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1. EXHIBITOR REGISTRATION – or persons from any cause, all claims for any such 13. SPONSORSHIP - As a sponsor, your company
Fee includes the following: loss, damage or injury, being waived expressly by name and information will be listed on all NYSAPLS
• 8’ x 10’ carpeted booth* with 8’ high draped exhibitor. It is expressly agreed that exhibitor will be marketing brochures and the official NYSAPLS
backdrop and 3’ high side rails, including 6’ x liable for any and all injuries to any person or conference journal. In order to guarantee a listing in
24” draped table with two folding chairs; property which may occur as a result of any act or the journal, contracts must be received by November
• I.D. sign on back drop (7” x 40”); omission by the exhibitor or any one acting in behalf 20, 2024.
• Meal Tickets (per booth) such area in a clean and orderly fashion. Any and all
(Up to a $350 value per exhibit rep) insurance for any such injuries must be purchased 14. CANCELLATION OF SPONSORSHIP - all
o Welcome Cocktail Reception - by exhibitor. sponsorships are final upon purchase, no refund will
two tickets per booth** be issued for cancellation.
o Two continental breakfasts 8. GENERAL POLICY - As a matter of general
o Two strolling lunches policy, NYSAPLS reserves the right to restrict 15. JOURNAL & MEMBERSHIP DIRECTORY
o Surveyor’s Social – two tickets with exhibits which, because of noise, method of ADVERTISING- To ensure the quality of your
st
1 booth purchased only** operation, materials, or any other reason become advertisement in the program book, please adhere
• Complimentary attendee email list. objectionable, and allow prohibiting or evicting any to the following guidelines for submitting ads: No
exhibit which in the Association’s opinion may de- bleeds, we CANNOT use faxed, photocopied
*Electrical outlets must be purchased separately tract from the general character of any exhibit as a artwork or 72 DPI Web images. MS Word
through Great Lakes Events, LLC. whole. This policy includes persons, things, conduct, documents should be saved as a PDF file before
**Two representatives will be permitted per booth; printed matter, or anything of a character which is sending. Please include your company name and
an additional fee of $200 will be charged for each determined to be objectionable to the exhibit. In the “2025” in the file name. Acceptable file formats
additional representative which will include a ticket event of such restriction or eviction, NYSAPLS is include: PDF, Photoshop, Illustrator, PageMaker,
for admission to the Welcome Reception, NOT LIABLE for any refunds or rentals or other TIF, JPEG, and EPS. Media accepted: e-mail is
continental breakfasts and strolling lunches in the exhibit expense, for a liability loss of prestige to the preferred (please send electronic files to
exhibit hall. Thursday Surveyors Social dinner must company, business volume loss, expense of heather@nysapls.org), CD-ROM, Zip disks.
be purchased separately. personnel to the conference, etc. Note: include all elements for your ad, including
fonts & images. Please be sure to include contact
2. EXHIBIT SPACE - Special requests for space 9. FIRE REGULATIONS - All materials used in the name, organization name, phone number, e-mail
should be made on the official contract. Final exhibit hall must be flame proof and conform to all address & payment with your ad. If sending a CD or
location and selection of booth remains the right of Fire Department Regulations. thumb drive, please include a hardcopy print.
the Committee. Booth assignment will be made after
contracts have been paid in full. Notification of 10. ACCEPTANCE - Upon acceptance of the 16. CANCELLATION OF JOURNAL ADVER-
booth assignment and the booth location application/contract by NYSAPLS, it shall be a TISEMENT - all advertising fees are final upon
diagram will be mailed on or around December legally binding contract between the exhibitor and purchase; no refund will be issued for cancellation.
31. Information regarding booth set-up, drayage, NYSAPLS.
etc. will be provided once exhibit space is secured. 17. ADA ACCOMMODATION – In accordance with
11. EXHIBITOR CANCELLATION POLICY & the Title III of the Americans with Disabilities Act, we
3. USE OF SPACE - Exhibitors are not permitted to CANCELLATION INSURANCE COVERAGE invite all registrants to advise us of any disability and
sublet or divide space or display any items of any OPTIONS - Protect Your Registration! NYSAPLS any requests for accommodation to that disability.
non-exhibitor without written approval from the will no longer issue refunds for cancellations but is Your request should be submitted as far as possible
Committee in advance. Distributing of advertising is pleased to announce that we have partnered with in advance of the program you wish to attend.
limited to each booth. The back of the booth must Allianz Global Assistance to provide this service.
not exceed eight feet (8’) in height and not exceed Protect your contract by opting for our cancellation 18. TENATIVE TRADESHOW SCHEDULE –
four feet (4’) in height on either side. Exhibits 8’ high insurance during the online "check out" for your (Subject to change)
may not extend more than 3’ from the booth backwall conference registration. Get reimbursed up to 100%
nor should they be more than 4’ high in space from if you can't attend this conference for a number of Tuesday, January 21
the backwall to the front of the booth. If in doubt, reasons, including covered injury, illness, inclement 3:00pm – 6:30pm Exhibitor Move-in
consult the Committee. weather, traffic accidents and much more.
Wednesday, January 22
4. ELECTRICAL USE - Exhibitors shall make What is the cost of cancellation insurance? 7:00am – 10:00am Exhibitor Move-in
arrangements with Great Lakes Events, LLC for their The cost of the ticket protection is 5.75% of the total 11:00am – 4:30pm Exhibits Open
electrical requirements. Ordering information will be ticket cost. For example, if your registration fee is 12:00pm – 2:00pm Strolling Lunch
forwarded approximately 6 weeks prior to the $1000, the price to protect your registration would be 6:15pm – 8:45pm Welcome Reception
conference. $57.50. This rate is determined by our 3rd-party
Insurance provider, Allianz Global Assistance. Thursday, January 23
5. INSTALLATION OF EXHIBITS - The exhibit area NOTE: This percentage rate cannot be altered. 7:15am – 4:30pm Exhibits Open
at the meeting facility will be ready for occupancy 7:15am – 10:30am Continental Breakfast
from 3:00pm – 6:30pm on January 21 and 7:00am – What payment methods can be used to purchase 12:00pm – 2:00pm Strolling Lunch

10:00am on January 22. Exhibitors are required to the cancellation insurance? Friday, January 24
have booth setup completed by 10:00am on January To purchase the cancellation insurance, you must 7:15am – 11:00am Exhibits Open
22. submit your registration payment with a Credit Card. 7:15am – 10:30am Continental Breakfast
No other payment options will be available for 11:00am - 2:00pm Exhibitors Breakdown
6. REMOVAL OF EXHIBITS - No exhibit may be purchasing cancellation insurance.
taken down during the show hours of the convention.
Exhibitors are responsible for re-packing and 12. EXHIBITOR HOLD HARMLESS - Exhibitor
shipping of their own exhibits. hereby expressly agrees that it will defend indemnify If you have questions, please contact us at:
NYSAPLS, Inc.
and hold harmless NYSAPLS for any and all liability 146 Washington Ave ● Albany, NY 12210
7. LIMITATION OF LIABILITY - It is mutually agreed NYSAPLS may incur as a result of exhibitor’s Phone: (518) 432-4046 ● Fax: (518) 432-4055
that NYSAPLS, Turning Stone Resort and Casino negligence or failure to conform to the terms of this Email: info@nysapls.org
shall not be liable to an exhibitor for any damage to contract.
infer the loss or destruction of an exhibit or the Website: www.nysapls.org
property of an exhibitor or injuries to his/her person

22 EMPIRE STATE SURVEYOR / VOL. 60 • NO 5 / 2024 • SEPTEMBER/OCTOBER