NYSAIS Sponsors & Exhibitors

Scroll down for updates to the FAQs 

NYSAIS facilitates the exchange of information among its schools by holding several signature conferences each year. The NYSAIS Sponsor Program offers businesses the opportunity to participate in and support these professional development networking events for our schools. NYSAIS is happy to introduce a new structure to our sponsor program, outlined below. Thank you for your interest!

All showcases will be held at Mohonk Mountain House, New Paltz, NY.

Generally, Exhibitor Showcase setup time will begin between 4:30 and 5:00 P.M. on the Second Night of the Conference unless otherwise instructed by the venue. Please expect an email 1 week to 10 days out with details.

Generally, setup time will begin between 4:30 and 5:00 P.M. unless otherwise instructed by the venue.

 Meal form Links for Day Guests Only – Please return to MOHONK per the instructions (scroll down for further FAQs)

FAQ: Update for the following conferences – Meal form Links for Day Guests Only – Please return to MOHONK per the instructions

Athletic Directors Showcase (4/30) Day Guest/Meal Form

Admissions, Placement, and Financial Assistance Professionals Showcase (5/7) Day Guest/Meal Form

Business Affairs Conference Showcase (5/9) Day Guest/Meal Form

Facilities & Operations Conference Showcase (5/14) Day Guest/Meal Form

Next Steps:  Registrations are OPEN

Registration is Open for Several Sponsorship Events: 

Early Childhood Leaders (June)

Assistant Heads, Division Heads, After School Directors (November)

Please do not register for the Conference as a Professional Learning Attendee.

FAQ’s and Important Venue Information are Below

Availability at Some Conferences – Register Here for 2024 Sponsoring/Exhibiting!

SOLD OUT! Business Affairs Conference (BAC) 2024 – Email Support@nsyais.org for the Waitlist

SOLD OUT:

Business Affairs Conference (BAC) 2024

Heads of School 2024

Facilities & Operations 2024 

NYSAIS Education Information Technology Conference (NEIT) 2024 

Email Support@nysais.org for the waitlist

FAQ’s and Important Venue Information Below

2024 Calendar Year Information

* Additional Charges: Paid Reservations Required for all visitors to Mohonk Mountain House (Day Guest or Overnight – see FAQs below)

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Sponsoring and Exhibiting Events

Tables will sell out fast for some conferences. Email support@nysais.org with further questions or to be added to the contact list.p>

The Venue and FAQs

A paid reservation, Day Guest OR Overnight, is required to be allowed entrance

through the gate to the grounds for all attendees.

*All attendees, regardless of type, are required to have a paid reservation, made and paid directly with Mohonk Mountain House, either as an Overnight Guest OR a Day Guest to get in at the resort gate, whether or not your representatives intend to stay and eat.

We can also recommend alternative overnight lodging (below). Please request a Day Guest form if you are not an Overnight Guest.

*Full conference seats are reserved for employees of independent schools. Platinum Sponsors may attend the session they are sponsoring.

*Exhibitors and sponsors are expected to attend the evening meal of the date of their event which requires a separate payment to Mohonk for Day Guests only (overnight guest meals are included with stay).

Mohonk is currently undergoing construction

The NYSAIS rooming block is extremely limited. Rooming blocks are reserved for registered conference attendees (see eligibility below). If you wish to stay overnight at Mohonk and are a vendor/sponsor, you will need to stay at the full rate. Thirty days before the conference, Mohonk will release any available, unsold rooms from the conference block. Vendors/sponsors who have reservations for full-rate rooms will be contacted at that time, by Mohonk, if any rooms are available (in the order of their reservation date) to offer rooms at the conference rate.

If you are not spending the night at Mohonk, you will still need to pay for your dinner reservation (regardless of if your party is staying to eat).

Sponsors and Exhibitors must have a paid reservation for Dinner for the night of the showcase OR an Overnight reservation. Meal and room reservations are made directly with Mohonk. Reservation information is as follows:

To make a Mohonk Overnight Reservation: Call 845-255-1000, or reserve online

Day Guest Reservation Links (Meal Forms) – Dinner Reservation is Required

Day Guest Reservation Links (Meal Forms) – Paid Dinner Reservation is Requiredinks: ca

Alternative Hotels:

Here are a few hotel options in New Paltz – Mohonk Day Guest/Paid Meal Reservation Required!

• Hampton Inn
• Americas Best Value Inn
• Rodeway Inn

FAQ Answers: Sponsoring and Exhibiting Steps and Other Important Info

Speaking Roles

Speaking Roles

Speaking roles are not pay-to-speak. Speakers are chosen by separate means and are not determined by sponsoring or exhibiting in any way. Please reach out to support@nysais.org for the method of topic submission. Selections are competitive and are generally made by committees of volunteers.

Session Attendance:

Session Attendance:

Attendance eligibility – Attendance during conference lectures, sessions, breakouts, and meetings is strictly limited to those attendees who are currently employed at schools. While at Mohonk, you are a Mohonk Guest and can visit with session attendees during breaks and meals.

The Registration Form

The Registration Form

The registration form is the first step. If your company submits a response your contact may receive an invoice as a way of confirming the offer of a table. Please feel free to submit any comments or questions at the end of the registration form. All available pricing and information is listed on this page, and further questions can be submitted to support@nysais.org. Please always reach out to us with any invoice questions – we are always glad to assist!

Name Badges

Name Badges

One week to 10 days prior to the showcase, be on the lookout for a “Housekeeping” email from Maria with your Name Badge names request (2 per company).

The Attendees/Headcount

The Attendees/Headcount

About a week to 10 days out from the showcase, you’ll receive a list of the attendees, minus their emails, per confidentiality and industry standards. See the chart above for the target audience to aid in your selection of a conference showcase.

Heads of School Annual Conference

Heads of School Annual Conference

The Annual Conference for Heads of School is available for Platinum Sponsorship only and does not have an exhibitor showcase (no tables). If your company decides to attend another conference, the discounted table rate of $1,000 per table is applicable pending table space.

The Table & Setup

The Table & Setup

Each company will be provided with one six-foot long, white cloth-draped table during Exhibition Night, with the exception of the Heads of School Annual Conference. 

Two representatives are permitted per conference

Spending of Sponsorship Funds

In general, the Sponsorship Fund supports the professional development of the faculty and staff of NYSAIS schools, ensuring that all schools have access to programs and conferences.

*Event Attendance Eligibility Policy

Please see the NYSAIS cancellation policy page for eligibility and cancellation questions.

Table sample: We recommend that you keep your setup simple, as you will need to take it down prior to dinner.

Table sample: We recommend that you keep your setup simple, as you will need to take it down prior to dinner.

Table Placement

Table Placement

Tables/floorplans will be finalized on the night of the showcase. The room is limited to 28 6′ by 3′ tables. We do try to keep consistent with the table sizes, but do not recommend fitted tablecloths. We also do our very best to have a good mix of different kinds of vendors, targeted to the conference audience. Every space has its benefits and a good flow of traffic. There will always be someone on-hand to direct you to your table.

Logistics

Logistics

We have dedicated storage space at Mohonk, so please send your packages early (no timing limit, but within reason), and clearly labeled with the event showcase name and your company name as outlined below.

Pre-mailed Packages:  Please do not ship any packages more than ONE WEEK ahead of the Conference.  

After cocktails, please remove all materials to your room or to your car prior to dinner. There is also a post office on-premises – See the front desk for details.

Wifi

WiFi

Wifi is free at the Mohonk. Please ask for the network name and password at Guest Services when you arrive. 

Mailed Materials

Mailed Materials

Use the following template for materials no earlier than one week prior to the conference.

Insert the correct company name and event – This will help us make sure your packages arrive at the showcase floor in time.

Mohonk Mountain House 
Mohonk Mountain House

C/O - Your Company Name,  NYSAIS, Showcase You will be attending 

1000 Mountain Rest Rd

New Paltz, NY 12561

Electronics

Electronics

Mohonk has monitor/tv screen rentals (call Mohonk directly for rentals – 845-255-1000). Please also be sure to bring extension cords, outlet strip, and gaffer tape.

Showcase Day Setup & Tear Down

Showcase Day Setup & Tear Down

Scheduling may vary, but generally, the schedule runs as follows:

• 4:30 pm – Vendors enter the showcase room to set up
• 6:30 pm – Cocktails begin in the showcase room
• 7:30 pm – Dinner begins. Representatives and attendees will eat together. Please remove/pack all materials before going to dinner. You may return them to your room, or pack your car before dinner.

Email Addresses

Email Addresses

We are unable to share email addresses as they are personally identifiable information. This is also in line with industry standards.

Sponsor and Exhibitor Services (but not limited to)

Sponsor and Exhibitor Services (but not limited to)