Sponsors FAQs

• Where are the sponsorship showcases held?

  All showcases will be held at Mohonk Mountain House, New Paltz, NY

   

   

  Address

  Mohonk Mountain House
  1000 Mountain Rest Rd
  New Paltz, NY 12561

  Directions

• Can we attend any sessions while at a conference?

  On the day of the showcase, sponsors and exhibitors are invited to participate in the showcase/cocktail hour and dinner following the showcase with the conference attendees. No other portion of the conference is open to sponsors and exhibitors with the exception of platinum sponsors who may attend keynote sessions, meals, cocktails, and evening events for the duration of the conference.

• What is the typical schedule for a showcase?

  Scheduling may vary, but generally, the schedule runs as follows:

  • 5:00 pm – Exhibitors enter the showcase room to set up
  • 6:30 pm – Cocktails begin in the showcase room
  • 7:30 pm – Dinner begins. Representatives and attendees will eat together. Please remove/pack all materials before going to dinner. You may return them to your room or pack your car before dinner.
• What can we expect for our table?

  Each company will be provided with one six-foot long, white cloth-draped table during  Showcases, with the exception of the Heads of School Annual Conference. We do our very best to have a good mix of different kinds of sponsors and exhibitors targeted to the conference audience.

  Sample Table

  

  We recommend that you keep your setup simple, as you will need to take it down prior to dinner. We also recommend that you do NOT use fitted tablecloths, as some tables have slightly different dimensions.

  Table Placement

  Tables/floorplans will be finalized on the night of the showcase and there will always be someone on hand to direct you to your table. The room is limited to 28 - 6′ by 3′ tables. Every table space has its benefits and a good flow of traffic.

• Will there be access to power and/or electronics?

  If your showcase table needs electricity, please let us know during registration so that we can place your table near an outlet. Additionally, Mohonk has monitor/tv screen rentals (call Mohonk directly for rentals – 845-255-1000). Please also be sure to bring extension cords, outlet strips, and gaffer tape.

• How can we submit names for our required name badges?

  About two weeks to 10 days prior to the showcase, be on the lookout for a “Housekeeping” email from NYSAIS. This email will provide you with details of the event and will request your name badge information for up to two representatives per company.

• How many representatives can we bring?

  Two representatives are permitted per conference.

• What are the hotel accommodations available to us?

  Mohonk Mountain House is a private resort, and all attendees are required to have a paid reservation in order to be permitted past the gate. This paid reservation can be an overnight accommodation or a day guest reservation. A paid dinner reservation or overnight accommodation is required for the evening of the showcase to attend dinner with conference attendees.

  Meal and room reservations are made directly with Mohonk by calling 800-772-6646 or reserving online. Those with overnight accommodation may be entitled to the NYSAIS room block rate based on availability. Thirty days prior to the event, available rooms are released to sponsors and exhibitors already holding overnight accommodation on a first-come, first-served basis.

  Alternative Hotels

  Below are a few hotel options in New Paltz should you wish an alternate location. Please remember that a minimum of a meal reservation at Mohonk is still required.

  • Hampton Inn
  • Americas Best Value Inn
  • Rodeway Inn
• Will we get access to an attendee list?

  Sponsors and exhibitors will be provided with a list of conference attendees who have opted to share this information.

• Will there be a showcase at the Annual Conference for Heads of School?

  No. There is not an exhibitor showcase at the Annual Conference for Heads of School

• Can we mail materials ahead of time?

  Yes. Please mail your materials to Mohonk using the following template. Inserting the correct company and conference name will help us to make sure your packages arrive at the showcase floor in time. We ask that no materials arrive at Mohonk earlier than one week prior to the conference.

   

  Mohonk Mountain House
  C/O [Your Company Name]
  NYSAIS [Conference Showcase Name]
  1000 Mountain Rest Rd
  New Paltz, NY 12561

• Will there be WiFi available?

  Wifi is free at Mohonk. Please ask for the network name and password at Guest Services when you arrive.

• Are there speaking roles available?

  Speakers at our conferences are chosen by committees of volunteers and are not directly connected with sponsorship

• Any other logistics we should be aware of?

  Showcase exhibitors often wish to raffle off items by collecting contact information during the showcase. We offer time for this fun activity by drawing names and awarding prizes during dinner after the showcase. If you wish to participate, please be sure to bring a container and notepads to collect contact information and bring the container with you to dinner for the drawing.

  Mohonk Mountain House has a US post office on the premises, which can accept your packaged materials for mailing. Please call the Mohonk front desk for details.