exhibitor Service Kit will be available in Summer 2021.

Below is a list of NYSSBA's authorized vendors for our 2021 Annual Convention & Education Expo.

Rest assured, NYSSBA does not sell or provide your company contact information to any company than those listed below. However, due to the fact that your company information is available through the website, there are some unauthorized contractors that will capture and use this information. These contractors will often use NYSSBA's name to "remind you" that you haven't ordered a specific service, offer to help you find housing or sell you an attendee list.

Official Service Contractor: Freeman
Housing: New York Hilton Midtown (more information will be found on our Convention Housing/Travel webpage in Summer of 2021.)
Internet & Electric: Encore
Audio Visual: Encore
Attendee List: NYSSBA (free with booth or sponsorship)
Lead Retrieval: Boomset

Your booth fee includes two (2) one-time-use-only attendee lists provided by NYSSBA that will be available for download as an Excel spreadsheet via the Exhibitor Service Center.

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

Note: Per NYSSBA Board of Directors policy names, titles and district addresses only, no email addresses are provided.

The Exhibitor Service Kit (coming Summer 2021) will be found by logging into the Exhibitor Service Center and selecting "Exhibitor Service Kit" from the Service Centers drop-down menu.

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

  • Pay for your virtual booth online
  • Review the Exhibitor Checklist to make sure you are on track to meet all the important dates
  • Access the Exhibitor Service Kit
  • 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, email Anna O'Hara at

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

You will need to submit your proposal 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 for Exhibitor Presentations is currently closed. It is generally open from the beginning of December to the end of January.

Registration for booth staff opens Monday, August 16, 2021 at 10 a.m. Your booth contact will get an email with details the week before.

Please note that no one is automatically registered as booth staff. Primary booth contacts will have to register themselves in order to get a badge.

Due to COVID-19 attendance restrictions, registration will be limited to 2 booth staff per booth for the initial booth, 1 booth staff member for each additional booth. Exceptions are unavailable for 2021.

Housing will open at the same time as registration, Monday, August 16 at 10 am.

NYSSBA has negotiated discounted room rates at two hotels, the New York Hilton Midtown. More information regarding how to make reservations and room rates will be available on our Convention Hotel/Travel webpage in Summer 2021.

REMEMBER: NYSSBA does not authorize any other housing bureau, organization or independent broker to make reservations other than those listed above. 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.

The dress code is business casual to business professional.

The New York Hilton Midtown has limited Wi-Fi throughout the building. The Wi-Fi is suitable for light internet usage and email checking 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.

Materials handling, also known as drayage, is typically 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 of your materials at the show's advance warehouse
  • Delivery of your materials to your booth at the show site
  • Storage of your empty containers at show site
  • Return of your shipping boxes to your booth at the end of show
Material Handling/Drayage should not be confused with the cost to transport your exhibit material directly to the show's advance warehouse or show site (when applicable).

If you rolled over all or part of your NYSSBA 2020 exhibit booth fee to NYSSBA 2021 a credit will automatically be applied when you reserve a booth for NYSSBA 2021.

If you don't see the credit, please contact Anna O'Hara at

For all inquires, please contact Anna O'Hara, Expo Manager, at

© 2021

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