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Rules & Regulations
MOVE IN/OUT & EXHIBITOR SETUP: 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 on June 12 at the conclusion of the floor hours and reception. The unpacking, assembling, dismantling, and packing of displays and equipment may be done by a full-time employee(s) of the exhibitor’s company. Exhibitors should not cause or permit any nails, staples, hooks, tacks, screws, or the like to be driven into the facility structure (including, but not limited to, any wall, ceiling, column, window, drape, painted, carpeted or concrete surfaces) of the premises. Exhibitors shall not erect any decorations or use adhesive materials, including tape that can deface walls, ceiling, floors, facilities, and equipment contained on the premises. SHIPPING & RECEIVING: 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 your ACC Event Manager. Your Event Manager will bring packages down to the loading dock following the show. The 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. UNLOADING: 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. Limited carts are available for exhibitor use on a first come, first served basis. It is best to bring your own. Exhibitors requiring access to the loading dock for refrigerated trailers or material storage must have prior approval from the Event Manager. The ACC has no facilities for the storage of exhibitor or show management 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, and fire hydrants is prohibited under any circumstances. PARKING: 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 (see Facility Contact below) 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 paid garages are all directly connected to the ACC via enclosed walkways:
FREIGHT ELEVATOR: To move from the Albany Capital Center’s Loading Dock to Levels 1 and 2, a freight elevator can be used. Please make sure any freight or vehicles adhere to the below measurements and weight:
1st Level:
2nd Level:
APPLICATION TO EXHIBIT: Space assignment is on a first-come, first-served basis per the date and time the Exhibitor Contract is received in the ESSAE office. Requests for space must be received in writing and will be controlled by the email transmittal date. Full payment must be received with the Exhibitor Contract to guarantee space. Exhibitor Contracts will be accepted by email but are not confirmed until receipt of payment or authorization of credit card transaction. ESSAE reserves the right to change location assignments at any time, as it may, in its sole discretion deem necessary. Exhibitors will be notified of their space assignment by email. If space requests are unavailable, space will be assigned as close to your preference as possible. PAYMENT TERMS: A non-refundable deposit of 50% is required to reserve your booth space and must be paid within two weeks of registration to guarantee your booth space. Any remaining balance must be paid by Friday, April 25, 2025. If deposits and/or open balances are not received by the stated deadlines, your booth space will be released. As soon as a contract is signed, an invoice will be generated and sent via email. A secure link to pay by credit card will be provided with your emailed invoice. Deposits are non-refundable. CANCELLATION: Cancellations must be received in writing and will be controlled by email transmittal dates. In the event an exhibitor must cancel, the following refund policy applies: Cancellation notice received by Thursday, May 1, 2025 will result in loss of 50% of the total fee. No refund will be issued for cancellations received on or after Friday, May 2, 2025, regardless of cause (no exceptions). Any exhibitor canceling with a balance due is responsible for paying the remainder in full within 30 days of the cancellation. As mentioned above, deposits are non-refundable. BLOCK GROUPINGS: Half tables and shared tables are NOT available for this event. Exhibitors may request to be in proximity to others, but requests cannot be guaranteed when applications and payment are not submitted together. USE OF SPACE, BOUNDARIES, & ADMISSION: Exhibitors shall arrange their exhibit area so that they do NOT obstruct other exhibits. Exhibitors are prohibited from brief-casing - handing out promotional materials of any kind anywhere outside of your booth/high-top or sponsored space. Exhibitors are prohibited from selling outside their booth/high-top space. ESSAE shall have sole control over all admission policies at all times. Non-exhibiting suppliers or vendors of goods and services are prohibited from handing out promotional materials and selling off the floor if not registered to do so. Name badges must be worn at all times. The Show Floor will be locked from 10:00 AM to 1:45 PM. Exhibitors are encouraged to use their “all day pass” to network with attendees at educational sessions (excluding CEO/senior leader only” sessions) as well as during breaks, lunch and other conference activities. Additional booth reps will be charged where indicated. Price differential applies for members and non-members. High-Top exhibitor displays will be limited to one table-top sign provided by the exhibitor and ESSAE-provided signage and table linens (via Total Events). The table-top sign must be no larger than 11"x17" (portrait or landscape permitted). Exhibitors are prohibited from erecting backdrops, pull-up banners, or display panels that block the visibility of other vendors. Table linen overlays are not permitted at 48" High-Tops. High-Top tables (36” or 48”) are included in the registration. Exhibitors may elect to forgo included tables and arrange for other options within the allowed exhibitor footprint (36” = 6’ x 6’ footprint / 48” = 8’ x 8’ footprint). Exhibitors who prefer to customize, at their sole expense, should contact Total Events. All material used for decoration, i.e., paper, cardboard, cloth, etc., shall be a flame-retardant type. Safety and fire exits and equipment must be left accessible and in full view at all times. The show manager reserves the right to remove or have removed at the exhibitor’s expense any item(s) not meeting the show criteria. No exhibitor may sublet, assign or apportion any part of the space allotted, or represent, advertise or distribute literature for any other firm or individual without prior written request and approval by ESSAE. The exhibitor shall comply, at the exhibitor’s sole cost and expense, with all applicable national, state, city, municipal and other government regulations, including, but not limited to, fire and safety laws and with the applicable rules and regulations of the facility in which the Exhibition is held. SHOW DECORATOR: Samantha Williams, Event Support Specialist | Total Events, LLC | samw@totaleventsny.com | 518.383.8602 RESTRICTIONS:
RIGGING: All rigging arrangements and requests must be made through the Albany Capital Center. ACC exclusively works with the IATSE Union. For more information or a quote please reach out to the ACC event management team. FOOD, BEVERAGES & CONDUCT: 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. Conventions with exhibitors offering product samples may be an exception. Food and/or beverage samples will require approval by Albany Capital Center and MUST be prepackaged, wrapped, or sealed options adhering to the sample sizes listed below. Food and/or beverage samples may be offered if the product being sampled is served by the exhibiting company. A current health permit and/or NYSLA marketing permit MUST be on file with the catering office. Hired talent or model personnel will NOT be allowed at this year’s event. Lewd attire and behavior will NOT be tolerated. Sample sizes are as follows:
Exhibitors who plan to have samples at their booths must provide Mazzone Hospitality (onsite caterer) a full description of all items that will be sampled and must agree to the ounce limitations as listed above. Those exhibitors handing out alcoholic samples will need a copy of Mazzone Hospitality’s license to apply for the SLA permit, which will be submitted to Mazzone Hospitality for record keeping and liability purposes. Health permits for food must be sent to Mazzone Hospitality as well. EVENT CATERER: Jacquelyn Stallmer, Catering Sales Manager | Mazzone Hospitality | JacquelynS@MazzoneHospitality.com | 518.487.2167 POLICY ON SERVING ALCOHOL: Mazzone Hospitality is the caterer of record and carries the Liquor Liability for the ESSAE trade show. Due to NYS Liquor Authority regulations, any exhibitors who wish to serve an alcoholic beverage must:
ESSAE and Albany Capital Center reserve the right to prohibit alcoholic beverages if proper procedures for serving alcohol are not followed. FACILITY CONTACT: Caitlin McCormick, Event Coordinator | Albany Capital Center | caitlin.mccormick@albanycapitalcenter.com | 518.487.2026 FACILITY SERVICES: Electricity and exclusive internet must be ordered through Albany Capital Center using this form. (Complimentary public WiFi is available to all event attendees.) Exhibitors who do not order electric prior to the trade show will not have access to power. Facility services and guidelines will be provided to all registered exhibitors. All show décor (i.e. supplemental booth furniture, booth accessories, table linens, etc.) and A/V equipment are arranged through show decorator, Total Events. DISMANTLING OF EXHIBITS: Packing or dismantling of exhibits will be prohibited until after the official closing of the trade show floor hours (5:00 PM). If an exhibitor starts breaking down prior to the closing of the trade show floor, they will be subjected to a $250 penalty, payable to ESSAE. At the closing of the trade show, the official show decorator (Total Events) will begin collecting table drapes and other items (as necessary). If an exhibitor fails to remove the exhibit, removal will be arranged by ESSAE at the expense of the exhibitor. Exhibitors are responsible for packing their own materials at the end of the trade show and arranging for shipping. All exhibitors must be prepared to staff their booth until the closing of the trade show. FAILURE TO OCCUPY SPACE: Exhibitors are considered “no show” if a company does not check-in, occupy, and exhibit in the designated space by 10:00 AM Eastern on Thursday, June 12, 2025 and has not given ESSAE the required written notice of cancellation. ESSAE has the right to use the “no show” exhibit space in such a manner as it may deem in the Association’s best interest. Failure to occupy exhibit space does not relieve the exhibitor from their obligation to pay the full booth rental fee. Any space not occupied prior to the opening of the trade show floor shall be deemed forfeited by the exhibitor and no refund shall be paid. INSURANCE & SECURITY: Insurance of booth contents and personnel is recommended. ESSAE does not insure exhibitor property. The Albany Capital Center and ESSAE shall use reasonable care in providing security services during the hours of installation, the show and dismantling for the protection of the exhibitor’s materials and display. Beyond this, ESSAE, Albany Capital Center, their respective officers, directors, employees and/or agents shall not be responsible for the safety or protection of the property or of the exhibitor, its employees and agents from any cause. Exhibitors shall provide to ESSAE copies of all insurance and/ or policy riders which includes ESSAE as a coinsured. ESSAE is not responsible for lost or stolen items. LIABILITY / FORCE MAJEURE: By exhibiting, the exhibitor for and on behalf of itself, its employees, agents, and invitees, and each other, releases and waives any and all claims, demands or actions against the Empire State Society of Association Executives, Inc. and Albany Capital Center and their respective officers, directors, employees and agents resulting from any act or omission of exhibitor, its employees, agents and invitees. In addition, the exhibitor agrees to hold harmless and indemnify the Empire State Society of Association Executives, officers, directors, employees and agents, and each of them for any and all claims, demands or actions arising out of or as a result of any act or omission on the part of exhibitor, its officers, directors, employees, agents or invitees, and each of them as a result of its exhibit or otherwise related to the show. ADA COMPLIANCE: The Albany Capital Center is fully ADA compliant.
SMOKING: The Albany Capital Center is a non-smoking facility. Smoking is NOT allowed in the building at any time. Designated smoking areas are located outside the building. |
