We’re delighted you’ll be joining us as an exhibitor at New York State Facilities Managers’Annual Conference and Expo, October 5-8 in Saratoga Springs, NY.
Please read this material carefully and pay particular attention to all deadlines. Feel free to contact us at 518.465.0563 or sfmi@nyssfa.com should you have any questions.
Association Membership Required
Exhibiting at the Annual Conference and Expo is a membership benefit for our Business Partners.
If you have recently renewed your membership or joined our Association, we thank you for your support. If you have not renewed your membership or joined, please do so online.
Thank you for your commitment to our public schools and the facilities management profession.
Show Details
View the Expo map.
Important Links
- City Center Guidelines
- City Center Food Guidelines
- City Center Move-in/out Locations
- Internet Service Provider (The City Center offers free public-grade wireless internet service throughout the facility. Upgraded premium/dedicated internet service with greater bandwidth to exhibitor grade Wi-Fi or wired access is available at an additional fee)
Hilton Gallery, City Center Main Hall and Meeting Rooms 1 and 2 booths include:
- An 8-foot deep by 10-foot wide booth with 8-foot high back draping and 3-foot high side rail draping.
- A 7-inch by 44-inch ID sign with your company name as written on your booth contract.
- One vinyl draped and skirted 6-foot by 24-inch wide table, two folding chairs and a waste basket per booth.
- Complimentary registration for the first two representatives from your company who will be working in the booth (hotel accommodations and food functions not included).
- Registration includes badge, education sessions, Sunday’s Expo Grand Opening and Monday’s Grand Finale Reception on the show floor.
- A reduced registration rate of $85 for each additional exhibitor in excess of two – Add additional staff and meals HERE.
- A list of pre-registered attendees upon your request.
- Note: The City Center Main Hall is not carpeted. The Gallery and Meeting Room 1 are carpeted.
Our Expo is located in the Saratoga Hilton Gallery and the City Center Main Hall, Lobby and Meeting Rooms 1 and 2. A bar and food station will be featured in the Main Hall and Meeting Rooms 1 and 2.
Your booth display cannot extend beyond the confines of your booth space.
Drayage
Our official drayage company is Clifton Park Rental. You may process your order without your booth number.
Shipping and special set-up arrangements must be made directly with Clifton Park Rental. Do not ship your materials to the Saratoga Springs City Center. No deliveries will be accepted.
Download order forms and shipping labels.
Move-In
Sunday, October 5
8:00 am – 2:30 p.m.: Exhibitor move-in. Setup must be completed by 2:30 p.m. The Registration Desk in the Hilton lower lobby will be open to pick up registration materials.
Exhibitors may use the Saratoga Hilton, the City Center loading dock on Maple Avenue or the City Center entrances on Broadway or Ellsworth Jones Place. A limited number of City Center staff will be on hand to assist you. You are responsible for bringing any items to set up your booth, such as hooks, power strips, staplers, tape, etc.
Reminder: You must unload your materials quickly and move your vehicle due to space limitations.
Show Hours
Sunday, October 5
2:30 – 6:00 p.m. Expo Grand Opening
Monday, October 6
8:00 a.m.: Expo opens
9:30 a.m. – 11:00 a.m.: Refreshment Break
1:30 p.m. – 3:00 p.m.: Expo Grand Finale with Door Prizes (exclusive time)
Move-Out
Monday, October 6
3:00 p.m. – 9:00 p.m.: Tear-down times will be strictly enforced.
Move-out begins after the official announcement of the show closing at 3:00 p.m. on Monday, October 6. Under no circumstances can you dismantle your booth prior to show closing. Exhibitors that disregard show policies will jeopardize their booth participation at future shows.
The City Center loading dock, City Center Broadway entrance and Saratoga Hilton driveway is frequently blocked during move-out, please remove your vehicle from the loading area as soon as possible to minimize congestion.
EXHIBITOR REGISTRATION
Two exhibitor registrations are included in the booth fee, and include badges for show entry, education session admission, Sunday’s Expo Grand Opening reception and Monday’s Expo Grand Finale.
Booth Staff Registration (if you haven’t already done so).
An additional $85 per person fee is charged for additional representatives after your two complimentary registrants. Those registering onsite will be charges $100. Please arrange payment by contacting sfmi@nyssfa.com or 518.465.0563. Special arrangements can be made for your booth setup crew.Meal tickets are NOT included in exhibitor registration and must be purchased in advance.
BOOTH PAYMENT
Full payment is required by September 1. If payment is not received by the deadline, your booth space may be released.
CANCELLATION POLICY
Cancellations must be received in writing or via email by September 2. NO REFUNDS WILL BE ISSUED AFTER SEPTEMBER 2 for all charges. Unused meal tickets will not be refunded.
BOOTH LOCATION
Every effort has been made to honor location requests. Booths are assigned on a first-come, first-served basis right down to the minute registrations are received. Being a longtime exhibitor does not guarantee you will receive the booth you’ve “always” had.
SFMI reserves the right to modify the floor plan or reassign booths at any time. If it becomes necessary to reassign your booth number or location, we will make every effort to provide an alternate location of equal or greater value. You’ll be notified of the change as soon as possible.
ELECTRICAL
One standard electrical outlet is included with your booth. You are responsible for ordering additional voltage. Please bring power strips and extension cords if you require additional outlets.
INTERNET SERVICES/AUDIO-VISUAL
The City Center offers free public-grade wireless internet service throughout the facility. Upgraded premium/dedicated internet service with greater bandwidth to exhibitor grade Wi-Fi or wired access is available at an additional fee and must be ordered in advance with spa.NET. (More Information)
Audio visual equipment can be ordered through CMI at 518.226.0219.
FOOD GUIDELINES
Vendors must obtain advance approval from the City Center for the distribution and or sale of any food or beverages. For more information, contact Susan Baker at the City Center by phone at 518.584.0027 ext. 319 or by email at susanb@saratogaspringscitycenter.org.
No alcoholic beverages may be served or distributed by any vendor.
SECURITY
Security will be checking badges at the entrances during show hours. The City Center will be locked after Sunday’s show hours. You will be unable to enter the City Center at this time.
Exhibitors are responsible to secure their possessions. SFMI and the City Center assume no liability for lost or stolen property.
PRIZES!
Booth Passport & Expo Door Prize Drawings
A booth passport will be used by attendees to interact with exhibitors. They will have to get exhibitors from every aisle to sign it to make them eligible for Grand Door Prizes. These drawings will take place during Monday afternoon’s show hours. Conference attendees must be present to win.
Conference and Expo App
Our conference app will contain all the conference information and much more. Each exhibitor will be listed in the conference app. Sponsors only will have their logos next to their names. There is a lead-tracking component in the conference app; information will be sent on how to use it prior to the show.
Wheel of Prizes
Attendees will be invited to spin the wheel for a chance to win a prize in Meeting Room 1 during the conference. Exhibitors may donate a gift card to be placed on the wheel.
Driving Traffic with the Button Game!
The Association will produce two sets of 3 inch buttons and have matching numbers on them. At registration, one set of buttons will be handed to attendees and the other set to exhibit booth staff,with the request for everyone to wear or clearly display their button. The attendee must look for their number match amongst the exhibitors (attendees look for exhibitors, exhibitors can look for attendees too).
When someone finds their match, the attendee is take a SELFIE with the vendor and come to the prize desk to win $10 and enter their name for the grand prize drawings.
This is a significant driver of booth traffic and interaction between the groups, as well as being a conversation starter.
Individual Booth Prizes
Individual exhibitors may bring door prizes. Individual booth drawing winners will be announced on Monday afternoon before the Grand Prize Drawings. Exhibitors must provide the type of prize and the name of the winner to the SFMI Registration Desk prior by 2:30 pm on Monday.
SFMI/NYSSFA is not responsible for any unclaimed prizes. If an exhibitor wishes to ship any unclaimed prize they do so at their own expense.
