2023 Winter Conference Sponsorship & Exhibiting Opportunities


12/23/22 - Sponsor/Exhibitor Update was sent to all conference supporters.
Click here for Expo Booth Workup (2.00 p.m. Version) 
If you do not see your company listed in a space, please contact the office at [email protected] with your 1st, 2nd, 3rd and 4th booth choices. We will continue to assign booths in the order they come in. 

 
For the latest updates and our next steps, please watch this video. (24 minutes)

Click here for the Conference Sponsorship/Exhibitor Form

YOU’RE INVITED!
The annual NYSCHSA Winter Conference and Trade Show is the largest gathering of superintendents, commissioners and their staff in New York State looking for innovative and cost-effective solutions. Whether you’re marketing objectives is to introduce new products or services, strengthen your relationship with existing clients or prospecting for new business, you need to be in Saratoga for this exclusive event.

YOUR AUDIENCE

  • Superintendents, Commissioners & their Staff
  • Transportation Directors
  • Engineers
  • Land Surveyors
  • Anyone interested in building and maintaining local roads! 

Sponsorship Opportunities

Your sponsorship makes a difference. It’s a great way to draw attention to your company, maximize your return on investment and demonstrate your support for the profession. You can become an exclusive sponsor or join in with a group of companies or distributors to gain direct access to this active targeted audience. There are a variety of sponsorship opportunities to fit any budget. 

Platinum - $7,500

  • Two Free Booth Spaces
  • Special name badges that distinguish your platinum sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a PLATINUM sponsor on conference signs, program, website and all association e-communications 

Gold - $5,000

  • One Free Booth Space; Option for a second booth at half price
  • Special name badges that distinguish your GOLD sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a GOLD sponsor on conference signs, program, website and all association e-communications 

Silver - $2,500

  • Half price Booth Space
  • Special name badges that distinguish your SILVER sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a SILVER sponsor on conference signs, program, website and all association e-communications 

Bronze - $1,000

  • Recognition during conference announcements
  • Listing as a BRONZE sponsor in the conference program
  • Listing as a BRONZE sponsor on conference signs, program, website and all association e-communications 

Conference App Sponsor - $5,000 SOLD!

  • One Free Booth Space; Option for a second booth at half price
  • Special name badges that distinguish your GOLD sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a GOLD sponsor on conference signs, program, website and all association e-communications

Networking Event Sponsor - $5,000  SOLD!

Promote your company as the lead sponsor of the hospitality networking event (Three Nights) with signage at the event.  

  • One Free Booth Space; Option for a second booth at half price
  • Special name badges that distinguish your GOLD sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a GOLD sponsor on conference signs, program, website and all association e-communications

Conference Badges and Lanyards - $5,000  SOLD!
Gain exposure to all conference attendees with your company logo on conference badges and attendee lanyards

  • One Free Booth Space; Option for a second booth at half price
  • Special name badges that distinguish your GOLD sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a GOLD sponsor on conference signs, program, website and all association e-communications 

Room Keys - $5,000  SOLD!
Put your company name and logo in the hands of all the conference attendees via their hotel room!

  • One Free Booth Space; Option for a second booth at half price
  • Special name badges that distinguish your GOLD sponsorship
  • Recognition during conference announcements
  • Listing with company logo as a GOLD sponsor on conference signs, program, website and all association e-communications 

Tote Bag Sponsor - $3,000  SOLD!
Get noticed with your logo imprinted on the tote bags attendees receive at registration.  Placement of promotional literature in the canvas bag is also included.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs 
  • Listing with company logo as on conference signs, program, website and all association e-communications 

Education Session Pen/Paper Sponsor - $3,000  SOLD!
Your company sponsors the pens and paper for attendees to take notes with at each of the five education sessions.  Your company logo is printed on pens and paper at every seat.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs 
  • Listing with company logo as on conference signs, program, website and all association e-communications 

Turndown Sponsor - $3,000
Your company sponsors a sachet bag with imprinted chocolates that attendees can enjoy every night, at the conclusion of their day.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Two sets of packaged chocolates containing your company logo and brief message
  • Listing as a Silver sponsor on conference signs 
  • Listing with company logo as on conference signs, program, website and all association e-communications 

Tuesday Lunch with Exhibitors - $2,500

Open the SHOW!  Your company can be the official host of the Grand Opening Lunch on the expo floor.  We will highlight your company logo on lunch napkins and hang your banner (provided by you) above the trade show floor, when everyone gathers to the Expo kickoff!

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as on conference signs, program, website and all association e-communications 


The Passing of the Gavel Luncheon Sponsor - $2,500  SOLD!
Your company can be the official host of the Annual Luncheon and Passing of the Gavel Ceremony. We will highlight your company logo on viable signs and hang your banner (provided by you) when everyone gathers to witness the passing of the gavel of the outgoing president to the incoming president.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as on conference signs, program, website and all association e-communications 

Reception Entertainment Sponsor - $2,500  SOLD!
 Add to the reception by promoting your company as the sponsor of Tuesday night’s reception entertainment.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications 

AM Coffee Cup Sponsorship - $2,500  

Attendees grab “a cup of joe” compliments of your company. Your company logo is imprinted on the cups for the Tuesday and Wednesday breaks outside the education session.  Two-day exposure with your company logo on coffee cups during the morning session breaks

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications

Ice Cream Bar Expo Hall Break - $2,500
“We all Scream for Ice Cream”. Your company hosts the ice cream and beverages during Tuesday’s break time in the expo.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications 

Popcorn Expo Hall Break - $2,500
Sponsor the popcorn break and keep the ideas poppin’. Attendees will love snacking from the popcorn box with your logo. Your company hosts the popcorn and beverages during Wednesday’s break time in the expo.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications 

Conference Grand Prize - $2,500  SOLD!
Your company sponsors a special grand exhibit prize for attendees.  Your company logo is printed on the expo passport used by attendees to become eligible for the prize.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications 

Hydration Stations - $2,500  SOLD!
Your company sponsors a special gift for all attendees:  A reusable water with your company logo that can be filled at the water stations located in the session rooms and on the trade show floor.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications 

Cyber Café - $2,500
Use our Cyber Café to sign up for Advocacy Day.  Let everyone know how important Advocacy Day is to not only our industry, but to you and your company as well.  Laptops set up in the registration area will have your company logo displayed.

  • Half price Booth Space
  • Recognition during conference announcements
  • Listing as a Silver sponsor in the conference program
  • Listing as a Silver sponsor on conference signs
  • Listing with company logo as a sponsor on conference signs, program, website and all association e-communications 

Tote Bag Inserts - $500
Your company provides promotional literature/item delivered to each attendee in the tote bag received at registration.  Subject to NYSCHSA approval. (500+ pieces). 

All sponsorships are based on availability. 

Exhibiting Opportunities

Exhibiting is the most cost-effective way to:

  • Gain access to Superintendents, Commissioners & their staff, Transportation Directors, Engineers, Land Surveyors, and anyone interested in building/maintaining local roads, all in one location!
  • Meet face-to-face and interact with prospective clients
  • Strengthen relationships with existing customers
  • Forge strategic partnerships and develop future sales leads
  • Heighten brand awareness
  • Promote your new product launches
  • Stand out from your competition
  • Demonstrate products and services
  • Attend educational sessions on the latest developments in the industry 

Register Early and Save $100!
$700.00 prior to 1/3/23; $800.00 after 1/3/23
EARLY BIRD DEADLINE: January 3, 2022

Each booth includes one exhibitor attendee.
Exhibitor companies must be NYSCHSA members in good standing. 

Additional Exhibitor Attendee Rates

$185.00 (before 1/3/23); and $235.00 (after 1/3/23)

Vendor exhibits will be set up in the Saratoga City Center. Exhibit Booth registration price include an 8 ft. deep x 10 ft. wide pipe and draped booth space, a skirted 6 ft. table, two chairs, one waste basket, and comes with standard electrical outlets.  One complimentary registration is included for the first representative from your company working in the booth.  Hotel accommodations and food functions are not included.  The applicable program registration rate will apply for each additional exhibitor attendee.  Vendors reserving display tables must also register for the conference. 

Exhibit booths will be in place by 1:00 pm on January 16 for early access and can set up until 6:00 pm.  The City Center will reopen on Tuesday, January 17 at 7:00 am for move in.  Exhibitors must be set up by 11:30 am on Tuesday January 17. Our first event in the Expo Hall will be the Expo Grand Opening and Lunch with the Exhibitors at 12:00 Noon. 

Program Cancellation Policy

Anyone canceling registration, in writing prior to January 2, 2023 will receive a full refund. After that time, cancellations, submitted in writing, will receive a 50% refund. There will be no refunds after January 16, 2023. There will be no credits issued for no shows, early departures nor unused meal tickets. Participants are otherwise responsible for all charges. 

Expo Schedule-at-a-Glance

In order to create an environment which promotes more face-to-face networking and opportunities for attendees to connect with exhibitors we have scheduled dedicate time allotted to the exhibits, exciting events, and activities on the show floor into the program. Breaks, receptions, and door prizes are integrated into the Expo Schedule. 

CLICK HERE TO VIEW CONFERENCE SCHEDULE

Hotel Accommodations

A block of rooms has been reserved at The Saratoga Hilton, Saratoga, New York. The hotel is located at 534 Broadway, Saratoga Springs, NY 12866. 

To Make Your Hotel Reservations

Phone: Call 888-866-3596 and use the group code: ARNF to make a reservation over the phone.  

Online:  Link https://book.passkey.com/go/NYSCHSA2023

  • The deadline for hotel reservations is December 19, 2022.
  • Check-in time is 3:00 pm and check out time is 11:00 am.
  • Space is limited! Rooms will be available on a first come first serve basis.
  • Price listed below is for king or double standard rooms.
  • Upgrades to Junior suites or Luxury Suites may be available at an additional charge.
  • When making reservation by phone, consider requesting a room type within the same price point to avoid any unnecessary upgrade charges.
  • Please bring any hotel booking issues to the attention of the Association by emailing [email protected] or calling (518) 730-0052.

Tax Exempt Hotel Attendees
All tax exempt attendees staying at the hotel must provide their tax-exempt status forms to the hotel shortly after the time of booking.  Tax exempt forms can be sent via email to  [email protected]

Hotel  Rate (plus applicable taxes)
$140.00 per night

Click here for the Conference Sponsorship/Exhibitor Form

We look forward to your participation at the Winter Conference!