NYSAIS Sponsorship Conference Protocols

NYSAIS thanks all sponsors and exhibitors for supporting our professional learning programming. Sponsors and exhibitors are invited to participate in our events with a spirit of curiosity, friendliness, open-mindedness, inclusivity, and respect. The following protocols convey our expectations.

General Conference Protocols

• All sponsor and exhibitor representatives must agree to follow the NYSAIS General Code of Conduct as well as these conference protocols.
  
• Sponsors and exhibitors will be provided with a list of conference attendees who have opted to share this information.
  
• Use of the NYSAIS logo in any form is prohibited without prior written approval.
  
• Sponsors and exhibitors must check in with NYSAIS staff at the registration table on the day of the event to receive name badges, schedules, and any additional conference information. Name tags must be worn in all public areas during the conference.
  
• Gold and Platinum sponsors may place promotional materials at the registration table for their selected conference. Materials will be presented as space allows.
  
• Platinum Sponsors with name badges are welcome to attend keynote conference sessions. These sessions are designed as educational opportunities for registered members and are not sales opportunities. Sponsors may not participate in breakout sessions or affinity spaces.
  
• All Sponsors and Exhibitors must be either registered overnight guests or registered day guests at conferences held at the Mohonk Mountain House. It is the responsibility of sponsors and exhibitors to secure and pay for these arrangements directly with the hotel.
  

Showcase Protocols

• Exhibitors are limited to two (2) personnel per company per purchased table. These two representatives are invited to share dinner with attendees following the conference showcase. Spouses and/or other guests are counted in this limit and may not attend the showcase or dinner above the two-person limit.
  
• Any raffle items may not exceed $200 in market total value.
  
• Showcase displays must work with the 3’x6′ table provided. In doing so, it is expected that displays will not encroach on visibility, mobility, safety, or the space of other exhibitors. NYSAIS reserves the right to disallow any displays which do not meet these expectations.
  
• Exhibitors are responsible for all tools and supplies needed for showcase table setup, which may include but are not limited to scissors, tape, raffle baskets, paper forms, etc.
  
• Exhibitors must dismantle and clear all table items and trash after the Showcase and before attending dinner. Equipment and materials must be stored in company vehicles, representative hotel rooms, or packed away for delivery by pre-arrangement with Mohonk Mountain House (including all pre-printed and paid labels).
  
• Care is given to table placement and exhibitors agree to abide by NYSAIS staff decisions, which are final.