NYSAIS Sponsorship Program

2025 Conference & Showcase Calendar

Initially, invitations to complete an interest form are emailed to our sponsorship list in November for the following year’s conference season. Invoices for the corresponding fees are emailed in December and are due in January. After the invoice is paid, additional registration paperwork will be emailed. Registrations are confirmed only after all three steps (interest form, payment, registration paperwork) have been completed.

Please note that due to a limited capacity for showcase tables, we anticipate that the demand for tables will exceed availability at some of our conferences. In those cases, those who cannot be accommodated will be placed on a waitlist for that showcase.

If you are interested in sponsorship and did not receive an invitation during the initial round, it may not be too late. Please complete this interest form, and you will be contacted by one of our staff members. If you wish to be added to our sponsorship mailing list, please use this link to provide your contact information.

2025 Conference Sponsorship registration timeline is as follows:

Tuesday, November 26, 2024 – Invitations emailed

Tuesday, December 10, 2024, Initial round deadline for interest forms

Monday, December 16, 2024, Sponsorship invoices emailed

Thursday, December 19, 2024, Waitlist is notified

Friday, January 10, 2025, Deadline for payment (spot may be released to waitlist)

All NYSAIS Conferences will be held at Mohonk Mountain House in New Paltz, NY. Mohonk is a private resort and your registration for any event must be accompanied by a reservation at Mohonk in order to gain access to the grounds. Mohonk allows for several reservation options. Complete your reservation with Mohonk by calling 800-772-6646 or by reserving online at www.mohonk.com.

All Mohonk reservations and payment for such are the responsibility of the sponsor or exhibitor. NYSAIS has negotiated a special rate with Mohonk for a limited number of rooms. Those rooms are given to school attendees first. Rooms remaining in the block 30 days before the conference will be released on a first-come, first-served basis to sponsors and exhibitors who already hold a room reservation at Mohonk.

Each showcase exhibitor will be provided with one table, six feet long by three feet wide, draped with a white cloth. Due to the unlikely possibility table sizes may change, we do not recommend fitted tablecloths. Table location will be finalized on the night of the showcase based on the number of tables and various industries represented. The maximum exhibitor capacity is 28 tables and the maximum number of representatives for each exhibitor is 2.

Dinner with conference attendees directly follows the showcase event and all exhibitors with dinner reservations are invited to join the attendees. However, your exhibit must be packed away (brought to your room, your car, are packed for mailing) before you can depart for dinner. For this reason, we recommend that you keep your setup simple to allow for expedient breakdown.

After January 1, 2025, sponsorships are non-refundable. However, changes to your conference preference may be made based on availability. Exhibitors may cancel their registration up to two weeks prior to the start of the conference. Please reach out to here if you need to cancel your registration.

A waitlist for showcase tables is created when demand exceeds the number of tables available. Preference is given to sponsors (starting with Platinum), followed by exhibitors. Other factors, such as when the interest form was completed and the type of industry, are also taken into consideration. When a table is released to a company on the waitlist, payment is expected within 10 days. That window may be shortened at the discretion of NYSAIS. If a payment is not received by the due date, that table will be released to the next company on the waitlist.

The NYSAIS Sponsorship Protocols can be found here.

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