NYAPT & The Cyr Foundation Marking Sixty Years of Transportation Education in 2018

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2018 EXHIBITOR PROSPECTUS

    
The New York Annual School Transportation Conference and Trade Show will be held on July 15-18, 2018 at the
Albany Marriott at 189 Wolf Road in Albany, New York!

We are planning a full slate of programs and workshops for all our attendees this year as well as our exciting Trade and Exhibit Show which will also be held at the Marriott.  Workshop and speaker information will be released in the coming weeks as we begin finalizing the details for you.  You can expect workshops on school bus security and safety, special education related topics, school transportation finance issues, student management, efficiency and accountability, state agency updates, team building workshops, rural school information and shared services models, and some timely and on-point general session and featured speakers!

Thank you for your decision to exhibit at the 2018 New York School Transportation Annual Conference and Trade Show.  It is one of the largest school transportation shows in the nation and we are pleased to welcome you to this year's events and to the Capital Area of our state!

This year's theme of "A DIAMOND IN THE BUS" suggests the often-understated value and contributions of the Yellow School Bus in our schools and our communities. It's a time to shine up that Diamond and share our story first among ourselves and then with our public. 

PROSPECTUS CONTENTS:

 - The Show and Venue Space
 - Exhibit Terms & Policies
 - Booth Size & Fee Information
 - Floor Plan & Registration Link*
 - Important Exhibitor Dates
 - Conference Hotel Accommodation


The Show and Venue Space

The Albany Marriott is a perfect location whether traveling to the Capital Region for business meetings, social events, conventions or relaxing getaways. The hotel is minutes from Albany International Airport and the Capital Buildings, and just 30 minutes from Saratoga Springs - and near I-87/I-90.

The Albany Marriott offers 359 beautiful guest rooms, 2 Concierge Floors and an Executive Floor. Parking is easy with the spacious lot and garage. There is a relaxation area with an indoor/outdoor pool and a large state of the art fitness center. The Market Restaurant and Chats Martini Bar offer mouth-watering meals and beverages.

This year's trade show will be held in the Marriott's 10,000 square foot ballroom which has worked so successfully for our exhibitors in previous years.


TERMS & POLICIES

CANCELLATION

Applicants who cancel, in writing, prior to JULY FIRST 2018 may receive a refund of their exhibit space payment minus a 25% handling fee. Applicants who cancel after July 1st will receive no refund, regardless of cause. Cancellations must be received in writing to the CYR / NYAPT office, 266 Hudson Ave, Albany, NY 12210.

LIABILITY

By exhibiting, exhibitor for and on behalf of itself, its employees, agents, and invitees, and each other, releases and waives any and all claims, demands or actions against the New York Association for Pupil Transportation, the Cyr Foundation, the Albany Marriott, Clifton Park Rental Center and their respective officers, directors, employees and agents resulting from any act or omission of exhibitor, its employees, agents and invitees.

In addition, exhibitor agrees to hold harmless and indemnify NYAPT and the CYR Foundation, officers, directors, employees and agents, and each of them for any and all claims, demands or actions arising out of or as a result of any act or omission on the part of exhibitor, its officers, directors, employees, agents or invitees, and each of them as a result of its exhibit or otherwise related to the show.

*We ask that NYAPT and the CYR Foundation be named “additional insured” on your liability insurance policy and that you send a copy of the (ACORD or similar) insurance form along with your registration form.

Event Organizers:  NYAPT & CYR Foundation - 266 Hudson Ave Albany NY 12210
Event Location:  Albany Marriott - 89 Wolf Road Albany NY 12205
Trade Show Date:  Monday 7/16/18


*Exhibitors shall provide copies of all insurance and/or policy riders which includes NYAPT & Cyr as a co-insured.

ADMISSIONS

The number of Exhibit Representatives Per Booth shall be adhered to (as specified in the registration form).  Each individual exhibitor attendee should be pre-registered. NYAPT shall have sole control over all admission policies at all times.

Non-exhibiting suppliers or vendors of goods and services will be prohibited from entering the exhibit space. Badges provided by NYAPT must be visible at all times.

SECURITY

Insurance of booth contents and personnel is recommended. NYAPT and Cyr do not insure exhibitor property. NYAPT and Cyr will use reasonable care in providing security services during the hours of installation, the show and dismantling for the protection of the exhibitor’s materials and display. Beyond this, NYAPT and Cyr, the show facility, their respective officers, directors, employees and/or agents shall not be responsible for the safety or protection of the property or of the exhibitor, its employees and agents from any cause. *Exhibitors shall provide copies of all insurance and/or policy riders which includes NYAPT & Cyr as a co-insured.

EXHIBITION TERMS & EQUIPMENT

No portion of any display may be higher than the 8’ high backdrop without prior approval of the show manager and the facility. Exhibitors are prohibited from erecting backdrops or display panels that block the visibility of the balance of the aisle. Display materials or equipment at the sides of the booth shall not exceed the heights of the side rail within 4’ of the front of the exhibit space. All material used for decoration, i.e., paper, cardboard, cloth, etc., shall be a flame-retardant type. Safety and fire exits and equipment must be left accessible and in full view at all times. The show manager reserves the right to remove or have removed at the exhibitor’s expense any item(s) not meeting the show criteria.

Each booth will be equipped with a six foot table, 2 chairs, a wastebasket and booth signage.  Additional equipment, furnishings, electrical service and additional booth decoration can be arranged through Clifton Park Rental Center for an additional charge.


Exhibit Booth Services from CLIFTON PARK RENTAL SERVICES:
--Furniture
--Material Handling / Shipping
--Labor
--Signs
--Power

www.NYAPT.org/resources/Documents/2018/CliftonParkServices18.pdf  -- FORM

Clifton Park Convention Services - 871 Main Street, Clifton Park, NY 12065
Phone:  518.877.7449     Fax:  518.877.6356    Email CPconvention@CliftonParkRental.com


BOOTH SIZE & FEE INFORMATION

WALL BOOTH - 8x10:  $750  (booth #'s 1-24)  - 2 Representatives Per Booth
FLOOR BOOTH - 8x8:  $700 (booth #'s  25-64)  - 2 Representatives Per Booth
HALL BOOTH - 8x8:  $700 (booth #'s  65-78)  - 2 Representatives Per Booth


OUTDOOR DISPLAY SPACE
DISPLAY FEES:
ONE BUS:  $150  (ONE bus of any size)
TWO BUSES:  $250  (ONE large & ONE small)
This year’s Trade and Exhibit Show will have limited opportunities for the display of school buses.  We have arranged for such space on the exterior of the Albany Marriott.  Exterior display space is available only to registered exhibitors for an additional fee.   If you have questions about reserving exterior display space, please contact Deirdre Murphy at the NYAPT office at 518.463.4937 or email her at
membership@nyapt.org.


FLOOR PLAN    -Register now to reserve your space!!! 
(registration link below overview images)
                                   -(spaces are held on a "first registered first served basis") 
                                   -Click on image below for a LARGER VIEW


       AVAILABILITY OVERVIEW:                                                    CLICK for WHO'S WHO ON THE EXHIBIT FLOOR:
     


       Updated:  5/14/18 12:28pm



REGISTER HEREwww.NYAPT.org/event-2888268
               


IMPORTANT EXHIBITOR DATES & TIMES

06/23/2018 LAST DAY (Thurs) to get Conference Group Rate at Marriott
06/16/2018 Advance shipments may begin arriving @ warehouse
07/12/2018 Last day for advance shipments to warehouse
07/11/2018 Last day for advance pricing on furniture orders
07/16/2018 Exhibitors move in   8am-11am
07/16/2018 Show Hours - llam-5pm
07/16/2018 CPCS dismantles show - 5pm

07/17/2018 Carriers may begin arriving @ warehouse to retrieve exhibits
 

HOTEL INFORMATION

To reserve a room under our room block for the Conference and Trade Show, you need to reserve
before Saturday June 23, 2018.  800-443-8952  

CODE for RESERVATIONS   ----www.Marriot.com Code:  CYR

 

MARRIOTT DIRECT RESERVATION LINK - available shortly
Albany Hotel: 
www.AlbanyMarriott.com
Directions / Phone / Facts:
http://www.marriott.com/hotels/fact-sheet/travel/albny-albany-marriott/
RATE:  $128.00
Call to reserve:
(800-443-8952)
CODE to reserve:   CYR


NYAPT / CYR
266 Hudson Ave
Albany NY 12210

518.463.4937

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