Enhancing Innovation, Resources & Service
SUNY Technology Conference 2007
June 13, 14, 15, 2007



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This Year
Information
    Location
    Lodging
Display Hours
Eqiuiptment Shipping
Display Information
Vendor Show Case Hours
Terms and Conditions
    Marketing Activities
    Booth Fees
    Badges
    Shipping
    Food
Exhibition Prices
Sponsorship Opportunities
    Planinum
    Gold
    Silver
 

The thematic focus of the 2007 SUNY Technology Conference is based on a simple question – how can university technology professionals improve the innovations, resources and quality of customer service they bring to their campuses? The complexity of the higher education enterprise demands continual innovation from its technology resources. There is an ongoing need to find new ways to improve processes, new solutions to challenges or less costly ways of doing business. The learning, discovery and social settings that make up daily life for today’s students and faculty are permeated with technology innovations.

The innovations STC 2007 will explore are the product of the creative and skillful management of resources – people, hardware and software. And these resources are nothing if not delivered with a service orientation that puts the “customer” first, be it supporting a robust network, developing a dynamic application or assisting an instructor in an advanced classroom. Conference attendees will arrive with specific expectations about what will happen over the three days in Rochester - that they will explore new technologies, search for best practices from colleagues, share solutions and grow professionally. Presentations by industry experts and SUNY peers, professional development workshops, a keynote address centered on world-class customer service, and a 2-day technology exhibition will deliver experiences and opportunities to accomplish these goals.

Douglas Lipp, President of G. Douglas Lipp & Associates, an organization specializing in customer service and executive development, will deliver the conference keynote. Mr. Lipp, former head of the training department at the Disney University, will focus on the important role customer service plays in today’s most successful organizations and corporations.

The Computing Officers Association (COA), the Telecommunications Officers Association (TOA) and the Educational Technology Officers Association (EdTOA) of State University of New York convene the SUNY Technology Conference annually. These organizations are comprised of computing professionals, educators, telecommunication professionals, and media specialists from SUNY. The institutions represented include SUNY System Administration, four major university centers, nine other doctoral granting institutions, thirteen university colleges, eight technology colleges and thirty community colleges. Together they serve well over 415,000 students.

SUNY  attendance in the past has been in excess of 300, with overall participation in excess of 500. This year will be no exception.

The conference will explore a broad range of technologies and issues relating to administrative and academic computing, policy, infrastructure, educational technology, media, telecommunications, leadership and management. Professional development activities augment a strong program of presentations, expert panels and round table discussions.
 


Participation of many of the university’s business partners in this event has, in the past, made the conference a valuable component of technology planning for campus/system decision makers.  In the hope that STC 2007 will offer the same benefit, we are calling upon our partners to participate this year and to demonstrate how their solutions have evolved to help SUNY to enhance innovation, resources and service.

Technology Exhibition information, as well as Terms and Conditions are attached.  All vendor registration, including (1) booth registration for the Technology Exhibition, (2) sponsorships, and (3) non-booth registration for vendor representatives, is handled online.  Please go to www.stc.suny.edu and click on Vendors.  Please submit your registration by April 15, 2007.  Vendors will be invoiced upon receipt of their online registration.  Payment must be received within 30 days of the invoice date.  Vendor registration for the Technology Exhibition and sponsorships will not be confirmed until payment is received.  If you have any questions or would like additional information, please contact:

MaryAnn Corsetti
SUNY System Administration
State University Plaza
Albany, NY 12246
Phone: (518) 443-5179
Fax: (518) 443-5739 (please confirm receipt)
maryann.corsetti@suny.edu

Technology Exhibition space is limited, and it has sold out before the deadline for the past several years. Vendors should register as soon as possible if they intend to participate and should mail payment so that it is received within 30 days of the invoice date.

As in the past, there will be a vendor presentation track.  This year’s will be scheduled on Wednesday and Thursday of the Conference.  Vendor presentations are free of charge to Technology Exhibition vendors, and are available upon receipt of payment in full for conference participation, on a first-come, first-served basis.  Instructions for reserving a timeslot will be provided upon receipt of each vendor’s payment.

THIS YEAR:  

Every booth in the Technology Exhibition will be provided with entrance for two vendor attendees, as well as two sets of tickets for the Conference meal plan (Platinum and Gold sponsorships include more).  This will allow participants from all booths the opportunity to interact with Conference attendees during meals.

In response to requests from last year’s participants, a golf tournament is planned for Tuesday, June 12, before the start of the actual Conference.  Information about the golf tournament follows.
 


                  

Conference/Exhibition Information

Location:  This year’s conference will be held at:

Rochester Riverside Convention Center (“the Convention Center”)
123 East Main Street
Rochester, NY  14604-1619

Lodging:  Hotel rooms are available to vendors at special Conference rates at the following hotel.  When you make your reservations, you must provide the information indicated below to receive the conference rate.

Hyatt Regency Rochester            
125 East Main St.                
Rochester, NY 14604                
585-546-1234                    
800-233-1234                    
$125/room                    
Specify SUNY Technology Conference    
   Code CMPT                    

Please contact the hotel directly.  Again, you must provide the information indicated above, INCLUDING CODE, to receive the Conference rate.
Sessions:  Vendors are welcome to attend any open session or social event of the conference as long as they do not bring any equipment into these sessions or use the opportunity for promotional purposes. The final agenda will note all closed sessions, which may be attended only by SUNY personnel.
Vendor Demos:  Vendors should plan any scheduled demonstrations at their booths only during the Technology Exhibition hours indicated in the program.
Offerings at Booths:  Vendors may feel free to offer inexpensive items such as candy and souvenirs.  They may also hold prize drawings open to all Conference attendees.  Vendors may not serve alcoholic beverages or food at their booths.  The Planning Committee will be providing cocktail receptions within the Conference schedule.
Vendor Representatives:  Since most of the conference attendees are computing professionals, vendors are encouraged to have technical representatives present.
Vendor Directory:  Each SUNY attendee will be provided with a directory of participating vendors that includes the sales contact information and exhibit description provided through the online Vendor Registration.
Vendor Sponsorships:  Additional information is available in the Vendor Sponsorship attachment.
Hospitality rooms/offerings: Any additional arrangements or sponsorship beyond those offered as part of the Conference, must be pre-approved in advance by Dave Powalyk (see separate vendor sponsorship attachement) .
 



Message Board: 

A bulletin board will be provided in the Conference Registration area for announcements.

Display Hours:

• Display setups will begin at 9:00 a.m. and must be completed by 2:00 p.m. on Wednesday, June 13.
• Tear down will begin immediately following Technology Exhibition closing at 5:30 p.m. on Thursday, June 14, and must be completely shipped out by midnight unless prior arrangements are made with Decorator (see “Equipment Shipping” below for contact information).
• 24-hour security will be provided from 9:00 a.m. on Wednesday, June 13 through 12:00 midnight on Thursday, June 14.
• Technology Exhibition Activities:  
• Prize drawings by individual vendors are scheduled to be held in the Technology Exhibition area beginning at 5:00 on Thursday.  Vendors that plan to hold drawings should notify MaryAnn Corsetti by Thursday afternoon so that their booths can be included in this activity.
• Conference attendees will be encouraged to visit vendor booths during Technology Exhibition hours on both Wednesday and Thursday to obtain signatures that qualify them for prize drawings.

Signs:  Vendors may bring their own booth signs or request them from us.  If requested, a black-on-white display sign will be made from the first 25 characters of the company name, exactly as indicated on the Vendor Registration Form, unless specified otherwise. When registering, vendors should enter the name exactly as it is to appear on the sign.

Phone Lines:  Phone lines can be provided at an additional charge. Please indicate requirements at the online Vendor Registration or contact MaryAnn Corsetti at least 30 days prior to the conference.

Wireless:  Wireless communication will be available at the conference. Vendors must provide their own wireless devices. We will provide the configuration information at the Conference, and there will be limited support to the vendors.
Electricity:  A 110-volt single receptacle will be available in each booth. Other power arrangements can be made at additional charge. It is the vendor's responsibility to insure sufficient power to the display booth. Please indicate requirements in addition to the basic 110 volt receptacle at the online Vendor Registration or contact MaryAnn Corsetti at least 30 days prior to the conference.
 



Equipment Shipping: 

Equipment being shipped in may not arrive at the Rochester Riverside Convention Center before Monday, June 11.  Vendors having equipment shipped in for their display booths, and/or out afterwards, are strongly advised to make arrangements through Northeast Decorating & Exhibit Services, Inc. (“the Decorator”).   SUNY, STC, Northeast Decorating, and the Rochester Riverside Convention Center are not responsible for equipment shipments sent to or from the RRCC directly.

For further information, contact:

Bill Newman
Northeast Decorating & Exhibit Services Inc.
P.O. Box 607
Syracuse, New York 13209
Phone: (315) 471-9989 Fax: (315) 471-0237

Northeast Decorating will send all registered vendors a packet of information regarding display plans. The packet will contain information regarding services available for your booth. It will also contain information about shipping equipment to or from the Rochester Riverside Convention Center. Please complete all required forms and return them to Northeast Decorating as soon as possible after you receive them.  Please note the following:

• Although the forms request the vendor’s booth number, you will not have that information at the time you are completing them.  The Planning Committee will provide the Decorator with a list of all vendors and their booth numbers shortly before the Conference.
• If you have ordered an additional table through the online Conference registration, you should not request one again on Northeast Decorating’s forms.  The Planning Committee will provide the Decorator with the relevant information.  
• If you have any questions or do not receive a packet by June 1, please contact Northeast Decorating directly.
• Other Arrangements:  Any additional arrangements must be made at the vendor's expense.  Vendors will be solely responsible for making arrangements for anything they need outside of the basic display setups detailed here. This includes travel, sleeping rooms, drop off and pick up of shipments, etc.

 


Display Information

Each 10-ft. deep by 10-ft. wide display booth area includes:

•    10 ft. high back and 3 ft. high sides
•    One 6 ft. table with top and skirt
•    Two folding chairs
•    One wastebasket
•    One display sign if requested
•    One standard electrical socket





Vendor Showcase Hours

The planned open hours for the Vendor Showcase are:

    Wednesday, June 13th - 3:00 p.m. to 7:30 p.m.
    Thursday, June 14th – 1:00 p.m. to 5:30 p.m.





Conference details may change at the discretion of the Conference Planning Committee.
 


STC Conference Terms and Conditions

By registering for the SUNY Technology Conference, vendors accept and agree to abide by these terms and conditions as well as all other Conference information and instructions provided by the STC Planning Committee.

Confirmation:  Vendor participation in the Technology Exhibition and sponsorships is confirmed only when (1) vendor has submitted its online registration, agreeing to the STC Conference Terms and Conditions, (2) payment has been received by STC for all expenses associated with the Technology Exhibition and sponsorships, as well as for any outstanding debts for participation in previous STC conferences, and (3) a Statement confirming receipt of payment is issued by STC.

No Hospitality Suites or Conflicting Activities: 

The SUNY Technology Conference requires that vendors refrain from providing hospitality suites or other private/individual offerings that would conflict in any way with Conference sessions, vendor presentations, the Technology Exhibition, or any other Conference activities.  Alcoholic beverages may not be served at Technology Exhibition booths.

Marketing Activities:  Vendor agrees that the use and distribution of promotional materials at or around the convention center and Conference hotels prior to and during STC 2007, including but not limited to demonstrations, flyers, circulars, and souvenirs, is subject to approval by STC.
Damage to Convention Center/Insurance:  Exhibitor shall be responsible for all damage to the Convention Center that is caused from Exhibitor’s booth display or the acts and omissions of its representatives, agents or contractors.  All Exhibitors must be fully insured against any and all personal injury to others, as well as damage they might cause to any personal and/or real property during their participation in SUNY Technology Conference 2007.
Prices, Payment:  Prices for booths and sponsorships are as indicated in attached documents.  Payment is due within 30 days of invoice date.  Registration and sponsorship are not confirmed until payment is received.  Payment must be in the form of check or money order payable to “SUNY Computing Officers Association.”  Credit cards are not accepted for vendor registration or sponsorships.
Booth Space and Restrictions:  Except for Platinum sponsors, all booth space is 10’ deep and 10’ wide with 10’ high backs and 3’ high sides.  Booths are equipped with one 6’ table with top and skirt, two chairs, one wastebasket, one 110 volt electric receptacle and one display sign (if requested).  Wireless communications is available in the exhibit hall, and limited vendor support will be provided.  Exhibition displays must not obstruct the view of adjacent booths or project into the aisles.

Booth Fees:  All fees are indicated at the online Vendor Registration site.
 

• Each vendor participating in the Technology Exhibition will be charged the display booth fee, even if providing speakers for the program.
• Each single booth allows for two named vendor attendees and two meal plans at no additional charge.    (Platinum and Gold sponsors receive a higher number of attendees and meal plans in exchange for their sponsorship.)
• There is an additional charge for each named vendor attendee and/or meal plan beyond the first two.  (Platinum and Gold sponsors receive a higher number of meal plans in exchange for their sponsorship.)
• ALL named vendor attendees who wish to share in the meals and breaks with conference attendees must have vendor meal plans.
• Additional electric capabilities and phone lines will be provided at additional charge, provided vendor request is received 30 days before the Conference.

Exhibitor Badges: 

All representatives of vendors participating in the Technology Exhibition must wear Exhibitor badges.  Exhibitor badges will be provided for all named vendor attendees whose names are provided at least two weeks before the Conference.  After that time, exhibitor badges may be requested at the Registration desk during the Conference.  There will be an additional charge for attendees and meal plans beyond those already paid for by the vendor.
Booth Assignment:  STC reserves the right to decline participation or to change any booth assignment for any vendor whose products or services do not contribute to STC’s goals for the Conference or who have failed to comply with the terms and conditions for previous conferences.
Official Conference Decorator:  The official Decorator for STC 2007 is Northeast Decorating and Exhibit Services, Inc.  Shipping and other services not covered under the booth fee are available from the Decorator at additional charge.
 



Shipping:

All vendors registered for the Technology Exhibition will receive a packet from the Decorator regarding shipping of equipment and other items to the Conference.  Items being shipped for the Conference may not arrive at the Rochester Riverside Convention Center before Monday, June 11, 2007.  Shipping arrangements must be made with the Decorator identified by STC.  SUNY, STC, Northeast Decorating, and the Rochester Riverside Convention Center are not responsible for shipments to or from the facility by any service or individual other than the official Decorator.
Move-In/Move-Out:  Exhibitors must set up their display booths between 9:00 a.m. and 2:00 p.m. on Wednesday, June 13.  Exhibitors may begin dismantling their display booths immediately following the closing of the Technology Exhibition at 5:30 p.m. on Thursday, June 14.  All items must be shipped out by midnight on June 14 unless prior arrangements are made with the Decorator.
The Decorator shall have control of all inbound and outbound freight to prevent congestion in the loading and unloading area, in the aisles, and in any freight traffic area.


Exhibitor Property: 

Neither STC, SUNY, the Convention Center, nor the Decorator will be liable for loss or damage to any vendor property and/or the property of vendor’s subcontractor(s) in storage, in transit to or from the exhibition building, or while in the Convention Center building or premises.  All property of the vendor and/or of its subcontractor(s) shall be deemed to remain under the vendor’s custody and control in storage, in transit to or from, and within the confines of the exhibition hall even though it may at times be under the temporary control or direction of STC or the Decorator.
Unclaimed Property:Any vendor property remaining in the exhibition hall or Convention Center after midnight on June 14 may be removed by STC, the Decorator, or the Convention Center.  Vendor will be responsible for all costs to remove and store such property.  If such property is not claimed within five (5) calendar days of removal, STC will have the right to dispose of such property in any manner it deems appropriate.  Neither STC, SUNY, the Decorator, nor the Convention Center will be liable for any casualty, theft, damage, or other loss that may occur to such property during removal, storage, disposal or otherwise.
Security:  STC may, at its sole discretion, provide security for the exhibit hall.  Such security is provided solely for the purpose of preventing unauthorized access into the exhibit hall.  Exhibitor understands and agrees that STC is not liable for the acts or omissions of any security service and its employees which is alleged to be the cause of any theft, damage or other loss to the Exhibitor’s property.
Endorsement:  Unless expressly indicated otherwise, STC does not endorse or assume responsibility for any vendor and/or its products and services.  Participation in the Technology Exhibition does not imply such endorsement.  Vendors may not advertise or otherwise represent that STC endorses its products and services.

Right to Eject Exhibitors: 

Vendor understands and agrees that its attendance and participation at the Technology Exhibition must comply with these Terms and Conditions.  If STC determines that a vendor is not in compliance with these Terms and Conditions, STC may eject the vendor from the Technology Exhibition without refund and without liability to STC.
Audio, Visual, Sound Effects and Decorations:  Vendors using sound, lighting effects or other devices that STC deems objectionable will be required to discontinue use of such effects.  STC reserves the right to require changes in the placement, arrangement, and appearance of booth decorations.  STC is not responsible for any costs incurred by the Exhibitor resulting from compliance with this provision.
Performance of Music; Intellectual Property:  Vendors are responsible for all costs and licenses associated with the use of any live or recorded music for their participation at the Conference, as well as for any other licensed, patented or copyrighted materials used at the Conference.  Vendor agrees to indemnify, hold harmless and defend STC and SUNY, its officers, trustees, employees and agents from and against any and all claims, liabilities, damages, losses, governmental fines or penalties, and costs or expenses (including court costs, interests and attorneys fees) of any kind whatsoever arising from Vendor’s breach of this provision.


Food: 

Unless permission is received from STC and the Convention Center, Exhibitors may not bring food into the Technology Exhibition or the Convention Center with the intention of offering it to SUNY attendees.
Cancellation by Exhibitor:  If Exhibitor cancels its sponsorship and/or participation in STC 2007 less than ten (10) calendar days before the start of the Conference, Exhibitor will be charged 100% of the fees that would have been due for its participation in the Conference.  However, liability for such fees will be reduced in whole or in part if STC is able to replace such participation with that of another vendor.
Cancellation, Termination or Postponement by STC:  If, in the event of any unforeseen occurrence, STC 2007 is canceled, postponed, or terminated early, vendor hereby waives any claim against STC or SUNY for damages or expenses.  No monies will be returned if the dates and/or location are changed by STC, but vendor will be assigned space to be used under these same terms and conditions at the new dates and/or location.  Neither STC nor SUNY shall be financially liable in the event the Conference is interrupted, canceled, moved, or dates changed.
 



Americans with Disabilities Act:

 Exhibitor warrants that its exhibition design, product/service information, and use of booth space at STC 2007 will be in compliance with the Americans with Disabilities ACT (ADA) and accepts full responsibility for compliance with the ADA and shall indemnify, defend and hold harmless STC, SUNY, its trustees, officers, employees and agents from and against any and all claims and expenses, including attorneys fees and costs, arising out of or related to Exhibitor’s  violation of this term or noncompliance with any provision of the ADA.  Exhibitor will notify STC and the Convention Center in writing of any disabled person(s) affiliated with Exhibitor who may be attending STC 2007 and specify the special needs of such person(s) should they exist.  Such notice will be given no later than fourteen (14) calendar days before the start of the Conference.

Indemnification/Limitation of Liability:

  Vendor assumes full responsibility for the acts, omissions and conduct of its representatives, agents and contractors and agrees to indemnify, hold harmless and defend STC, SUNY, its officers, trustees, employees and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses (including court costs, interest and attorney fees) of any kind whatsoever arising from such acts, omissions, and conduct except to the extent that such claims, losses and damages are the direct result of STC’s gross negligence or intentional acts.  In any event, STC’s liability to Exhibitor in connection with Exhibitor’s participation in the Conference shall be limited to the amount of booth fees paid by Exhibitor.
Compliance with Applicable Rules and Laws:  Exhibitor agrees to abide by all applicable rules, regulations, and state and local laws that may be applicable, including rules of the Convention Center and fire and safety regulations.

Severability/Waiver:

  If any of these Terms and Conditions are held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not be affected or impaired thereby.  Waiver by STC of any Term or Condition shall not constitute a waiver of any other Term or Condition, or of that same Term or Condition at another time.

Mediation:
 In the event of any dispute, controversy or claim arising out of or relating to these Terms and Conditions, or the breach or validity of them, the parties shall first attempt to resolve the matter over a period of at least 30 days before resorting to formal dispute resolution, except that equitable remedies may be sought immediately.


Choice of Law:  These Terms and Conditions will be construed under the laws of the State of New York.

Disclaimers:

•    Vendor conference participation and sponsorship have no relationship to or affect on SUNY product evaluation, selection processes, or contracting.
•    SUNY COA/TOA/EdTOA makes no express or implied guarantees of levels of conference and showcase attendance.
•    SUNY COA/TOA/EdTOA reserve the right to refuse registration for future conferences to any vendor that violates the Conference/Exhibition Information and Terms and Conditions specified for this Conference.


By submitting its registration, vendor agrees to comply with all Conference/Exhibition Information and Terms and Conditions specified for this Conference.

 


Technology Exhibition Prices

Display Booth	$950
	Includes •    Booth, 1 table, 2 chairs, 1 electrical outlet •    2 named attendees and 2 meal plans •    Booth sign if requested
Additional Attendees	$100 (After the first 2 per booth)
Meal Plans	$120 (After the first 2 per booth) Includes all meals, receptions, breaks
Additional Tables	$  50 (Maximum 1 additional table)
Phone Lines	$250
Additional Electrical Requirements	to be determined

Vendor Sponsorship Opportunities

The 2007 SUNY Technology Conference (STC ‘07) offers our vendors the opportunity to participate in the conference event via various sponsorship levels. The following will help you determine which sponsorship level may be right for your organization.

Conference Metal Sponsorship Levels

Platinum Sponsor  ($8,500)

Includes:
•    Full-page color ad in the conference program
•    Exhibit space for National Conference Exhibit or 2 Technology Exhibition booths
•    Up to six named attendees and conference meals for up to six attendees
•    Premiere sign (vendor provided) and booth placement
•    Association with a major conference event

Gold Sponsor  ($6,000)

Includes:
•    Half-page color ad in the conference program
•    One Technology Exhibition booth
•    Up to four named attendees and conference meals for up to four attendees
•    Premiere sign (vendor provided) and booth placement
•    Association with a major conference event

Silver Sponsor  ($3,500 without booth; $4,450 with booth)

Includes:
•    Quarter-page color ad in the conference program
•    If with booth:  Technology Exhibition booth is included with up to two named attendees and meals for up to two attendees
•    If without booth:  Vendor (Commercial) Registration for one individual is included
•    Association with a major conference event

Additionally, STC ‘07 offers event sponsorship opportunities as described on the following page. Prices range from $250 to $2,000.


Please contact  Dave Powalyk (518-443-5212 or dave.powalyk@suny.edu) if interested in any STC ‘07 sponsorship.

SUNY Technology Conference ‘07
Event Sponsorships



Please contact  Dave Powalyk (518-443-5212 or dave.powalyk@suny.edu) if interested in any STC ‘07 sponsorship.