POLICIES & PROCEDURES

JEN membership

All JEN membership payments are non-refundable.

Conference registration cancellations

The deadline to cancel your conference registration and receive a full refund is 60 days before the start of the conference. After that date, conference registration fees will be refunded minus a 20% service charge until the first day of the conference at midnight EST. No refunds will be made after that time. 

This Conference Registration refund does not apply to JENerations Jazz Festival (JJF) registration fees or exhibitor fees. JJF ensemble registration fees are non-refundable after After September 1st. JJF student participant registration fees are non-refundable.

Vendor cancellations of exhibit space

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.

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.

In compliance with an established directive from the United States Internal Revenue Service, the JEN has established and adopted the following Document Retention and Destruction Policy as of September 2013.

I. Purpose

The purpose of this Document Retention and Destruction Policy (the “Policy”) is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed by Jazz Education Network (“JEN”) or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding JEN personnel in understanding their obligations in retaining electronic documents – including e-mail, Web files, text files, sound and movie files, PDF documents, and all other Microsoft Office or other formatted files.

II. Administration

Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of JEN and the retention and disposal of electronic documents. The JEN Secretary is the officer in charge of the administration of this Policy (the “Administrator”). The Administrator oversees the implementation of the processes and procedures to ensure that the Record Retention Schedule is followed. The Administrator is also authorized to: (i) make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for JEN, (ii) monitor local, state and federal laws affecting record retention, (iii) annually review the record retention and disposal program, and (iv) monitor compliance with this Policy.

III. Suspension of Record Disposal in Event of Litigation or Claims

In the event JEN is served with any subpoena or request for documents or any employee or board member becomes aware of a governmental investigation or audit concerning JEN or the commencement of any litigation against or concerning JEN, such employee or board member shall inform the Administrator and any further disposal of documents shall be suspended until such time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff and board members of any suspension in the further disposal of documents.

IV. Applicability

This Policy applies to all physical records generated in the course of JEN’s operation, including both original documents and reproductions. It also applies to the electronic documents described above.

In compliance with an established directive from the United States Internal Revenue Service, the JEN has established and adopted the following Whistleblower Policy as of September 2013.

Reporting of a Violation of Code of Ethics and Policies

(“Whistleblower Policy”)

Purpose

The purpose of this policy is to provide all board members, committee members and staff with guidelines for the reporting of unethical or illegal behavior by Jazz Education Network (JEN) board members, committee members, staff, vendors, professional service providers, or affiliated organizations.

Policy

JEN is committed to lawful and ethical behavior in all of its activities and requires its board members, committee members and staff (“[organization] person”) to conduct themselves in a manner that complies with all applicable laws and regulations. At any time a JEN person has a concern regarding the propriety or legality of any action contemplated to be taken or that has been taken by the organization or any other JEN person, or believes that an action needs to be taken for JEN to be in compliance with law or appropriate ethical standards, the JEN person should promptly advise the President and/or any member of the Executive Committee. The Executive Committee member being advised will share any and all reports with the remaining members of the Executive Committee immediately, which including includes the Treasurer/Chair of the JEN Finance Committee.

If management is unresponsive, if the complainant believes management will be unresponsive, or if management is itself the subject of the concern, the JEN person should contact the remaining members of the Executive Committee with exception of the party in question.

Every effort will be made to investigate a report by a JEN person as discreetly as possible. Because of the need to investigate the report, correct a problem, or prevent future problems, JEN cannot, however, promise complete confidentiality.

No [organization] person will be discharged, threatened, or discriminated against in any manner for reporting in good faith what he or she perceives to be wrongdoing, violations of law, or unethical conduct.

I. GENERAL

1. The Finance Committee formulates financial policies, delegates administration of the financial policies to the Board of Directors and reviews operations and activities.
2. The Executive Committee has management responsibility including financial management.
3. Financial duties and responsibilities must be separated so that no one director has sole control over cash receipts; disbursements; reconciliation of bank accounts, etc.
4. Professional financial service providers will be established annually.
5. The Treasurer will maintain a current and accurate log of the chart of accounts, job accounts and accounting classes.
6. These policies and procedures will be reviewed bi-annually by Finance Committee
7. A “Budget Manager” shall be defined as individuals appointed to oversee specific areas within the Approved budget.

II. CASH RECEIPTS (includes checks)

1. The Office Manager opens any mail addressed to Jazz Education Network or without specific addressee. The Office Mgr. immediately deposits into the JEN bank account and forwards a record of such deposits to the Bookkeeper and Treasurer for recording in the accounting system.
2. The Treasurer or Office Manager will endorse all checks by rubber stamp to read as follows:

PAY TO THE ORDER OF
__________ Bank
Account #
FOR DEPOSIT ONLY
Organization Name
Account Number

The endorsement stamp will specify into which corporate account (savings, checking) the deposit will be made. Receipts will be given for cash as in #8 above.

3. A report will be created that includes the source and amount of the receipt as well as the total daily deposit amount for checks or cash only.
4. Documentation for all receipts (a copy of check, letter, etc.) will be attached to the duplicate slip and filed chronologically.
5. All receipts will be deposited intact. No disbursements will be made from cash or check receipts prior to deposit.
6. Cash shall be locked in a secure location until taken to the bank.
7. The Treasurer and Bookkeeper will receive a copy of all deposit reports for review.
8. Checks received by the Operations Manager location will be endorsed as in #2 above and mailed to the mail office for processing.

III. CASH DISBURSEMENTS

A. Check Authorization

1. All invoices will be immediately forwarded to the Bookkeeper and the Treasurer who will review all invoices for mathematical accuracy, validity, conformity to the budget (or other board authorization) and compliance with bid requirements.
2. By approving an invoice, the Treasurer indicates that it has been reviewed and authorizes a check.
3. Approved invoices will be entered into the banking and accounting system
4. The Treasurer and/or Bookkeeper will prepare checks as needed.
5. Authorized signers on Jazz Education Network accounts include Budget Managers.

B. Checks

1. The Treasurer will be responsible for all blank checks.
2. All checks and online payment transactions, including payroll will be signed by designated members of the Board of Directors and must be authorized by the Treasurer.
3. The Treasurer will generate checks for approved invoices through the accounting system.
4. Voided checks will have “VOID” written boldly in ink on the face and have the signature portion of the check torn out. Voided checks will be kept on file.
5. In no event will:

a. invoices be paid unless approved by an authorized signer
b. blank checks (checks without a date or payee designated) be signed in advance
c. Checks are made out to “cash,” “bearer,” “petty cash,” etc.
d. Checks are prepared on verbal authorization, unless approved by the Finance Committee.

6. In the event that it is necessary to issue a duplicate check for checks in an amount over
$50, a stop payment will be ordered at the bank on the original check.

C. Bank Reconciliations

1. Bank statements will be reviewed by the Treasurer, and at least one other Finance Committee Member.
2. The Treasurer will reconcile the bank statement monthly.
3. The Treasurer of the Board will receive monthly statements of checks paid on all accounts.
4. The Treasurer and Bookkeeper shall verify the reconciliation of the bank accounts on a monthly basis.
5. On all checks outstanding over 90 days, the Treasurer or his/her designate should take appropriate action.

IV. PURCHASING

A. Purchases $5,000 or less

1. Requests of up to $2,000 require the approval of the JEN Treasurer, President, Managing Director or Budget Manager*.
2. Requests between $2,000 and $10,000 require the approval of both the JEN Treasurer and President*.
3. Requests of $10,000 and above require JEN Board approval and must comply with JEN’s competitive bid procedures.

B. Purchases Over $5,000

1. Purchases over $5,000 will be required to undergo a competitive bid procedure.
2. All bid requests will contain clear specifications and will not contain features that unduly restrict competition.
3. The Budget Manager will be responsible to ensure that all conditions and specifications of a contract, bid, or order have been satisfactorily fulfilled and will be responsible for timely follow-up of these purchases.
4. The Budget Manager will obtain at least 3 bids wherever possible unless prior approval by Finance Committee has been obtained.
5. Purchases over $5,000 will not be fragmented or reduced to components of less than $5,000 to avoid the bid process.
6. The Finance Committee shall review all bids and recommend a preferred bid to the EC or Board for approval.

C. Purchase Limitations

1. In no case shall Budget Managers exceed the approved budget line without prior approval of the President.

V. CONSULTANTS

1. Consideration will be made of internal capabilities to accomplish services without cost to JEN before contracting for them.
2. Written contracts clearly defining work to be performed, terms and conditions will be maintained for all consultant and contract services.
3. The qualifications of the consultant and reasonableness of fees will be considered in hiring consultants.
4. Consultant services will be paid for as work is performed or as delineated in the contract.
5. The Board of Directors will review and approve significant contracts prior to signature.
6. The Bookkeeper, in consultation with the Treasurer will prepare Form 1099-MISC for Independent Contractors at year-end as required.

VI. PROPERTY

A. Equipment

1. Equipment shall be defined as all items (purchased or donated) with a unit cost of $500 or more and a useful life of more than one year.
2. The Treasurer will maintain an inventory log; which shall list a description of the item, date of purchase or acquisition, price or fair value of the item and its location.
3. A depreciation schedule shall be prepared at least annually for the audited financial statements.
4. The Treasurer will record all equipment in the accounting system. An entry must be made whenever property is disposed of or acquired.

VII. LEASES

A. Real Estate

1. The Executive Committee will review leases prior to submission to the Board of Directors for approval.
2. All leases, clearly delineating terms and conditions, will be approved by the Board of Directors and signed by the proper designates of the Board of Directors.
3. The Treasurer will keep a copy of each lease on file.
4. The Consulting Accountant will be notified of each lease and lease specifications, and will make proper general journal entries for same.

B. Equipment

1. The Finance Committee will review all leases.
2. All leases, clearly delineating terms and conditions, will be approved and signed by the Executive Committee.
3. The Treasurer will keep a copy of each lease on file.
4. The Consulting Accountant will be notified of each lease and lease specifications, and will make proper general journal entries for same.

VIII. INSURANCE

1. Reasonable, adequate coverage will be maintained to safeguard the assets of the corporation. Such coverage will include Board and Officer Insurance, property and liability, workers’ compensation, employee dishonesty and other insurance deemed necessary.
2. The Treasurer will carefully review insurance policies before renewal.
3. The Treasurer will maintain insurance policies in insurance files.
4. Insurance policies will correspond to the calendar year whenever possible.
5. The Treasurer will prepare and maintain an insurance register.

IX. TELEPHONE

1. Not applicable

X. BOOKS OF ORIGINAL ENTRY

1. Jazz Education Network will utilize a double entry system for accounting for all funds.
2. Adequate documentation will be maintained to support all general entries.
3. At the end of each month, the Bookkeeper will prepare a Balance Sheet, Statement of Activities, and Statement of Activities by Project that will be reviewed by the Finance Committee.
4. The Statement of Activities report will include a comparison to the current budget and previous year actuals.
5. Jazz Education Network will maintain its accounting records on the Cash basis in a manner that facilitates the preparation of audited financial statements conforming to generally accepted accounting principles.

XI. GRANTS AND CONTRACTS

1. The Finance Committee will carefully review each award and contract to ensure compliance with all financial and programmatic provisions. The Corporation will maintain originals of all grants and contracts in a file. The Consulting Accountant will prepare initial entries as appropriate to record each award.
2. The Corporation will prepare and maintain on a current basis a Grant/Contract Summary form for each grant or contract awarded to Jazz Education Network. This form shall include the name, address, contact person, and phone number for the funding organization; the time period applicable to expenditures; all significant covenants (such as bonding or liability insurance requirements) and restrictions on expenditures; all require financial and program report and due dates; and the chart of accounts line item number for the revenue deposited.
3. Payments for projects for which Jazz Education Network serves as fiscal agent shall be paid out within 30 days of receipt.
4. The Bookkeeper or Treasurer will prepare financial reports to funding sources as required.
5. The Finance Committee will review and approve all reports to funding sources.
6. It will be the responsibility of the Treasurer to insure that all financial reports are submitted on a timely basis.

XII. BUDGETS

1. The Finance Committee will prepare the financial budget for approval by the Board.
2. The Corporation will ensure that budgets are on file.
3. The President and the Treasurer must approve proposed increases in the budget, should they exceed $500 or 25% greater than the line item, whichever is greater.
4. The President-Elect shall act in the President’s absence.

XIII. LOANS

1. Loans shall be handled in accordance with the current by-laws of the Jazz Education Network.
2. No money shall be borrowed or debts incurred without review and approval by the Board.

XIV. OTHER

A. Minutes of Meetings

1. The Secretary of the Board will prepare accurate minutes of all meetings of the Board of Directors and committees.
2. The Treasurer will note all items in the minutes relating to finance and take appropriate action.

B. Non-Program Income

1. Donations of cash and non-program related income will be a line item in the approved budget and financial statements.

C. Accounts Receivable

1. Documentation will be maintained for accounts receivable.
2. Accounts receivable will be recorded in the books and collected on a timely basis.

D. Financial Procedures

1. The Board of Directors must approve changes to the financial procedures prior to implementation.

E. Form 990

1. The Treasurer and President will authorize preparation of Form 990. Form 990 will be signed by the President.
2. Copies of Form 990 will be filed in the corporation’s files, and a copy of the Jazz Education Network Form 990 and Form 1023 shall be posted online for public inspection and/or copying.

F. Audits

1. The Board of Directors shall annually contract with an independent auditing firm a full audit of the books as appropriate and necessary.

G. Fiscal Agent Status

1. The Jazz Education Network executive committee or Board must authorize all fiscal agent agreements.
2. All fiscal agent arrangements will begin with a written agreement, stating the terms of the relationship and the purpose for the use of funds.
3. Fiscal agent agreements will be limited to projects for which the Jazz Education Network executive committee determines that the project is charitable and consistent with the mission of strengthening the corporation, and that no real or perceived conflicts of interest exist with board or executive committee members.
4. The Jazz Education Network will negotiate with the sponsored project a rate for indirect or direct costs to cover the corporation’s expenses of administering the temporarily restricted fund.
5. Sponsored projects will be required to submit full and complete quarterly and year end reports to the corporation by the end of the fiscal year, June 30: and must include:

a. detailed expenses using budget categories for original grant;
b. program accomplishments and activities;
c. Amount of remaining funds.

6. Any changes in the purpose for which grant funds are spent must be approved in writing by the Executive Committee or Board before implementation. The Jazz Education Network retains the right, if sponsored project breaches the fiscal sponsorship agreement, or if a sponsored project jeopardizes the legal or tax status, to withhold, withdraw, or demand immediate return of grant funds.
7. The Jazz Education Network’s Budget Manager will submit quarterly reports to the Executive Committee, to be circulated to the entire board, on the status of active fiscal agreements.
8. The Jazz Education Network will file appropriate tax forms for sponsored projects, including IRS form 1099 if applicable.

(Finance Procedures as amended 1/6/14)

1. BE INCLUSIVE
   The Jazz Education Network (“JEN”) is committed to providing a safe, welcoming, inclusive, and professional environment for all participants at its conference and related activities. This includes, but is not limited to; members of any sexual orientation, gender identity and expression, race, ethnicity, culture, national origin, social and economic class, educational level, color, immigration status, sex, age, size, family status, political belief, religion, and mental and physical ability. All participants are expected to contribute to an environment of mutual respect, dignity, and professionalism.
2. BE CONSIDERATE
   The JEN Conference is a shared professional and educational space. Participants are expected to act with courtesy, good judgment, and awareness of how their words and actions affect students, educators, artists, colleagues, exhibitors, guests, staff, and supporters.

4. BE RESPECTFUL
   We won’t all agree all the time, but disagreement is no excuse for disrespectful behavior. We all experience frustration from time to time, but we cannot allow it to turn into personal attacks. An environment where people feel uncomfortable or threatened is not productive or creative.
5. CHOOSE YOUR WORDS AND ACTIONS CAREFULLY
   Participants must conduct themselves professionally at all times. Harassment, discrimination, bullying, retaliation, and exclusionary behavior are prohibited. Prohibited conduct includes, but is not limited to:
   • threats or acts of violence
   • harassment, intimidation, or stalking
   • discriminatory, demeaning, or exclusionary jokes, slurs, comments, or language
   • Sharing sexually explicit or violent material via electronic devices or other means
   • Unwelcome sexual attention, sexual advances, or inappropriate physical contact
   • insubordination toward conference staff or venue personnel acting within their responsibilities
   • deliberate disruption of sessions, performances, exhibits, meetings, or online forums
   • encouraging, endorsing, or assisting any prohibited behavior
6. RESOLVE CONFLICTS CONSTRUCTIVELY
   Differences of opinion are inevitable in a professional and educational setting. Participants are expected to address conflict respectfully and constructively, without harassment, personal attacks, or disruptive conduct.
7. SCOPE OF POLICY
   This Code of Conduct applies to conduct occurring at all conference sessions, performances, meetings, clinics, receptions, exhibit areas, and other official conference events; in hotel and venue spaces used in connection with the conference; on conference-related virtual platforms, livestreams, chats, comment threads, social channels, and electronic communications connected to the event; and in interactions between participants that materially affect the safety, integrity, or professional environment of the conference.
8. REPORTING CONCERNS
   Participants should report violations or suspected violations of this Code of Conduct and Professional Behavior Policy to JEN staff, conference leadership, security personnel, or another designated conference representative as soon as possible. JEN will review reports and, in its sole discretion, may take action it deems appropriate based on the circumstances.
9. ENFORCEMENT; REVOCATION OF REGISTRATION
   JEN reserves the right, in its sole discretion, to take any action it determines is necessary to address conduct that violates this Code of Conduct or threatens the safety, well-being, integrity, or orderly operation of the conference. Such action may include, without limitation, a verbal or written warning; removal from a session, event, performance, exhibit area, or online forum; revocation of conference credentials or badge access; cancellation or revocation of conference registration; removal from the conference venue or related events; disqualification from presenting, performing, or exhibiting; denial of future attendance or participation in JEN events; and referral to venue security or law enforcement where appropriate. JEN may revoke a participant’s conference registration, with or without refund, if JEN determines that the participant has violated this Code of Conduct or otherwise engaged in behavior inconsistent with the conference’s safety, professionalism, or mission. Any refund, if offered, will be at JEN’s sole discretion and subject to applicable law and published registration policies.
10. ACKNOWLEDGMENT
    By registering for, or participating in the conference or other JEN event, I acknowledge that I have read, understand, and agree to abide by this Code of Conduct and Professional Behavior Policy. I understand that it applies to my conduct if I am performing, presenting, participating, exhibiting, volunteering, or attending the Jazz Education Network Conference. I understand that violations may result in removal from the conference and revocation of my registration, with or without refund, at JEN’s sole discretion.

JAZZ EDUCATION NETWORK ANNUAL CONFERENCE

REGISTRATION TERMS, ASSUMPTION OF RISK, RELEASE, AND MEDIA CONSENT

By registering for, attending, volunteering, presenting, performing, exhibiting, or participating in the Jazz Education Network 18th Annual Conference (the “Conference”), I acknowledge and agree as follows:

1. Voluntary Participation
   I understand that my attendance and participation in the Conference are voluntary.

2. Assumption of Risk
   I understand that participation in a live conference and music-related event may involve inherent and other risks, including, without limitation, risks associated with travel, crowds, movement between event spaces, use of hotel or venue facilities, interaction with attendees and exhibitors, exposure to illness, property loss, and accidental injury. I KNOWINGLY AND VOLUNTARILY ASSUME ALL SUCH RISKS, WHETHER KNOWN OR UNKNOWN, ORDINARY OR INHERENT, ARISING FROM OR RELATED TO MY ATTENDANCE OR PARTICIPATION IN THE CONFERENCE.

3. Release of Liability
   To the fullest extent permitted by applicable law, I RELEASE AND HOLD HARMLESS the Jazz Education Network (“JEN”), its officers, directors, employees, volunteers, agents, contractors, sponsors, exhibitors, speakers, clinicians, venue operators, and affiliated partners from and against any and all claims, demands, causes of action, damages, losses, liabilities, costs, or expenses arising out of or relating to my attendance at or participation in the Conference, except to the extent caused by willful misconduct of a released party.

4. Personal Responsibility
   I agree to act responsibly and to follow all posted rules, venue requirements, safety protocols, staff instructions, and Conference policies. I understand that JEN may suspend or revoke my attendance or participation, without refund where permitted by the applicable registration policy, if I violate Conference rules or engage in unsafe, disruptive, harassing, or unlawful conduct.

5. Code of Conduct and Professional Behavior Policy
   This waiver supplements, and does not replace, the JEN Conference Code of Conduct and Professional Behavior Policy and published registration policies.

6. Health And Emergency Care
   I understand that I am responsible for my own health needs, medications, insurance, and medical expenses. In the event of illness, injury, or emergency, I authorize Conference representatives to contact emergency personnel or obtain emergency assistance for me if reasonably necessary. I understand that all resulting costs are my responsibility.

7. Personal Property
   I am solely responsible for my instruments, equipment, merchandise, luggage, technology, and other personal belongings. JEN and the released parties are not responsible for lost, stolen, or damaged property.

8. Photography, Audio, And Video Release
   I understand that the Conference may be photographed, audio- or video-recorded. In consideration of being permitted to attend, I grant JEN and its designees the irrevocable right to capture and use my name, image, likeness, voice, performance, statements, and biographical information, in whole or in part, in any medium now known or later developed, for archival, educational, promotional, marketing, editorial, fundraising, or other lawful organizational purposes, without additional notice or compensation, unless prohibited by applicable law.

9. Registration Policies
   I understand that my registration is subject to all published registration terms, including pricing, deadlines, substitutions, cancellations, refund rules, and badge-access requirements, as established By JEN.

10. Privacy
    I understand that information submitted in connection with registration and attendance may be collected, used, stored, and shared by JEN and its service providers for purposes related to Conference administration, operations, communications, safety, and organizational activities, subject to the applicable privacy policy and law.

11. Acknowledgment
    BY SUBMITTING MY REGISTRATION, OR ATTENDING THE CONFERENCE, I CONFIRM THAT I HAVE READ AND UNDERSTAND THESE TERMS AND THAT I VOLUNTARILY AGREE TO THEM.

(Revised January 2025)

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. By submitting your online registration, you acknowledge that you agree to abide by the guidelines below:

• 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.   

• Sound level may not exceed 85 decibels as determined by JEN Floor Management Team.
• Performance vs. Demonstration
  • A “performance” or “jam session”  is a live public entertainment presentation and is prohibited in the exhibit hall. Performances and Jam Sessions are to be presented on JEN stages only or in designated spaces for this use only as determined by JEN. Open jam sessions for any purpose are not allowed on the exhibit hall floor.
  • 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.
  • Demonstrations, organized or otherwise, 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

• An exhibitor or attendee in violation of this policy will receive a verbal warning by the JEN Floor Management Team.
• If the exhibitor continues to violate this policy, a written warning will be delivered by the JEN Floor Management Team.

• If the exhibitor continues to violate this policy despite the two official warnings, the booth will be closed for the remainder of the day.
• If an attendee continues to violate this policy, their badge will be removed for the remainder of the conference.

• 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).

• 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.