36th Annual Professional Development Conference/Vendor Trade Show Spring 2014

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1 May 6-9, 2014 Fort Fort William Henry Resort and Conference Center, Lake George, NY As we begin 2014, our National economy continues to struggle. The 'trickle down effect' has impacted State and localgovernments as well as School Districts. It seems that each day brings more news of pending cutbacks as municipalities and schools try to fund essential programs with fewer dollars. Purchasing professionals are being challenged to identify new and better ways to provide the goods and services needed to run our schools and municipalities at the lowestpossible cost. Now more than ever, Purchasing professionals are looking to vendors for ideas and products to accomplish this task. Once again, this year, we will be offering a unique opportunity to showcase vendor products and services to the people who make the recommendations and, in many instances, the final decisions of the products purchased and/or with whom the purchase is made. The 36th Annual Spring Educational Seminar sponsored by The New York State Association of Municipal Purchasing Officials (SAMPO) will be held from Tuesday, May 6 through Friday, May 9, 2014 at the Fort William Henry Resort and Conference Center in Lake George, New York. The Vendor Exhibit will be on Wednesday, May 7th from 7:30-3:30. Each year approximately 130 public purchasing professionals representing Cities, Towns, Counties, and School Districts from across the State attend this conference to enhance their education, maintain their professional certifications, and identify new products and services to save taxpayer dollars. One of the highlights of this conference is the Vendor Spotlight Exhibit area. This is an excellent opportunity for vendors to showcase their products and services, and make valuable face to face contacts with public procurement representatives from across the State of New York. Buyers, managers and decision-makers from Cities, Towns, Schools, and Counties attend the conference seeking new resources, new ways to reduce costs and to partner with suppliers they can count on. What better opportunity to get your products and services in front of the people who make recommendations, decisions and purchases! Public Purchasing Professionals understand what it means to provide a solid return on investment. These professionals also fully appreciate and understand that a vendor who exhibits at any SAMPO conference makes a significant investment in time and resources to do so, and it is reasonable to expect that the time spent will ultimately generate sales of its products or services. It has always been the policy of SAMPO to ensure that the vendor exhibits are an integral component of our conferences, and not placed out-of-sight. Our continental breakfast and breaks on Wednesday will be held in the vendor exhibit area, and our vendors are welcome and encouraged to join our members for lunch. In an effort to make our vendors feel even more welcome this year, the Board has moved the opening reception to the main hotel area on Tuesday evening and this will be referred to as the Vendor and Attendee Welcome Reception with our vendors. All Vendors exhibiting on Wednesday should plan on being fully set up by 6pm Tuesday as the Vendor Reception will begin soon after. We have set aside a good part of our program to allow our attendees to interact with vendors and this year we will be awarding our Vendor Bingo prizes at the banquet dinner reception on Thursday evening where our attendees must be present to win. Finally, all vendors are invited to join us Wednesday evening as we set sail on beautiful Lake George for a three hour dinner cruise with live entertainment. If you feel hesitant about joining us, I encourage you to speak with one of the many vendors who sailed with us last May. The cost of the cruise is just $50/pp. All sponsors (Platinum and Gold) will be provided 2 tickets to attend the dinner cruise as part of their sponsorship fee. In addition, Platinum and Gold sponsors are further recognized by being able to speak at our luncheon on Wednesday. If you are wondering if this event would be a worthwhile investment of your time, you may wish to ask one of the many vendors who return year after year. Exhibit space and sponsorship opportunities are now available on a first-come, firstserved basis. Review the information in the conference brochure and on our web site and RESERVE NOW. We encourage each vendor to register online to guarantee a space and desired location. When registering online and submitting payment using a credit card, the exhibit location that you select is reserved immediately. We invite you to join us at SAMPO's biggest event of the year. This is your opportunity to meet with public purchasing representatives from around the State. Reserve your booth and sponsorship today. Opportunities are limited. First come, first served. Register on our website!!!

2 EXHIBITOR SCHEDULE & BENEFITS May 6-9, 2014 Fort Fort William Henry Resort and Conference Center, Lake George, NY SCHEDULE (SUBJECT TO CHANGE AS NECESSARY) All exhibitors must be set up by 6pm Tuesday, May 6th and must tear down by 5:00 pm on Wednesday, May 7th. Tuesday, May 6th: Registration in Main Lobby of Hotel, then Exhibitor set up in Towers Hall from 2:00 6:00 pm after vendor has registered. Vendor Welcome Reception from 6:00 8:00 pm with cash bar and Hors D'Oeuvres in Main Hotel area Wednesday, May 7th: Exhibits open at 7:30am Attendee Continental Breakfast with Vendors and Vendor Expo: 7:30-10:15am Vendor Class: 10:30-12:00pm Lunch with attendees/ Platinum and Gold Sponsor Speeches: 12:00-1:30pm Vendor Awards during Luncheon Attendee Awards and Raffle/Giveaways at Banquet Reception on Thursday Evening EXHIBIT CLOSES: 3:30pm Dinner Cruise with Attendees: 7:00pm (boarding at 6:45pm-tickets required-$50pp) EXHIBITOR BENEFITS $700 STANDARD BOOTH FOR ONE DAY IN TOWERS HALL INCLUDES: Attendance at the Largest Municipal Purchasing Conference in New York State List of Conference Attendees Low booth rental cost Enhances awareness of your company Creates additional sales leads Opportunity to see existing customers and 'old friends' Listing in the Conference program packet An opportunity to support SAMPO Two complimentary Conference registrations for your company which includes attendance at all workshops, and the opening reception Tuesday evening, lunch on Wednesday; Dinner Cruise available for an additional $50/person Morning sunrise continental breakfast in the exhibit area which will allow Conference attendees the opportunity to network with exhibitors. ADDITIONAL COMPANY REPRESENTATIVES (MORE THAN TWO) ARE WEL- COME TO ATTEND BY PAYING THE ADDITIONAL PERSON FEE SHOWN IN THE REGISTRATION OP- TIONS. All networking breaks shall be held in the exhibit area 10 x 5 exhibit space with 8 table with tablecloth, 2 chairs, booth ID sign, electric service, and security on Tuesday and Wednesday All attendees are provided with imprinted BINGO cards, and exhibitors are supplied dots that it will place on its respective space on the imprinted BINGO card and initial; this card must be completely filled out before attendee is eligible for a SAMPO-sponsored drawing for prizes. NOTE TO EXHIBITORS: All exhibitors may begin to set up at 2 pm and must be set up by 6pm on Tuesday, May 6th. A Vendor Welcome Reception with Conference attendees will follow on Tuesday night in the main hotel area. It is suggested that you bring a sign or banner indicating your company s name, however space may be limited. The hotel and SAMPO will provide overnight security in the vendor area on Tuesday and Wednesday. Platinum and Gold Sponsors will receive first choice of booth selection; space may be limited. PLEASE RESERVE EARLY.

3 VENDOR SPONSORSHIP OPPORTUNITIES May 6-9, 2014 Fort Fort William Henry Resort and Conference Center, Lake George, NY There s no better way to make a lasting impression on conference attendees than with an event sponsorship. SAMPO offers several sponsorship levels designed to enhance your image and your firm s marketing efforts. As a participating Gold or Platinum sponsor, your firm receives: Immediate exposure to over 120 government purchasing attendees Opportunity to share breakfast and lunch table with seminar attendees GOLD SPONSORSHIP BENEFITS Includes all of the Standard Exhibitor benefits listed above plus: Website link on the SAMPO website acknowledging the sponsorship of the conference Special company recognition and two minutes to speak at luncheon on Wednesday 1/2 Page Ad in the Conference Brochure Preferred Exhibit Space in the exhibit hall A plaque presentation to display at your booth and retain recognizing your firm as a Gold Sponsor of SAMPO Dinner cruise on beautiful Lake George Wednesday Evening (2 tickets included in sponsorship package) The Gold Sponsorship is available for $1,200 for One Day in the Towers Hall PLATINUM SPONSORSHIP BENEFITS Includes all Standard Exhibitor benefits and Gold Sponsor benefits plus Premium reserved exhibit location for booth on Wednesday Special company recognition and up to five minutes to speak at luncheon on Wednesday Full Page Ad in the conference brochure A complete list of ALL SAMPO Members including addresses when available A plaque presentation to display at your booth and retain recognizing your firm as a Platinum Sponsor of SAMPO Dinner cruise on beautiful Lake George Wednesday Evening (2 tickets included in sponsorship package) The Platinum Sponsorship is available for $1,500 for One Day in Towers Hall

4 2014 SPECIAL CONFERENCE OPTION May 6-9, 2014 Fort Fort William Henry Resort and Conference Center, Lake George, NY As many of our returning vendors are aware, SAMPO holds three conferences each year and some of our vendors attend two or all three events. In an effort to reduce the cost to our vendors, the SAMPO Board has decided to offer a discounted rate for vendors who would like to attend more than one conference in The dates of the three 2014 Conferences are as follows: Spring Conference (Fort William Henry Resort, Lake George, NY - May 6-9th) Western Fall Conference (Niagara Falls Conference Center, Niagara, NY - October 21-24th) Long Island Fall Conference (The Inn & Spa at East Wind, Wading River, NY - November 18-20th) If you would like to register for more than one 2014 conference, the following rates will apply for a STANDARD EXHIBIT SPACE as described above: Spring Conference: $700 Spring Conference + Western or Long Island Conference: $1300 ($50 off each conference) Spring Conference + Western + Long Island Conferences: $1800 ($100 off each conference) GOLD SPONSORS, if you would like to register for more than one 2014 conference, the following rates will apply: Spring Conference: $1200 Spring Conference + Western or Long Island Conference: $2300 ($50 off each conference) Spring Conference + Western + Long Island Conferences: $3300 ($100 off each conference) PLATINUM SPONSORS, if you would like to register for more than one 2014 conference, the following rates will apply: Spring Conference: $1500 Spring Conference + Western or Long Island Conference: $2900 ($50 off each conference) Spring Conference + Western + Long Island Conferences: $4200 ($100 off each conference) Please note that the following conditions apply to the 'multi-conference discount': Payment must be made in full with application Refund policy for multiple conference registrations is the same as noted for May conference. Vendors who select multiple conferences will be given first choice to select exhibit locations at the Fall Conferences when layouts of each Conference become available.

5 REGISTRATION FORM May 6-9, 2014 Fort Fort William Henry Resort and Conference Center, Lake George, NY For immediate confirmation and to guarantee you will receive your preferred booth location you MUST register through the website ( using a credit card. SAMPO cannot guarantee booth selection for mailed registrations. If registering by mail please indicate your three (3) choices for booth location. Sponsors receive first choice. Company Name Contact Person Address City, State, ZIP Phone: Fax Please list all attendee name(s) Registration For: Qty. Price Ea. Total Platinum Sponsorship Single Day - Wednesday Towers Hall (includes Exhibit Area registration) $1500 Gold Sponsorship Single Day - Wednesday (includes Exhibit Area registration) $1200 Standard Exhibitor Booth Single Day Wednesday (includes 2 admissions) $700 Each additional Representative - Please include name of Representative(s) above $100 TOTAL PERSONS ATTENDING: Discount Packages Standard Exhibitor Discount Package for All Three Conferences ($100 off each conference) $1800 Standard Exhibitor Discount Package for Two Conferences ($50 off each conference) Please specify (Long Island or Western) $1300 Platinum Sponsor Discount Package for All Three Conferences (100 off each conference) $4200 Platinum Sponsor Discount Package for Two Conferences ($50 off each conference) Please specify (Long Island or Western) $2900 Gold Sponsor Discount Package for All Three Conferences ($100 off each conference) $3300 Gold Sponsor Discount Package for Two Conferences ($50 off each conference) Please specify (Long Island or Western) $2300 Per Person Fee for Wednesday Dinner Cruise ($700 standard exhibitors only) $50 TOTAL REMITTANCE DUE:

6 REGISTRATION FORM May 6-9, 2014 Fort Fort William Henry Resort and Conference Center, Lake George, NY If you are participating in the Vendor Spotlight Exhibit Area: A. Please indicate the type of display you will be using: Tabletop Floor Display B. Please select 3 choices for booth location, in order of preference: 1st. 2nd. 3rd. If you elect to register by mail please complete this form and mail with your payment as soon as possible (first come, first serve) to: NY SAMPO, c/o Wisconsin Association Management, W. Silver Spring Dr., Ste 200, Milwaukee, WI 53225, Phone: (845) , Fax: (888) , info@nysampo.org HOTEL ACCOMODATIONS Fort William Henry Resort and Conference Center 48 Canada Street Lake George, NY Toll-free: (800) or (518) Room reservations must be made directly with the hotel, and mention the SAMPO conference to secure the discounted rates for reservations. Suites, premium and standard rooms are available. Rooms are reserved on a first-come, first-served basis. If you require special accommodations (e.g., handicapped-accessible) please mention this when talking with the reservations agent. $115 Deluxe (main hotel building) $94 Premium (main hotel wing) $73 Standard (adjacent to the main hotel) Reservation Deadline: Friday, May 2, 2014 CANCELLATION POLICY: If you are unable to honor your guaranteed reservation, please cancel by 2pm, 72 hours prior to arrival. If you cancel after this time, one night s deposit plus all applicable taxes will be applied to your credit card. ALTHOUGH WE WILL MAKE EVERY EFFORT TO ACCOMMODATE YOUR CHOICE OF EXHIBIT SPACE LOCATION, SAMPO RESERVES THE RIGHT TO ASSIGN SPACE OR MOVE EXHIBITORS IF NECESSARY. PREFERENCE IS GIVEN TO SPONSORS AND RETURNING VENDORS WHEREVER POSSIBLE. EXHIBITORS ARE RESPONSIBLE FOR THEIR PROPERTY BROUGHT TO THE CONFERENCE. SAMPO WILL NOT BE HELD RESPONSIBLE FOR LOST, STOLEN, OR DAMAGED PROPERTY, BUT WILL PROVIDE SECURITY IN THE EXHIBIT HALL TUESDAY AND WEDNESDAY EVENING. NO REFUNDS WILL BE GIVEN FOR EXHIBIT SPACE WHICH IS CANCELLED UNLESS SAMPO IS SUC- CESSFUL IN SELLING THE SPACE TO ANOTHER EXHIBITOR. IF A VENDOR RESERVES AND SUBMITS PAYMENT IN FULL FOR EXHIBIT SPACE AND DOES NOT ATTEND THE EVENT, NO REFUNDS WILL BE GIVEN, BUT THE VENDOR MAY BE CREDITED FOR SPACE AT THE NEXT ANNUAL CONFERENCE, OR, AT ONE OF THE FALL CONFERENCES, AT THE DISCRETION OF THE SAMPO BOARD. ALL EXHIBIT SPACE MUST BE PAID IN FULL PRIOR TO THE CONFERENCE. A VENDOR WILL NOT BE ALLOWED TO EXHIBIT UNTIL THE SPACE IS PAID. ALL VENDORS ARE CAUTIONED TO RESERVE EARLY ENOUGH TO ALLOW SUFFICIENT TIME FOR FUNDS TO BE SUBMITTED AND RECEIVED PRIOR TO THE EVENT. THE CONFERENCE CENTER WILL ACCOMODATE THE MAXIMUM NUMBER OF VENDORS SHOWN ON THE FLOOR PLAN SO WE ENCOURAGE YOU TO RESERVE EARLY AND SUBMIT PAYMENT VIA CREDIT CARD.