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Annual Meeting & Training School - Exhibitor and Sponsorship

May 13, 2026 - May 15, 2026


Dates

Wednesday, May 13, 2026 - 2:30 PM
Friday, May 15, 2026 - 10:00 AM

Early Registration Discount Deadline

Wednesday, April 08, 2026

Online Registration Deadline

Monday, April 27, 2026

Location

Annual Meeting & Training School - Exhibitor and Sponsorship Event Image

Annual Meeting Exhibiting
May 13-15, 2026 | The Sagamore, Bolton Landing
TENTATIVE AGENDA 

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

DEADLINE
MONDAY, APRIL 27, 2026

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, all sessions, Thursday's lunch and President's cocktail reception, and all breaks.
  • A $245 reduced registration fee 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.

EMBRACE THE SPIRIT OF AMERICA250
To celebrate the America 250 milestone, we encourage all exhibitors to incorporate an America250 theme into their booth displays. This is a unique opportunity to honor the nation’s 250th anniversary while creating a festive, vibrant and engaging experience for attendees. Consider adding patriotic colors, historical elements, or creative nods to American innovation and community to showcase your organization’s connection to the nation’s past, present, and future. 

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, APRIL 27, 2026
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 13th after 12:00 p.m. All exhibits must be set up by 2:30 p.m.
Breakdown: Friday, May 15th 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 13th: 2:30 p.m. - 5:30 p.m. | break: 3:30 p.m. 
Thursday, May 14th: 8:00 a.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 15th: 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 APRIL 27, 2026, or your booth/sponsorship will be forfeited. For any cancellations after April 27th, your company will be charged a $250 processing fee. For cancellations after May 6, 2026, or no-shows, there will be NO refunds for your meals, exhibitor, sponsorship, or advertising registration.

MEALS
BREAKFAST is included with your conference hotel stay and Thursday's LUNCH and PRESIDENT'S RECEPTION are included with your exhibitor registration (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.

 

 

 


No Exhibit Booth - Sponsorship or Advertising ONLY
Early Standard Late
$0.00
No Exhibit Booth - Sponsorship or Advertising ONLY
Early Standard Late
$0.00
Waitlist
Early Standard Late
$0.00
Hotel/Meal Package
  EXHIBITOR REGISTRATION INCLUDES: Sold Out! 0 Slots Left
  Sponsorship Deadline: April 8, 2026 Sold Out! 0 Slots Left
  Exhibiting and Advertising Deadline: April 27, 2026 Sold Out! 0 Slots Left
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Primary Representative
Primary Representative
  Primary Registrant - Wednesday Welcome Dinner Sold Out! 0 Slots Left
$100.00
Primary Representative
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$100.00
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$0.00
Primary Representative
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Primary Representative
  Dietary Restrictions: Must be received by 4/27/2026 Sold Out! 0 Slots Left
  Primary Representative will NOT be participating in any meals. Sold Out! 0 Slots Left
Primary Representative
  There will be a 15% surcharge for onsite meal purchases. Sold Out! 0 Slots Left
First Additional Representative
First Additional Representative
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First Additional Representative
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$100.00
First Additional Representative
  First Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$100.00
  First Additional Representative - Wednesday Welcome 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 received by 4/27/2026 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
  Second Additional Representative - Wednesday Welcome Dinner Sold Out! 0 Slots Left
$100.00
Second Additional Representative
  Second Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$100.00
  Second Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$0.00
  Second Additional Representative - Wednesday Welcome Dinner Sold Out! 0 Slots Left
$0.00
Second Additional Representative
  Dietary Restrictions: Must be received by 4/27/2026 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 - Wednesday Welcome Dinner Sold Out! 0 Slots Left
$100.00
  Third Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$0.00
  Third Additional Representative - Wednesday Welcome Dinner Sold Out! 0 Slots Left
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Third Additional Representative
  Third Additional Representative - Thursday Annual Banquet Sold Out! 0 Slots Left
$100.00
Third Additional Representative
  Dietary Restrictions: Must be received by 4/27/2026 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
  SOLD - Wednesday Welcome Dinner Sponsor Sold Out! 0 Slots Left
$3,000 - Your company logo will be imprinted on dinner napkins and cups, as well as displayed on table tent cards (company QR code included), and screen during the welcome dinner on Wednesday. Includes attendance at dinner for two representatives. 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
  SOLD - Keynote Speaker Sponsor Sold Out! 0 Slots Left
SOLD - Your company logo (with QR code) will be displayed on both screens before the speaker begins. Your pull-up banner (provided by vendor on Wednesday) 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).
Sponsorships
  Coffee Breaks - Entire Conference Sponsor Sold Out! 0 Slots Left
$2,700 - Your company logo will be imprinted on cocktail napkins and coffee cups, as well as displayed on table tent cards (company QR code included) at the Coffee Stations. (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).
$2700.00
Sponsorships
  SOLD - Thursday and Friday Breakfast Sponsor Sold Out! 0 Slots Left
$2,300 - Your company logo will be imprinted on dinner napkins and displayed on table tent cards (company QR code included) 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).
$2300.00
  SOLD - Thursday Luncheon Sponsor Sold Out! 0 Slots Left
SOLD - Your company logo will be imprinted on dinner napkins and displayed on table tent cards (company QR code included) 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).
$2300.00
Sponsorships
  SOLD - Wednesday Night Entertainment Sponsor Sold Out! 0 Slots Left
SOLD - Your company logo will be imprinted on cocktail napkins and displayed on table tent cards (company QR code included) 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
  Banner Ad Sponsor Sold Out! 0 Slots Left
$200 (up to 2 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; jpeg or ping file; 1.72" h x 4.8" w)
$200.00
  SOLD - President's Reception Sponsor Sold Out! 0 Slots Left
SOLD - Your company logo will be displayed during the event. Your company will also receive recognition throughout the conference.
Sponsorships
  SOLD - Fireworks Sponsor Sold Out! 0 Slots Left
SOLD - Your company will receive recognition throughout the conference.
Sponsorships
  SOLD - Conference Bags Sponsorship 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)
  SOLD - Lanyard Sponsorship 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).
  SOLD - Conference Pens Sponsorship 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).
Company Information
Company Information
  Please enter the information below EXACTLY as you would like it to appear in the conference program: Sold Out! 0 Slots Left
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Company Information
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Company Information
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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
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$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
Terms & Conditions
Terms & Conditions
  Terms & Conditions Sold Out! 0 Slots Left
NameOrganizationSpeaking At

Hotel Details
May 13-15, 2026 | The Sagamore, Bolton Landing
TENTATIVE AGENDA

 

The Sagamore is the conference headquarters for the 2026 Annual Meeting.  All sessions and conference event meals are held at The Sagamore. 

ROOM RATES AND RESERVATIONS
THE ROOM BLOCK DEADLINE HAS BEEN EXTENDED: Room reservations must be MADE BY APRIL 20, 2026, 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 with your conference hotel stay. Thursday's LUNCH and PRESIDENT'S RECEPTION are included with your exhibitor registration (up to two per company). Additional meals can be purchased online when you register. There will be a 15% surcharge for onsite meal purchases. 

* SINGLE: Rates vary from $229-$479 + tax -- per night based on your room type/location selection
* DOUBLE: Rates vary from $269-$519 ($134.50-$259.50 per person)  + tax -- per night based on your room type/location selection

*There is a RESORT FEE of $20 per room/per day.

Additional guests beyond two people (over age 13) will be charged an additional $70 per person/per night (breakfast included). Additional meals must be purchased separately if attending group meal functions.

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 (3995419) 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 NYCOM, New York Conference of Mayors.

MAKE YOUR ROOM RESERVATION HERE

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.

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

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