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NYSAIS Sponsors & Exhibitors
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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 in the Main Dining Room and Lake Lounge, depending upon the conference. Generally, setup time will begin at 4:30 P.M. unless otherwise instructed by the venue.Next Steps: 2023 AHDH and Head of School Sponsorships Registrations are OPEN
Register Here for 2023 Sponsoring/Exhibiting and waitlists
Save-Dates and Registration for 2024 Coming Soon!
Please do not register for the Conference as a Professional Learning Attendee.
FAQ’s and Important Venue Information Below
2024 Calendar Year Information:
Save-Dates and Registration Coming soon!
| NYSAIS 2024 Sponsoring | ||||
| Sponsorship Benefits | Platinum $6,550 | Gold $3,050 | Silver $2,550 | Bronze $1,550 |
| Exhibitor Showcase Table | x | x | x | x |
| Cocktails Attendance | x | x | x | x |
| Pre-Conference Attendee List (Excludes Emails) | x | x | x | x |
| Directory Listing on NYSAIS.org as Sponsor | x | x | x | x |
| Logo on Conference Promotional Materials and Sponsor Directory | x | x | x | |
| Reduced Table Rate for Additional Conferences* | x | x | x | |
| Marketing Materials on Display at Registration | x | x | ||
| Logo Prominently Displayed at Event | x | |||
| Sponsor Wine with Dinner | x | |||
| OR | ||||
| Sponsor Speaker, Pending availability | x | |||
| OR | ||||
| Both for an Additional $3,000.00, Pending Availability | x | |||
| *1 table per company, per conference. Annual Conference is Platinum only, w/out showcase – reps attend keynote sessions. | ||||
| NYSAIS 2024 Networking Showcase Dates and Information | ||
| Conference | Showcase Dates | Audience |
| College Counseling | 3/5/24 (Tuesday) | College Counseling Professionals |
| Institutional Advancement | 3/7/24 (Thursday) | Professionals working in the areas of institutional advancement, development, alumni relations, major gifts, annual fund, marketing, communications, and events |
| The Office | 4/16/24 (Tuesday) | Administrative professionals who support our schools including, but not limited to, heads of school, division heads, business, admissions, athletics, communications, and institutional advancement offices. |
| NEIT | 4/18/24 (Thursday) | School librarians and technologists |
| Athletic Directors | 4/30/24 (Tuesday) | NYSAIS athletic directors |
| Diversity Practitioners | 5/2/24 (Thursday) | Diversity Practitioners |
| Admissions & Placement | 4/27/24 (Thursday) | Professionals working in the areas of admissions, placement, financial aid, and enrollment management |
| Business Affairs Conference (BAC) | 5/9/24 (Thursday) | Professionals in NYSAIS Schools in the areas of Business, Finance, and Human Resources |
| Facilities & Operations | 5/14/24 (Tuesday) | Professionals working in facilities and operations management |
| Early Childhood/LS | 6/27/24 (Thursday) | Early Childhood and Lower School Directors and Leaders |
| Heads Annual Conference | 10/30-11/1/2024 (W-F) | Platinum Sponsoring only, no showcase; Heads of NYSAIS Schools will be in attendance |
| Assistant Heads, Division Heads, and After School Directors | TBD (Wk after Heads of School) | Assistant Heads, Division Heads, and After School Directors |
2023 Fall Information
2023 Availability Update:| Conference | Availability |
| Inaugural Facilities & Operations | Sold Out! – Completed |
| Diversity Practitioners | Completed |
| Business Affairs Conference | Sold Out! – Completed |
| Heads Annual Conference ’23 | Sold Out! |
| Early Childhood and Lower School Leaders | Completed |
| Assistant, Division Heads, and After School Directors | Available |
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.
April 2023 Diversity Practitioners Conference Sponsorship – See Below!
Included, for Platinum Sponsors only, is an invitation to attend two other events – The Diversity Symposium in NYC (April), and the LGBTQ Dinner (June), as event sponsors. The main event is the Diversity Practioners Conference – Sponsor a Speaker, come to the Symposium and the Dinner (pending approval).
If you are interested in Platinum Sponsorship, please Register Here for the “Diversity Practitioners Conference Sponsorship” ASAP! The LGBTQA+ Dinner will be held on April 11!
If you are interested in other levels of participation, Register Here for the “Diversity Practitioners Conference Sponsorship”. The sooner the better – We will have your organization posted in the NYSAIS Sponsor Directory
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 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 (also below).
*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 and 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. If you are not spending the night at Mohonk, you will still need to pay for your dinner reservation. Sponsors and Exhibitors must have a 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.| Institutional Advancement |
| Facilities & Operations |
| The Office |
| NEIT |
| Athletic Directors |
| Admissions & Placement |
| Diversity Practitioners |
| Business Affairs Conference |
| College Counseling |
| Early Childhood/LS |
| Heads – Fall ’23 |
| AHDHASD – Fall ’23 |
FAQ Answers: Sponsoring and Exhibiting Steps and Other Important Info
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. The Registration Form The registration form 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 BadgesOne 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 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 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 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 Placement/#
Tables/floorplans will be finalized on the night of the showcase. The room is limited to 28 tables. We do our 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
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.
Use the following template. 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
C/O – Your Company Name, NYSAIS, Showcase You will be attending
1000 Mountain Rest Rd
New Paltz, NY 12561
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 gaffers tape.
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.
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.
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)
| Admission / Financial Aid Consultation | Custodial & Grounds | Organizational Development |
| Architecture | Facilities & Maintenance | Retirement |
| Business Office Consultation | Financial Services | Search Consultation |
| Communications / PR / Marketing | Fundraising | Strategic Planning |
| Compensation Consultation | Governance Consultation | Technology |
| Culinary | Insurance | Textiles |
| Curriculum Development |