Scientific
Assembly

Exhibitors and
Supporters

Event Details

Exhibit Days: Tuesday, July 8 – Wednesday July 9, 2025

The Sagamore Resort
110 Sagamore Road, Bolton Landing, NY 12814

Schedule
Tuesday, July 8: 2:30-6:30 pm
Wednesday, July 9: 7:30-11:00 am

Set-Up July 8: Noon-2:15 pm
Tear-Down July 9: 11 am-Noon

(Tentative times – may vary slightly once the program schedule is finalized)

An Exceptional
Opportunity

Recognized as one of New York State’s leading emergency medicine educational events, New York ACEP’s Scientific Assembly offers industry leaders an opportunity to meet directly with your market. Exhibit your product, promote your job opportunity, demonstrate your technology July 8-9, 2025, at the Sagamore Resort on Lake George.

Exhibit Options

Exclusive Premier & WebApp Supporter

Secure the ultimate support level.

  • Choice of exhibit space (one table)
  • Registration for up to four (4) representatives
  • 8.5 × 11 registration handout (company provided)
  • Half-page color ad in Empire State EPIC
  • List of attendees and their hospital affiliation (provided in Assembly WebApp)
  • Opportunity to audit Assembly educational courses
  • Company listing and an unlimited description in the Assembly WebApp
  • Exclusive exhibit times separate from educational sessions
  • Acknowledgement on website
  • Special recognition signage

Fee: $7,500

Value Supporter

Your commitment will be noticed.

  • Exhibit space (one table)
  • Registration for up to three (3) representatives
  • Quarter-page color ad in Empire State EPIC
  • List of attendees and their hospital affiliation (provided in Assembly WebApp)
  • Opportunity to audit Assembly educational courses
  • Company listing and an unlimited description in the Assembly WebApp
  • Exclusive exhibit times separate from the educational sessions
  • Acknowledgement on website
  • Special recognition signage

Fee: $3,000

Premium Exhibit Table

Four premium exhibit spaces will be available in the foyer outside the exhibit hall. These are available on a first-come, first-served basis. Cost: $2,000 per space (by May 1); $2,250 (after May 1).

Exhibit Table

Exhibit includes registration for two company representatives; an opportunity to audit educational courses; breaks, opening reception and Wednesday breakfast in the exhibit hall; list of attendees and their hospital affiliation; company listing and description of products & services in the Assembly WebApp; and exclusive exhibit times separate from the educational sessions providing quality time for registrants and exhibitors to meet.
Cost: $1,500 (by May 1); $1,750 (after May 1).

Add a Tray

Drive traffic directly to your exhibit with the purchase of a hors d’oeurve tray during Tuesday’s opening reception. Participating exhibitors will be identified with a helium balloon display.
Hors d’oeuvre tray: $250 per tray

Exclusive Enhancements

Enhance your company’s visibility by participating in one of these exclusive options (participation includes special recognition signage at the Assembly and acknowledgement in the Empire State EPIC).

Annual Meeting Luncheon

$3,000

Registrant Snack

$1,000

Opening Reception

$3,000

Tuesday Break (Exhibit Hall)

$500

Research Forum

$2,000

Wednesday Break (Exhibit Hall)

$500

Opening Day Registrant Gift

$2,000

Thursday Break

$300

Wednesday Breakfast

$1,800

Board Lunch

$500

Thursday Breakfast

$1,200

Board Breakfast

$500

Application Process

Full payment must accompany application and contract to exhibit in order to confirm space assignment. No application will be processed without full payment. No refund will be made on space that is not utilized during exhibit hours. Cancellations must be requested in writing by June 1. All cancellations are subject to a $150 processing fee. Refunds will not be made after June 1, 2025.

Acceptance of Application

Applications for exhibit space are subject to review by New York ACEP to determine suitability for the assembly and to ensure conformity with assembly standards.

Assignment of Space

New York ACEP will assign exhibit space based on the order in which the applications are received. Supporters will receive priority in the assignment of prime exhibit space. Every effort will be made to make assignments as specified on the application. Space will not be assigned without a signed application and contract to exhibit and payment. New York ACEP reserves the right to restructure exhibit space should the need arise.

Specifications

Exhibit space consists of an 8-foot draped table. Exhibits will be located in close proximity to educational sessions. Electrical service can be contracted directly through the Sagamore. An order form will be provided in the exhibit confirmation.

Badges

Name badges will be prepared for up to two company representatives. An additional representative is $100 (excluding supporters) and requires advance registration (not to exceed a total of three representatives).

Rules and Regulations

Click to Download Rules and Regulations

  • Name badges must be worn at all times during the Assembly
  • Representatives must stand in front of table and not behind
  • All items including signage and give-a-ways must be placed on the table and not behind or beside
  • No signs may be taped or adhered to walls or floor of the exhibit hall

Federal Tax ID

Federal Tax ID# 31-0923041

2023 Supporters

2023 Exclusive Premier & WebApp Supporter

Envision Physician Services

2023 Thursday Breakfast Supporter

Integris Group

2023 Value Supporters

Central Maine Healthcare
Progressive Emergency Physicians
Rochester Regional Health

Exhibitor/Supporter Registration