Exhibitor Guidelines - 2026 Fall Operational Conference & Exposition

1. Default Occupancy. Any exhibitor failing to occupy space contracted for is not relieved of the obligation to pay the full rental price for the space. LeadingAge NY has the right to use any space not occupied by 3:30 pm on load-in date.

2. Cancellation of Exhibit Space. It is understood that there will be no refund of the exhibit fee if the contract is cancelled after 30 days prior to load-in date. Cancellation on or prior to that date requires payment of 25 percent of the exposition fee.

3. Insurance. Exhibitor assumes responsibility and agrees to indemnify and defend LeadingAge New York, The Saratoga Springs City Center, The Saratoga Hilton, Hilton Hotels Corporation and the hotel’s owner and their respective owners, managers, subsidiaries, affiliates, employees and agents from all liability for:

Damage or accident which might arise from any cause resulting from or connected with transportation, placing, removal or display of exhibits, displays or other items relating to this event.
Any injury that may occur to conference attendees, show visitors, exhibitors, their agents, employees, or others.
Any claims or expenses arising out of the use of the exposition premises. Exhibitor understands that neither LeadingAge NY, The Saratoga Springs City Center or The Saratoga Hilton maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance.

4. Fire, Safety, Health. Exhibitors must assume full responsibility for compliance with local, city and state and federal ordinance and regulations covering fire, safety and health.

Table coverings and other exhibit items must be non-flammable material. All decorative materials must be fire-resistant and in accordance with standards established by the National Board of Fire Underwriters. Certificates attesting that all materials referred to have been flameproofed must be notarized and submitted upon request. Flame-proofing not in accordance with the applicable codes is a violation and unacceptable.
All exhibit equipment and materials must be contained within the booth and protected with adequate safeguards to pose no danger to other exhibitors, conference attendees, show visitors or others. No open flame candles or compressed gas will be allowed.
Exhibits that produce high noise levels or produce offensive odors will not be permitted.
Glitter and helium balloons are strictly prohibited.

5. Housekeeping. Each exhibitor is responsible for the cleanliness of his/her exhibit and shall properly dispose of any garbage or waste resulting from the exhibit.

1. Official Service Contractor. Total Events Convention Services, 4021 State Street, Niskayuna, NY 12304, P. 518.383.8603 and F.518.383.8903 has been selected as the contractor for booth furnishings, electricity and other services. Show management assumes no responsibility for any contractual arrangements with Total Events Convention Services. All exposition materials and booth items must be shipped through Total Events.

2. Shipping. All drayage/shipping needs to go through Total Events, they will receive, bring to the show and reverse ship for any vendors that use this option.

3. Installation. Exhibitors may start installing displays on day of load-in at 2:00 pm and must be completed with installation before 4:00 pm.

4. Dismantling. Dismantling of the exposition will begin on Tuesday immediately after the prizes awards drawing. All exhibits in the trade show much be packed at the close of the show and removed from the Saratoga Springs City Center/The Saratoga Hilton no later than 4:15 pm on Tuesday. Freight not removed by the deadline will be transferred out of the Saratoga Springs City Center/The Saratoga Hilton at the expense of the exhibitor.

1. Protection of Building. Nothing should be posted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Whatever is necessary to properly protect the building, equipment or furniture will be at the expense of the exhibitors. Exhibitors are liable for any damage they cause.

2. Plastic for Floor Surfaces. Plastic sheeting must be placed under all machinery or displays containing oil or other substances that may leak onto the floor surface. Please bring this with you.

3. The use of silicone products is strictly forbidden (commonly used to shine vehicle tires). If a vendor violates this policy, they will be charged $1,000 for the stripping and rewaxing of the floor.

1. Backgrounds. May not exceed the height of the rear curtain (8”). The sides of the display must not exceed the height of the side curtain (3”) except in those instances where side support is deemed necessary for support of the back of the display. It will be the responsibility of the exhibitor to ensure that his/her display is aesthetically furnished on all sides and is visible to the public.

2. Obstructions. In no case may any decoration, sign or fixture interfere with another exhibit or block aisles, or fire exits.

3. Appearance. All displays should be professional looking so as not to detract from the overall appearance of the exposition.

1. Food/Beverages. No food or beverages may be served in the exposition area unless written permission has been obtained prior to the event. Only licensed and City Center approved vendors are approved to serve in the facility for alcoholic beverages, catering, audio visual, and drayage.

2. Registration. Only show management may set and enforce admission policies. All people visiting the conference and exposition, as well as exposition personnel, shall be required to register and wear an appropriate badge while in attendance. Only registered booth exhibitors are allowed in the exposition area.

3. Sales Signs. The exposition is not a specific sales facility for individual exhibitors. Its purpose is the promotion and stimulation of interest in, and demand for, the industry’s products and services in general, and it is conducted in a manner calculated to achieve this purpose. No signs of any nature may be displayed on or near any equipment or supplies or any part of an exhibitor booth, nor may any printed information be distributed that any sales were made during the exposition. The right to exhibit does not constitute an endorsement of a product or service.

4. Booth Attendees. A maximum of two (2) exhibitors per standard exhibitor registration allowed at any given time at any given event. NOTE: Top sponsor packages may receive up to two (2) additional attendees. Exhibitors must be employees of the company contracting with LeadingAge NY for booth space.

5. No Minors. No persons on the trade show floor, in sessions or at the networking reception may be under the age of 21.