Dear Conference Sponsor/Exhibitor:

Thank you for your support of Unleashing the Potential, the annual NYS SHRM Human Resource Conference and Exhibition! This letter contains important information to help you prepare for our Conference and to make your Conference experience successful and fun! Please carefully read this letter.

Information – For All Sponsors & Exhibitors

Marketplace Coordinator – Electrical Needs

Exhibitors will be contacted separately by Clifton Park Rental (Marketplace coordinator) regarding exhibitor needs. You will receive a packet of information separately in the mail. Electrical is an additional charge and paid directly to Clifton Park. Clifton Park can also assist you in storage and setup of your booth. Clifton Park contact info is: Ms. Betty Voss, Clifton Park Rental Center, 871 Main St., Clifton Park NY 12065, P: 518-877-7449   F: 518-877-6356 BVoss@cliftonparkrental.com

Internet Needs

If you require an Internet connection there is an additional charge and paid directly to the Turning Stone Resort & Casino. Contact Jessica Sperati at 315-361-7807 jessica.sperati@turningstonecasino.net

Your Pre-Conference Registration Contact

If you have any questions about your registration before the Conference, feel free to send an email to cnyshrm@aol.com. Our Registration Coordinator will gladly assist you.

Exhibitor Setup Times

Exhibitors may set up at the Event Center between 11 and 2 PM on Sunday, July 23. Exhibitors must remain available until the Exposition closes on Tuesday, July 25 at noon.

When You Arrive

You will be greeted by one of our Volunteer Hosts. You will be escorted to the Welcome Center and then to your booth space.  

During the Conference

During the Conference a Volunteer Host from our Logistics and Facilities team will be available to assist you.

Booth Placement

The initial placement of booths in the Exposition is based on the date of the exhibitor’s “reservation" or electronic or written commitment to sponsor/exhibit. If payment is not made or received on or before April 30 the conference will then place others in the space and based on payment date. Placement of those who make payment after April 30 is made based on receipt of payment. As we approach the Conference you will be able to view your booth placement online. You can review the Exposition Center map here.

Accommodations

Accommodations must be booked directly with the resort. To make your reservations call: 315 - 361 - 7711 or 1 - 800 - 771 – 7711 and mention the "SHRM" Conference for your discount. The following Conference discount will apply - The Tower Hotel: $112.00 per night, single or double occupancy, Sunday thru Tuesday. All rooms subject to an 8 % tax unless payee is tax exempt. A higher rate will be charged for Saturday night.

Conference Registration

Whether you are an Exhibitor (booth only) or one of our many Star sponsors (over $1,500 in sponsorship) your commitment comes with at least one (1) Conference Registration at no charge. If you haven’t already been registered for the Conference, please do so. You can email our Registration Coordinator with any questions at cnyshrm@aol.com. Our Coordinator will help you or make any corrections on your behalf. We appreciate your completing your registration(s) by May 1^st.

Name Tags & Registration List

Your will receive your Name Tag and Registration List (list of sessions you’ve registered for) at the Conference. It will be your passport for Conference events. It is color coded and we ask that you place it in your neck wallet (received at Conference) and wear it at all Conference events. Your Name Tag and Registration List is your passport for Conference events. You must show each in order to gain access to those events you’ve registered for. Without them you will be unable to attend a session. If you lose either please visit our Guest Relations area. We’ll be happy to re-print either document with proper ID. 

Exposition - Times

We have designed a Conference schedule that provides for Marketplace traffic and flow of registrants. There will be six opportunities for registrants to visit the Marketplace and win prizes:

You Help Draw Traffic – Prize Patrol!

Exhibitor prize drawings will be staggered throughout Exposition times, to include Snack and Cocktail Reception times. Please bring with you one or more prizes valued of at least $50 each. When you arrive a Prize Patrol Coordinator will ask you about your prizes and ask when you would like to schedule their give-away (see above schedule # 3 – # 6). You will be responsible for handling the business cards you collect, working with a Volunteer Host on your drawing(s), and announcing the give-away at the scheduled time.

Yet More Traffic to Your Booth!

Unleashing the Potential will give away over $3,000 in Grand Prizes. To be eligible for the Grand Prize drawing a registrant must have their Grand Prize Card initialed by at least sixty (60) Exhibitors. The Grand Prize Card will be in their registration packet when they arrive. They must deposit their completed Grand Prize Card in the Raffle Drum at Guest Relations in the Welcome Center. Grand Prize drawings will take place after the Tuesday lunch Keynote and winners must be present to win.

Meals and Additional Meal Tickets

A Conference registration includes meals and yes – snacks! A continental Breakfast will be served beginning 7:30 am on Monday and Tuesday in the Oneida Room on the lower level. Lunch will be served beginning 12:45 pm on Monday and then at noon on Tuesday. Lunch will be in the Oneida Room on the lower level. One Dinner will be served on Sunday beginning at 5:30 pm. Dinner will be in the Oneida Room on the lower level. Two (2) Cocktail Receptions will be hosted in the Exposition Event Center. On Sunday, the Cocktail Reception begins at 4:00 pm and on Monday the Cocktail Reception begins at 5:30 pm. Cookies and beverages will be served Monday at 10:00 am and at 3:00 pm in the Exposition Event Center. On Tuesday, cookies and beverages will be served at 9:45 am in the Exposition Event Center. Additional Meal Tickets: Additional meal tickets may be purchased at Guest Relations. The cost for Sunday dinner is $50. Lunches are $30 and breakfasts are $20. A credit card, check (preferred), or cash is accepted.

Hotel Check-In/Out Times

Guests may check-in any time after 3 PM. The Tower Hotel will provide an area to hold baggage. Guests may check-out before 11 AM. Express check-out is available.

Twilight Golf Package

If you would like to arrange a golf outing with friends or clients, as a Conference participant you can golf two of the Resort’s PGA courses, Shenendoah and Kaluhyat after 2 PM for only $70. These courses were designed by renowned designers Rick Smith and Robert Trent Jones. This is a special Twilight Package for Conference participants. Call 877.748.GOLF to reserve you tee times.

Exhibitor Lounge

An Exhibitor Lounge will be provided in the Event Center. It will have tables, chairs, and refreshments for exhibitors. Please feel free to take advantage of this area.

Business Center

You have access to the Resort’s Business Center located in Tower Hotel Board Room area across from the Echo Rotunda. This room offers high speed internet service, copying, faxing, and mail options. There is a charge for some services.

Smoking Policy

The Turning Stone Resort & Casino allows smoking on premises. In some locations non-smoking areas are provided. Unleashing the Potential will restrict smoking in the Event Center to outside locations. No smoking will be allowed in the Event Center, the Event Center hallways, breakout rooms, general sessions, Exposition foyer areas, or Exposition.

Dress Code

Business casual.

Important Deadlines – For All Sponsors & Exhibitors

Payment by April 30

We very much appreciate full payment no later than April 30^th. Exhibitors/Sponsors who have made full payment by April 30th will receive placement preference. The Conference will make booth placements based on payment date.

Registration(s) by May 1

If possible please complete your registration(s) by May 1^st. Our Registration Coordinator can help you at cnyshrm@aol.com.

Conference Program Ads by April 30

If you are a Star sponsor (over $1,500 in sponsorship) you will have an ad placed in our Conference Program. The size of your ad depends on your sponsorship level (both 3 Star and 4 Star sponsors receive a full page ad; 2 Star sponsors receive a ½ page ad; 1 Star sponsors receive a ¼ page ad). You will need to email your ad copy to light@twcny.rr.com by April 30^th. Ad copy should be in jpeg or tiff format. If the Conference does not receive your ad by this date the Conference reserves the right to develop the ad on your behalf. All ad placements are at the sole discretion of the Conference.

Special Sponsor – Logo by April 30

If you are a Special Sponsor (AV sponsor for a day; pre-conference workshop sponsor; cocktail reception dessert station sponsor; AM or PM break sponsor) your logo will be listed in our Conference Program. You will need to email your ad copy to light@twcny.rr.com by April 30^th. Your logo should be in jpeg or tiff format. If the Conference does not receive your logo by this date the Conference reserves the right to include your logo from your web site or list your sponsorship as text only.  

It is our sincere hope that you find Unleashing the Potential to be a truly exciting and rewarding experience.

~ The CNY SHRM Planning and Implementation Group

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