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1. EXHIBITOR REGISTRATION – or the property of an exhibitor or injuries to his/her 13. SPONSORSHIP - As a sponsor, your company
Fee includes the following: person or persons from any cause, all claims for any name and information will be listed on all NYSAPLS
• 8’ x 10’ carpeted booth* with 8’ high draped such loss, damage or injury, being waived expressly marketing brochures and the official NYSAPLS
backdrop and 3’ high side rails, including 6’ x by exhibitor. It is expressly agreed that exhibitor will conference journal. In order to guarantee a listing in
24” draped table with two folding chairs; be liable for any and all injuries to any person or the journal, contracts must be received by November
• I.D. sign on back drop (7” x 40”); property which may occur as a result of any act or 21, 2025.
• Meal Tickets (per booth) omission by the exhibitor or any one acting in behalf
(Up to a $350 value per exhibit rep) such area in a clean and orderly fashion. Any and all 14. CANCELLATION OF SPONSORSHIP - all
o Welcome Cocktail Reception - insurance for any such injuries must be purchased sponsorships are final upon purchase, no refund will
two tickets per booth** by exhibitor. be issued for cancellation.
o Two continental breakfasts
o Two strolling lunches 8. GENERAL POLICY - As a matter of general 15. JOURNAL & MEMBERSHIP DIRECTORY
o Surveyor’s Social – two tickets with policy, NYSAPLS reserves the right to restrict ADVERTISING- To ensure the quality of your
st
1 booth purchased only** exhibits which, because of noise, method of advertisement in the program book, please adhere
• Complimentary attendee email list. operation, materials, or any other reason become to the following guidelines for submitting ads: No
objectionable, and allow prohibiting or evicting any bleeds, we CANNOT use faxed, photocopied
*Electrical outlets must be purchased separately exhibit which in the Association’s opinion may de- artwork or 72 DPI Web images. MS Word
through Great Lakes Events, LLC. tract from the general character of any exhibit as a documents should be saved as a PDF file before
**Two representatives will be permitted per booth; whole. This policy includes persons, things, conduct, sending. Please include your company name and
an additional fee of $200 will be charged for each printed matter, or anything of a character which is “2026” in the file name. Acceptable file formats
additional representative which will include a ticket determined to be objectionable to the exhibit. In the include: PDF, Photoshop, Illustrator, PageMaker,
for admission to the Welcome Reception, cont- event of such restriction or eviction, NYSAPLS is TIF, JPEG, and EPS. Media accepted: e-mail is
inental breakfasts and strolling lunches in the exhibit NOT LIABLE for any refunds or rentals or other preferred (please send electronic files to
hall. Surveyors Social dinner tickets must be exhibit expense, for a liability loss of prestige to the heather@nysapls.org), CD-ROM, Zip disks.
purchased separately. company, business volume loss, expense of Note: include all elements for your ad, including
personnel to the conference, etc. fonts & images. Please be sure to include contact
2. EXHIBIT SPACE - Special requests for space name, organization name, phone number, e-mail
should be made on the official contract. Final 9. FIRE REGULATIONS - All materials used in the address & payment with your ad. If sending a CD or
location and selection of booth remains the right of exhibit hall must be flame proof and conform to all thumb drive, please include a hardcopy print.
the Committee. Booth assignment will be made after Fire Department Regulations.
contracts have been paid in full. Notification of 16. CANCELLATION OF JOURNAL ADVER-
booth assignment and the booth location 10. ACCEPTANCE - Upon acceptance of the TISEMENT - all advertising fees are final upon
diagram will be mailed on or around December application/contract by NYSAPLS, it shall be a purchase; no refund will be issued for cancellation.
31. Information regarding booth set-up, drayage, legally binding contract between the exhibitor and
etc. will be provided once exhibit space is secured. NYSAPLS. 17. ADA ACCOMMODATION – In accordance with
the Title III of the Americans with Disabilities Act, we
3. USE OF SPACE - Exhibitors are not permitted to 11. EXHIBITOR CANCELLATION POLICY & invite all registrants to advise us of any disability and
sublet, share space with another company, divide CANCELLATION INSURANCE COVERAGE any requests for accommodation to that disability.
space or display any items of any non-exhibitor OPTIONS - Protect Your Registration! NYSAPLS Your request should be submitted as far as possible
without written approval from the Committee in will no longer issue refunds for cancellations but is in advance of the program you wish to attend.
advance. Distributing of advertising is limited to each pleased to announce that we have partnered with
booth. The back of the booth must not exceed eight Allianz Global Assistance to provide this service. 18. TENATIVE TRADESHOW SCHEDULE –
feet (8’) in height and not exceed four feet (4’) in Protect your contract by opting for our cancellation (Subject to change)
height on either side. Exhibits 8’ high may not extend insurance during the online "check out" for your
more than 3’ from the booth backwall nor should they conference registration. Get reimbursed up to 100% Sunday, January 25
be more than 4’ high in space from the backwall to if you can't attend this conference for a number of 3:00pm – 6:30pm Exhibitor Move-in
the front of the booth. If in doubt, consult the reasons, including covered injury, illness, inclement
Committee. weather, traffic accidents and much more. Monday, January 26
7:00am – 10:00am Exhibitor Move-in
4. ELECTRICAL USE - Exhibitors shall make What is the cost of cancellation insurance? 11:00am – 4:30pm Exhibits Open
arrangements with Great Lakes Events, LLC for their The cost of the ticket protection is 5.75% of the total 12:00pm – 2:00pm Strolling Lunch
electrical requirements. Ordering information will be ticket cost. For example, if your registration fee is 6:15pm – 8:45pm Welcome Reception
forwarded approximately 6 weeks prior to the $1000, the price to protect your registration would be
conference. $57.50. This rate is determined by our 3rd-party Tuesday, January 27
Insurance provider, Allianz Global Assistance. 7:15am – 4:30pm Exhibits Open
5. INSTALLATION OF EXHIBITS - The exhibit area NOTE: This percentage rate cannot be altered. 7:15am – 10:30am Continental Breakfast
at the meeting facility will be ready for occupancy 12:00pm – 2:00pm Strolling Lunch

from 3:00pm – 6:30pm on January 25 and 7:00am – What payment methods can be used to purchase
10:00am on January 26. Exhibitors are required to the cancellation insurance? Wednesday, January 28
have booth setup completed by 10:00am on January To purchase the cancellation insurance, you must 7:15am – 11:00am Exhibits Open
7:15am – 10:30am
Continental Breakfast
26. submit your registration payment with a Credit Card. 11:00am - 2:00pm Exhibitors Breakdown
No other payment options will be available for
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 If you have questions, please contact us at:
NYSAPLS, Inc.
shipping of their own exhibits. hereby expressly agrees that it will defend indemnify 146 Washington Ave ● Albany, NY 12210
and hold harmless NYSAPLS for any and all liability
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
Email: info@nysapls.org
that NYSAPLS, and the Saratoga Springs City negligence or failure to conform to the terms of this Website: www.nysapls.org
Center shall not be liable to an exhibitor for any contract.
damage to infer the loss or destruction of an exhibit

20 EMPIRE STATE SURVEYOR / VOL. 61 • NO 5 / 2025 • SEPTEMBER/OCTOBER