AM 2018 Save the Date

When:
Starts: January 14, 2019 
Ends: January 19, 2019 

Where:
NEW YORK HILTON MIDTOWN

1335 Avenue of the Americas 
New York, NY 10019   

Telephone: (866) 238-4218

Nearest train station: New York Penn Station
Nearest subway station: 53rd Street and 7th Avenue E/B/D line 

BOOTH REPRESENTATIVE FORMS

Platinum Level Sponsorship
Gold Level Sponsorship
Silver Level Sponsorship
Bronze Level Sponsorship
Exhibitor Level Sponsorship

Lodging

A limited number of rooms have been reserved at the New York Hilton Midtown at a discounted rate for NYSBA’s 2019 Annual Meeting. The rate will be based on room selection (single/double occupancy) and arrival/departure dates with additional taxes and hotel fees. The discounted rate for January 13th and January 14th is $179 per night. The discounted rate for January 15th through January 19th is $229 per night. A rate of $209 will be offered to those with overlapping dates. Reservations must be made before December 12, 2018 by calling the New York Hilton Midtown directly at 800-445-8667 or visiting them online.

Advertising in Annual Meeting Program Book
MCI will collect all ads for the program and CLE books and coordinate directly with NYSBA's Design Services Team. 

Electrical and Cable Order Form
The Hilton’s 2018 Electrical and Cable Order Form and its Interactive Telecommunications Order Form with pricing information are now available online here. Please complete your requests for these items before January 1, 2019. NYSBA will provide the hotel with an exhibitor floor plan in mid-January so when you are checking out/placing your online order, please type the following in the “Booth/Room” blank in the Customer Detail area:  “INSERT BOOTH #/location  Please see attached exhibitor layout for booth numbers to include on your shipping labels.

WiFi Services
The New York Hilton has a system called Boomer which will include wifi, electrical, audio visual and additional cleaning needs for your exhibitor setup.

Parking & Valet
Valet parking rates start at $60 for up to 24 hours for standard vehicles and $75 for oversized vehicles. 

Shipping to the Hotel:
The hotel’s current package room brochure with shipment guideline information and fee schedule is here. The Hilton charges vendors directly for receipt of incoming exhibitor shipments and for outgoing shipments. All charges must be paid in advance with a credit card; an authorization form is attached for your convenience.  

Shipping Address 
Name (of person who will be on-site) 
Company Name 
C/O Hilton New York 
1335 Avenue of the Americas 
New York, NY 10019 
Attention: Package Room 
Hold for Guest Arrival 
Delivery Date & Destination 

Hotel forms: 
Credit Card Authorization From

Please note: NYSBA and the Hotel are not responsible for filling out shipping forms. 


Exhibit Dates and Hours:

Exhibitor Move-In
Monday, January 14, 2019 - 5:30 p.m. – 8:00 p.m.
Tuesday, January 15, 2019 – 6:00 a.m. – 8:00 a.m.

Exhibitor Hall Hours
Tuesday, January 15, 2019 – Thursday, January 17, 2019

8:00 a.m. – 5:00 p.m. (open until 7:00 p.m. on Thursday)

Exhibitor Move-Out
Friday, January 18, 2019

1:00 p.m. – All sponsors/exhibitors must be moved-out by this time (you can begin Thursday night after cocktail receptions if you wish).

Exhibit Space:
Exhibit Hall Click here for exhibitor layout.

Each exhibitor will receive a 6’ X 30” draped exhibitor table with two chairs and a tabletop identification sign. Additional, furniture, power, and A/V needs are the responsibility of the exhibitor/sponsor. Any expenses associated with these service arrangements must be paid by the exhibitor/sponsor directly to the Hotel. NYSBA assumes no responsibility or liability for such special arrangements.    

Exhibitors may choose to notify NYSBA of conflicts of interest arising from the potential proximity of competing exhibitors at the program.  Notification in writing of potential conflicts must be received by NYSBA with completed application and payment to ensure consideration will be given to exhibitor preferences.  However, NYSBA has sole discretion regarding final placement of exhibits.  IN ASSIGNING EXHIBIT SPACE, CONSIDERATION WILL BE GIVEN TO APPLICANT’S LEVEL OF SPONSORSHIP AND THE DATE OF RECEIPT OF APPLICATION WITH PAYMENT.

Contact Information:
To become an exhibitor/sponsor contact:
Holly Klarman

Phone: 410-584-1960
Email: holly.klarman@mci-group.com

For questions on deliverables, booth representatives and/or sponsor delegates:
Paolino Curto
Marketing and Member Engagement Specialist
Phone/Fax: 518-487-5676
Email: pcurto@nysba.org

Victoria Shaw
Director of Attorney Engagement and Retention
Phone/Fax: 518-487-5581
Email: vshaw@nysba.org

Hotel Contact:
Craig Bertz

Assistant Director of Events
Phone: 212-261-5731
Email: craig.bertz@hilton.com  


Tips for a Successful Sponsor/Exhibitor Experience:

Set goals/objectives ahead of time so you can measure success
Why are you exhibiting/sponsoring the Institute? Are you looking to increase brand awareness? Increase sales? Engage with your target audience face-to-face? Whatever objectives you set be sure to have a system for measuring your success in place before the event begins. Create a booth experience that is more about networking rather than selling by collecting contact data and be sure to follow-up fast after the event is over.

Send your best most knowledgeable sales people
Send well trained, assertive, dynamic and engaging representatives to the Institute to work your table. Be sure to have a game plan when you arrive making sure the staff is knowledgeable on the product and understands the goals/objectives ahead of time. In high traffic times get out from behind your table and engage with the audience. Avoid looking unapproachable by not sitting, crossing arms and be sure to have a clean exhibitor booth free of debris and boxes. With 2 booth representatives on hand one representative can walk the floor to engage the audience while the other representative hangs back to man your table.

Giveaways and Free Stuff
Be sure to give “cool” SWAG away that participants will use long after the event increasing your brand visibility and awareness (i.e. USB chargers).  Try holding back the giveaways until after you have had a chance to interact with the participant or you are at least able to give them your marketing material to takeaway along with your giveaway. A representative can pull a business card during the cocktail reception on Thursday night.

We provide the space and the deliverables. You create the experience.