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2011 Conference Exhibitor Information

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The Jazz Education Network (JEN) invites you to be an exhibitor at the 2nd Annual Conference, to be held at the historic Roosevelt Hotel in New Orleans, LA from January 6--8, 2011. Space is limited, and is being offered on a first-come, first served basis. Information on becoming a JEN conference exhibitor is below.

We know that our conference attendees consider exhibits to be one of the most important parts of the event. The JEN conference will be a great opportunity to showcase YOUR products and build positive and lasting relationships with some of the nation's leading jazz educators and performers.

Please note that you must be a JEN member at the appropriate level to exhibit at the 2nd Annual Conference. Click here to join JEN.

* A “focus group" environment in which to display product for customer response.
* Terrific sessions and activities allowing exhibitors to interact with attendees and discuss issues of importance to the jazz community.
* Sponsorship opportunities are available.
* “Welcome the Exhibitors" Reception--Thursday, January 6 at 5:30pm

EXHIBIT HOURS

* Thursday, January 6, 2011
8:00am-5:00pm/ Exhibitor Load-in and Setup
5:30pm-7:30pm/ Exclusive “Welcome the Exhibitors" Reception for all conference attendees in the exhibit halls. Cash Bar, hor douvres, and music!

* Friday, January 7, 2011
9:00am-5:00pm/ Exhibit Hours

* Saturday, January 8, 2011
9:00am-4:00pm/ Exhibit Hours
4:00pm-7:00pm/ Exhibitor Dismantle

IN GENERAL

QUESTIONS should be directed to:
Steve Crissinger
Jazz Education Network, Office Manager
614-524-4212 Office
[email protected]

EXHIBIT SPACE PURCHASE is a multi-step process.

1. The initial step is to submit a completed reservation form online.
2. Once payment in full has been received, you will receive a link to a map of the exhibit hall floor, in order to select your booth choices. Click on the link to complete your location preferences, clearly indicating three top choices for booth assignment(s). A reminder, exhibit space will be assigned on a first-come first-served basis, with no refunds.
3. You will receive a second link, which will enable you to submit your credential information. Credential information is due no later than December 1, 2010.
4. Lastly, once your application has been processed into the system, you will receive an exhibitor's packet directly from Freeman decorating company in order to reserve any ancillary equipment or services you may require in order to exhibit at the conference.
5. A rate card will be sent directly to you from JAZZed magazine in the event you wish to advertise in the Conference Program Book.

EXHIBIT FLOORPLAN--Click here to download the exhibit hall floor plans to reference the booth/room locations listed below.

PROGRAM BOOK- To be certain your company name is included in the Conference Program Book, please complete your exhibit contract application online by October 15, 2010. JEN cannot guarantee inclusion if your application is completed beyond that date. Space is limited and is sure to go quickly!

RESERVATION FORMS will be submitted online and may be processed via credit card or by sending a check as payment in full after completing your application. If you choose to send a check for payment, the address to which you should send your check will be provided in the automated email response generated by the web site after your application for exhibit space has been completed. If you encounter any problems with your application process, you may call the JEN office number 614-524-4212 for assistance with your registration.

CREDENTIALS--Each booth or tabletop purchase will be awarded two badges/credentials. A Private Room is considered the equivalent of four booths and therefore is awarded eight badges/credentials.

Additional credentials beyond the allotted amount may be purchased for $50 per credential and is limited to two badges/credentials per exhibitor.

TYPES & LOCATION OF EXHIBIT SPACE

Three types of exhibit space will be made available as follows and will be explained in detail below and as you progress through the exhibit registration process.

EXHIBIT BOOTHS will be located in the Crescent City and Waldorf-Astoria Ballrooms on the Mezzanine level and are open to all exhibit eligible membership levels of JEN. Booths are 10'x10' with an 8' backdrop and 3' side dividers and includes one skirted 6' table, two chairs, a 7"x 44" exhibitor I.D. sign, a wastebasket, and two badges/credentials. Both halls are carpeted. Electricity is not included in the exhibit hall fee. Cost: $650

PRIVATE EXHIBIT ROOMS--There are five individual exhibit spaces located immediately across the hall adjacent to the exhibit booth locations, ranging in size from 575 square feet up to 720 square feet. These rooms are restricted to Corporate/Industry Partners and verified membership at the appropriate level is required to exhibit in this location. This is an ideal setting for instrument manufacturers! Choose from the Pontalba (697 sq. ft.), Conti A (720 sq. ft.), Conti B (720 sq. ft.), Lafitte (595 sq. ft.), and Napoleon (578 sq. ft.). Note: The Conti Room may be purchased as one entity for $4,000 for a total of 1440 sq. ft. of exhibit space! Electricity is included on the walls of the private exhibit rooms. Each room is carpeted. Limit one room per exhibitor. Each room will include an 8'x10' backdrop for hanging banners, six 6' skirted tables, four chairs, a 7"x 44" exhibitor I.D. sign, a wastebasket, and eight credentials/badges. Cost: $2,000

TABLETOP EXHIBITS will be sold only after the exhibit hall has been sold out and will be located in unsecured hallways relating to JEN activity on various levels of the hotel. Each tabletop, should they ultimately become available, includes a 6' skirted table, two chairs, a wastebasket, a 7"x 44" exhibitor I.D. sign, and two badges/credentials. Tabletops are normally restricted to Network Affiliates, Institution Partners and Individual members. Cost: $250

EXHIBIT GUIDELINES & REGULATIONS

-CONTACT from JEN after completing your application to exhibit, will be via email from [email protected] Please be certain your browser is set up to accept emails by entering the address into your address book.

-FREEMAN DECORATING COMPANY will be sending an exhibitor packet via email once your reservation has been accepted. The exhibitor packet will include details related to ancillary furniture, electrical, trash removal, and daily custodial services and require special order from Freeman decorating company.

-SHIPPING GUIDELINES will be detailed in the Exhibitors Packet received from Freeman Decorating Services. Exhibitors may not ship displays directly to the hotel; shipments sent to the hotel will be refused.

-CONTRACT FOR SPACE--The application for space and the formal notice of assignment by JEN constitutes a contract for the right to use the space allotted. In the event of fire, strike or other uncontrollable circumstances rendering the building unfit or unavailable to use, the contract shall not be binding.

-CONSTRUCTION OF EXHIBITS--All exhibits must be arranged so as not to obstruct the view or interfere with other exhibits.

-RESTRICTIONS IN USE OF SPACE--No exhibitor shall reassign, sublet or share his or her allotted space without the knowledge and consent of the JEN exhibits manager.

-CIRCULATION AND SOLICITATION--Circulars or advertising matter of any description may be distributed only within the booth assigned to the exhibitor presenting such material. No exhibitor shall obtain exhibit space anywhere outside the designated exhibit area, and no firm or organization not assigned exhibit space will be permitted to solicit business within the exhibit area.

-NOISE-MAKING EXHIBITS--Exhibits that include the operation of musical instruments or the use of audio equipment should be conducted or arranged so that the noise resulting from demonstrations will not unnecessarily disturb adjacent exhibitors and their patrons.

-INSURANCE & SECURITY--The exhibiting firm acknowledges that JEN nor the Roosevelt Hotel has any responsibility for the exhibitor's property, and the exhibitor takes full responsibility for all risks to the property that the exhibitor brings to the exhibition. The Exhibition hall and adjacent rooms will be locked after hours, but no on-site security will be on duty.

-RESTRICTIONS IN OPERATION OF EXHIBITS--JEN reserves the right to deny an exhibit application, or restrict exhibits that, because of noise, method of operation, or any reason, become objectionable, and may also prohibit or evict any exhibit which, in the opinion of the management, detracts from the general character of the exhibit as a whole. The restriction includes persons, things, conduct, printed matter, or anything of a character that the management determines is objectionable to the exhibit. In the event of such restrictions, JEN nor the Roosevelt Hotel is not liable for any exhibit expense.

-CLICK BELOW to select the type of exhibit space you would like to purchase. By clicking on the links and registering for an exhibit space at the JEN Conference, you are agreeing to the terms of the exhibition as outlined above.

* Private Room
* 10x10 Exhibit Booth
* tabletop display (unsecured locations)

Reminder: Booth assignments are made on a first-come, first-served basis--No refunds.

HOUSING at the Roosevelt Hotel

HOUSING- A special rate of $150.00 per night has been established at the Roosevelt Hotel for JEN members participating in the 2011 Conference. Please CLICK HERE to book your room now! Don't wait to make your reservation!

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