Back to top

Pre-Conference Sponsor Guidelines

A unique opportunity to our valued industry partners! As a pre-conference sponsor, you will have the opportunity to provide a speaker of your choice for one, 45-minute session on Wednesday morning.  We will provide the room, projector, screen, and microphone and attendees - you provide the speaker and knowledge! 

Sponsorship and Payment

  • Cost: $4000
  • Availability: 8 pre-conference sponsor spots are available on a first come, first served basis

Program Planning

Total conference registration is typically 400-450. For these pre-conference sessions, we estimate 250-300 attendees total.

Time and Length
Each pre-conference presentation session is 45 minutes in length, with a 10 minute break between speakers. Presentations must fit within this time limit to ensure the conference remains on schedule.

Depending on the total number of pre-conference presentations, up to three concurrent sessions will be offered at one time. The conference committee reserves the right to adjust presentation start times and quantity as needed.

Speaker and Presentation
The selection of speaker and topic is your choice.  Presentations should be academic or applied in nature and endorsement of specific products should be avoided.

Final speaker details are due no later than December 1, 2019 to allow us to fully market the conference program.  Please include

  • Speaker name, affiliation, and email address
  • Speaker biography (3-4 sentences but no more than 1000 characters with spaces)
  • Photo (high resolution JPG or PNG, 300 x 300 pixels minimum)
  • Presentation title
  • Session description describing what will be discussed (2-3 sentences)

All travel financial arrangements with the selected speaker are your responsibility.

Room Setup and Audio Visual

The conference will be held at the Holiday Inn, 441 Electronics Parkway, Liverpool, NY 13088

Room setup
No meeting room rental will be charged to your company, based on the assumption that you will use the room setup we arrange with the hotel

Each breakout room will be set up with a few rows of classroom tables and the remaining space with chairs only.

Audio visual       
We will provide an LCD projector, projection screen, and lavaliere microphone at no cost.Any additional AV equipment needed will be billed to you separately.

HDMI and VGA connections will be available.

Each sponsor/presenter should plan to provide their own laptop. Mac users should provide also their own adapters to connect to the projector.


While there is no additional fee to attend the pre-conference sessions, participants will have the option to register for presentations during general conference registration online.

Pre-Conference Sponsor Benefits and Recognition

  • 4 complimentary conference registrations
  • Enhanced sponsor listing in mobile app
  • Logo recognition in conference proceedings and on conference website
  • Logo recognition on signage at conference
  • Logo recognition in PowerPoint at conference
  • Full-page ad in conference proceedings

Proceedings Ad

Size: 6.5” W x 9” H

All ads will be printed in black and white.  Print-ready ads in high quality PDF format (no crop or bleed marks) at size indicated above should be sent to no later than February 1 to be included.

Exhibit space

Exhibit space dimensions are approximately 8’ wide by 8’ deep and include a skirted 6’ table, back drape, side rail, 2 chairs, identification sign and standard electric (upon request).  Exhibit space is limited and will be pre-assigned by conference staff.  Exhibits should be installed so they will not project beyond the space allocated and will permit a clear view from booth to booth. One electrical outlet (120 volt) is provided upon request.

Exhibits may be set up after 7 a.m. on Wednesday, March 7. 

Exhibit space does not automatically register an individual for the conference and meals.  Personnel managing the exhibit must register for the conference separately (may use complimentary registrations included with sponsorship.)

Important Dates and Contacts

December 1:  Speaker information due, to include name, affiliation, biography, photo, presentation title, and session description

February 1:  Proceedings ad due

Contact Information

If you have any questions about this sponsorship, please contact Heather Darrow, Conference Coordinator, at (607) 255-4478 or