A N N U A L C O N F E R E N C E
S P O N S O R A N D E X H I B I T O RP R O S P E C T U S
20 1 8 NYSOTA
R e n e w
R e v i v e
R e b u i l d
T h e r e ' s n O T h i n g w e c a n ' t d o .
N E W Y O R K S T A T E O C C U P A T I O N A L T H E R A P Y A S S O C I A T I O N
20 1 8 NYSOTA
FOR MORE INFORMATION ABOUT
NYSOTA'S ANNUAL CONFERENCE,
PLEASE VISIT WWW.NYSOTA.ORG
U N O P P O S E D E X H I B I TH A L L T I M E
N E T W O R K I N GO P P O R T U N I T I E S
D E M O N S T R A T E N E WP R O D U C T S & S E R V I C E S
S P O N S O R & E X H I B I T O R P R O S P E C T U S
When: November 9 - 11, 2018
Where: HNA Palisades Premier Conference Center in Palisades, NY
2 0 1 8 N Y S O T A A N N U A L C O N F E R E N C E
J O I N T H E N Y S O T A S T A T E C O N F E R E N C E A S A NE X H I B I T O R , S P O N S O R O R A D V E R T I S E RThe New York State Occupational Therapy Association is honored that you would like to
participate in our 2018 Annual Conference and Exhibit Hall. This yearly event brings
together occupational therapy practitioners, students and faculty from across New York
State, as well as neighboring states, for a weekend of education, networking and
celebration.
The Exhibit Hall offers lots of opportunities for
networking with attendees away from their busy
workplaces. As an exhibitor, you will:
gain exposure to a highly targeted audience of
current occupational therapy practitioners and
students
meet and build rapport with key individuals and
new prospects face-to-face
receive meaningful feedback from attendees in
an intimate setting
The NYSOTA Annual Conference draws hundreds
of practitioners and students each year looking
for ways to enhance their practice and celebrate
their accomplishments. Your participation lets
them know you value occupational therapy and
helps to support the profession on a statewide
basis.
SPONSORSH IP
OVERV I EW
President's Reception - $4000
Student Poster Reception - $4000
Keynote Address - $3500
Conference Bags - $3500
Platinum Level
Saturday Lunch - $3000
Sunday Legislative Breakfast - $2500
Saturday Breakfast - $2000
Gold Level
Lanyard and Badge - $1500
Conference Pens - $1500
CE Session - $1000
Silver Level
Nourishment Hubs - $600
Share-A-Nourishment-Hub - $300
Raffle Item Sponsor - $250 or donate
an item to raffle off
Bronze Level
Exhibit Booth Space - $575
(Early Bird Rate until July 31, 2018)
On August 1, rates increase to $625.
Exhibit Booth Only
Conference Program Ad - various
Website Conference Pg Banner - $150
Conference Bag Stuffer - $100
Take One Table - $100
Virtual Exhibit Hall - $100
Advertising
Company logo on Thank You slide (at Keynote and Annual Meeting)
Recognition in Conference Program (must commit by September 15)
Recognition in NYSOTA newsletter
Recognition in Thank You post on Facebook
Company name on signage at event
Additional benefits specific to Sponsorship as listed (refer to
sponsorship descriptions on following pages)
One complimentary exhibit table
Company name included on vendor passport
Access to opening night reception and all coffee break services
Logo/weblink on NYSOTA homepage
Logo/weblink in e-blasts following conference
Ad in Conference Program
One stand-alone post on Facebook page
One stand-alone e-blast sent by NYSOTA to NYSOTA database
Recognition by NYSOTA president from the podium
Full Page
6
6 months12 months 9 months
4 2
1/2 Page 1/4 Page
Sponsorship Benefits At-A-Glance Platinum Silver BronzeGold
PLAT INUM LEVEL
OPPORTUN I T I ES
A L L P L A T I N U M L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :
One complimentary exhibit table
Two tickets to President's Reception
Opportunity to greet attendees and distribute
materials as they enter President's Reception
Recognition by NYSOTA President from podium
at Reception
Logo on podium sign
P R E S I D E N T ' S R E C E P T I O N
$ 4 0 0 0 ( 1 o p p o r t u n i t y )
Logo and weblink on NYSOTA homepage for 12
months
Logo included in 6 e-blasts following conference
One full-page ad in Conference Program
One stand-alone post on Facebook page
One stand-alone e-blast by NYSOTA to NYSOTA
database (approximately 6000 email addresses)
Company name included on vendor passport
Company name/logo on event signage
Company logo on Thank You slide (shown at
Keynote Address and Annual Meeting)
Recognition in Conference Program (must
commit by September 15)
Recognition in NYSOTA newsletter
Recognition in Thank You post on Facebook
Access to Student Poster Reception
Access to all coffee break service throughout the
weekend
One complimentary exhibit table
Two tickets to Student Poster Reception
Opportunity to greet attendees at Reception
Recognition by NYSOTA President at Reception
One complimentary exhibit table
Logo imprinted on conference bags (one color)
One piece of collateral material inserted into
each conference bag
One complimentary exhibit table
Opportunity to greet attendees and distribute
materials at Keynote Address
Recognition by NYSOTA President from podium
at Keynote
Logo on podium sign
S T U D E N T P O S T E RR E C E P T I O N
$ 4 0 0 0 ( 1 o p p o r t u n i t y )
K E Y N O T E A D D R E S S
$ 3 5 0 0 ( 1 o p p o r t u n i t y )
C O N F E R E N C E B A G S
$ 3 5 0 0 ( 1 o p p o r t u n i t y )
Register online at:
nysota.org/event/2018-vendor-registration
Or fill out the Sponsorship & Exhibit Booth
Order Form and email, fax, or mail it in.
GOLD LEVEL
OPPORTUN I T I ES
A L L G O L D L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :
One complimentary exhibit table
Two tickets to Legislative Breakfast
Opportunity to greet attendees and distribute
materials at breakfast
Recognition by NYSOTA President from podium
at breakfast
Logo on podium sign
S U N D A Y L E G I S L A T I V EB R E A K F A S T
$ 2 5 0 0 ( 1 o p p o r t u n i t y )
One complimentary exhibit table
Two tickets to Saturday Breakfast
Opportunity to greet attendees and distribute
materials at breakfast
S A T U R D A Y B R E A K F A S T
$ 2 0 0 0 ( 1 o p p o r t u n i t y )
Logo and weblink on NYSOTA homepage for 9
months
Logo included in 4 e-blasts following conference
One 1/2-page ad in Conference Program
One stand-alone post on Facebook page
Company name included on vendor passport
Company name/logo on event signage
Company logo on Thank You slide (shown at
Keynote Address and Annual Meeting)
Recognition in Conference Program (must
commit by September 15)
Recognition in NYSOTA newsletter
Recognition in Thank You post on Facebook
Access to Student Poster Reception
Access to all coffee break service throughout the
weekend
One complimentary exhibit table
Two tickets to lunch
Opportunity to greet attendees and distribute
materials at lunch
S A T U R D A Y L U N C H
$ 3 0 0 0 ( 1 o p p o r t u n i t y )
Register online at:
nysota.org/event/2018-vendor-registration
Or fill out the Sponsorship & Exhibit Booth
Order Form and email, fax, or mail it in.
S I LVER LEVEL
OPPORTUN I T I ES
A L L S I L V E R L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :
One complimentary exhibit table
Logo imprinted on lanyards and badges (one
color)
L A N Y A R D S A N D B A D G E S
$ 1 5 0 0 ( 1 o p p o r t u n i t y )
Logo and weblink on NYSOTA homepage for 6
months
Logo included in 2 e-blasts following conference
One 1/4-page ad in Conference Program
Company name included on vendor passport
Company name/logo on event signage
Company logo on Thank You slide (shown at
Keynote Address and Annual Meeting)
Recognition in Conference Program (must
commit by September 15)
Recognition in NYSOTA newsletter
Recognition in Thank You post on Facebook
Access to Student Poster Reception
Access to all coffee break service throughout the
weekend
One complimentary exhibit table
Logo imprinted on pens (one color)
One complimentary exhibit table
Logo on session signage
Opportunity to distribute materials on each seat
C O N F E R E N C E P E N S
$ 1 5 0 0 ( 1 o p p o r t u n i t y )
C E S E S S I O N S
$ 1 0 0 0 ( m u l t i p l e o p p o r t u n i t i e s )
Register online at:
nysota.org/event/2018-vendor-registration
Or fill out the Sponsorship & Exhibit Booth
Order Form and email, fax, or mail it in.
BRONZE LEVEL
OPPORTUN I T I ES
A L L B R O N Z E L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :
Company name/logo on event signage
Company logo on Thank You slide (shown at
Keynote Address and Annual Meeting)
Recognition in Conference Program (must
commit by September 15)
Recognition in NYSOTA newsletter
Recognition in Thank You post on Facebook
Access to all coffee break service throughout the
weekend
Company name/logo on raffle item
R A F F L E I T E M S P O N S O R
$ 2 5 0 o r p r o v i d e y o u r o w n i t e m( m u l t i p l e o p p o r t u n i t i e s )
Company name/logo on Hub signage
N O U R I S H M E N T H U B
$ 6 0 0 ( m u l t i p l e o p p o r t u n i t i e s )
Company name/logo on Hub signage
S H A R E - A - N O U R I S H M E N T H U B
$ 3 0 0 ( m u l t i p l e o p p o r t u n i t i e s )
Register online at:
nysota.org/event/2018-vendor-registration
Or fill out the Sponsorship & Exhibit Booth
Order Form and email, fax, or mail it in.
20 1 8 EXH IB I T
BOOTH RATES
We provide our exhibitors with an exceptional
opportunity to engage with New York occupational
therapy practitioners, students, faculty and others
passionate about the field.
E A R L Y B I R D R A T E( E a r l y b i r d r a t e e x p i r e s 7 / 3 1 / 1 8 )
Fri 11/9 4:00pm - 8:30pm
Sat 11/10 7:30am - 7:30pm
Sun 11/11 7:30am - 2:00pm
Exhibit Hours
Exhibit hours may vary slightly. Once the course
schedule has been announced, we will provide a
schedule of the unopposed vendor times.
T R A F F I C D R I V E R S :
R E G U L A R R A T E
$ 5 9 5
Unopposed time built into each day
Breaks are scheduled at the conclusion of
each session allowing participants time to
visit with vendors
E X H I B I T B O O T H I N C L U D E S :
One skirted table with two chairs
Two exhibitor badges (additional personnel will be
charged at $40 per person)
Access to Student Poster reception on Friday night
All coffee break services throughout the weekend
Company name included on vendor passport
Company name/logo on event signage
Company logo on Thank You slide (shown at
Keynote Address and Annual Meeting)
Recognition in Conference Program (must commit
by September 15)
Recognition in NYSOTA newsletter
Recognition in Thank You post on Facebook
U n o p p o s e d V e n d o r T i m e
V e n d o r P a s s p o r tAttendees' "passports" are stamped at
each exhibitor booth they visit. Completed
passports will be entered into a drawing to
win a prize.
$ 6 4 5
( R e g u l a r r a t e b e g i n s 8 / 1 / 1 8 )
E x h i b i t s i n P r i m e L o c a t i o n
Exhibit booths will be placed at the heart
of key events at conference
Register online at:
nysota.org/event/2018-vendor-registration
Or fill out the Sponsorship & Exhibit Booth
Order Form and email, fax, or mail it in.
ADVERT I S ING
OPPORTUN I T I ES
The NYSOTA Conference Program is regularly
referenced by all conference attendees. It includes
the program schedule and abstracts of the
educational sessions offered. See order form on
next page for size and price information.
C O N F E R E N C E P R O G R A M A D
s e e o r d e r f o r m o n n e x t p a g e f o rs i z e a n d p r i c e i n f o
Insertion of one self-contained promotional item or
piece of collateral material into the conference
bags. Other companies' materials will be present.
Supply 300 pieces by October 25, 2018
For shipping instructions and address, please email
Michelle Scanlon at [email protected]
C O N F E R E N C E B A G S T U F F E R
$ 1 0 0
300 copies of your company's literature
displayed on a prominent table for conference
participants to take. Other companies' materials
will be present.
Supply 300 pieces by October 25, 2018
For shipping instructions and address, please
email Michelle Scanlon at [email protected]
Increase your company's visibility and website
traffic by placing your logo and weblink on the
NYSOTA Conference Registration page. All logos
and links will remain on the website through at
least November 30, 2018. The sooner you
register, the more exposure your company will
get.
W E B S I T E C O N F E R E N C ER E G I S T R A T I O N P A G E A D$ 1 5 0
T A K E O N E T A B L E
$ 1 0 0
Artwork deadline is September 15, 2018
Images with fonts embedded are preferred
Ads must be non-bleed
Format: jpg, pdf files
Resolution: 300dpi at 100%
Instructions: Email artwork to [email protected]
Ensure that everyone leaves conference with a
reminder of your company. NYSOTA will distribute
your company's literature or small promotional item
to all attendees in their conference bag.
Max size: 185 pixels w x 95 pixels h
Format: jpg, png, gif files
Instruction: Email ad and weblink to
V I R T U A L E X H I B I T H A L L$ 1 0 0
Link to your company's website to promote
your products and services for one year.
Listing includes your logo, a description of
your company, contact information and a
link to your site. Listing will run from August
1, 2018 - July 31, 2019.
Register online at:
nysota.org/event/2018-vendor-registration
Or fill out the Advertising Order Form on the
next page and email, fax, or mail it in.
20 1 8 ADVERT I S ING
ORDER FORM
Company Name
Address
City/State/Zip
Phone
Contact Name
Selection:
Fax
Advertising Payment Information
Black & White Ads
1/4 page ad (2.375" x 3.875") $75
1/2 page ad (5" x 3.875") $125
Full page ad (5" x 8") $250
Full Color Ads
1/4 page ad (2.375" x 3.875") $100
1/2 page ad (5" x 3.875") $150
Full page ad (5" x 8") $300
C O N F E R E N C E P R O G R A M A D
Item/Collateral for Conf Bag $100
C O N F E R E N C E B A G S T U F F E R
Material for literature table $100
T A K E O N E T A B L E
Banner ad through Nov 30 $150
W E B S I T E R E G I S T R A T I O N P A G E A D
Listing in our Virtual Exhibit $100
Hall for one year
V I R T U A L E X H I B I T H A L L
Total Due $
Form of Payment:
Card Number
Exp Date
Cardholder Name
Signature
Security Code
Date
Billing Zip Code
Register online at: nysota.org/event/2018-vendor-registration Mail, fax or email to: PO Box 533, Chester, NY 10918 fax: 845.570.9309 email: [email protected] Make check payable to: NYSOTA Need more information? Contact Michelle Scanlon: 845.414.3614 or email: [email protected]
Check enclosed, payable to NYSOTA
Credit Card MasterCardVisa Amex
20 1 8 SPONSORSH IP &
EXH IB I T BOOTH
REG I S TRAT ION FORM
Total Due $
Form of Payment:
Card Number
Cardholder Name
Signature
MasterCardVisa
Exp Date
Check enclosed, payable to NYSOTA
Sec Code
Billing Zip Code
Amex
Register online at: nysota.org/event/2018-vendor-registration Make check payable to: NYSOTA Mail, email or fax to: PO Box 533, Chester, NY 10918 email: [email protected] fax: 845.570.9309 Need more information? Contact Michelle Scanlon: 845.414.3614 or email: [email protected]
Address
City/State/Zip
Contact Name
Selection(s):
Nature of Exhibit
Phone
President's Reception $4000
Student Poster Reception $4000
Keynote Address $3500
Conference Bags $3500
P L A T I N U M L E V E L S P O N S O R S H I P S
Exhibit Booth $595/$645
E X H I B I T B O O T H O N L Y
President's Reception $40pp
# of tickets $
T I C K E T S T O P R E S I D E N T ' S R E C E P T I O N
Saturday Lunch $3000
Sunday Legisl. Breakfast $2500
Saturday Breakfast $2000
G O L D L E V E L S P O N S O R S H I P S
Lanyards and Badges $1500
Conference Pens $1500
CE Sessions $1000
S I L V E R L E V E L S P O N S O R S H I P S
Nourishment Hub $600
Share-A-Nourishment-Hub $300
Raffle Item Sponsor $250
Donate a Raffle Item
B R O N Z E L E V E L S P O N S O R S H I P S
Sponsorship & Exhibit Booth Payment Information
Refund & Cancellation Policy
Move-In & Move-Out ScheduleBooth Move-In: Friday, November 9, 2018 11:00am - 3:00pm; Saturday, November 10, 2018 7:00am - 9:00am Booth Move-Out: Sunday, November 11, 2018 2:00pm - 4:00pm
All cancellations must be made in writing to NYSOTA (no exceptions). In the unfortunate event that an exhibitor must cancel,NYSOTA will provide a refund of 50% of the exhibit fee if the cancellation occurs before August 15, 2018. No refunds will be madefor cancellations made on or after August 15, 2018 regardless of when registration occurred.
Company Name
Check enclosed, payable to NYSOTA
Date
20 1 8 TERMS &
COND I T IONS
These terms and conditions are understood to be a part of the exhibitor's agreement.
Exhibit Regulations:
T E R M S & C O N D I T I O N S
Exhibit space will include a skirted table with two chairs. Booth location will be determined based on sponsorship level. Forspecial requests, additional or custom electrical needs, contact NYSOTA. Additional fees may be charged. Exhibitors areresponsible for bringing the necessary extension cords required to operate electrical devices. All electrical devices must conform to the fire regulations of the HNA Palisades Premier Conference Center and are subjectto additional charges/fees. Displays must not project beyond the allotted space, and should not obstruct the view of, or interfere with traffic to, otherexhibits. If you exceed the allotted space, you will be charged for an additional table.Exhibits and/or signs may not be affixed to walls or doors in a way that may cause defacement. Any damage from failure toobserve this guideline will be borne by the exhibitor.No part of any exhibit or related sign may be pasted, taped, nailed, tacked, stapled or otherwise attached to the walls, doors,floors, etc.Distribution of gummed stickers or labels is strictly prohibited.Demonstrations, interviews and distribution of materials must be done at the exhibitor's table, unless other arrangementsare made in advance and must avoid infringement on the privileges of other exhibitors. Noise levels from exhibit items ordemonstrations must be kept at moderate levels which would not be objectionable to other exhibitors.The character of the exhibits is subject to the approval of the conference committee. The right is reserved to refuse exhibitdisplays or materials.Exhibit booths may not be set up any earlier than 11:00 AM Friday, November 9, 2018.All exhibit material must be completely removed from the exhibit area by 4:00 PM on Sunday, November 11, 2018.If you require additional arrangements due to a disability, please notify the NYSOTA office prior to September 1, 2018.
Agreement Payment NYSOTA will guarantee exhibit space and/or sponsorship as soon as payment is received. Payment can be made by Visa,MasterCard, AMEX, check or money order payable to NYSOTA. Space will not be assigned without payment in full. Exhibitorswill not be permitted to set up until exhibit fees and any other delinquent payments to NYSOTA are paid in full.
Refund and Cancellation Policy In the unfortunate event that an exhibitor must cancel, NYSOTA will provide a refund of 50% of the exhibit fee if thecancellation occurs before August 15, 2018. No refunds will be made for cancellations made on or after August 15th regardlessof when registration occurred.
Shipping and Freight Handling NYSOTA has no provisions or space for receiving shipments. Exhibit material can be shipped to the HNA Palisades as below.Note, neither the HNA Palisades nor NYSOTA will be responsible for improperly labeled or unmarked packages. All shipmentsshould be PREPAID. COLLECT shipments will not be accepted. TO: Name of Company/Representative ADDRESS: HNA Palisades, 334 Route 9W, Palisades, NY 10964 ATTN: Conference Planner for NYSOTA Meeting (November 9 - 11, 2018)
Booth Personnel Exhibiting company is entitled to two (2) complimentary exhibitor badges. Each exhibitor representative will be allowedentrance to the exhibit area (no admittance to meeting sessions will be allowed without payment of the regularly publishedregistration fees, unless other arrangements are made in advance). Badges must be worn at all times for admission to theconference areas and are nontransferable. Additional personnel will be charged at $40 per person. Exhibit space must bestaffed during all NYSOTA Exhibit hours. Exhibitors assume all responsibility for their booth personnel. Exhibitors mustdesignate one individual who is the key contact for their exhibit space/agreement. This individual will be the primary contactbetween the exhibitor and NYSOTA. Names of all exhibitor representatives must be provided to NYSOTA prior to September 1.
20 1 8 TERMS &
COND I T IONS
Amendment to Agreement and Terms and Conditions Any and all points not covered specifically herein are subject to the decision of NYSOTA. NYSOTA may, in its sole discretion,make reasonable changes, amendments or additions to agreements and terms and conditions. Any such changes shall be equallybinding on the exhibitor.
Liability and Insurance & Labor/Safety/Fire Exhibitors will comply with all applicable statutes, ordinances, rules and requirements relating to health, fire, safety and use ofthe premises. Combustible materials or explosives are not permitted in or around the exhibit areas/hall. Display and packingmaterials must be flame-retardant, with certificate on hand. Booth decorations must be flameproof and all hangings must clearthe floor. Electrical wiring must conform with all federal, state and municipal government requirements and with NationalElectrical Code safety rules. If inspection indicates that an exhibitor has not complied with these regulations, or otherwiseincurs fire hazards, the right is reserved to cancel, at exhibitor's expense, all or such part of the exhibit as may be irregular.These terms and conditions are understood to be a part of the exhibitor's agreement. Exhibitors must supply a certificate ofinsurance covering workers' compensation and general comprehensive liability in the amount of $1,000,000 naming NYSOTAas a certificate holder. Non-compliance with supplying the certificate of insurance may be grounds for denial of entrance to theexhibit hall. The exhibitors assume all risks, responsibilities and liabilities associated with, resulting from, or arising inconnection with, exhibitors' participation in or presence at the event, including without limitation losses, thefts, injuries, ordamages to persons or properties of any kind (including that of exhibitors). Exhibitors agree to forever indemnify, defend, andhold harmless the HNA Palisades and NYSOTA, and each of the respective agents, servants, staff, representatives, employees,officers, directors, owners, members, attorneys, insurers, subsidiaries, partners, affiliates, and assigns, from and against anyactions, claims, demands, injuries, liens, losses, thefts, or damages of omissions. Exhibitors must adequately insure theirmaterials, goods, wares and exhibits against loss or injury of any kind and must do so at their own expense. NYSOTA and theHNA Palisades are not responsible, and do not accept any responsibility for any loss, theft, injury or damage, however causedand of any kind, to any property of any exhibitor or any persons. Exhibitors are solely responsible for their own actions duringthe Exhibit Hall activities (including move-in and dismantling). NYSOTA is not responsible for any direct, or indirect lost profits,incidental, special, general, consequential, or punitive damages, and in no event shall an exhibitor's actual damages exceed theamount paid by it to NYSOTA under this agreement. Exhibitor shall promptly pay for any and all damages for which it isresponsible under this agreement.
Disclaimer NYSOTA makes no representation, guarantees, opinions or promises, expressed or implied, regarding the number of people whowill attend the event, the amount of revenue exhibitor may expect to generate from the event, or any other matters regardingthe event.
Use of Copyrighted material Exhibitors shall not play, or permit the playing performance, or distribution of any copyrighted or other such protectedintellectual property at the event, unless it has obtained all necessary rights, permissions, and/or licenses, and paid all requiredroyalties, fees, or other payments.
Compliance with Laws & Conduct Exhibitors shall at all times comply with all applicable federal, state and local laws, including all rules and regulations of thefacility. Exhibitors shall at all times conduct themselves in accordance with normal standards of decorum and taste, andNYSOTA reserves the right to close the booth or terminate this agreement, for any exhibitor's failure to abide by this provision.
Non-Assignment This agreement, or any part thereof, may not be assigned or transferred.
Governing Laws and Arbitration This agreement and any dispute arising hereunder shall be governed by the laws of the State of New York. The parties heretoexpressly waive all rights to civil litigation, trial, and juries, and further agree that arbitration, under the rules of the AmericanArbitration Association, or other such comparable organization which the parties may mutually agree upon, in Albany, NewYork, or other such location as the parties may mutually agree upon, shall be the sole means, venue, and forum for theresolution of any such disputes.