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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, setup time will begin at 4:30 P.M. unless otherwise instructed by the venue.

 

Next Steps:  Registrations are OPEN

Registration is now Open!

Registration is via a Google Form and constitutes interest in the event in which your company is best suited to the audience. A non-company Gmail email address may be used – We only require answers to the questions. No money will be transacted via the form. We will respond with an invoice if we are able to accommodate your company.
We focus on the variety of vendor services to provide the best showcase for our attendees, as well as the level of sponsorship, and timing of responses.

Registrations for the 2024 event are by November 25th, 2023.

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 

Email Support@nysais.org for the waitlist

FAQ’s and Important Venue Information Below

2024 Calendar Year Information:

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

NYSAIS 2024 Sponsoring. *Mohonk Charges will apply separately.
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 $3,500.00, pending availability. Or sponsor a second Platinum level at a separate conference! ~email support@nysaisl.org x
*1 table per company, per conference. Annual Conference is Platinum only, w/out showcase – reps attend keynote sessions.

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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>

Thank you to our 25th Anniversary sponsor for diversity: Corporate Synergies

Diversity Sponsorship Opportunities: Ask us!

reach out to support@nysais.org

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: the Diversity Practitioners Conference – Sponsor a Speaker, come to the Symposium and the Dinner (pending approval).e Venue and FAQs

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.

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

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. 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

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

Annual Conference for Heads of School
Assistant Heads, Division Heads and After School Directors (AHDHASD)
Student Support – Showcase 1/18/24 (Thursday)
Global Languages and Cultures Conference 1/29/24 (Monday)
College Counselors – Showcase 3/5/24 (Tuesday)
Advancement and Communications Conference – Showcase 3/7/24 (Thursday)
The Office – Showcase 4/16/24 (Tuesday)
Education and Information Technology Conference (NEIT) – Showcase 4/18/24 (Thursday)
Athletic Directors Conference – Showcase 4/30/24 (Tuesday)
Diversity Practitioners Conference – Showcase 5/2/24 (Thursday)
Admissions and Placement Directors Conference – Showcase 5/7/24 (Tuesday)
Business Affairs Conference (BAC) – Showcase 5/9/24 (Thursday)
Facilities & Operations – Showcase 5/14/24 (Tuesday)
Early Childhood and Lower School Leaders Conference – Showcase 6/27/24 (Thursday)

 

Alternative Hotels:

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

 

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.

The Registration Form

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 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 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

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.

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 NameNYSAIS, 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.

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

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)

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