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: [email protected]
For questions on
deliverables, booth representatives and/or sponsor delegates:
Paolino Curto
Marketing and Member
Engagement Specialist
Phone/Fax: 518-487-5676
Email: [email protected]
Victoria Shaw
Director of Attorney
Engagement and Retention
Phone/Fax: 518-487-5581
Email: [email protected]
Hotel Contact:
Craig Bertz
Assistant Director of Events
Phone: 212-261-5731
Email: [email protected]
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.
