EXHIBIT

Exhibitors may choose from one of two zones.

A (Quiet) l  B (Sound)

Zone A is a quiet zone area.

This area is open to any level of JEN membership. Exhibitors utilizing computer playback and/or small audio systems are allowed in this area with headphones. Audio systems without headphones are restricted from being used. The demonstration of instruments is also restricted in this area except for electronic keyboards with headsets. Sound systems may not be used in this area.

Zone B is a sound zone area.

This area is an ideal location for JEN partners/manufacturers to demonstrate product in accordance with the JEN Sound Control Policy (See tab below). 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.

*JEN reserves the right to alter the posted floor plan at any time.

After choosing the zone, JEN will then assign the booth location based on the following criteria (not in any particular order):

• Size of Space Purchased
• Date of Payment
• Founding and/or Charter Membership Status
• Sponsor/Donor/Affiliate Status
• Years of consecutive exhibiting at JEN
• Years of exhibiting at JEN
• 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 name in the booth or tabletop.

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

Choose the appropriate level related to your organization or business.

• Corporate Membership 
  • Required to display corporate, company or business names in booth.
• Institution Membership
  • Required to display Institution names in booth.  (Schools, colleges, non-profit organizations, etc.)
• Chapter Membership
  • May purchase a booth to display the chapter name (not a business or institution).
• Full Individual Membership
  • May purchase a booth to display the individual’s name (not a business name).

Membership must be current to exhibit.

• Purchase by credit card, check, or purchase order.
• Booth assignments are posted as soon as possible online.
• Once your space has been purchased, refer to the FAQ below titled Confirmed Exhibitors to see your booth assignment.

Membership in JEN (at specific levels as detailed above) is a requirement to purchase exhibit space.

• EXHIBIT BOOTH SIGN POLICY:
  • A Corporate Membership is required to display corporate, company or business names in the booth.
  • An Institution Membership is required to display institution names in the booth.
  • An Individual Membership allows display of only the individual’s name in the booth.
  • A Chapter Membership allows display of only the Chapter’s name in the booth.

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 conferences. Complaints of sound regulation violations may be made directly to the JEN Floor Management Team or reported to the Conference Registration desk. 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.

• You will receive a confirmation email from JEN after completing your Exhibitor Registration. Please be certain your browser is set up to accept emails by entering the organization’s address into your address book.
• The FREEMAN DECORATING COMPANY will send an exhibitor packet via email. The exhibitor packet will include details related to ancillary furniture, electrical, trash removal, and daily custodial services that require special order from the 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.
• BOOTH ASSIGNMENT – Once purchased, your listing and space assignment will be posted as soon as possible on the Eventscribe conference calendar (typically some time in the fall).
• 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 Sound Control Policy FAQ tab.
• 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.

• By purchasing your conference registration and attending the conference, you consent to be photographed, filmed and/or otherwise recorded. Your purchase and attendance constitutes your consent to such photography, filming and/or recording and to any use, in any and all media throughout the universe in perpetuity, of your appearance, voice and name for any purpose whatsoever in connection with the production presently entitled: Jazz Education Network Annual Conference. You understand that all photography, filming and/or recording will be done in reliance on this consent given by you by agreeing to this waiver. 
• By submitting your online registration, you acknowledge that you understand that current membership in JEN at the appropriate level to exhibit at the time of purchase and at the time of the Annual Conference is required to participate. 
• By submitting your online registration, you acknowledge you have read the exhibiting guidelines and understand you and all members of your exhibiting organization/institution/company are required to reserve and purchase housing in the Conference hotel at the existing conference rate in order to exhibit. Commuters within a 100-mile radius from home are exempt from the housing requirement. 
• Once you are confirmed to exhibit, as a Conference exhibitor you will be asked to provide a registration confirmation number from the conference hotel in order to verify you have complied with this important facet of the process. Compliance with this agreement ensures the organization remains financially stable, and allows JEN to reach the hotel-imposed attrition rate related to the conference contract, which in turn provides JEN with the hotel event space to present the annual conference, thereby keeping the costs associated with conference production down. 
• By submitting your online registration, you acknowledge that all expenses incurred for attending the conference will be borne by the exhibiting institution/organization, or individual exhibitors. Conference credentials will be provided as appropriate to the type of space purchased. 
• By submitting your online registration, you acknowledge this conference registration is entered into by the attendee in consideration of the use of the facilities of the Official Conference Hotel(s) during the Annual JEN conference. It is understood and agreed that all facilities of the Official Conference Hotel(s) will be used by attendees at their sole risk, and that attendees shall hold the Official Conference Hotel(s) and the Jazz Education Network harmless for personal injury or property damage resulting from participation in the JEN conference, either on and off the premises of the Official Conference Hotel(s). 
• Exhibitor shall be fully responsible for any and all damages to property owned by Hyatt (Hyatt Regency Atlanta), its owners or managers which result from any act or omission of Exhibitor. 
• Exhibitor agrees to defend, indemnify and hold harmless, the conference hotel, its owners, managers, officers or directors agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. 
• Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.

Vendor cancellations of exhibit space

Exhibit space cancellations received 60 days or more before the opening day of the conference 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.

Hotel room cancellations

Refund policies for hotel room cancellations are established by the hotel and not by JEN. JEN is not responsible for hotel refund decisions.

The Official Conference Hotel in 2025 is the Hyatt Regency Atlanta

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 in Official Conference Hotels as prompted in the Exhibitor Information Form unless you are commuting within a 100 mile radius. Please click below to book your room now!

The JEN block reservation deadline is December 9, 2024.
or until rooms are no longer available in the JEN block, whichever comes first.

BOOK EARLY!

Click Here for HOUSING

(Coming in October) Click to download the 2025 Exhibitor Information packet

Coming in October 2025