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Annual Meeting & Training School - Exhibitor and Sponsorship

May 28, 2025 - May 30, 2025


Featured Event

Dates

Wednesday, May 28, 2025 - 2:30 PM
Friday, May 30, 2025 - 10:00 AM

Early Registration Discount Deadline

Wednesday, May 28, 2025

Online Registration Deadline

Wednesday, May 28, 2025

Location

Annual Meeting & Training School - Exhibitor and Sponsorship Event Image

Annual Meeting Exhibiting
May 28-30, 2025 | The Sagamore, Bolton Landing
TENTATIVE AGENDA 

This event is currently fully booked, but we are maintaining a waitlist. To be added, please contact Nicole Ognan at 518-463-1185 or email Nicole@nycom.org.

COST
$1,500
If you are a NYCOM Network tier member, please refer to your NYCOM Network benefits.

DEADLINE
MONDAY, MAY 12, 2025

BENEFITS

  • An opportunity to partner with the New York State Conference of Mayors and Municipal Officials (NYCOM) and our member cities and villages.
  • Exhibitor acknowledgment in the Conference Program featuring your company logo, category and contact information.
  • Exhibit space that includes a 6' skirted tabletop, two chairs and one wastebasket. Displays larger than 6' will not be allowed in the exhibit area.
  • All Royal and Golden NYCOM Network patrons and conference sponsors will receive a premium booth location.
  • Two conference registrations for employees of your company which include attendance at the conference, sessions, Thursday's lunch and President's cocktail reception, and all breaks.
  • A $200 reduced registration fee (meals not included) per additional employee (beyond the two included registrations).
  • Company recognition on conference signage.
  • Networking coffee break opportunities in the exhibit area to communicate face-to-face with city and village decision-makers.
  • A ribbon on your name badge identifying your participation level.
  • Inclusion in the NYCOM Passport Contest to promote traffic to the exhibit area.
  • Inclusion in the online product and services guide on the NYCOM website for one year.
  • A list of all attendees and their contact information prior to the event.

EXHIBITOR CONTEST
Attendees will be participating in an exhibitor contest that encourages them to visit your exhibit booth. Winners will be randomly drawn late Thursday afternoon and announced at the Banquet Thursday evening.

Exhibitors are welcome to host their own prize drawing at their exhibit booth but must be responsible for contacting the winner and distributing any winning gift(s).

PROGRAM ADVERTISING
COST: $400 (full-color)
DEADLINE: MONDAY, MAY 12, 2025
SIZE: 7.75" h X 4.25" w
FORMAT: High-resolution JPEG or PDF accepted
ARTWORK: Email advertisements to Nicole Ognan at nicole@nycom.org

For questions about sponsorships, exhibiting or conference advertising, please contact Nicole Ognan of the NYCOM staff.

HOURS
Set-Up and Breakdown Hours
Set-Up: Wednesday, May 28th after 12:00 p.m. All exhibits must be set up by 2:30 p.m.
Breakdown: Friday, May 30th after 10:00 a.m. (All exhibits must be removed by 11:00 a.m.)

Any additional exhibit requirements can be fulfilled by contacting Total Events, 4021 State Street, Schenectady, NY 12304; Ph: (518) 383-8602.

EXHIBIT HOURS*
Wednesday, May 28th: 2:30 p.m. - 6:00 p.m. | break: 3:30 p.m. 
Thursday, May 29th: 8:30 a.m. - 12:30 p.m. and 1:30 p.m. - 4:30 p.m. | breaks: 10:45 a.m. and 3:15 p.m. | lunch: 12:30 - 1:30 p.m. | president's reception: 5:45 - 6:45 p.m.
Friday, May 30th: 8:30 a.m. - 10:00 a.m. | break: 9:30 a.m.

*Exhibit hours and breaks are subject to change

CANCELLATION AND REFUND POLICY
All exhibitor and sponsorship payments must be received BY MAY 12, 2025, or your booth/sponsorship will be forfeited. For any cancellations after May 12th, your company will be charged a $250 processing fee. For cancellations after May 21, 2025 or no-shows, there will be NO refunds for your meals, exhibitor, sponsorship, or advertising registration.

MEALS
The NYCOM overnight room block at The Sagamore includes breakfast only. Thursday's lunch and president's reception is included with your exhibitor registration fee (up to two per company).  Additional meals can be purchased online when you register. There will be a 15% surcharge for onsite meal purchases. 

BOOTH POLICY
Only one company per exhibit booth is allowed. Sharing of your exhibit space with a representative of another company is strictly prohibited, including consultants employed by another company. Sharing your exhibit space with another company will result in a second exhibit fee.

ELECTRICAL
If you require basic electrical service (standard 20amp outlet), it must be ordered during the registration process (for an additional cost).

TERMS AND CONDITIONS
By registering for the Annual Meeting & Training School Expo you are agreeing to the following Terms and Conditions.

 

 

 


Exhibit Booth - 2 Total Reps
Early Standard Late
$1500.00
NYCOM Network Partner Golden - 1 Representative
Early Standard Late
$0.00
NYCOM Network Partner Golden - 2 Total Reps
Early Standard Late
$0.00
NYCOM Network Partner Golden - 3 Total Reps
Early Standard Late
$0.00
NYCOM Network Partner Golden - 4 Total Reps
Early Standard Late
$0.00
NYCOM Network Partner Royal - 1 Representative
Early Standard Late
$0.00
NYCOM Network Partner Royal - 2 Total Reps
Early Standard Late
$0.00
NYCOM Network Partner Royal - 3 Total Reps
Early Standard Late
$0.00
NYCOM Network Partner Royal - 4 Total Reps
Early Standard Late
$0.00
Waitlist
Early Standard Late
$0.00
Hotel/Meal Package
  Sponsorship Deadline: May 2, 2025 Sold Out! 0 Slots Left
  Exhibiting and Advertising Deadline: May 12, 2025 Sold Out! 0 Slots Left
Primary Registrant
Primary Registrant
  Primary Registrant - Full Dinner Package Sold Out! 0 Slots Left
$200.00
Primary Registrant
  Primary Registrant - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$115.00
  Primary Registrant - Full Dinner Package Sold Out! 0 Slots Left
$0.00
Primary Registrant
  Primary Registrant - Thursday Annual Banquet Sold Out! 0 Slots Left
$110.00
  Primary Registrant - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$0.00
Primary Registrant
  Primary Registrant - Thursday Annual Banquet Sold Out! 0 Slots Left
$0.00
Primary Registrant
  Dietary Restrictions: Must be recieved by 5/12/2025 Sold Out! 0 Slots Left
  Primary Representative will NOT be participating in any meals. Sold Out! 0 Slots Left
Primary Registrant
  There will be a 15% surcharge for onsite meal purchases. Sold Out! 0 Slots Left
First Additional Representative
First Additional Representative
  First Additional Representative Full Name Sold Out! 0 Slots Left
  First Additional Representative Email Sold Out! 0 Slots Left
First Additional Representative
  First Additional Representative - Full Dinner Package Sold Out! 0 Slots Left
$200.00
First Additional Representative
  First Additional Representative - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$115.00
  First Additional Representative - Full Dinner Package Sold Out! 0 Slots Left
$0.00
First Additional Representative
  First Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$110.00
  First Additional Representative - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$0.00
First Additional Representative
  First Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$0.00
First Additional Representative
  Dietary Restrictions: Must be recieved by 5/12/2025 Sold Out! 0 Slots Left
First Additional Representative
  First Additional Representative will NOT be participating in any meals. Sold Out! 0 Slots Left
Second Additional Representative
Second Additional Representative
  Second Additional Representative Full Name Sold Out! 0 Slots Left
Second Additional Representative
  Second Additional Representative Email Sold Out! 0 Slots Left
  Second Additional Representative - Full Dinner Package Sold Out! 0 Slots Left
$200.00
Second Additional Representative
  Second Additional Representative - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$115.00
  Second Additional Representative - Full Dinner Package Sold Out! 0 Slots Left
$0.00
Second Additional Representative
  Second Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$110.00
  Second Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$0.00
  Second Additional Representative - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$0.00
Second Additional Representative
  Dietary Restrictions: Must be recieved by 5/12/2025 Sold Out! 0 Slots Left
Second Additional Representative
  Second Additional Representative will NOT be participating in any meals. Sold Out! 0 Slots Left
Third Additional Representative
Third Additional Representative
  Third Additional Representative Full Name Sold Out! 0 Slots Left
Third Additional Representative
  Third Additional Representative Email Sold Out! 0 Slots Left
Third Additional Representative
  Third Additional Representative - Full Dinner Package Sold Out! 0 Slots Left
$200.00
  Third Additional Representative - Full Dinner Package Sold Out! 0 Slots Left
$0.00
Third Additional Representative
  Third Additional Representative - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$115.00
  Third Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$0.00
  Third Additional Representative - Wednesday Reception-Style Dinner Sold Out! 0 Slots Left
$0.00
Third Additional Representative
  Third Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$110.00
Third Additional Representative
  Dietary Restrictions: Must be recieved by 5/12/2025 Sold Out! 0 Slots Left
  Third Additional Representative will NOT be participating in any meals. Sold Out! 0 Slots Left
Third Additional Representative
  Need more than four representatives? Contact Nicole Ognan at 518-463-1185 Sold Out! 0 Slots Left
Sponsorships
Sponsorships
  Keynote Speaker Sponsor Sold Out! 0 Slots Left
$2,800 - Your company logo will be displayed on both screens before the speaker begins. Your pull-up banner will be visible on the stage in front of the audience during the presentation. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
$2800.00
Sponsorships
  Wednesday Reception-Style Dinner Sponsor Sold Out! 0 Slots Left
$2,800 - Your company logo will be imprinted on dinner napkins and cups, as well as displayed during the reception on Wednesday. Two representatives are included to attend the dinner. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
$2800.00
Sponsorships
  Dak Energy Bar Sponsor Sold Out! 0 Slots Left
$2,100 - Your full-color company logo/design promoting your business will be imprinted on Dak Bars (hand crafted local Adirondack energy bars) given to all attendees. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
$2100.00
Sponsorships
  Banner Ad Sponsor Sold Out! 0 Slots Left
$300 (up to 4 available) - Your banner ad is a clickable advertisement that will appear on our conference app with a direct link to your company's website during the entire conference. (Specs: 72dpi; peg or ping file; 728x90 pixels)
$300.00
Sponsorships
  Thursday and Friday Breakfast Sponsor - SOLD Sold Out! 0 Slots Left
SOLD - Your company logo will be displayed at breakfast both Thursday and Friday. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
  Coffee Breaks - Entire Conference Sponsor - SOLD Sold Out! 0 Slots Left
SOLD - $2,500 - Your company logo will be displayed on cups and napkins at the Coffee Stations which will be open from 2:00 - 4:30 p.m. on Wednesday, 8:00 a.m. - 4:00 p.m. on Thursday and 8:00 - 11:00 a.m. on Friday. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
  Fireworks Thursday Sponsor - SOLD Sold Out! 0 Slots Left
SOLD - Your company will receive recognition throughout the conference.
  President's Reception Sponsor - SOLD Sold Out! 0 Slots Left
SOLD - Your company logo will be displayed during the event. Your company will also receive recognition throughout the conference.
  Thursday Luncheon Sponsor - SOLD Sold Out! 0 Slots Left
SOLD - Your company logo will be displayed at the Thursday luncheon. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
  Wednesday Night Entertainment Sponsor - SOLD Sold Out! 0 Slots Left
SOLD - Your company logo will be displayed during the entertainment in the Main Hotel on Wednesday evening. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,500).
Sponsorships
  Conference Bags Sponsorship - SOLD Sold Out! 0 Slots Left
Attendees need a bag for all of their NYCOM materials. Your company logo will be exclusively imprinted on the reusable conference bags (color of your choice) that are distributed to each attendee. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,000)
  Conference Pens Sponsorship - SOLD Sold Out! 0 Slots Left
SOLD - Your company logo or company name will be exclusively imprinted on the pens distributed to each attendee and you will receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,000).
Sponsorships
  Lanyard Sponsorship - SOLD Sold Out! 0 Slots Left
SOLD - Your company logo or company name will be exclusively imprinted on the conference lanyards that are distributed to each attendee. Your company will also receive recognition throughout the conference. This sponsorship includes the right to an exhibit booth for an additional cost ($1,000).
Company Information
Company Information
  The following information will appear in the conference program: Sold Out! 0 Slots Left
Company Information
  Company Name Sold Out! 0 Slots Left
Company Information
  Company Category Sold Out! 0 Slots Left
  Company Logo Sold Out! 0 Slots Left
Company Information
  Company Address Sold Out! 0 Slots Left
  Company Website Sold Out! 0 Slots Left
Company Information
  Primary Contact Name Sold Out! 0 Slots Left
Company Information
  Primary Contact Email Address Sold Out! 0 Slots Left
Company Information
  Primary Contact Phone Number Sold Out! 0 Slots Left
Program Advertisement
Program Advertisement
  Color Program Advertisement (Size: 4.25" w X 7.75" h) Sold Out! 0 Slots Left
$0.00
  Color Program Advertisement (Size: 4.25" w X 7.75" h) Sold Out! 0 Slots Left
$0.00
  Color Program Advertisement (Size: 4.25" w X 7.75" h) Sold Out! 0 Slots Left
$300.00
  Color Program Advertisement (Size: 4.25" w X 7.75" h) Sold Out! 0 Slots Left
$360.00
  Color Program Advertisement (Size: 4.25" w X 7.75" h) Sold Out! 0 Slots Left
$400.00
Program Advertisement
  Program Advertisment Artwork Options: Sold Out! 0 Slots Left
Add-Ons
Add-Ons
  Electrical (standard 20 amp outlet) Sold Out! 0 Slots Left
$0.00
  Electrical (standard 20 amp outlet) Sold Out! 0 Slots Left
$50.00
Refund Policy
Refund Policy
  Cancellation and Refund Policy Sold Out! 0 Slots Left
Terms & Conditions
Terms & Conditions
  Terms & Conditions Sold Out! 0 Slots Left
NameOrganizationSpeaking At

Hotel Details
May 28-30, 2025 | The Sagamore, Bolton Landing
TENTATIVE AGENDA


The Sagamore is the conference headquarters for the 2025 Annual Meeting.  All sessions and conference event meals are held at The Sagamore. 

ROOM RATES AND RESERVATIONS
Room reservations must be MADE BY APRIL 28, 2025, after which time the room block will be released and reservations will be accepted based on availability. Please note that the room block CAN sell out prior to the cut-off date so REGISTER EARLY to ensure a room in the hotel.

THE SAGAMORE ROOM RATES: 
BREAKFAST IS INCLUDED IN YOUR HOTEL ROOM RATE.  Thursday LUNCH is INCLUDED with your EXHIBITOR FEE (two per company). Wednesday and Thursday DINNERS must be purchased SEPARATELY. 

SINGLE: Rates vary from $223-$428 (+tax) per night based on your room type/location selection*
DOUBLE: Rates vary from $261-$466 (+tax)($125.50-$223 per person (+tax)) per night based on your room type/location selection*

MAKING YOUR ROOM RESERVATIONS
ONLINE RESERVATIONS
Attendees must reserve their accommodations directly with The Sagamore by using the hotel's online reservation system.  You MUST enter "Check-in" and "Check-out" dates and "Number of Guests" for the NYCOM Room Group/Block Code (0525NYCOM2ND) to automatically populate and then you may choose "check availability". You must click "Room Types" and select the desired room type available. If you need special assistance, you can call the Reservations Department at (866) 385-6221 and identify yourself as being with NY Conference of Mayors (NYCOM).

CLICK HERE TO MAKE ROOM RESERVATION

GUEST ROOM RESERVATION PROCESSING FEE
A credit card is required to confirm each guest room reservation. A non-refundable $50.00 processing fee will be charged at the time of booking and applied toward your final bill. The balance of the stay will be charged to the card fourteen (14) days prior to the arrival date. Should the reservation be canceled more than fourteen (14) days prior to arrival, only the $50.00 processing fee will be forfeited. If the cancellation is made fourteen (14) days or less from arrival, the total amount will be forfeited. In the event you do not arrive on your arrival date, your reservation will be canceled and the amount collected will be forfeited at that time.

*There IS A RESORT FEE of $15 per room/per day

Check-in time: 4:00 p.m. | Check-out time: 11:00 a.m.

014751