Rules and Regulations

Please be sure to review the rules and regulations of participating as an Exhibitor at the Annual Conference.
If you have any questions about the rules and regulations or any specifics about booths,
​please email Betsey Schuhle at [email protected]
Application for Vendor Space
All registration applications must be completed online.
The Conference Committee reserves the right to reject applications in the best interest of the Conference.

Rates and Contracts
Exhibitor rental fees are determined by the size of the vendor space.
Registration to participate must be completed online, and payment in full via credit card is required immediately upon completion. Please retain a copy of your application for your files.
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Vendor Spaces
Each vendor space includes a one-line booth identification sign (7" x 44").
Display Requirements:
  • Exhibits must not obstruct the general view of others.
  • Displays within two feet of the front line may not exceed 42 inches in height.
  • Exposed rough work on the sides of exhibits must be properly covered.
  • Exceptions to these rules may be granted by management.
Services and Fees:
  • Electrical Connection (20 amps): $85 per 10' x 10' space, available during registration.
  • Internet: Complimentary wireless internet is available in the Exhibit Hall; hard-wire connections are not provided.
Additional Services:The official exhibit company, Hal Expo Services, will contact exhibitors regarding special signs, electrical needs, display labor, and booth furnishings.

Registration
Badges for Exhibitors and their employees will be issued in the Exhibit Hall during the Saturday setup session.
To attend workshops or other Conference-related events, Exhibitors must register separately for the Annual Conference.
For information about special Conference-sponsored events, contact [email protected].

Insurance and Liability
Exhibitors display property at their own risk.
Neither the Oncenter Convention Center, its representatives, nor STANYS assumes responsibility for any losses incurred (e.g., due to accident, fire, theft, or natural causes).
All Exhibitors assume full liability and agree to hold the Oncenter Convention Center and STANYS harmless from all claims resulting from any action or omission by the Exhibitor, their employees, or agents.

​Security
Security will be provided while the Exhibit Hall is open.
The Exhibit Hall will be secured at all other times, with no access permitted when closed.
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On Sunday, entry is permitted only 30 minutes prior to the official opening time.
Exhibit Hours
  • Saturday from Noon to 6:00pm (Welcome Reception from 4:00-6:00pm)
  • Sunday from 9:00am to 3:00pm (Expo Event from 10:45-1:00pm)​

Moving In and Out
Setup: Exhibits can be set up on Saturday, November 7th, between 7:00 AM and 11:00 AM.

Dismantling: Exhibits must be dismantled on Sunday, November 8th, between 3:00 PM and 7:00 PM.
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Hotel Reservations
All hotel reservations must be made directly through the official Annual Conference hotel: Aloft Syracuse Inner Harbor.
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Shipping Instructions
Due to limited storage and personnel, the Oncenter Convention Center cannot accept or store any exhibitor shipments (freight, parcel post, etc.) in advance of the show.
Therefore, exhibitors must arrange material delivery through the official exhibit company, Hale Expo Services, LLC.

Hale Expo Services will:
  • Store your materials.
  • Deliver directly to your booth on setup day (billed per hundred weight).
Detailed information, including pricing, is available in the Exhibitor Manual (sent approximately 45 days prior to the conference).

Immediate Contact:
Acknowledgement of Rules and Regulations
Exhibitors agree to abide by all general Association rules, regulations, and the specific terms of the cancellation policy.
Furthermore, Exhibitors are not permitted to run independent workshops or focus groups during regularly scheduled STANYS workshop sessions or other conference events without prior approval from STANYS.

Non-Profit Organizations
A reduced rate of $225 for a 10' x 10' vendor space is available for recognized Not-for-Profit (501c3) Organizations.

Requirements:
  • You must provide current 501c3 documentation during registration to qualify for this rate.
  • If documentation is not received after selecting the reduced rate, the organization will be invoiced for the remaining balance of the standard vendor space cost.
Note: This $225 reduced rate is still subject to the standard cancellation policy.
Science Teachers Association of New York State (STANYS)