Annual Meeting Exhibiting Details

May 15-17, 2024 | Sagamore Hotel, Bolton Landing

• COST

  $1,500 SOLD OUT

  If you are a NYCOM Network tier member, please refer to your NYCOM Network benefits.

• DEADLINE

  Monday, April 22, 2024

• BENEFITS

  • An opportunity to partner with the New York State Conference of Mayors and Municipal Officials (NYCOM) and our member cities and villages.
  • Exhibitor acknowledgment in the Conference Program featuring your company logo, category and contact information.
  • Exhibit space includes a 6 ft exhibit booth, backside draping, one skirted table, two chairs, and one wastebasket.
  • All Royal and Golden NYCOM Network patrons and conference sponsors will receive a premium booth location.
  • Two conference registrations for employees of your company which include attendance at the conference, plenary sessions, Thursday's lunch and President's cocktail reception, and all breaks.
  • A $200 reduced registration fee per additional employee (beyond the two included registrations).
  • Interaction with attendees during Thursday's lunch and President's reception.
  • Networking coffee break opportunities in the exhibit area to communicate face-to-face with city and village decision-makers.
  • Company recognition on conference signage.
  • A ribbon on your name badge identifying your participation level.
  • Inclusion in the NYCOM Passport Contest to promote traffic to exhibit area (see details below).
  • Inclusion in the online product and services guide on the NYCOM website for one year.
  • Receive a listing of all attendees and their contact information prior to the event.
  

• EXHIBITOR CONTEST

  Attendees will be collecting color-coded stickers for their passport book when visiting your booth. Winners will be randomly drawn late Thursday afternoon and announced at the Banquet Thursday evening. 

  * Exhibitors are welcome to host their own prize drawing at their exhibit booth, but must be responsible for contacting the winner and distributing any winning gifts. 

• PROGRAM ADVERTISING

  Color: $400
  Program Ad Size: 4.25" x 7.75" (must be a pdf or high-resolution jpeg file)

• HOURS

  SET-UP AND BREAKDOWN HOURS
  Set-Up:  Wednesday, May 15th after 1:00 p.m. All exhibits must be set up by 3:00 p.m.
  Breakdown:  Friday, May 17th after 10:30 a.m. All exhibits must be removed by 12:00 p.m.

  Any additional exhibit requirements can be fulfilled by contacting Total Events, 4021 State Street, Schenectady, NY 12304; Ph: (518) 383-8602.

  EXHIBIT HOURS*
  Wednesday, May 15th: 3:00 p.m. - 6:00 p.m. | break: 3:30 p.m. 
  Thursday, May 16th: 8:30 a.m. - 12:30 p.m. and 1:30 p.m. - 4:30 p.m. | breaks: 10:45 a.m. and 3:15 p.m. | lunch: 12:30-1:30 p.m. | President's reception: 5:45-6:45 p.m.
  Friday, May 17th: 8:30 a.m. - 10:30 a.m. | break: 9:30 a.m.

  * Exhibit hours are subject to change

• CANCELLATION and REFUND POLICY

  All exhibitor and sponsorship payments must be received BY May 1, 2024, or your booth/sponsorship will be forfeited. For any cancellations after May 1st, your company will be charged a $250 processing fee.  For cancellations after May 10th or no-shows, there will be NO refunds for your exhibitor, sponsorship or advertising registration.

• MEALS

  The NYCOM room block at the Sagamore Hotel includes breakfast only. Thursday's lunch and President's reception is included with your exhibitor registration fee (up to two per company).  Additional meals can be purchased online when you register. There will be a 15% surcharge for onsite meal purchases. 

• BOOTH POLICY

  Only one company per exhibit booth is allowed. Sharing of your exhibit space with a representative of another company is strictly prohibited, including consultants employed by another company. Sharing your exhibit space with another company will result in a second exhibit fee.