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NAEP UPSTATE NY - SUPPLIER EXHIBIT
CAPITALIZE YOUR PROCUREMENT DOLLARS!
Wednesday, October 8, 2014, 2:45-5:45 p.m.
Albany Marriott on Wolf Road
About the Conference
Welcome to the 2014 NAEP Upstate NY Fall Conference, Supplier Exhibit. This year’s event is an exciting
opportunity to meet with Higher Educational Procurement Professionals from all across the great state of New York.
Over 100 Procurement professionals from private and public colleges and universities located across the state will be
the target audience of this event. The 2014 Supplier Exhibit is expected to be a highly attended event with many new
attendees. The NAEP Upstate NY event is the main event for suppliers and attendees to meet and discuss mutually
rewarding opportunities. Be sure to register for your exhibit space today, this is an event you do not want to miss!
Hotel Accommodations
The conference will be held at the Albany Marriott on Wolf Road in the heart of the Capital Region, Albany, New
York. As a participating exhibitor you can register for rooms at the conference rate of $104 plus applicable taxes and
service charge. You must make hotel reservations by 12:00 a.m., September 21, 2014, to secure the conference rate. To
reserve your accommodations contact Albany Marriott reservations at (800) 228-9290 or (518) 458-8444.
All reservations must be accompanied by a first night room deposit or guaranteed with a major credit card. The hotel
will not hold any reservations unless secured.
Exhibit Space
The 2014 NAEP Upstate NY Supplier Exhibit will be held at the Albany Marriott on Wednesday, October 8, 2014,
from 2:45-5:45 pm. The standard 8x8’ booth will consist of one (1) 8’ draped and skirted table, two (2) folding chairs, a
7x40” one‐line identification sign indicating exhibitors name and a regular desk sized wastepaper basket.
High Speed Internet and Electrical Requirements
Albany Marriott offers a number of services to suppliers registered for this event. Services such as High Speed Internet
and Electrical requirements are an additional charge coordinated directly through the hotel. For more information and
ordering use the VENDOR REQUEST FORM located on page 7 of this package.
Space Assignment
Assignment of booth space is based upon the receipt of your paid registration and/or sponsorship level payment.
Upon notification of booth payment, exhibitors will receive a diagram of the exhibit space. Exhibitors may select a
primary and secondary booth number. All attempts will be made to accommodate booth assignments. Final booth
space assignments are made by the Upstate NY committee. Every attempt will be made to ensure that competing
businesses are not placed adjacent to one another. Space assignment will be provided on a first come, first served basis.
Booth assignments shall be made to one (1) exhibitor per booth. Sharing of booths with other exhibitors and/or
suppliers is not permitted.
Set up and Tear Down
Exhibitors may register and begin setting up starting at 11:00 a.m., Wednesday, October 8, 2014. Exhibitors must be
completely set-up no later than 2:00 p.m. The official exhibit hours are 2:45 p.m. to 5:45 p.m. Booth tear down may
not begin until the show officially closes at 5:45 p.m. and must be completed by 6:00 p.m.
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Exhibitor & Sponsorship Opportunities
Basic Exhibitor Booth Package: $595
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Booth Space (8x8’) including pipe and drape
Booth Space assigned by Upstate NY on first come/first honored basis.
Entrance for two (2) representatives to the Exhibit hall. Standard Booth Sign
Name and contact listing in the program. The program is given to each attendee and contains Regional
information, attendee and conference information, a map of the exhibit, major sponsor advertising, and a list of
all suppliers.
Sponsorship Opportunities
Sponsorship is an excellent opportunity to market your business with little effort and reap the benefits of
additional exposure to attendees. Sponsors at ANY level will enjoy increased visibility to the regional
membership, recognition as a sponsor on their booth, recognition as a sponsor in program guide and recognition at
the Wednesday, October 8th luncheon. Additional benefits are also available for platinum, gold and silver
sponsors! Sponsorship opportunities are available on a first come/first honored basis.
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Includes items listed under Booth Package and Booth Space is strategically located
Two (2) dinner tickets for Wednesday night dinner event
Prominent location of booth.
One (1) page of marketing material in one (1) breakout session
Prominent recognition as Platinum Sponsor on signage in Lobby
Prominent recognition as Platinum Sponsor in attendee booklet, sponsor choice: 1. INSIDE FRONT
COVER 2. MID PROGRAM, 3. INSIDE BACK COVER, OR 4. BACK COVER
One page of marketing material in attendee bags
Prominent recognition as Platinum Sponsor and link on Regional Website
Gold Sponsor: $2,000
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Includes items listed under Booth Package and Booth Space is strategically located
Acknowledgement as a Gold Sponsor on signage in Lobby
Acknowledgement as Gold Sponsor in attendee program
Half page ad in the Sponsor section of the program
One page of marketing material in attendee bags
Prominent recognition as Gold Sponsor and link on Regional Website
Silver Sponsor: $1000
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Includes items listed under Booth Package and Booth Space is strategically located
Acknowledgement as a Silver Sponsor on signage in Lobby
Acknowledgement as Silver Sponsor in attendee program
Quarter page ad in the Silver Sponsor section of the program
Recognition as a Silver Sponsor and link on Regional Website
In-Kind Sponsor AND “Create Your Own” Sponsor
Have a product or service such as printing, audio visual, other? Contact us to trade sponsorship level for in-kind
services. Have an idea for a sponsorship that will work for your company? Contact us to discuss your idea for
sponsorship and to determine sponsorship level.
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Host Event/Dinner Reservations
Our Host Event Dinner and Entertainment has become a highlight for our exhibitors. If your schedule permits, please
plan to join us for dinner and pleasant conversation among colleagues and attendees. The cost of the dinner is $45.00
per person and reservations must be made prior to September 2, 2014. Dinner will be at 6:45pm on Oct. 8th. This
year’s theme is “Capitalize Your Purchasing Dollars.”
Exhibit Table Raffles/Prizes
Suppliers are encouraged to have prizes to promote their businesses. Raffle prizes/giveaways are not required.
BINGO is making a return for 2014!
Watch your email for further details.
Exhibitors are responsible to:
 Securely display your prize at your table
 Provide a container to collect attendee business cards
 Distribute the prize
NAEP Upstate will:
 Draw all winning entries from the business cards received by the exhibitor
 Announce winner(s) names. NOTE: Winner(s) must be present to win
Donate to the 2014 Raffle...An additional opportunity to promote your business
To help make our Fall Conference Basket Raffle a super success, we need your help! Whether you attend the Fall
Conference or not, this is your chance to get involved to raise money for TWO great causes. The basket raffle will be
raising funds to help the Backpack Program and the Sons & Daughters Scholarship. The Backpack program helps
alleviate child hunger.
Here’s how it works. You – our suppliers, donate items to raffle off on October 8th, 2014. Large or small, all donations
are greatly appreciated. Email Terri Locher at [email protected] with any questions you may have, items you
will be donating, and drop off preference. Terri will coordinate your donation. Thank you in advance for considering
our request.
Please notify the Supplier Exhibit Manager, Maria Williams or Donna Sturdevant, if you have questions regarding event
raffles.
Payment
Booth Package:
Full Booth Package payment must be made prior to the deadline date. Registrations must be made via on-line
registration using credit card payment or check. Payment made by check must be mailed to the address listed on the
on-line registration page. Payments made by check must be received by the deadline indicated. Booth selection options
will be sent by email within five (5) days of receipt of payment.
Additional Representatives:
Due to limited space in the exhibit space, supplier representatives are limited to up to two (2) representatives per booth.
Important Notice:
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Exhibitors must register no later than September 2, 2014 to ensure inclusion in conference program materials
Sponsorship payments must be received prior to confirmation of space assignment
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Additional Details
Exhibitors must read the attached Rules and Regulations for the NAEP Upstate NY Supplier Exhibit. Upon
registration, you agree to the Rules and Regulations set forth and become a binding agreement between you and your
company with NAEP Upstate NY. NAEP Upstate NY reserves the right to modify rules at any time without prior
notice.
Register Online Today
Pre-registration is required for this event. Exhibitors are to register by accessing the following link.
http://bit.ly/1jVoUv4.
Contact Information
For additional information or inquires contact:
Maria Williams, 2nd VP
RPI
[email protected]
Donna Sturdevant
Alfred University
[email protected]
P: 607-871-2698
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Rules and Regulations for NAEP Upstate NY Supplier Exhibit
The planned layout of floor space and booth configurations for the 2014 NAEP Upstate NY Supplier Exhibit is as
accurate as possible at this date. Changes and modifications may be necessary for reasons of safety, fire prevention, or
program changes. When space changes or modifications occur, exhibitors will receive equitable adjustments as
determined by NAEP Upstate NY. Neither NAEP, NAEP Upstate NY, the Hotel or any officers or staff of the above,
shall be responsible for loss or damage to property of exhibitors from thefts, strikes, damage by fire, water, storm,
vandalism or other causes. The organizations will take reasonable precautions to protect exhibitors from such loss and
damage. The exhibitor assumes the entire responsibility and liability for losses damages and claims arising out of injury
or damages to displays, equipment and other property brought upon the premises of the Hotel. The exhibitor shall
indemnify, defend and hold harmless the NAEP and NAEP Upstate NY Officials and any of its officers and or staff
members, the Hotel , plus any affiliated companies, agents, servants and employees from any and all such losses,
damages and claims. Neither NAEP, NAEP Upstate NY nor the Hotel shall provide insurance coverage for loss or
damage from such causes, and it is thus expected that exhibitors will provide their own floater insurance as needed.
Sell Outs
It is possible that the number of requests for booth space will exceed available space. If space runs out and you have
submitted a payment, you can be put on a waiting list or your monies can be returned. You will be contacted for your
decision prior to the Conference. Exhibitors are encouraged to register early.
Failure to Occupy Space
Any exhibitor not set-up or registered by 2:00 p.m. on Wednesday, October 8, 2014, shall be considered a no-show
cancellation unless the exhibitor has made previous arrangements with the NAEP Upstate NY 2nd VP/Supplier Exhibit
Manager, Maria Williams.
Event Cancellation
Registrant requests for refunds must be submitted in writing to NAEP coordinator, Lois Sarfo-Mensah (email address:
[email protected]). Cancellations postmarked or received on or before July 7, 2014, are entitled to a 50% refund minus
a $150 processing fee per registrant. No refunds will be granted for cancellations made after July 7, 2014.
CONFERENCE NO SHOWS are liable for the full amount due. Substitutions are accepted. You will need to obtain
the registration confirmation number for the person whose registration you will be using.
Services provided by Hotel
Albany Marriott offers a number of services to our vendors. Should you require High Speed Internet or Electrical
services, use the VENDOR REQUEST FORM located on page 6 of this package.
Exhibit Materials
Think Green and be innovative! Suppliers are requested to provide information sustainably, keeping paper documents
to the minimum. Consider inexpensive thumb drives or DVDs to send information home with conference attendees.
Shipping and Receiving of Exhibit Materials by Hotel
The Hotel has limited storage space for display materials so be mindful in planning your exhibit space. Exhibitor
shipping materials for the Vendor Exhibit must adhere to the SHIPPING and RECEIVING requirements noted in the
VENDOR REQUEST FORM included in this package. Vendors must check in at the front desk of the Hotel to
request assistance in moving any boxes to the exhibit space.
Fire Prevention
All booth decorations must be flame proofed and all hangings must clear the floor. Electrical wiring must conform to
National Electrical Code Safety Rules. If inspection indicates that any exhibitor has neglected to comply with these
regulations, or otherwise creates a fire hazard, the right is reserved to demand removal of all or such part of their
exhibit as may be nonconforming or hazardous. The exhibitor is charged with the knowledge of all local laws,
ordinances and regulations pertaining to health, fire prevention and public safety while participating in this show.
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Compliance with such laws is mandatory of all exhibitors and the sole responsibility is that of the exhibitor. Ceilings
over exhibits are not permitted if the exhibit is below a building sprinkler device. Any exhibit which proposes to
incorporate a ceiling or cover must be submitted to NAEP, NAEP Upstate NY Region, and the Hotel for prior
approval by fire prevention authorities.
Exhibitor shall be liable to the Hotel for all damage caused by the exhibitor and shall hold harmless and indemnify the
Hotel management for any damage caused to them by exhibitor.
Use of Space
All demonstrations or other promotional activities must be confined to the limits of the exhibit booth. No exhibitor
shall assign, sublet or share the space with another exhibitor. allotted without the knowledge and written consent of the
NAEP Upstate NY Region. Exhibitors must show only goods manufactured or dealt in by them in the regular course
of business. Exhibitors producing sound must do so at a volume not objectionable to neighboring exhibitors. Displays
may not exceed 13 feet in height. Any variances must be pre-approved by the NAEP Upstate NY Region Planning
Committee and the Hotel. Exhibits must not be objectionable to adjacent exhibitors.
Distribution of circulars, promotional materials and solicitation of business must be confined to the
exhibitor’s assigned booth.
The exhibitor is charged with the knowledge of national, state and local legal restrictions on any merchandising,
advertising or promotional scheme which involves attracting visitors to an exhibitor’s location by an inducement, which
may be construed as an illegal lottery.
NAEP Upstate NY reserves the right to prohibit and/or evict exhibitors whose presentation is in any manner deemed
by them to be offensive to conference attendees by reason of bad taste, questionable morals or controversial content. In
event of such prohibition or eviction, NAEP Upstate NY shall not be liable to exhibitor for refunds of exhibit fees.
Unusual Displays
Whenever an exhibitor plans to utilize or construct displays that will be unusual, outsized or designed in a manner
which will require special booth hookup, installation or other advance technical assistance, such proposed plans must be
submitted to NAEP Upstate NY and the Hotel at the earliest practical time after this contract is executed, in no case
less than 30 days before the conference. NAEP Upstate NY and the hotel may deny such proposals; in any event,
approval thereof may be obtained only by such advance submission and review.
Sole Authority
NAEP Upstate NY shall have sole authority to interpret and enforce all rules in the best interests of its members and
exhibitors. Acceptance of fees does not imply an endorsement by NAEP Upstate NY of any product or service.
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189 Wolf Road, Albany, NY 12205 (518) 458-8444
VENDOR REQUEST FORM
The Albany Marriott is pleased to host your upcoming event. We offer a number of services to enhance your exhibit area. If you are interested
in ordering any of the following items, please fill out the information below, provide us with a credit card number and we will reserve the items
for you.
High Speed Internet Line
(Select One) Wired or Wireless
$50.00 per connection per day plus 22%
event technology fee and 8% sales tax
110 Volt Electrical Outlet with
Power Cords
$25.00 each per day plus 22% event technology
fee and 8% sales tax
32” Flat Screen Monitor
$95.00 each per day plus event technology
fee and 8% sales tax
SHIPPING and RECEIVING
Small packages for meetings may be delivered to the Hotel no more than five days prior to the program due to minimal amount of storage
space. Packages should be marked “Hold for Arrival” and list the group name and date of the program clearly on all labels. If boxes are
shipped prior to one week, a $5.00 storage fee per day per package will be added to your final bill. The return shipment of all packages/boxes
is the responsibility of the group. Any packages/boxes left at the Hotel for more than 5 days, will be discarded.
SECURITY
The Hotel will not assume any responsibility for damages or loss to any merchandise or articles left or sent into the Hotel prior to, during, or
following your banquet or meeting. Arrangements may be made in advance for security of exhibits, merchandise or articles set up for display
prior to or during the planned event.
TO ORDER EQUIPMENT, PLEASE FILL OUT THE FOLLOWING AND FAX TO 518-482-7809.
NAME OF ORGANIZATION: ______________________________________________________________
NAME OF THE CONFERENCE/DATES: _______________________________________________________
CONTACT NAME: ___________________________________EMAIL ADDRESS: _____________________
ITEMS REQUESTED: _________________________________DATES REQUESTED: ___________________
Name as it appears on the credit card:
Card type:
Account type:
Visa
MC
Amex
Diners/CB
Discover
JCB
Individual (personal credit card)
Corporate
Company Name:
Exp. date:
Account number:
Address:
(where statement is
mailed)
City, State and Zip:
Phone number:
Fax or alternate number:
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