Convention 2009

Image: Yaddo artist's retreat, saratoga Springs, NYExhibitor Information

Dedicated Exhibit Hours

Grand Opening Reception
Friday, October 9
6:00 - 8:30 PM*

Exhibit Hall (featuring complimentary lunch)
Saturday, October 10
11:30 AM - 2:00 PM*

*Hours subject to change (by NYSNA) if necessary.

The Exhibit Hall, held in the Saratoga Springs City Center, will open on Friday, Oct. 9, with an evening reception for all attendees and exhibitors. On Saturday, Oct. 10, visitors will be offered a complimentary lunch, ensuring plenty of time to explore all the booths and displays. Exhibit Hall sessions are eagerly anticipated by convention attendees. This year, exhibitors will have five hours of dedicated show time to share product and service information directly with nurses.

Exhibit Space Fees | Exhibitor Services | Hotel Information | Saratoga Springs City Center Exhibit Hall Floor Plan
Exhibiting Eligibility | Conduct/Liability | Space Assignment | Exhibit Staff Registration | Security
Insurance Requirements | Payment/Cancellations | Contractual Agreement

Exhibit Space Fees

Exhibit space rates are $1,000 for a single 8’ x 10’ booth and $1,500 for a double 8’ x 20’ booth. Clifton Park Rental Center is the official decorator for the NYSNA Convention. Prices include the following:

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Exhibitor Service Kits

Confirmed exhibitors receive an Exhibitor Service Kit in August, which includes:

Please notify us at 518.782.9400, ext. 277, if you do not receive your Exhibitor Service Kit by the end of August.

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Hotel Information

Lodging will be at the Saratoga Hilton, 534 Broadway, Saratoga Springs, NY. To receive the special convention lodging rates call 888.866.3596 and give the associate group code PPDV. Rates are $162 single/$187 double/$200 triple/$218 quad. Reservations must be received by Sept. 13 to be guaranteed at the group rate. A deposit of one night’s room and tax is required with reservation. Cancellations require a 48-hour notice prior to arrival to avoid 1 night room and tax charge.

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Image: Saratoga Springs City Center floor planSaratoga Springs City Center
Exhibit Hall Floor Plan

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Exhibit Eligibility

NYSNA specifically reserves the right to determine the acceptability of applications for exhibit space. Applications to exhibit will be accepted or rejected based on criteria including, but not limited to the product/services professional or educational benefit, consistency with NYSNA mission or goals, and spatial constraints in the exhibit hall. Note: NYSNA does not accept applications for exhibiting, sponsoring or advertising from any organizations that help recruit RNs to replace nurses engaged in legally protected labor activities.

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Conduct/Liability

The handling and setting up of exhibits within the area must conform to regulations and instructions of the exhibit area management and the Saratoga Springs City Center. There will be no interference to other exhibitors with regard to: space, lighting, or noise; canvassing or distributing advertising matter outside the exhibitor’s own space; defacing, attaching, taping, nailing, or damage to floors, walls, or other equipment; explosive, flammable matter, or any substance prohibited by city and state departments or insurance authorities.

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Space Assignment

Preference for booth space is given to sponsors; booths are then assigned on a first-come basis according to choices requested in writing on the exhibit space application. Every effort is made to consider location of competitors and accommodate special requirements when space is assigned; however, preference for booth location cannot be guaranteed by NYSNA. If necessary, NYSNA reserves the right to assign the next best substitute space when the requested space is not available. NYSNA also reserves the right to modify the floor plan to accommodate space sales or to avoid conflicts. You will be notified of your booth assignment as soon as it is confirmed.

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Exhibit Staff Registration

Registration of representatives, identified under Exhibit Booth Price, will be complimentary, provided that registrations are received by the Association before September 30, 2009. There will be a $35 charge for the registration of each additional booth representative who exceeds the allotted number. Each exhibitor who registered in advance will have a printed exhibitor badge available at the exhibitor registration area at the convention center. This badge will entitle registered exhibitors admission to the exhibit hall and CE sessions either on Friday or Saturday. Exhibitors must wear badges at all times - including setup times, exhibit hours, and dismantling - in order to enter the exhibit area. Exhibitor badges are non-transferable.

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Security

Security guards will be on duty during set-up and tear down hours as well as off-hours. However, NYSNA and the Saratoga Springs City Center do not guarantee to protect exhibitors against any loss or damage to any exhibit, regardless of cause, time, or place of occurrence. Exhibitors will hold NYSNA, Clifton Park Rental Center and the Saratoga Springs City Center harmless from, and indemnify them against: loss, damage, and liability resulting from any exhibition or activity surrounding one or connected with it. Exhibitors shall assume all responsibility for damage to exhibit area.

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Insurance Requirements

The exhibitor agrees to protect, save and hold NYSNA, the Saratoga Springs City Center, and all its corporate entities, the exposition service, and all agents and employees thereof (hereafter collectively called “Indemnities”) forever harmless for any damages or charges imposed for violations of any law or ordinance, where occasioned by the negligence of the exhibitors or those holding under the exhibitor, and further, exhibitor shall at all times protect, indemnify, save and hold harmless the Indemnities against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, and business invites which arises from or out of or by reason of said exhibitor’s occupancy and use of the exhibition, premises, the hotel, or any part thereof.

It is the exhibitor’s sole responsibility to obtain business interruption insurance and full insurance coverage on all exhibit material, equipment or apparatus introduced into the conference location premises; to have comprehensive general liability, contractual liability and property damage insurance protecting against any liability which may accrue by reason of alleged wrongful or negligent conduct of the exhibitor in the amount of not less than $1,000,000 per occurrence; to have Workman’s Compensation insurance meeting statutory limits or insurance required by similar employee benefit acts as well as insurance having a minimum per occurrence limit of at least $100,000 against all claims, which may be brought for personal injury or death of exhibitor’s employees. All such coverage is to include contractual liability.

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Payments/Cancellations

All contracts must be signed and accompanied by full payment. NYSNA will not reserve an exhibit booth without full payment and a signed contract. Cancellation of booth space for any reason is subject to the following terms: Cancellation on or before September 11, 2009 will result in a $100 administrative fee; full booth rental will be retained for cancellations received after September 11, 2009; all cancellations must be received in writing; the date the exhibitor’s written notice of cancellation is received by NYSNA will be considered the official cancellation date. NYSNA reserves the right to refuse booth space to a company that has not paid in full by Friday, October 9, 2009.

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Contractural Agreement

As a condition of exhibiting, and when applying for space, the exhibitor agrees to adhere to all conditions and regulations outlined. Exhibitors or their representatives who conduct themselves in an unprofessional manner may be dismissed from the exhibition without refund or appeal. NYSNA reserves the right to amend any and all rules and regulations at any time.

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