Conference Exhibit Information



INVITATION TO EXHIBIT - 2018

JEN invites you to be an exhibitor at the 8th Annual Conference to be held at the Hyatt Regency in Dallas, TX, USA, January 3rd-6th, 2018. Information on becoming a JEN conference exhibitor is below.


Please Note:

  • Current Membership in JEN is required to reserve space and exhibit at the conference.
  • Membership at the appropriate level related to your business identification is recommended:
    • Corporate Membership for corporations
    • Institution Membership for schools, museums, etc
    • Network Affiliate membership for member groups, societies, school ensembles
    • Individual membership for individuals (age 18+)

Click here to download/preview: 

2017 New Orleans, LA Confirmed 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 2017 Sponsorship Opportunities at the Conference!

EXHIBIT HOURS

 
Thursday

  • 8:00 a.m. - 3:00 p.m. / Exhibitor Load-in and Setup
  • 3:00 p.m. - 5:30 p.m. / Exhibits Open
  • 5:30 p.m. - 7:30 p.m. / Exclusive "Exhibitors Welcome" for all conference attendees in the exhibit hall. (Cash Bar)

Friday

  • 9:00 a.m. - 5:00 p.m. / Exhibit Hours 
  • Dedicated Exhibitor Hours are:
    • 9:00 a.m. - 10:00 a.m.  (Meet the Artists/VIPs!)
    • 4:00 p.m. - 5:00 p.m.

Saturday

  • 10:00 a.m. - 4:30 p.m. / Exhibit Hours
  • Dedicated Exhibit Hours are:
    • 10:00 a.m. - 11:00 noon (Meet the Artists/VIPs!)
    • 3:00 p.m. - 4:00 p.m.
  • 4:30 p.m. - 7:30 p.m./ Exhibitor Dismantle

QUESTIONS

Sharon Burch
Phone: 1-312-781-6299
Email: office@jazzednet.org


TYPES & LOCATION  OF EXHIBIT SPACE

 
Two types of exhibit options are available, booths and table top displays.  Both space types are explained in detail below. When selecting your space 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 (Age 18+) with limited inventory for display
  • Each tabletop includes a 6’ skirted table, two chairs, a wastebasket, a 7"x 44" exhibitor I.D. sign, and 1 registration badge
  • Tabletops are limited and will be assigned by JEN in accordance with the guidelines as below for zone selection
  • All areas are carpeted
  • Electricity is not included in the exhibit hall fee
  • Internet is not included in the exhibit hall fee. Discounted Internet is available direct from the hotel in the meeting space which includes 40 megabytes of bandwidth at $10 per person, per day, unlimited devices.
  • Cost: $300 per tabletop
  • Payment in full must be received prior to the assignment of space
  • Discounted Valet Parking is available by coupon for all JEN attendees valid over the official conference dates.

Exhibit Booths:

  • Located in all zones of the Exhibit Hall 
  • Open to all exhibit eligible membership levels of JEN
  • Booths are 10’x10’ with an 8’ backdrop and 3’ side dividers
  • 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 below for zone selection
  • All areas are carpeted
  • Electricity is not included in the exhibit hall fee
  • Internet is not included in the exhibit hall fee. Discounted Internet is available direct from the hotel in the meeting space which includes 40 megabytes of bandwidth at $10 per person, per day, unlimited devices.
  • Cost: $650 per booth
  • Payment in full must be received prior to the assignment of space
  • Discounted Valet Parking is available by coupon for all JEN attendees valid over the official conference dates.


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 subject to availability at the time your order is completed.

  • 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 with headsets 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 area 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. 
  • Scroll to the bottom of this page to view the 2018 ZONE Exhibit Floor Map
  • Click at the bottom of THIS page to download the 2018 ZONE Exhibit Floor Plan 

Space Assignment:

After choosing the zone, completing the Exhibitor Information Form, and completing the purchase of your exhibit space, JEN will then assign the booth location based on the following membership criteria:

  • Sponsor/Donor
  • Years of exhibiting at JEN
  • Founding members
  • Charter members
  • New Exhibitors

EXHIBITOR INFORMATION FORM

  • Submit a completed Exhibitor Information Form online. Booth space purchased will not be reserved without a completed Exhibitor Information Form 
  • Click here to complete the EXHIBITOR INFORMATION FORM
  • Deadline for guaranteed inclusion in the Program Book or Guidebook is October 15th
  • Exhibitor Information Forms received after the deadline may or may not be included in the program
  • Membership in JEN (at specific levels as detailed above) is a requirement to purchase exhibit space and must be CURRENT PRIOR to making your booth or tabletop purchase and must be current at the time of the conference
  • Options to purchase Exhibit Space types are located on the Confirmation Screen after completing and clicking SUBMIT for the Exhibitor Information Form
  • 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 2018 ZONE Exhibit Hall Floor Plan

REGISTRATION BADGES

(NEW GUIDELINES EFFECTIVE 2018)

  • After November 1st you will be contacted by the Exhibit Coordinator and receive a link which will enable you to submit your badge information
  • Badge Information will be due no later than December 15th to be Pre-Registered, otherwise your personnel will stand in lines and wait for badges to be prepared on site
  • Effective with the 2018 Conference:
    • Booth purchasers are alloted four registration badges per booth space and the ability to purchase two additional staffing badges for $50 each
    • Tabletop purchases are allotted one registration badge per tabletop space and the ability to purchase one additional staffing badge for $50
    • Exhibitors with 5+ consecutive year(s) of exhibit history at JEN will receive one additional complimentary badge for each consecutive five years and have the ability to purchase one additional staffing related badge.
    • Additional badges will be awarded for every increment of 5+ year consecutive exhibit years effective with the 10th Annual Conference 2019.
    • Additional badges beyond the stated allotment(s) are charged Full Registration for the conference
  • An exhibitor’s packet will be emailed directly from Freeman Decorating Service, the Official JEN Decorating Service Provider to the contact person designated on the Exhibitor Information Form
  • It is highly recommended Exhibitor's ship exhibit materials to Freeman for delivery to your booth space in accordance with the deadlines stated therein
  • Electricity and/or Internet is not included in the exhibit purchase price as detailed above*
*Note the Hyatt Regency Dallas has offered a discounted rate for internet service as detailed on the Housing reservation tab

EXHIBIT GUIDELINES & REGULATIONS

  • CONTACT from JEN after completing your Exhibit Information Form to exhibit, will be via email from JazzEdNet.org. Please be certain your browser is set up to accept emails by entering the organization's address into your address book.
  • FREEMAN DECORATING, the JEN SERVICE PROVIDER will be sending an exhibitor packet via email. 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 purchase of exhibit 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 conference or 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.
  • VENDOR CANCELLATION of EXHIBIT SPACE/REFUND POLICY - Exhibit space cancellations received 60 days or more before the conference starts will receive a full refund minus a 20% service charge. Exhibit space cancellations received less than 60 days before the conference starts are not eligible for a refund.

JEN SHOWGUIDE

  • JEN Annual Conference ShowGuide Ads are handled directly through the magazine company as the publisher of this year's JEN Program Book. The deadline to reserve space is generally in November preceding the conference. For advertising rates, quotes and deadlines, click below to contact:

    TIMELESS COMMUNICATIONS/JazzED Magazine


Official Conference Housing:

The Official Conference Hotel in 2018 is the Hyatt Regency Dallas, TX USA. A special rate for housing JEN members participating in the Conference has been established at the official conference location. As an exhibitor you must agree to stay at the Official Conference Hotel as prompted in the Exhibitor Information Form unless you are commuting within a 100 mile radius. Please click below to book your room now!  

NOTE: The JEN block rates expires December 2017
or until rooms are no longer available in the JEN block
(whichever comes first.  BOOK EARLY!)

HYATT REGENCY DALLAS RESERVATIONS


  

images: