Trade Show - Exhibitor Information

In-Person Events Update

To the ESSAE Members & Community: Though the Coronavirus crisis has made for unsettling times, each day we learn more and create plans to move forward. Like you, we’re following advice and guidelines from our partners at ASAE, the CDC, and the New York governor’s office surrounding precautionary measures. The health and wellbeing of our staff, attendees, partners, and community comes first, which is why, as of April 3, 2020, we’ve decided to postpone all upcoming in-person events until further notice. Additionally, as you may already know, ESSAE staff is working remotely with the full capabilities of serving our members. [MORE]

Annual Conference and Trade Show – will be rescheduled
We’re working with our event partners to reschedule this event for mid-fall/early winter. Current exhibitors and sponsors will automatically be credited for any funds paid, and if refunds are needed, we will certainly accommodate those requests. We appreciate your patience as we work out the details. Please wait to make any adjustments to your booth registration until we have confirmed and announced the new date in the next few weeks. Existing reservations at the host hotel (Saratoga Hilton) will be automatically cancelled, and no fees will be owed on these rooms.

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Decorator Kit | Parking Map | Building & Moving In

Exhibitor Guidelines | Exhibitor Guidelines - F&B | Telecom & Internet Order Form 


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.

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.


  • Exclusive, non-competing exhibit hours
  • Ability for conference attendees to schedule one-on-one appointments with you
  • Online exhibitor registration and real time floor map
  • Ability to access and edit online exhibitor profile, upload promo videos and include products & services list—all showcased on the official conference app
  • 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
  • 2020 “I’m Exhibiting” image/logo to use on your website, email signature, or with any social media marketing
  • Pre- and post-show attendee lists; emails not included unless attendees opt-in
  • Standard 8’ D x 10’ W 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 afternoon
  • Complimentary conference registration for one (1) company representative. **Additional registrations at a discounted rate may be purchased; however, there is a limit of three (3) representatives per standard booth. Additional representatives will need to register separately for the full day pass under their own profile using an Exhibitor Education Registration Form (coming soon!) and indicate their participation at your booth.

*Subject to print deadlines
**Lunch not included


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 key to success at any trade show is early and often pre-show promotion of your company’s participation. How else will your clients and prospects know where to find you? Pre-show promotion is easy because we provide an attendee mailing list free of charge - available to contracted ESSAE Annual Conference & Trade Show exhibitors only. Use our hashtag (#ESSAEAnnual) and share event details on ALL your social media outlets. Invite clients and colleagues to the show via Facebook and LinkedIn! Share the #ESSAEAnnual Facebook event!

Consider partnership! Build Booth Traffic and obtain more qualified leads for maximum ROI with options that drive attendees to your booth! Increase Brand Awareness with strategic logo and brand placement options inside the printed program, on the floor with carpet clings, or wearable options, such as the lunch wristbands! Network with Association Professionals by supporting meals, receptions, and coffee breaks!


The conference hashtag is #ESSAEAnnual
Twitter: @EmpireStateSAE
Instagram: @EmpireStateSAE


Major prizes will be given away during the tradeshow. These prizes are separate from any prize/raffles that are given privately from your booth. Winners will be randomly selected from a drawing of association and meeting professional business cards collected at the designated ESSAE booth on the trade show floor. ESSAE will make every effort to ensure, but cannot guarantee, that all winners are qualified buyers of your goods and/or services. All prize contributors MUST be exhibitor companies. Prizes must NOT have extensive blackout dates. Please note that ONLY prizes meeting the minimum values are printed in the onsite program and eligible to be announced through push notifications using the event mobile app.  

Attendees must be present to win any prizes with a retail value of $800 or more. ESSAE will only publish Major Prizes that are submitted in writing by April 1, 2020. Winner will collect their prize(s) from the donating exhibitor’s booth. Be sure to include the prize description, restrictions, blackout dates, and the price value. 

Major (min. value $800) 
Grand (min. value $1,200)
Ultimate (min. value $1,500)


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!