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2009 NYSSO Annual State Conference
July 17-19, 2009
The Saratoga Hilton Hotel & Coference Center
Saratoga Springs, New York
CONFERENCE PARTNER, SPONSOR & EXHIBITOR INFORMATION
We are grateful for your support--and look forward to working with you to make
this event a success for your company and the Society!
Below you will find useful information for planning your time with us.
Please review and if you have any further questions, contact
Society Administrator Brian Buff at (518) 426-0599 or nysso@caphill.com.
IMPORTANT VENDOR INFORMATION FOR
NYSSO’S 2009 STATE CONFERENCE!
Dear Conference Partners, Sponsors and Exhibitors:
First of all, we want to once again, thank you for your ongoing support of the New York State Society of Opticians (NYSSO), and for joining us for the 2009 Annual State Conference at the Saratoga Hilton in Saratoga Springs, July 17-19, 2009! This will be the first of several important communications that you will be receiving in the weeks ahead as the conference draws nearer. We ask you to review the information below and respond accordingly.
MAKE YOUR HOTEL RESERVATIONS NOW!
Conference Vendors can secure the NYSSO Special Rate at the Saratoga Hilton & Conference Center.
The rate is: $165.00
To make a reservation, you can call the hotel at (888) 866-3596 or print out a hotel registration form and fax to: (518) 584-7430.
THE NYSSO MARKETPLACE: NEW YORK'S FINEST OPTICIANS MEET THE FINEST OPTICAL COMPANIES
Please note new program format this year...
The NYSSO Marketplace will be open from 9:00 a.m. – 3:00 p.m. on Saturday, July 18, 2009 in the Saratoga Ballroom. The Marketplace will be running concurrently with the conference continuing education program. You will see traffic throughout the day—but there will be two (2) major “infusions” of traffic. These will take place from 10:00 - 11:00 a.m. with a coffee break in the Marketplace, and from 1:00 – 2:30 p.m. during the lead-in and buffet luncheon. This way, you can expose your company's goods and services to both the full conference attendees and the many Day Trippers/Commuters we are expecting for continuing education. .
You are more than welcome to also join us for our Saturday evening bash “Opticians in ‘Toga”—with dinner, dancing and fun! This event offers you a great opportunity to work the room and meet many of New York’s finest opticians. You can learn more about this event by looking at the Conference Vendor/Additional Information Registration Form.
Here is the Marketplace set-up information:
1. The Ballroom will be available for booth set-up starting at 7:30 a.m. on Saturday. We are working on a possible Friday evening set-up time—as soon as we hear back from the hotel—we will let you know. We, of course, encourage you to set-up your operation as early as possible.
2. Each company will be provided with a 6’ table with skirting, and mounted table sign.
3. If your set-up requires electricity, please contact Brian Buff at the NYSSO State Office at nysso@caphill.com as soon as possible, so these arrangements can be made.
4. If you are bringing a free-standing exhibit, please notify Brian Buff so the floor plan can be accommodated.
5. If you are going to ship your exhibit or promotional materials, please make sure they are clearly marked for “NYSSO Conference, July 18, 2009” and send to: Saratoga Hilton, Attn: Cindy Sullivan – Director of Group Sales, 534 Broadway, Saratoga Springs, NY 12866.
DOOR PRIZES & CONFERENCE GIVEAWAYS
1. We invite all exhibitors to bring door prizes for additional company exposure. Throughout the day, NYSSO representatives will be going around the Ballroom with the wireless microphone. They will come to your booth, introduce the company and announce for you’re the winner(s) of your door prize drawings. We will be glad to work with you to make this a fun moment.
2. NYSSO provides all conference-goers with a Conference Bag, sponsored this year by Vision West. We love our participants to receive the “heaviest” bag possible—so if you have pens, post-it notes, or other kinds of company giveaways—and would like them to be included in the Conference Bags—please send to the NYSSO State Office, 90 State Street, Suite 1009, Albany, NY 12207. We will make sure we include the “stuff” and give your company proper recognition for this contribution to the Conference.
COMPANY LOGOS & CONFERENCE PROGRAM ADVERTISEMENTS
If your company did not send your company logo to the NYSSO State Office, please make sure they do by Friday, July 3, 2009. The logo should be a .jpg file at 300 dpi (minimum) and sent to nysso@caphill.com.
- If your company is a Star Professional Partner, you receive a free conference program advertisement, and we need this ad copy in by Friday, July 3, 2009. Ads must be sent as jpg or pdf files. 4 Star Partners & 3 Star Partner receive a full page ad, 2 Star Partners receive ½ page ad, and 1 Star Partners receive ¼ page ads.
- The commemorative conference program has 2 lives: first it is distributed at the conference, and then in September it is sent to all NYSSO members, therefore extending its reach and shelf-life. If you would like to purchase an advertisement, here are the rates:
Full Page (7.5 x 10”) - $300
½ Page (7.5 x 4.75”) - $150
¼ Page (3.5 x 4.75”) - $75
Business Card Ad - $50
If interested, please send artwork to nysso@caphill.com and we will invoice you for payment.
ADDITIONAL CONFERENCE REGISTRATIONS
Please make sure that you or your company completes Conference Vendor/Additional Information Registration Form and returns it to the NYSSO State Office by Friday, July 3, 2009! Completing this form will ensure that your company receives its fullest recognition!
Please note complimentary allowances:
5 Star Partner – receives 5 full complimentary conference registrations
(includes luncheon and dinner on Saturday)
4 Star Partner – receives 4 full complimentary conference registrations
(includes luncheon and dinner on Saturday)
3 Star Partner – receives 3 full complimentary conference registrations
(includes luncheon and dinner on Saturday)
2 Star Partner – receives 2 full complimentary conference registrations
(includes luncheon and dinner on Saturday)
1 Star Partner – receives 1 full complimentary conference registration
(includes luncheon and dinner on Saturday)
Exhibitor – receives complimentary conference luncheon (Saturday afternoon)
Please make sure that the NYSSO State Office has your Conference Vendor/Additional Information Registration Form by Friday, July 3, 2009. Please send to nysso@caphill.com or fax to: (518) 463-8656.
In the weeks ahead, we will continue to provide you with the latest updates on the Conference. In the meantime, if you have any questions, do not hesitate to contact me. We look forward to working with you to make the NYSSO 2009 Annual State Conference a complete success for everyone!
Sincerely,
Brian
Brian Buff
Society Administrator
New York State Society of Opticians, Inc.
90 State Street, Suite 1009
Albany, N.Y. 12207-1710
Phone: (518) 426-0599
Fax: (518) 463-8656
nysso@caphill.com
www.nysso.org
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