INVITATION TO EXHIBIT

JEN invites you to be an exhibitor at the 4th Annual Conference, to be held at the Hyatt Regency Hotel in Atlanta, GA from January 2 - 5, 2013. Information on becoming a JEN conference exhibitor is below.

PLEASE NOTE: Membership in JEN at the appropriate level related to your business, i.e. Corporate Membership is required for corporations, Institution Membership is required for schools, museums, etc, Network Affiliate membership is required for member groups, and/or an Individual membership is required for an individual. Please be advised that the listing in the Program Book will be directly in correlation to your membership status on record.

Exhibitors may choose from one of three zones as follows: A (Quiet), B (Semi-Quiet), or C (Noisy). After choosing the zone, JEN will then assign the booth location based on the following membership criteria: (1) Sponsor/Donor, (2) Years of exhibiting at JEN, (3) Founding members, (4) Charter members, and (5) new exhibitors. A 50% Deposit or Payment in Full is required to reserve your space. You will be prompted in the order process to purchase your booth or tabletop by credit card, check, or purchase order. 

Click here to download/preview: 2012 JEN LOUISVILLE  EXHIBITORS

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.
 

• 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.
• Click here to review Sponsorship Opportunities at the Conference.

EXHIBIT HOURS

 
Thursday, January 3rd, 2013

• 8:00 a.m. - 5:00 p.m. / Exhibitor Load-in and Setup
• 5:30 p.m. - 7:30 p.m. / Exclusive "Exhibitors Welcome Reception" for all conference attendees in the exhibit hall. Cash Bar, hor douvres, and music!

 
Friday, January 4th, 2012

• 10:00 a.m. - 5:00 p.m. / Exhibit Hours 
• Dedicated Exhibitor Hours are:
  • 11:00 a.m. - 12 noon
  • 3:30 p.m. - 4:30 p.m.

 
Saturday, January 5th, 2012

• 10:00 a.m. - 4:30 p.m. / Exhibit Hours
• Dedicated Exhibit Hours are:
  • 11:00 a.m. - 12:00 noon  
  • 3:00 p.m. - 4:00 p.m.
• 4:30 p.m. - 7:30 p.m. / Exhibitor Dismantle

IN GENERAL

 
QUESTIONS should be directed to:
Larry Green
Jazz Education Network Office Manager
573-692-0012

jazzerlg@aol.com

EXHIBIT SPACE PURCHASE is a multi-step process.

• EXHIBIT FLOOR PLAN: Exhibitors may choose from one of three zones as follows: A (Quiet), B (Semi-Quiet), or C (Noisy). After choosing the zone, JEN will then assign the booth location based on the following membership criteria: (1) Sponsor/Donor, (2) Years of exhibiting at JEN, (3) Founding members, (4) Charter members, and (5) new exhibitors. A 50% Deposit or Payment in Full is required to reserve your space. You will be prompted in the order process to purchase your booth or tabletop by credit card, check, or purchase order. Prior to completing your selection, please read and familiarize yourself with information on this page. Click at the bottom of THIS page to download the Exhibit Floor plan for Atlanta to your desktop. 
• EXHIBITOR APPLICATION FORM: The initial step is to submit a completed Exhibitor Application Form online. Note: Membership in JEN is a requirement to purchase an exhibit space at the annual conference. The Exhibitor Application Form is required to be submitted online and should be processed PRIOR to making your booth or tabletop purchase via credit card, by sending a check, or by purchase order.  
• PROBLEMS? If you encounter problems with your application process, please contact Larry Green, JEN Office Manager as above for assistance.
• SUBMIT your Exhibitor Application Form by clicking submit located at the bottom of the application page.
• PURCHASE your booth or tabletop. A 50% Deposit or Payment in Full is required to complete 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 response generated by the website after you click submit to register your application.  
• CREDENTIALS FOR YOUR BOOTH:  You will be contacted by the Exhibit Coordinator and receive a second link which will enable you to submit your credential information. Each booth or tabletop purchase will be awarded two badges/credentials. Credential Information is due no later than November 15.
• ADDITIONAL CREDENTIALS: Should you desire to purchase additional credentials beyond the allotted amount, they may be purchased for $50 per credential, limited to two additional badges/credentials per exhibitor. Credential information is due no later than November 15.
• DECORATING SERVICE PROVIDER: You will receive an exhibitor’s packet directly from Freeman Decorating Service, the Official JEN Decorating Service Provider in order to reserve any ancillary equipment or services you may require in order to exhibit at the conference. Electricity or internet service is not included in the booth purchase price.
• ADVERTISING IN THE PROGRAM BOOK: JEN ShowGuide Ads are handled directly through Symphony Publishing, Inc. To purchase an ad, click here: 

2013 JEN ShowGuide Information

• LISTING IN THE PROGRAM BOOK- To be certain your company name is included in the Conference Program Book and the Conference Smartphone application along with your assigned booth number, please complete your Exhibitor Application Form  online no later than October 15. Exhibitor Application Forms received after the deadline may or may not be included in the program, subject to publisher deadlines. Space is limited and is sure to go quickly! 

TYPES & LOCATION  OF EXHIBIT SPACE

 
Two types of exhibit options are available, booths and table top displays.  Both types are explained in detail below. When selecting your booth type and zone, please pay particular attention to the restrictions pertaining to the use of audio gear and instrument demonstration in the three zones.
 
Table Top Displays: Table top display areas are restricted to JEN Network Affiliate Groups, Institution Partners, School Festival Partners, smaller corporate business partners, and/or Individual Members of JEN. The demonstration of any instrument or use of any type of audio equipment without headphones is restricted in this area. Table tops will be located in Zone A or B as determined by JEN. Each tabletop includes a 6’ skirted table, two chairs, a wastebasket, a 7"x 44" exhibitor I.D. sign, and two registration badges. Tabletops are limited and will be assigned by JEN in accordance with the guidelines as below for zone selection. Both halls are carpeted. Electricity or internet service is not included in the exhibit hall fee. Cost: $250 

Exhibit Booths: will be located in all 3 zones of the Exhibit Hall 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 registration badges. Booths will be assigned by JEN in accordance with the guidelines as below for zone selection. Both halls are carpeted. Electricity or internet service is not included in the exhibit hall fee. Cost: $650 

Zones: Exhibitors may choose from one of three zones as follows: A (Quiet), B (Semi-quiet), or C (Noisy). After choosing the zone, JEN will then assign the booth location based on the following criteria: (1) Sponsor/Donor, (2) Years of exhibiting at JEN, (3) Founding members, (4) Charter members, and (5) new exhibitors. 

• Zone A is a low sound area. This area is open to any level of JEN membership. Instruments may not be demonstrated in this area. Audio systems without headphones are restricted from being used.
• Zone B is a medium sound area. Booths utilizing computer playback and/or small audio systems are allowed in this area. The demonstration of instruments is restricted in this area except for electronic keyboards and unamplified strings. Sound systems may not be used in this area.
• Zone C is a high sound area and is an ideal location for JEN partners/manufacturers to demonstrate product. This are is not a restricted area in terms of audio systems, sound systems, or the demonstration of instruments. However, we respectfully ask that all exhibitors keep in mind this is a shared space and constant generation of sound from one source and/or excessive noise will not be tolerated. Please be considerate of your neighbor. Extremely loud individual players, group jamming and/or overly loud drum set/percussion workouts will be curtailed. 

Click at the bottom of THIS page to download the

Exhibit Floor plan for Atlanta to your desktop.

Exhibitor Application Form

Click here to complete the Exhibitor Application Form, and to purchase booth space.

OFFICIAL CONFERENCE HOUSING:

The Official Conference Hotel for 2013 is the Hyatt Regency Hotel in Atlanta, GA, Peachtree Center. A special rate for housing for JEN members participating in the Conference has been established at the official conference location. As an exhibitor you have agreed to stay at the Official Conference Hotel as prompted in the Exhibitor Application Form. Please click below to book your room now!  

NOTE: The JEN block rates expires December 18, 2012.  

HYATT REGENCY ATLANTA PEACHTREE CENTER RESERVATIONS

EXHIBIT GUIDELINES & REGULATIONS

• CONTACT from JEN after completing your Exhibit Application Form to exhibit, will be via email from info@JazzEdNet.org. Please be certain your browser is set up to accept emails by entering the address into your address book.
• The DECORATING SERVICE PROVIDER 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 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 Official Conference 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 and on-site security will be on duty. It is recommended that the exhibitor carry exhibit insurance for materials and items being displayed in the event of potential loss.
• 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 Official Conference Hotel are not liable for any exhibit expense of any type.