We’re delighted you’ll be joining us as an exhibitor at New York State Facilities Managers’ “Leadership and Empowerment" Annual Conference and Expo, October 3-4 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. All of this information can be accessed on our conference website.

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 here.

Thank you for your commitment to our public schools and the facilities management profession. 

Hotel Accommodations      
Accommodations are available on a first-come, first-served basis.     

  • Embassy Suites, 86 Congress Street, $164 per night plus tax, reserve online. Deadline is September 10.
  • Courtyard by Marriott, 11 Excelsior Avenue, reserve online. Deadline is September 10.
  • Hampton Inn & Suites, 25 Lake Avenue, reserve online, group code: SFM. Deadline is September 10.  


View the Expo map here.

Important Links

Hilton Gallery, City Center Main Hall and Meeting Room 1 booth includes: 

  • 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 five 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 five. 
  • 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 Room 1. A bar and food station will be featured in the Main Hall and Meeting Room 1. 

Your booth display cannot extend beyond the confines of your booth space. 

Our official drayage company is Clifton Park Rental. You may process your order without your booth number. Booth assignments have already been made and confirmed. If you do not know your booth assignment, please email sfmi@nyssfa.com.

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 here.

Important Dates
September 3:
Advance shipments may begin arriving at warehouse
September 22:
Last day for advance pricing on furniture orders
September 24:
Last day for advance shipments to arrive at warehouse
October 4:
Clifton Park Rental dismantles show at 3 p.m.
October 5:
Carriers may begin arriving at warehouse to retrieve exhibits

Sunday, October 3
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 3 
2:30 - 5:00 p.m. Expo Grand Opening 

Monday, October 4

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)

Monday, October 4
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 4. 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.

Five 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.

You can register your representatives here (if you haven’t already done so).

An additional $85 per person fee is charged for additional representatives after your five complimentary registrants. 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. 

Full payment is required by September 3. If payment is not received by the deadline, your booth space may be released. 

Cancellations must be received in writing or via email by September 10. NO REFUNDS WILL BE ISSUED AFTER SEPTEMBER 10 for all charges. Unused meal tickets will not be refunded.

Every effort has been made to honor location requests. 

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.

One standard electrical outlet is included with your booth. You are responsible for ordering additional voltage (details TBD.) Please bring power strips and extension cords if you require additional outlets.

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. Click here for information.

Audio visual equipment can be ordered through CMI at 518.226.0219. 

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 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 responsibility to secure his or her possessions. SFMI and the City Center assume no liability for lost or stolen property.

The golf tournament is scheduled for Saturday, October 2 at the Saratoga Lake Golf Club, Saratoga Springs NY. Come see the new clubhouse! Registration begins at 9:30am. Tee-off time is 10:00 am.  NOTE NEW START TIME

Foursomes and sponsorship opportunities are available for your company to support the scholarship fund. Click here for more information or download the registration form.

The Conference Planning Committee will be awarding a complimentary booth for the 2022 conference to one exhibitor that decorates their booth along the "Leadership and Empowerment" theme. Decorate your booth or have your representatives dress in appropriate themed attire to be eligible to win a free booth!

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.

Leadership & Empowerment Conference and Expo App
Our conference app will contain all the conference information and much more. More information to follow.

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. 

Get Caught Doing Business with Vendors!
Association leaders will be roaming the expo floor, encouraging attendees to visit booths by running our "Caught Doing Business!" program. When attendees "get caught" actively learning about your product or service, they receive a sticker and a gift card.

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.