Invitation to Exhibit

2018

Dallas, TX

JEN invites you to be an exhibitor at the Annual Conference


Current Membership in JEN is required to reserve space and exhibit at the conference.

Choose the appropriate level related to your organization or business.

 Deadline for exhibitor application – November 30, 2017

Corporate Membership
Institution Membership
Chapter Membership
JENeral Individual Membership

A Corporate Membership is required to display corporate, company or business names in booths or table tops.

An Institution Membership is required to display Institution names in booths or table tops.  (Schools, colleges, non profit organizations, etc.)

An Chapter or Society Membership may purchase a Tabletop or Booth to display the chapter or society name (not a business or institution).

An individual JENeral Membership may purchase a Tabletop or Booth to display the individual’s name (not a business name).

Join us at the best hang of the year!

January 3-6,  2018

Hyatt Regency

Dallas, Texas

The JEN conference is a great opportunity to showcase your products and build lasting relationships with leading jazz educators and performers of today and the next generation.


Wondering who some of of the exhibitors were last year?

Click here to download/preview:

2017 New Orleans, LA Confirmed Exhibitors

Exhibit hours

Thursday
Friday
Saturday

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

10:00 a.m. – 6:00 p.m. / Exhibit Hours


Dedicated Exhibitor Hours are:

10:00 a.m. – 11:00 a.m.  / Meet the Artists/VIPs!

5:00 p.m. – 6:00 p.m.


 

Saturday

10:00 a.m. – 4:30 p.m. / Exhibit Hours


Dedicated Exhibit Hours are:

10:00 a.m. – 11:00 a.m. / Meet the Artists/VIPs!

3:00 p.m. – 4:00 p.m.


4:30 p.m. – 7:30 p.m./ Exhibitor Dismantle

Exhibitor Information

 

Registration Badges - NEW GUIDELINES EFFECTIVE 2018

REGISTRATION BADGES (NEW GUIDELINES EFFECTIVE 2018)

  • Effective with the 2018 Conference:
    • Booth purchasers are allotted 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 policy are charged Full Registration for the conference.

STEP 1. Join/Renew Membership

Current Membership in JEN is required to reserve space and exhibit at the conference.

Choose the appropriate level related to your organization or business.

 

STEP 2. Complete an Exhibitor Application

  • Submit a completed Exhibitor Application Form online AFTER your membership is active.
  • Read below to determine which zone to request.
  • Click here to complete the EXHIBITOR APPLICATION FORM.
  • Deadline for guaranteed inclusion in the Program Book or Guidebook is November 30th
  • Exhibitor Information Forms received after the deadline may or may not be included in the program.

STEP 3. Purchase Booth or Table Top Space

 

  • Membership in JEN (at specific levels as detailed above) is a requirement to purchase exhibit space.
    • Membership must be CURRENT PRIOR to making your booth or tabletop purchase.
    • Membership must be current at the time of the conference.
    • EXHIBIT SPACE SIGN POLICY:
      • A Corporate Membership is required to display corporate, company or business names in booths or table tops.
      • An Institution Membership is required to display institution names in booths or table tops.
      • An Individual Membership allows display of only the individual’s name in the booth or table top.
      • A Chapter Membership allows display of only the Chapter’s name in the booth or tabletop.
  • 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 the Exhibitor Information page and detail within all FAQ components.

Click to purchase Booth or Table Top Space

Exhibit Booths

  • Located in all zones of the Exhibit Hall.
  • Open to all exhibit-eligible membership levels of JEN.
    • A Corporate Membership is required to display corporate, company or business names in booths or table tops.
    • An Institution Membership is required to display institution names in booths or table tops.
    • An Individual Membership allows display of only the individual’s name in the booth or table top.
    • A Chapter Membership allows display of only the Chapter’s name in the booth or tabletop.
  • 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.

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.
    • A Corporate Membership is required to display corporate, company or business names in booths or table tops.
    • An Institution Membership is required to display institution names in booths or table tops.
    • An Individual Membership allows display of only the individual’s name in the booth or table top.
    • A Chapter Membership allows display of only the Chapter’s name in the booth or tabletop.
  • 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.

Zones

2018 JEN Exhibitor ZONE Floor Plan

Click gold text above to view larger floor plan and/or download.

Exhibitors may choose from one of three zones.

A (Quiet) l B (Semi-quiet) l C (Noisy)

  • 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. ​​​​
  • Zone selection is made on the EXHIBITOR ONLINE APPLICATION FORM.
    • You must log in to the JEN system prior to attempting to complete the EXHIBITOR APPLICATION FORM.

 

Space Assignment

After choosing the zone, JEN will then assign the booth location based on the following criteria:

(1) Order Date/Completed Information Form

(2)Organization Type: Founding Charter Membership status

(3) Sponsor/Donor/Affiliate status

(4) Years of consecutive exhibiting at JEN

(5) Years of exhibiting at JEN

(6) New exhibitors

EXHIBIT SPACE SIGN POLICY:

  • A Corporate Membership is required to display corporate, company or business names in booths or table tops.
  • An Institution Membership is required to display institution names in booths or table tops.
  • An Individual Membership allows display of only the individual’s name in the booth or table top.
  • A Chapter Membership allows display of only the Chapter’s name in the booth or tabletop.

JEN Showguide Advertising

  • 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, the Hyatt Regency Dallas, TX USA. is now SOLD OUT! Overflow housing is posted online.

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

Additional Exhibit Guidelines & Regulations

  • You will receive an email from JEN after completing your Exhibit Information Form to exhibit. 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.
  • SOUND-PRODUCING 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. Effective 2018 JEN has adopted a SOUND CONTROL POLICY similar to the NAMM policy.  See more details in the FAQ tab that follows this one.
  • 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.

Sound Control Policy (Effective 2018)

JEN Exhibit Hall Sound Control Policy
(effective January 2018)

JEN is a conference for music educators, students, professionals and music businesses. The music businesses will conduct their business in an Exhibit hall in a leased booth space, during specific booth hours. Part of that business is trying out the music products; however, there are parameters by which this can be done within the booth space while providing a safe and business friendly environment on the conference floor. JEN is committed to providing a successful environment for its members to do business and the following outlines how this intends to be accomplished.

The following policy must be adhered to and will be enforced by JEN at all times throughout the conference:

  • Sound level may not exceed 85 decibels as determined by JEN Floor Management Team.
  • Demonstrations may not exceed 5 minutes, impede aisle space or cause disruption to neighboring booths. Exhibitor is responsible for receiving the proper approval from JEN management and securing crowd control

JEN Conference Policy Enforcement Procedure

  1. An exhibitor or attendee in violation of this policy will receive a verbal warning by the JEN Floor Management Team
  2. If the exhibitor continues to violate this policy, a written warning will be delivered by the JEN Floor Management Team
  3. If the exhibitor continues to violate this policy despite the two official warnings, the booth will be closed for the remainder of the day.
  4. If an attendee continues to violate this policy, their badge will be removed for the remainder of the conference.
  5. If a violation continues the following day, the booth will be permanently closed and/or removed from the conference floor for the remainder of the conference (Booth fees are non-refundable)
  6. Please be advised that exhibitors receiving three sound violations will jeopardize their booth location at future JEN Complaints of sound regulation violations may be made directly to the JEN Floor Management Team or reported to the Conference Check-In. Please contact your JEN business partner for more tips and options to help control your sound at the conference.

Steps JEN Takes to Help Support a Positive Musical Experience in a Business Environment for Everybody

  • Categorize the conference floor by product types to place products of similar volume together
  • Enforce the maximum decibel level at 85 so all booths demo instruments at a “background” level and not at full volume

Steps Exhibitors Can Take to Help Support a Positive Musical Experience in a Business Environment for Everyone

  • Utilize sound rooms, shields, and sound absorption material in booth construction
  • Utilize headphones during demos
  • Do not place demonstration area or demonstration stage on the aisle, manage crowd appropriately
  • Do not point speakers into the aisle or other booths, direct them into the booths space
  • If the demo product is percussion, please remove the drum throne seat in between demos so attendees do not sit and play in a manner not conducive to background level sound
  • If the product is percussion, use drum brushes versus sticks to help control the level of sound
  • Place signs in booth near demo instruments stating the sound level and length of time—ensure attendees adhere to these guidelines
  • Notify attendees immediately if they are testing equipment too long or too loud and that the JEN Floor Management Team may remove their badge for the remainder of the conference

Steps Attendees Can Take to Help Support a Positive Musical Experience in a Business Environment for Everybody

  • Be aware of potentially high-level sound areas and utilize ear plugs
  • If the product is percussion, do not sit and play in a manner not conducive to background level sound
  • If the product is percussion, use drum brushes versus sticks to help control the level of sound
  • Sound levels may not exceed 85 decibels and badges will be removed if violations occur after warnings have been issued
  • Support Exhibiting Company’s efforts in controlling sound levels by adhering to this policy—don’t jeopardize your badge privileges

Performance vs. Demonstration

  • A “performance” is a public entertainment presentation and is prohibited in booth space. Performances are available on JEN stages only
  • A “demonstration” is conferencing the merits of a product or service to a customer and is permitted in booth space, provided the demo adheres to the policy outlined above

2018 Confirmed Exhibitors

REVISED: 11-17-17

Founding Member – (F)
Charter Member – (C)
Sponsor  – (S)
Affiliate – (A)

 

African American Jazz Caucus – T2 (A)

Alfred Music – 101, 103 (F)

All That Music Productions, LLC – 302

AM Mouthpieces – 708

Antigua Winds, Inc. – 606

Antoine Courtois – 703, 705 (F)

Austin Winds – 605

Avedis Zildjian – 707, 709, 711 (C)

B & S – 703, 705 (F)

BAC Musical Instruments – 710

Bach – 507, 509

Backun Musical Services – 501, 503, 600, 602

Benedetto Guitars – 719

Berklee College of Music – 200, 202 (C)(S)

Besson – 703, 705 (F)

Billy Strayhorn Songs, Inc. – 205

Brubeck Institute – T1 (C)

Buffet Crampon USA – (F) 703, 705

Cannonball Musical Instruments – 713

Capital University Conservatory of Music – 213 (F)

Carnegie Hall – 308

Carolyn Brewer – Author – T5

Conn-Selmer Inc. – 507, 509

C.G. Conn – 507, 509

Cultural Tour Consultants – 201 (C)

D’Addario Guitar Strings & Woodwinds – 607, 609

DANSR, Inc. – 706

Denis Wick – 706

Disney Parks Live Entertainment – T3 (S)

DownBeat – 113 (F)(A)

Eastman – 501, 503, 600, 602

ejazzlines – 109, 111 (C)

Evans Drumheads – 607, 609

George Mason University – T8

Grammy Museum Foundation – 209, 211

Hal Leonard – 204, 206, 208 (F)

Hans Hoyer – 703, 705 (F)

Hercules  – 601, 603,700, 702 (F)(S)

Holton – 507, 509

Indiana University – 310

J. Scherzer – 703, 705 (F)

J.W. Pepper – 309, 311

Jazz4Justice – T7

JazzED Magazine – 100 (F)(A)

Jazz Lines Publications – 109, 111 (C)

JAZZed Magazine – 100 (F)(A)

JazzTimes – 301 (A)

JodyJazz Inc. – 604

Jupiter  – 601, 603,700, 702 (F)(S)

KHS America  – 601, 603,700, 702 (F)(S)

Keilworth – 703, 705 (F)

Kendor Music, Inc. – 105, 107 (C)

King – 507, 509

LeBlanc – 507, 509

Loyola University New Orleans – 410

Majestic  – 601, 603,700, 702 (F)(S)

Manhattan School of Music – T17

Mapex – 601, 603,700, 702 (F)(S)

Melton Meinl Weston – 703, 705 (F)

Monterey Jazz Festival – 313

Music For All – 312 (F)(A)

New England Conservatory – 203 (S)

North Carolina Central University – 315

Pender’s Music Company – 210, 212 (C)

Planet Waves Accessories – 607, 609

Pro Mark Drumsticks – 607, 609

PureSound Percussion – 607, 609

Ramsessart – T18, T19

Reno Tahoe USA – T12

Richard Sussman/Michael Abene, Authors – T9

Rovner Products, Inc. – 608

Sabian Ltd. – 611

San Francisco Conservatory of Music – T4

Saxquest – 704

S.E. Shires Co – 501, 503, 600, 602

Selmer Paris – 507, 509

Sonor – 601, 603,700, 702 (F)(S)

Sound Music Publications – 403

Steve Haines – T14

Temple University – 307

The Global Gurus – T15 (C)

The Midwest Clinic – 305

The New School of Jazz – T6

Timeless Communications – 100 (F)

U.S. Air Force Band Airmen of Note – 300

U.S. Army Blues – 402

U.S. Army Recruiting – 305

U.S. Navy Band – 306

University of Arkansas at Monticello – 400

University of Miami Frost School of Music (F) – 207

University of Michigan – 304

University of North Florida – 401

University of North Texas Jazz Studies – 303 (S)

University of Northern Colorado – 404

Vandoren – 706

Vic Firth – 707, 709, 711 (C)

Vern Powell Flutes – 703, 705 (F)

W. Schreiber – 703, 705 (F)

Walrus Music Publications – 109, 111 (C)

Wm. S. Haynes Co. – 501, 503, 600, 602

Yamaha – 500, 502, 504, 506, 508, 510 (C)(S)

Yanagisawa – 507, 509

YoungArts – T11

XO Brass  – 601, 603,700, 702 (F)(S)

Zildjian – 707, 709, 711

Join Us in Dallas!

3 Easy Steps


1. Secure Membership

Not a member?

Institutions, businesses and corporations choose ORGANIZATION USER.

Required for exhibiting with school, institution or company name.

2. Secure Your Exhibit Space Now

After logging into your membership account, click on the dropdown menu to the right.

“What would you like to do?”

Choose “Conference Registration & Fees” to secure your space.

3. Complete Exhibitor Information Form

Complete After Payment

Additional questions?

Lou Fischer, Conference Coordinator
Phone: 1-312-781-6299
Email: office@jazzednet.org