2019 Sponsor & Exhibitor Opportunities - International Estate Planning Institute

850W - STEP Institute 2019 Image

Meeting Logistics and Information


Hotel > Lodging > WiFi Services > Parking & Valet > Shipping to Hotel & Hotel Forms > Exhibit Dates & Hours >
Exhibitor Layout > Delegate & Booth Reps > Luncheon > Contact Information > Tips for a Successful Experience


Crowne Plaza Times Square – New York City
1605 Broadway at 49th Street
New York, NY 10019
Telephone: 212-977-4000
Website: www.ihg.com/crowneplaza/hotels/us/en/new-york/nycmh/hoteldetail

Nearest train station: New York Penn Station
Nearest subway station: 49th Street and 7th Avenue N/R/Q line 


Lodging
The New York State Bar Association has secured a room block of guestrooms at a discounted nightly rate at the Crowne Plaza Times Square Hotel. To make a reservation, please contact the hotel directly at 212-977-4000 and mention (NYSBA), or via  https://book.passkey.com/go/YBA. The overnight rate will be in effect from Saturday, March 9 – Wednesday, March 20, 2019. Single room rate is $200 per night and the rate for a king room is $175 per night. All reservations must be made by Tuesday, February 12, 2019. Check-in time is 3:00 p.m. and check out time is 11:00 a.m. A valid credit card is required at check-in for payment of the room, tax and incidentals.


WiFi Services
Standard tier wireless internet (WiFi) access is included with stay at most Crowne Plaza hotels and resorts around the world. WiFi is available in public areas and guest rooms, excluding meeting rooms, at participating hotels.  


Parking & Valet
Car parking is available however complimentary daily self-parking is not.
Fees for valet parking are $70 per 24 hour period.     


Shipping to the Hotel:
If you intend to ship any materials to the Hotel please be sure to fill out the exhibitor form as there are monetary charges associated with each shipment.
Ship boxes to the Hotel no sooner than three (3) business days prior to the start of the Institute. Boxes should arrive by Monday, March 11, 2019. Please mark each box with the following information for ease in delivery to your booth.  

Crowne Plaza Times Square Manhattan
1605 Broadway at 49th Street
New York, NY 10019
C/O Lynda Spair
- International Estate Planning Institute
- Include booth number and exhibiting company name  

Please note: NYSBA and the Hotel are not responsible for filling out shipping forms and/or making any arrangements with Customs to get your packages to the United States in time for the Institute. This is the sole responsibility of the sponsor/exhibitor. If you are uncomfortable filling out Customs paperwork we recommend using a knowledgeable broker.

Hotel Forms:
> Exhibitor Forms
> Credit Card Form


Exhibit Dates and Hours:
Thursday, March 14, 2019
6:30 a.m. – 8:30 a.m. – Exhibitor Move-In
8:30 a.m. – 7:30 p.m. – Exhibits Open  

Friday, March 15, 2019
8:00 a.m. – 1:00 p.m. – Exhibits Open
1:00 p.m. – All sponsors/exhibitors should be moved-out by this time.

Exhibit Space:
> Click here for exhibitor layout.
> Please note: Space 19 and 20 can only accommodate tabletop exhibits only due to space constraints.  

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. Please fill out the exhibitor form and/or contact Lynda Spair, Crowne Meetings Director, at lspair@cptsnyc.com or at 212-315-6106 regarding your arrangements. 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.


Sponsor Delegates:
Delegates are registered to attend the Institute for two-days to receive CLE and/or CPE credit. 

Booth Representatives:
Booth Representatives are allowed access to the exhibit hall only. If booth representatives would like to attend the luncheon on day one of the Institute they may do so for an additional $120 per person in addition to their sponsorship fee. Each exhibitor/sponsor may send two (2) booth representatives to the Institute to man their exhibitor table. Exhibitors/sponsors interested in adding an additional booth representative they may do so for additional $150 in addition to their sponsorship fee. 
> The Platinum sponsor may send 2 booth representatives and 4 registered delegates to the luncheon free of charge. If additional delegate pass is purchased that registered delegate may also attend the luncheon. 
> Any additional luncheon attendees will be charged $120 per person is in addition to your sponsorship fee

Booth Representative and Delegate Registration Forms (due Thursday, February 14, 2019):
> Platinum Sponsor
> Gold Sponsor
> Silver Sponsor
> Bronze Sponsor
> Cocktail Reception Sponsor
> Speakers Dinner Sponsor Sponsor
> Student Scholarship Sponsor
> Exhibitor Only


Luncheon:
Booth Representatives are allowed access to the exhibit hall only. If booth representatives would like to attend the luncheon on day one of the Institute they may do so for an additional $120 per person in addition to their sponsorship fee. 
> The Platinum sponsor may send 2 booth representatives and 4 registered delegates to the luncheon free of charge. If the Platinum sponsor purchases an additional delegate pass that registered delegate may also attend the luncheon. 
> Any additional luncheon attendees will be charged $120 per person is in addition to your sponsorship fee


Contact Information:

To become a 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:

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

Hotel Contact:

Lynda Spair
Crowne Meetings Director
Phone: 212-315-6106 
Email: lspair@cptsnyc.com

Society of Trust & Estate Practitioners (STEP) Contact:

Jeryl Pine
Administrator
Phone: 212-737-3690
Cell: 646-408-1956
email: jeryl.pine@step.org


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.

Try conducting a raffle giveaway by business card for a higher priced item.  Collect business cards in a bowl. The Institute Chair can pull the business card of the winner on day 2 of the Institute. The sponsor/exhibitor may keep the business cards collected for follow-up after the event is over. 

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