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Click on the links below for more information.
The Annual Conference & Trade Show will be marketed to a diverse group of professionals, including:
HOW CAN I PROMOTE MY BOOTH TO ATTENDEES? We have a variety of tools to help you promote your participation and will be offering a special Zoom call in mid-March to share best practices and creative tips and tricks to help you stand out. Stay tuned for more information coming soon!
Click here to learn more about becoming an #ESSAEAnnual event partner.
HOW DOES THE TRADE SHOW RAFFLE WORK? Click here to learn more about the Trade Show Exhibitor Raffle.
WHAT ARE THE COSTS TO EXHIBIT? Booth pricing and included elements can be found here. Each exhibit space includes one table (either an 8' x 10' table or a high-top) and up to three (3) seats (chairs or bar stools, respectively), depending on table size. Please note each booth/high-top also includes one booth rep. Additional booth reps can be added when registering at a rate of $375 for members and $450 for non-members. Each booth/high-top can have a maximum of up to three (3) staff, depending on table size. Please refer to the aforementioned booth pricing link for details. Additional fees apply*:
*See specific power and internet FAQ questions below.
HOW DO I SECURE MEMBER PRICING FOR EXHIBITOR REGISTRATION? To secure the member pricing, you must be an active member of ESSAE. If you have not yet become a member, you may join/renew here. ESSAE members should enter the special code provided via email. If you have misplaced your code, please contact us, and we'll send re-send it to you.
HOW DO I UPDATE MY BOOTH INFORMATION IN THE MAP DYNAMICS APP? Once you submit your booth registration and payment (50% minimum deposit required), you will receive an email with information to log into the Map Dynamics app to build your booth profile. We highly recommend taking advantage of this feature, as it is the primary source of exhibitor information for our conference attendees. If you forget your username/password, you can submit a request to the ESSAE team.
Yes, you can customize your booth with additional furnishings, graphics, and technology. Submit your order to Total Events or email Samantha Williams at samw@totaleventsny.com for options and pricing. Restrictions apply based on booth type (8 ' x 10' vs high-top).
ARE PULL-UP BANNERS ALLOWED AT 48" and 36" HIGH-TOPS? Pull-up banners are NOT allowed at high-top tables. 48" High-Tops will have pole signage indicating exhibitor name. 36" High-Tops will have pole signage indicating table number. If you wish to have additional table signage at your high-top, you may bring no more than one (1) table-top sign. This sign must be no larger than 11" x 17" (portrait or landscape permitted). We recommend the sign be double-sided for maximum visibility.
WILL I RECEIVE AN ATTENDEE CONTACT LIST? Exhibitors at the Key Supporter level will be sent an attendee list and, separately, a list with contact information for everyone who opts to share their email address. All other exhibitors have the option to purchase an attendee list as part of their exhibitor registration in Map Dynamics. *Please note – ESSAE staff are the sole distributors of and manage all payment processes for attendee contact lists. ESSAE does not partner with third party list distributors. If you have been solicited by a third party regarding our attendee list, it is a scam.
WHAT CAN I EXPECT ON-SITE THE DAY OF THE SHOW? We will be announcing all on-site details closer to the event. Also (new this year!), we will be hosting a special Zoom call in early June to give you a virtual walk-through of what to expect day-of. For now, please refer to the online Exhibitor Prospectus, this FAQ section, and the full conference schedule (coming soon!) for all attendees which are updated regularly as event details are confirmed.
WHAT ARE THE TRADE SHOW FLOOR HOURS? The Trade Show floor will be open from 2:00 – 5:00 PM on June 12. Attendees will only have access to the show floor during these hours. There will be a reception on the Trade Show floor at 3:30 PM, and the raffle winners and exhibitor awards will be announced at 4:30 PM. As an exhibitor, your all-day pass grants you access to the all-attendee lunch and most educational breakout sessions. We strongly encourage you to take advantage of these times to meet your association colleagues and learn about their most important goals and business concerns.
WHEN CAN I SET UP AND DISMANTLE MY BOOTH? Exhibitors will be able to set up the morning of the event, Thursday, June 12 from 7:00 – 10:00 AM. We encourage exhibitors to set up early so that they can participate in the full event and interact with attendees (including before and after morning education sessions). Dismantling of exhibits can begin at 5:00 PM at the conclusion of the floor hours and reception. Please see Exhibitor Rules & Regulations for more information.
CAN I SHIP BOOTH MATERIALS TO THE ALBANY CAPITAL CENTER? Yes! Please see details below. Shipping In: Please send packages to be received no earlier than two days prior to event start (Tuesday, June 10) unless otherwise noted by Albany Capital Center (ACC) Event Manager, Caitlin McCormick. Packages will be collected by Security and stored outside of the Command Center on the loading dock. Packages will be brought up to the show floor on the day of the event by the building staff. Exhibitor Shipments must be shipped to the ACC Event Manager’s attention with the show name and booth number clearly written on the label in the following format: ESSAE ANNUAL, Shipper Name, Booth # Shipping Out: Return shipments must be re-packed, labeled, and called in by the shipper. When the package is ready to be shipped, please contact ACC Event Manager, Caitlin McCormick, who will coordinate bringing packages down to the loading dock following the show. ACC does not supply shipping labels and is not responsible for lost, damaged, or stolen packages. All packages remaining after 5 business days will be discarded.
IS POWER INCLUDED IN EXHIBITOR BOOTHS? Exhibitors must order power directly from the Albany Capital Center. Please complete this Electrical Services Order Form (see first 2 pages) and submit to Caitlin McCormick at caitlin.mccormick@albanycapitalcenter.com.
IS INTERNET / WI-FI AVAILABLE? Albany Capital Center has an open Public Wi-Fi Network available to all event attendees. If you require additional customized internet, please complete this Internet Network & Telecommunications Services Order Form (see last 2 pages) and return to Caitlin McCormick at caitlin.mccormick@albanycapitalcenter.com.
WILL CARTS BE PROVIDED DURING LOAD-IN / LOAD-OUT? Limited carts are available for exhibitor use on a first come, first served basis. It is best to bring your own as all exhibitors will be loading in at the same time.
WHERE IS THE LOADING DOCK LOCATED? The Albany Capital Center’s loading dock is located on the left side of the building at 54 Howard Street (across from the Renaissance Hotel garage.) Exhibitors will be able to pull off the street and into the loading dock. There is a large, unmarked, white garage door with a regular sized door to the right. The ACC Security Team’s office is located to the right inside the door. They will work with the exhibitors to assist them with parking and unloading as space allows. No parking is allowed on the loading dock for any reason and vehicles that are not being unloaded or loaded must be removed from the dock. The ACC Security Team will direct you to the elevators. We advise that you drop your items off on the loading dock and move your vehicle immediately. Any vehicle left unattended will be towed at the owner’s expense. The ACC has no facilities for the storage of exhibitor freight. During show day, empty cases and crates must either be stored offsite or kept inside your booth space. Cases, crates, and boxes cannot be stored on the loading dock. Blocking access to dumpsters, open stalls, doors, entrances, fire hydrants is prohibited under any circumstances. Please see Exhibitor Rules & Regulations for more information.
WILL PARKING BE AVAILABLE ON-SITE? The Albany Capital Center has three levels of paid parking, with about 100 spots, located beneath the building. The GPS address for the Albany Capital Center Parking Garage entrance is: 7 Wendell Street, Albany, NY, 12207. Event rate is based on activity in the complex. Parking payment kiosks are located on level C1 and at the exit gate. Parking for oversized vehicles can be made available. Please contact the ACC Event Manager, Caitlin McCormick, to make other arrangements. Any vehicles under 7’ should park in the ACC parking garage or surrounding areas. In addition to the dedicated ACC Garage, the following garages are all directly connected to the ACC via enclosed walkways:
Click here to view a parking garage map.
WHO DO I CONTACT IF I NEED ASSISTANCE ON-SITE DURING THE EVENT?
For any other on-site assistance, please contact the Registration Desk. Our ESSAE staff will be available to help with any issues or questions.
CAN I DISTRIBUTE FOOD OR ALCOHOL AT MY BOOTH? Mazzone Hospitality has exclusive rights to all food and beverage service for consumption on the premises. Food and/or beverage may NOT be brought in by exhibitors. Exhibitors offering product samples may be an exception. Sampling: Food and/or beverage samples may be offered if the product being sampled is served by the exhibiting company. A current Albany County health permit and/or NYSLA marketing permit MUST be on file with the catering office. All samples must be approved by: Jacquelyn Stallmer, Catering Sales Manager | 518.487.2167 | JacquelynS@MazzoneHospitality.com Sample sizes are as follows:
WILL ESSAE DISTRIBUTE TOTE BAGS AT REGISTRATION? As part of our commitment to sustainability, ESSAE will NOT be distributing tote bags to conference attendees. Exhibitors are welcome to distribute their own branded tote bags at their booths.
HAVE A QUESTION NOT COVERED ABOVE? Please reach out! We are happy to help! |
