19336 nyschsa 2020 winter conference exhibitor prospectus

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New York State County Highway Superintendents Association

WINTER CONFERENCE & TRADE SHOWJanuary 21–23, 2020 | The Saratoga Hilton • Saratoga Springs, NY

WinterNYSCHSA

CONFERENCE &TRADE SHOW

20202020

EXHIBITORProspectus

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YOU’RE INVITED!The annual NYSCHSA Winter Conference and Trade Show is the largest gathering of superintendents, commissioners and their staff in New York state looking for innovative and cost-eff ective solutions. Whether your marketing objective is to introduce new products or services, strengthen your relationship with existing clients or prospect for new business, you need to be in Saratoga for this exclusive event.

YOUR AUDIENCE • Superintendents, Commissioners & their staff

• Transportation Directors

• Engineers

• Land Surveyors

• and others

JANUARY 21–23, 2020The Saratoga Hilton | Saratoga Springs, NY

WinterNYSCHSA


20202020

HOSTED BY:

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SPONSORSHIPYour sponsorship makes a diff erence. It ’s a great way to draw attention to your company, maximize your return on investment and demonstrate your support for the profession. You can become an exclusive sponsor or join in with a group of companies or distributors to gain direct access to this active targeted audience. There are a variety of sponsorship opportunities to fi t any budget.

Sponsorship Opportunities

PLATINUM ($7,500)

• Two free booth spaces

• Your company logo listed on individual signage hungfrom the ceiling of the trade show hall

• Special name badges that distinguish yourPLATINUM sponsorship

• Special recognition at your booth denotingconference sponsorship

• Recognition during conference announcements

• Listing with company logo as a PLATINUM sponsor on conference signs, program, website and all association e-communications

GOLD ($5,000)

• One free booth space; option for a second boothat half price

• Your company logo listed on individual signage hung from the ceiling of the trade show hall

• Special name badges that distinguish yourGOLD sponsorship



• Listing with company logo as a GOLD sponsor on conference signs, program, website and all association e-communications

SILVER ($2,500)

• Half price booth space

• Special name badges that distinguish your SILVER sponsorship



• Listing with company logo as a SILVER sponsor on conference signs, program, website and all association e-communications

BRONZE ($1,000)


• Listing as a BRONZE sponsor in the conference program


• Listing as a BRONZE sponsor on conference signs, program, website and all association e-communications

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Conference App Sponsor | $5,000

Sponsor the conference app with your company logo on the landing page of the app, and custom push notifications throughout the conference.

• One free booth space; option for a second booth at half price

• Your company logo listed on signage hung from the ceiling of the trade show hall.

• Special name badges that distinguish your GOLD sponsorship

• Special recognition at your booth denoting conference sponsorship



Networking Event Sponsor | $5,000

Promote your company as the lead sponsor of the hospitality networking event (three nights) with signage at the event.


• Your company logo listed on signage hung from the ceiling of the trade show hall.





Conference Badges and Lanyards | $5,000

Gain exposure to all conference attendees with your company logo on conference badges and attendee lanyards


• Your company logo listed on individual signage hung from the ceiling of the trade show hall.





Room Keys | $5,000

Put your company name and logo in the hands of all the conference attendees via their hotel room!


• Your company logo listed on individual signage hung from the ceiling of the trade show hall.





Tote Bag Sponsor | $3,000

Get noticed with your logo imprinted on the tote bags attendees receive at registration. Placement of promotional literature in the canvas bag is also included.



• Listing as a SILVER sponsor in the conference program


• Listing as a SILVER sponsor on conference signs

Education Session Pen/Paper Sponsor | $3,000

Your company sponsors the pens and paper for attendees to take notes with at each of the five education sessions. Your company logo is printed on pens and paper at every seat.






Hydration Station | $3,000

Your company sponsors a special gift for all attendees: reusable water bottle with your company logo that can be filled at the water stations located in the session rooms and on the trade show floor.






SPECIAL EVENT SPONSORSHIP OPPORTUNITIES

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Tuesday Lunch With Exhibitors | $2,500

Open the SHOW! Your company can be the official host of the Grand Opening Lunch on the expo floor. We will highlight your company logo on lunch napkins and hang your banner (provided by you) above the trade show floor, when everyone gathers for the Expo kickoff!






The Passing of the Gavel Luncheon Sponsor | $2,500

Your company can be the official host of the Annual Luncheon and Passing of the Gavel Ceremony. We will highlight your company logo on table signs and hang your banner (provided by you) when everyone gathers to witness the passing of the gavel from the outgoing president to the incoming president.






AM Coffee Cup Sponsorship | $2,500

Attendees grab “a cup of joe” compliments of your company. Your company logo is imprinted on the cups for the Tuesday and Wednesday breaks outside the education session. Two-day exposure with your company logo on coffee cups during the morning session breaks






Ice Cream Bar Expo Hall Break | $2,500

“We All Scream for Ice Cream”. Your company hosts the ice cream and beverages during Tuesday’s break time in the expo hall.






Popcorn Expo Hall Break | $2,500

Sponsor the popcorn break and keep the ideas poppin’. Attendees will love snacking from the popcorn box with your logo. Your company hosts the popcorn and beverages during Wednesday’s break time in the expo hall.






Conference Grand Prize | $2,500

Your company sponsors a special grand exhibit prize for attendees. Your company logo is printed on the expo passport used by attendees to become eligible for the prize.






Tote Bag Inserts | $500

Your company provides promotional literature/item delivered to each attendee in the tote bag received at registration. Subject to NYSCHSA approval. (500+ pieces)

TO CONFIRM SPECIAL EVENT SPONSORSHIP AVAILABILITY CONTACT NYSCHSA HEADQUARTERS

[email protected]

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MAXIMIZE EXPOSUREThe annual trade show will provide attendees with a wealth of knowledge and information on the latest products and services in the highway and bridge industry. This year’s trade show features an exciting two-day program designed to maximize interaction between attendees and exhibitors.

Exhibits will be set up in the Saratoga City Center. Exhibit booth registration price includes an 8ft deep x 10ft wide pipe and draped booth space, a skirted 6ft or 8ft table, two chairs, one wastebasket and a standard electrical outlet.

One (1) complimentary registration is included for the first representative from your company working in the booth. Hotel accommodations and food functions are not included. The applicable program registration rate will apply for each additional exhibitor attendee.

Exhibits will be in place by 1:00pm on January 20 for early access and can set up until 6:00pm. The City Center will reopen on Tuesday, January 21 at 7:00am for move in.

EXHIBITORS MUST BE SET UP BY

11:30 AM ON TUESDAY JANUARY 21, 2020

Our first event in the Expo Hall will be the Expo Grand Opening and Lunch With the Exhibitors at 12:00pm.

REGISTER EARLY AND SAVE $100!EARLY BIRD DEADLINE: DECEMBER 6, 2019

EXHIBIT BOOTH RESERVATION FEES $680 prior to 12/6/19 / $780 after 12/6/19Each booth includes one exhibitor attendee. Exhibitor companies must be NYSCHSA members in good standing.

ADDITIONAL EXHIBITOR ATTENDEE RATES NYSCHSA REGULAR MEMBER $175 PRIOR TO 12/6/19 / $225 AFTER 12/6/19

REGISTER ONLINE AT WWW.COUNTYHWYS.ORG

WHY EXHIBIT?Exhibiting is the most cost-effective way to:

• Gain access to Superintendents, Commissioners and their staff, Transportation Directors, Engineers, Land Surveyors, and anyone interested in building/maintaining local roads, all in one location!

• Meet face to face and interact with prospective clients

• Strengthen relationships with existing customers

• Forge strategic partnerships and develop future sales leads

• Heighten brand awareness

• Promote your new product launches

• Stand out from your competition

• Demonstrate products and services

• Attend educational sessions on the latest developments in the industry

SHIPMENTSThe hotel and the City Center will not accept shipments from exhibitors in advance of the show. Please make arrangements for shipments through a third party. Contact Association headquarters for more information.

AFFILIATE SHOWCASEThe Affiliate Showcase will be held in the session meeting room. This is an excellent opportunity for your company to showcase the latest trends in producs and services for today’s public works departments to all attendees. Short, five-minute PowerPoint presentations are accepted. Sign up early! See affiliate showcase form for more information.

CONFERENCE PARTICIPANTSOne (1) complimentary registration is included in the exhibit booth fee. Additional exhibitor attendees must register separately and pay applicable registration fees.

Those who do not reserve a hotel package at the Saratoga Hilton, or plan to attend day sessions only, will need to pay for the cost of any meals they plan to attend. Meal costs are: breakfasts $28, lunches $35, receptions $49.

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2020 WINTER CONFERENCE TENTATIVE FLOOR PLAN

EXPO SCHEDULE AT A GLANCEIn order to create an environment that promotes more face-to-face networking and opportunities for attendees to connect with exhibitors, we have scheduled dedicated time allotted to the exhibits, exciting events, and activities on the show floor into the program. Breaks, receptions and door prizes are integrated into the Expo Schedule.

Monday, January 201:00p–6:00p Optional Early Move in

8:00p–11:00p Early Arrival Networking Event

Tuesday, January 217:00a–11:30a Exhibitor Setup

12:00a–2:00p Expo Hall Grand Opening Lunch With the Exhibitors

3:00p–4:00p Expo Hall Afternoon Break

5:30p–7:00p Expo Hall Reception

7:00p–11:00p Networking Event

Wednesday, January 229:15a–10:15a Expo Hall Morning Break

2:00p–3:00p Affiliate Showcase

3:00p–4:00p Expo Hall Afternoon Break

5:00p–7:00p Expo Hall Grand Finale and Grand Prize Drawings

7:00p–11:00p Networking Event

Thursday, January 238:30a-9:30a TIC Meeting

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2 NIGHTS

3NIGHTS

TWO NIGHT CONFERENCE PACKAGETuesday 1/21 & Wednesday 1/22

Call 888-866-3596 and use the group code: PRAS or visit www.group.hilton.com/

nyscountyhighwaysupervisors-2night

The complete Two Night Conference Package includes: Tuesday & Wednesday: Two nights lodging at the Saratoga Hilton Tuesday: Luncheon & Reception Wednesday: Buffet Breakfast, Luncheon & Reception Thursday: Breakfast Buffet

Two Night Hotel Package Rates: $450.20 for single occupancy (plus applicable taxes) $326.70 per person for double occupancy (plus applicable taxes)

THREE NIGHT CONFERENCE PACKAGEMonday 1/20, Tuesday 1/21 & Wednesday 1/22

Call 888-866-3596 and use the group code: PRAU or visit www.group.hilton.com/

nyscountyhighwaysupervisors-3night

The complete Three Night Conference Package includes: Monday, Tuesday & Wednesday: Three nights lodging at the Saratoga Hilton Tuesday: Breakfast, Luncheon & Reception Wednesday: Buffet Breakfast, Luncheon & Reception Thursday: Breakfast Buffet

Three Night Hotel Package Rates:$600.58 for single occupancy (plus applicable taxes) $419.58 per person for double occupancy (plus applicable taxes)

HOTEL ACCOMMODATIONS* A block of rooms has been reserved at The Saratoga Hilton located at 534 Broadway, Saratoga Springs, NY 12866.

* The deadline for hotel reservations is December 20, 2019.

* Check-in time is 3:00pm and check out time is 11:00am.

* Space is limited! Rooms will be available on a first come first serve basis.

* Package prices listed below are for king or double standard rooms.

* Upgrades to junior suites or luxury suites may be available at an additional charge.

* When making reservation by phone, consider requesting a room type within the same price point to avoid any unnecessary upgrade charges.

* Please bring any hotel booking issues to the attention of the Association by emailing [email protected] or calling 518-465-1694.

Tax Exempt Hotel AttendeesWhen booking your package online, taxes are shown as included in the total purchase price. All tax exempt attendees staying at the hotel must provide their tax-exempt status forms to the hotel shortly after the time of booking. Tax exempt forms can be sent via email to: [email protected]

Suite ReservationsExhibitors are permitted to reserve a suite with the hotel if they have reserved an exhibit booth. There is a limited number of suites available. Please make those arrangements as soon as possible by contacting Association Headquarters, 518-465-1694. First refusal is given to the company that had the room last year.

Package ChangesAny changes in the number of hotel nights desired after initial booking will require a total package cancellation and rebooking of the alternative package. Please note, because of limitations in the hotel’s reservation system relating to packages, any changes in reservations on or after December 20, 2019 require a call directly to the Saratoga Hilton at 518-584-4000. Press zero, and ask for personal assistance from reservation specialists Alison or Nicole, who are familiar with the particulars of the group.

TO MAKE YOUR HOTEL RESERVATIONS

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PRELIMINARY SCHEDULE OF EVENTSDon’t miss this opportunity to network with your colleagues from throughout the state to get the latest information about important areas of your work and meet more than 90 exhibitors displaying the latest products and services in your fi eld.

Monday, January 20

1:00p–8:00p Registration Desk Open

1:00p–6:00p Early Access Exhibitor Setup

3:00p Hotel Check-In

8:00p–11:00p Networking Hospitality Suite

Tuesday, January 21

7:00a–11:30a Exhibitor Move-In/Setup

6:00a–5:30p Registration Desk Open

6:30a–8:30a Breakfast for Hotel Attendees with 3-Night Package

9:00a–10:30a Opening Session

11:00a–12:00p CEC General Session: North Main Street Cultural Connector, Elmira, New York Presented by: Andrew P. Avery, PE, Chemung County Commissioner &Dennis Judson, Fisher Associates

12:00p–2:00p Expo Grand Opening Lunch

2:00p–3:00p President’s Gathering of the Members (Open to Superintendents/Commissioners & their staff )

3:00p–4:00p Afternoon Break in the Exhibit Hall

4:15p–5:15p CEC General Session: The New“Little Greenbook” and Local HighwayGeometric Standards Presented by: David Orr, PE, PhD,Cornell Local Roads

5:30p–7:00p Reception in Expo Hall


Wednesday, January 22

6:30a–8:30a Buff et Breakfast

7:00a–8:00a ACEC/NYSCHSA Meeting

8:15a–9:15a CEC General Session: Permitting Stream Sized CulvertsPresented by: James Woidt, PE, Shumaker & Mallory Smith, Shumaker

9:15a–10:15a Morning Coff ee Break in Expo Hall

10:15a–11:15a Round Table: Open to All

11:30a–12:30p CEC General Session: Streamlining County Highway Operations with Real-time, Enterprise GIS Solutions, Erie County, NY Presented by: William Geary, Jr., Erie County Commissioner & Vijay Sambandhan, Bergmann

12:30p–2:00p Lunch & Annual Meeting

2:00p–3:00p Affi liate Showcase

3:00p–4:00p Afternoon Break in Expo Hall

4:00p–5:00p CEC General Session: Environmental Benefi ts of Cold In Place Recycling of Bituminous Concrete Presented by: Dane Mellon,The Gorman Group

5:00p–7:00p Expo Grand Finale and GrandPrize Drawings


Thursday, January 23

6:30a–8:30a Buff et Breakfast

8:30a–9:30a Vendor/Affi liate Member & TICBreakfast Meeting

8:30a–11:00a Superintendent/Commissioner Business Meeting

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NYSCHSA MISSION STATEMENTThe mission of the New York State County Highway Superintendents Association, Inc. is to provide opportunities for professional development to its members while, as a unified voice, working to:

1 Provide information to the membership to aid in the operation of the highway departments;

2 Inform New York State lawmakers of county positions on proposed legislation involving highways and public works; and

3 Sponsor and promote the transfer of technology and information.

The New York State County Highway Superintendents Association (NYSCHSA) is a municipal association representing 57 New York Counties. The Association, founded in 1909, is composed of Commissioners of Public Works, Highway Superintendents and their engineers. NYSCHSA is united o promote the construction and maintenance of an adequate and modern system of county roads, other allied transportation programs and highway infrastructure maintained by county governments.

PROGRAM CANCELLATION POLICYAnyone canceling booth or registration in writing prior to January 2, 2020 will receive a full refund. After that time, cancellations submitted in writing will receive a 50% refund. There will be no refunds after January 16, 2020. There will be no credits issued for no-shows, early departures or unused meal tickets. Participants are otherwise responsible for all charges.

CONFERENCE APPThe conference app allows for attendees and exhibitors to connect during the show. Exhibitor listings, maps, attendee lists, the ability to directly message conference attendees and more, all from your phone or tablet.

INDIVIDUAL EXHIBITOR PRIZE DRAWINGSExhibitors are permitted to host individual drawings at their booths. Exhibitor prize drawings will be announced during Wednesday evening’s reception by a member of the Transportation Industry Committee. Winners will be sent directly to the individual exhibitor’s booth to receive their prize.

GRAND PRIZE DRAWING We have designed an interactive show that will require conference attendees to visit exhibitors and collect signatures to affix to their prize entry form on Tuesday and Wednesday. Filled cards are required for attendees to be eligible for the grand prize drawing.

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FOR FURTHER INFORMATIONAny questions about the Winter Conference should be directed to Association Headquarters at 518-465-1694.


136 Everett Road, Albany New York 12205Phone: 518-465-1694 | Fax: [email protected] | www.countyhwys.org

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BOOTH/SPONSORSHIP RESERVATION FORMReserve space early and SAVE! Exhibitors will save $100 by registering by December 6, 2019!

Save time and register online at www.countyhwys.org or simply complete this form and return with payment to NYSCHSA at136 Everett Road, Albany, NY 12205; email: [email protected]; or fax: 518-465-1942. *NOTE: All those reserving a booth will be registered to participate in the full conference. Additional exhibitor attendees must register separately.

EXHIBITOR CONTACT INFORMATIONThis person will receive the exhibitor registration that is included with booth reservation and will be listed in the conference program.

NAME

COMPANY NAME

ADDRESS

CITY STATE ZIP

PHONE EMAIL

WEBSITE

ADDITIONAL CONFERENCE REGISTRATIONSBooth reservations include one complimentary exhibitor registration. Each additional vendor attendee must register for the conference separately online or using the additional exhibitor attendee form.

SPONSORSHIP Platinum ......................7,500

Gold ..............................5,000

Silver ...........................$2,500

Bronze ........................$1,000

Event Sponsorship.................................................$

EVENT/PROGRAM NAME (CONFIRM AVAILABILITY)

EXHIBIT BOOTH RESERVATIONOne booth per company (approximately 8ft x 10ft area)Includes: once conference registration, skirted table, a chair, electricity and wastebasket.

Booth fee by 12/6 ....................................................................... $680

Booth fee after 12/6 ................................................................... $780

Booth Number Choice: 1st 2nd 3rd

Please list all companies you would like to be placed near:

Please list all companies you would NOT like to be near:

PRODUCT/SERVICE DESCRIPTIONIn order to secure an exhibit booth at the Winter Conference and Trade Show, your company must be a NYSCHSA memberin good standing.

COMMUTER MEALSThose who do NOT reserve a hotel package at the Saratoga Hilton or plan to attend day sessions only, will need to pay the applicable program registration rate plus the cost of any meals they planto attend.

Tuesday Lunch ............... $35

Tuesday Reception ........ $49

Wednesday Breakfast ... $28

Wednesday Lunch ......... $35

Wednesday Reception .. $49

Thursday Breakfast ....... $28

CONFERENCE TOTALSSponsorship ................................................................. $ .

Exhibit Reservation ..................................................... $ .

Registration Fee .......................................................... $ .

Commuter Meals ........................................................ $ .

GRAND TOTAL ............................................................ $ .

PAYMENT INFORMATIONPayment in full due before the exhibit show.

Check or Voucher (payable to NYSCHSA)

Credit Card: Visa MasterCard AMEX Discover

CREDIT CARD NUMBER

EXPIRATION DATE SECURITY CODE

NAME ON CARD

BILLING ADDRESS (IF DIFFERENT FROM ABOVE)

CITY STATE ZIP

SIGNATURE

CANCELLATION POLICYAnyone canceling registration, in writing prior to January 2, 2020 will receive a full refund. After that time, cancellations, submitted in writing, will receive a 50% refund. There will be no refunds after January 16, 2020. There will be no credits issued for no shows, early departures nor unused meal tickets. Participants are otherwise responsible for all charges.

NEW YORK STATE COUNTY HIGHWAY SUPERINTENDENTS ASSOCIATION

JANUARY 21-23The Saratoga HiltonSaratoga Springs, NYWinter

NYSCHSA


20202020

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AFFILIATE SHOWCASEDO YOU HAVE A UNIQUE PRODUCT OR SERVICE TO DEMONSTRATE?The Affi liate Showcase is an excellent opportunity to showcase the latest trends in product and services for today’s public works department. Interested Affi liate members will present a brief fi ve-minute presentation on a unique product, service, cost savings/off erto the Highway Superintendents and Commissioners present at the conference. Space is limited!

If you are interested, please provide the following information to headquarters by emailing [email protected] or faxing 518-465-1942.

COMPANY NAME

PRESENTER NAME

PHONE NUMBER

EMAIL

Will you be using PowerPoint for your presentation? Yes No(Please be prepared to bring your presentation on a fl ash drive. Presentations on fl ash drives must be provided to event staff by10am on Wednesday, January 22)

BRIEF DESCRIPTION



NYSCHSA


20202020


136 Everett Road, Albany New York 12205Phone: 518-465-1694 | Fax: 518-465-1942

[email protected] | www.countyhwys.org

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ATTENDEE REGISTRATION FORMRegister early and SAVE! Attendees will save by registering by December 6, 2019!

Save time and register online at www.countyhwys.org or simply complete this form and return with payment to NYSCHSA at136 Everett Road, Albany, NY 12205; email: [email protected]; or fax: 518-465-1942.

CONTACT INFORMATION

NAME

COMPANY NAME

ADDRESS

CITY STATE ZIP

PHONE EMAIL

WEBSITE

PAYMENT INFORMATIONPayment in full due before the exhibit show.

Check or Voucher (payable to NYSCHSA)

Credit Card: Visa MasterCard AMEX Discover

CREDIT CARD NUMBER

EXPIRATION DATE SECURITY CODE

NAME ON CARD

BILLING ADDRESS (IF DIFFERENT FROM ABOVE)

CITY STATE ZIP

SIGNATURE

REGISTRATION RATE(S) Member Reg-Early Bird by 12/6 ................................................ $175

Member Reg after 12/6 .............................................................. $225

Non-Member Reg-Early Bird by 12/6 ....................................... $375

Non-Member Reg after 12/6 ..................................................... $425

Retiree Tuition............................................................................... $50

NYSCHSA Lifetime/Honorary Members (Fully Retired) .....................$0

Guest/Speaker .................................................................................$0

COMMUTER MEALSThose who do NOT reserve a hotel package at the Saratoga Hilton or plan to attend day sessions only, will need to pay the applicable program registration rate plus the cost of any meals they plan to attend.

Tuesday Lunch ............... $35

Tuesday Reception ........ $49

Wednesday Breakfast ... $28

Wednesday Lunch ......... $35

Wednesday Reception .. $49

Thursday Breakfast ....... $28

CONFERENCE TOTALSConference Registration ............................................ $ .

Commuter Meals ........................................................ $ .

GRAND TOTAL ............................................................ $ .

CANCELLATION POLICYAnyone canceling registration, in writing prior to January 2, 2020 will receive a full refund. After that time, cancellations submitted in writing will receive a 50% refund. There will be no refunds after January 16, 2020. There will be no credits issued forno-shows, early departures or unused meal tickets. Participants are otherwise responsible for all charges.



NYSCHSA


20202020


136 Everett Road, Albany New York 12205Phone: 518-465-1694 | Fax: 518-465-1942

[email protected] | www.countyhwys.org

19336 nyschsa 2020 winter conference exhibitor prospectus

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