Scientific Assembly Exhibits & Support
Exhibit Days: Tuesday, July 6-Wednesday, July 7, 2021
Online Registration
Download Floor Plan | Download Rules and Regulations
Location
Sagamore Resort
110 Sagamore Road
Bolton Landing, NY 12814
Recognized as one of New York State’s leading emergency medicine educational events, New York ACEP’s Scientific Assembly offers industry leaders an opportunity to meet directly with your market. Exhibit your product, promote your job opportunity, demonstrate your technology July 6-7, 2021, at the Sagamore Resort on Lake George.
2019 Assembly Facts
• 323 emergency physicians representing residents, attending physicians and ED Directors from around the state attended the 2019 assembly.
• 35 companies participated through exhibits and meeting support.
• 100% of the respondents would recommend this assembly to others.
• 75% of the respondents found the exhibit program valuable.
• 67 hospitals and medical centers were represented at the 2019 assembly.
Exhibit Hours
(tentative times - may vary)
Tuesday, July 6: 2:30-6:30 pm
Wednesday, July 7: 7:30-11:00 am
Set-Up July 6: Noon-2:15 pm
Tear-Down July 7: 11 am-Noon
Premium Exhibits
Four premium exhibit spaces will be available in the foyer outside the exhibit hall. These are available on a first-come, first-served basis. Cost: $2,000 per space.
Application Process
Full payment must accompany application and contract to exhibit in order to confirm space assignment. No application will be processed without full payment: $1,000 (by May 1); $1,200 (after May 1) $1,300 (after June 1). No refund will be made on space that is not utilized during exhibit hours. Cancellations must be requested in writing by June 1. All cancellations are subject to a $150 processing fee. Refunds will not be made after June 1, 2021.
Acceptance of Application
Applications for exhibit space are subject to review by New York ACEP to determine suitability for the assembly and to ensure conformity with assembly standards.
Helping You Build Relationships
• Attendees will be asked to indicate their areas of interest as related to exhibit products and services. Please self declare your type of business on the exhibit application. This will help us to match your business product with interested assembly attendees.
• Have an event to promote? Keep us informed so we can keep assembly attendees informed. Email notification on scheduled events will be shared with assembly attendees. Note: Events cannot conflict with assembly functions.
Assignment of Space
New York ACEP will assign exhibit space based on the order in which the applications are received. Supporters will receive priority in the assignment of prime exhibit space. Every effort will be made to make assignments as specified on the application. Space will not be assigned without a signed application and contract to exhibit and payment. New York ACEP reserves the right to restructure exhibit space should the need arise.
Specifications
Exhibit space consists of an 8-foot draped table. Exhibits will be located in close proximity to educational sessions. Electrical service can be contracted directly through the Sagamore. An order form will be provided in the exhibit confirmation.
Set-up
Exhibit set-up is from Noon-2:15 pm Tuesday, July 6, 2021.
Dismantling
New York ACEP requests that all exhibitors refrain from dismantling until 11:00 am, Wednesday, July 7. Exhibit area must be clear of all materials by Noon, Wednesday, July 7.
Select a Package
Exclusive Premier & WebApp Supporter. . . $7,500
Secure the ultimate support level
- choice of exhibit space (one table)
- registration for up to four (4) representatives
- 8.5 x 11 insert in registration packet (company provided)
- half-page color ad in Empire State EPIC
- list of attendees and their hospital affiliation (provided in registration packet)
- opportunity to audit Assembly educational courses
- company listing and an unlimited description in the Assembly WebApp
- exclusive exhibit times separate from educational sessions
- acknowledgement on website
- special recognition signage
Value Supporter. . . $3,000
Your commitment will be noticed
- exhibit space (one table)
- registration for up to three (3) representatives
- quarter-page color ad in Empire State EPIC
- list of attendees and their hospital affiliation (provided in registration packet)
- opportunity to audit Assembly educational courses
- company listing and an unlimited description in the Assembly WebApp
- exclusive exhibit times separate from the educational sessions
- acknowledgement on website
- special recognition signage
Or
A La Carte
Exhibit Only
Exhibit includes registration for two company representatives; an opportunity to audit educational courses; breaks, opening reception and Wednesday breakfast in the exhibit hall; list of attendees and their hospital affiliation; company listing and description of products & services in the Assembly WebApp; and exclusive exhibit times separate from the educational sessions providing quality time for registrants and exhibitors to meet.
Add a tray
Drive traffic directly to your exhibit with the purchase of a hors d'oeurve tray during Tuesday's opening reception. Participating exhibitors will be identified with a helium balloon display.
hors d’oeuvre tray: $250 per tray
Exclusive Enhancements
Enhance your company’s visibility by participating in one of these exclusive options (participation includes special recognition signage at the Assembly and acknowledgement in the Empire State EPIC).
| Annual Meeting Luncheon | $4,500 | |
| Research Forum | $2,000 | |
| Opening Day Registrant Gift | $2,000 | |
| Wednesday Breakfast | $1,800 | |
| Thursday Breakfast | $1,200 | |
| Registrant Snack | $1,000 | |
| Tuesday break (exhibit hall) | $500 | |
| Wednesday break (exhibit hall) | $500 | |
| Thursday break | $300 | |
| Board Lunch | $500 | |
| Board Breakfast | $500 |
To ensure you receive the exclusive meeting support enhancement of your choice, register online today!
Rules and Regulations
Click to Download Rules and Regulations
• Name badges must be worn at all times during the Assembly
• Representatives must stand in front of table and not behind
• All items including signage and give-a-ways must be placed on the table and not behind or beside
• No signs may be taped or adhered to walls or floor of the exhibit hall
Sagamore Accommodations
Reserve no later than May 21: Sagamore reservations can only be secured once your Assembly exhibit registration has been received and confirmed. This family friendly golf and lakefront resort offers luxury accommodations, extraordinary dining, superb fitness and spa facilities and a host of opportunities to enjoy the incredible beauty of the Adirondacks.
At The Sagamore, you have a choice of accommodations to match your needs. Register early to aid you in receiving your preferred accommodations. All accommodations are smoke free and offer high-speed wireless internet, data ports and televisions with access to games & movies and with daily housekeeping. For room descriptions, go online to http://thesagamore.com/stay.htm. Discounted room rates at the Sagamore are guaranteed through May 21, 2021 and will be made available to paid exhibiting companies. Reservations after that date cannot be guaranteed. Each exhibiting company is limited to one reservation/representative. Those whose registrations can not be confirmed will be removed from New York ACEP's room block.
Check-in 4 pm ~ Check-out 12 Noon
Once registered, the group code for New York ACEP's room block will be provided in March.
Lodge Room (lower level) $249 per night
Lodge Room (walk-in level) $289 per night
Lodge Suite (lower level) $349 per night
Lodge Suite (walk-in level) $389 per night
Hotel Room (garden view) $359 per night
Hotel Room (lake view) $399 per night
Hotel Suite (garden view) $469 per night
Hotel Suite (lake view) $499 per night
*Rates are subject to a taxed resort fee of $30 per room per day as well as state and local taxes and county occupancy tax. This resort fee includes complimentary parking, entrance into Fitness Center, indoor and outdoor pools and waterfront, island and Golf Club shuttle and resort activities. For each additional person (over two people) ages 18+ sharing a room, there is an additional room charge of $25 per person per day.
Alternative Accommodations
Melody Manor Resort, Bolton Landing
Holiday Inn Resort, Lake George
Assembly
WebApp
The assembly WebApp will contain everything about the assembly, including:
• Daily Agenda
• Exhibitor Map
• Speaker & Exhibitor Profiles
• Attendee Lists
• Session & Event Reminders
• Evaluations
Badges
Name badges will be prepared for up to two company representatives. An additional representative is $100 (excluding supporters) and requires advance registration (not to exceed a total of three representatives).
Registration and Payment
Credit Card: Pay by credit card online.
Check: Mail completed application with your check payable to New York ACEP, 1130 Crosspointe Lane, Suite 10B, Webster, NY 14580-2986.
Federal Tax ID# 31-0923041
Questions?
To discuss a specific sponsorship opportunity you do not see here or for any questions you may have, contact us:
New York American College of Emergency Physicians
1130 Crosspointe Lane, Suite 10B
Webster, NY 14580-2986
(585) 872-2417 phone
(585) 872-2419 fax
This email address is being protected from spambots. You need JavaScript enabled to view it. email
Quick Links
Online exhibit registration
Download exhibit floor plan
Download rules and regulations
Download exhibit application for check payments
Read more on the Sagamore
2021 Exhibitors
Abbott Rapid Diagnostics
AcelRx Pharmaceuticals, Inc.
AstraZeneca
CSL Behring
Envision Physician Services
LogixHealth
Northwell Health
Progressive Emergency Physicians
Zotec Partners