EXHIBITORS’ TERMS OF AGREEMENT Canadian Music Educator’s Association National Conference, 2015 Thursday, July 9th → Saturday, July 11th, 2015 Delta Hotel, Winnipeg, Manitoba Please return a signed copy of pages: APPLICATION FOR EXHIBIT SPACE The Canadian Music Educators’ Association, in partnership with the Manitoba Music Educators’ Association, is proud to announce the CMEA 2015 National Conference. The undersigned hereby applies for display space at the CMEA 2015 National Conference at the Delta Winnipeg Hotel in Winnipeg, MB subject to the conditions, regulations and requirements specified herein and the General Rules and Regulations, the terms of which shall become part of this contract upon acceptance by the lessee. The Lessee specifically agrees to accept and abide by all such Rules and Regulations. The CMEA Industry chair will confirm allocation of display space in April 2015. Make all cheques payable to “CMEA Conference” and mail with completed contracts to: CMEA 2015 Exhibits attn: Christina Hicks c/o Long and McQuade Music, 209- 6901 72nd St, Delta BC, V4G 0A2 For online registration options visit www.cmeaconference.ca IN WITNESS WHEREOF, THE APPLICANT HAS CAUSED THIS APPLICATION TO BE EXECUTED ONLY BY AN AUTHORIZED REPRESENTATIVE OF THE ORGANIZATION APPLICATION DEADLINE: March 16, 2015 Full payment must accompany your application. Space will be allocated on a first-come, first-served basis. PLEASE PRINT COMPANY NAME: _________________________________________________________________________ REPRESENTATIVE: ________________________________ TITLE: ________________________ SIGNATURE: _____________________________________ DATE: _________________________ APPLICATION FOR EXHIBIT SPACE PLEASE PRINT NAME OF COMPANY: CONTACT PERSON: MAILING ADDRESS: CITY: PHONE: PROVINCE: FAX: 800/888 NO: POSTAL CODE: E-MAIL: a) Booth Types: Industry ($500) Institutional ($325) Non-Profit ($250) Each Exhibit Booth Space includes: One draped 6’ table, two chairs, drapery and ONE (1) Conference ID Badge. Number of booths per exhibiting company may be restricted as space allows. This will be determined at the discretion of the Conference Industry Chair. No part of any booth may obstruct the aisle. (booth size TBD but generally minimum 8’X10’). b) List the primary type of products to be displayed: c) Conference ID Badge: Please provide the names of all representatives who will require ID badges. ONE (1) staff member for each booth space will receive an ID badge. These ID badges allow the access to lunch. The number of names must equal the number of booths plus additional badges/lunches purchased. All conference attendees are required to wear this as identification at all time. d) Additional Conference ID Badge/Lunch Pass: Each booth will include ONE (1) free lunch per day. Additional Conference ID/lunches may be purchase for $20.00 ($10.00 per lunch). Promotional Opportunities e) Promotional materials for delegate bags Inclusion of promotional materials in the delegate registration bags will only be accepted from exhibitors. Suggested materials include small promo items such as pens, CD’s etc. Please consider the environmental impact when choosing materials and that delegates will be travelling from a considerable distance to attend the event. The conference committee would like to discourage any waste such as paper or items that have only short-term value or usage - BE CREATIVE. If you do choose to use paper, any brochures or flyers are not to exceed 4 pages and must be 8.5” x 11” in dimension or smaller. Participating companies will be contacted in May 2015 with shipping instructions for promotional materials. Yes, I would like to participate. f) No, I do not wish to participate. Draw Donations: We will donate the following prize(s) for the draw to be held at the closing session. These will be collected by Volunteers on Saturday afternoon. _____________________________________________________________________________________ _____________________________________________________________________________________ Exhibit Option Choices: ____________ (Qty) Each booth (Max 4) x $____.00 = $_______ ____________ Additional ID Badge/Lunch x $20.00 = $ ______ Power Drop No Yes #____ $25.00 per drop = $ ______ TOTAL: = $ ______ At this time only a total maximum of (4) booths per exhibiting company, including any subsidiary companies, can be requested. Companies may request to have their booths collocated with another exhibitor as long as products represented are consistent with the lessee’s business activity. If extra booths are available after the deadline an exhibitor may request for additional space. Exhibit fees are due with the application form. Spaces will only be reserved upon receipt of full payment. A cheque for the full amount must accompany the application and made payable to “CMEA Conference. Any additional services beyond what is listed in section a) above are NOT the responsibility of the National Music Educational Conference, the organizing committee, MMEA, or the CMEA. Official Suppliers Please refer to our official suppliers for more information regarding this details. Pricing/order forms will be sent under a separate cover. Assistance with Load In & Load Out Central Display Services Vivian Samson, [email protected] Internet Access, POS Support, Power Supply, Additional Booth Furniture, Storage Delta Winnipeg Hotel Bill Voulgaris, [email protected] Shipping, Transportation and Customs Broker Service Plus International Bob Hopson, [email protected] Accommodations The conference committee has secured a “conference rate” at The Delta Winnipeg Hotel for the conference attendees. Please inquire with the Delta directly for accommodations request. Delta Room à $149 Premier Room à $174 Signature Club à $224 Suites à $379 All prices are in Canadian currency and do not include tax. Rates based on double occupancy. Please contact the hotel to make arrangements. Note: There are only select number of Club and Suite Rooms. For all industry related inquiries contact the Industry Chair: Christina Hicks [email protected] Times and dates specified in this agreement are subject to change without notice. RULES AND REGULATIONS FOR EXHIBITORS i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. Official Function Title: Name of the Associations: Conference Dates: Location: CMEA 2015 National Conference/Congrès national ACME 2015 Canada Music Educators’ Association & Manitoba Music Educator’ Association July 9th → July 11th, 2015 Delta Winnipeg Hotel, 350 St Mary Ave, Winnipeg, MB R3C 3J2 Tel: (204) 942-0551 Exhibit Times: Friday July 10th - 9:30 a.m. to 4:30 p.m. Saturday July 11th- 9:00 a.m. to 4:30 p.m Ingress and Egress: The display area will be available for exhibitors to set up on Thursday, July 9th, beginning at 10:00am. The Exhibit area must be vacated by 8:00pm. Exhibits must be taken down and materials removed by Sunday July 12th at 5:00pm. Dismantling of displays will begin on Saturday, July 11th at 4:30 pm. Exhibits are not to be dismantled prior to the confirmed time for tear down. Shipments of Exhibit Material Prior to the Conference: We encourage all exhibitors to use Service Plus International to coordinate incoming freight to the Conference. If you wish to look after this yourself, it is your responsibility to arrange transfer to and from the loading dock and outbound shipping including packaging/labelling. Any shipments made directly to Delta Hotel must be shipped prepaid and scheduled to arrive no earlier than the 8th of July. Material must be clearly marked with the exhibitor’s name and the name of the conference. Location for shipping will be Delta Winnipeg Hotel. It is the exhibitor’s responsibility to make arrangements through the Delta hotel, including but not limited to receiving and storage. Exhibitors Activities and Receptions: No exhibitor shall conduct any activity (for example, a reception) that conflicts with scheduled Conference activities. This is viewed to be counterproductive to the Conference’s goals by the CMEA. We are here to be supportive of ALL of the conference activities and should encourage our staff and the delegates to attend all Conference activities. These events shall not take place in public areas of the facility. Subletting of Display Booths: No exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted to him/her without the knowledge and consent of the Conference Display Subcommittee. This includes the reassignment of tables and chairs. Fire Precaution: All fire hose cabinets, alarm boxes, extinguishers, and exits must be left accessible and in full view at all times. No part of any booth may obstruct display aisles. Liability: The Delta Winnipeg Hotel and/or the Committee of CMEA 2015 and/or their personnel will not be responsible for loss and/or damage or injury to exhibits, merchandise or personnel or other properties while such are on the hotel/convention centre property. The exhibitor shall accept full responsibility for any and all damage caused by the exhibitor or his representatives and agrees to indemnify and save harmless the Delta Winnipeg Hotel and/or the Committee of CMEA 2015 and/or their personnel from and against any and all claims for any such loss, damage or injury, no matter how caused. Display Fixtures: Exhibitors will be held responsible for any and all damage done or caused to be done to the building and/or display fixtures by them, their agents or their employees. No nails, tacks or screws or other fasteners shall be driven into the walls, woodwork or floor of the building. No gasoline, kerosene, acetylene, candles or other inflammable or explosive substances will be permitted in the building. Sales: All exhibitors, in order to sell product, must have an operational business within Canada and must have a registered GST tax number for the Province of Manitoba. Any violations will be reported to the Canada Border Services Agency and Canada Revenue Agency. Some municipalities may require sellers to purchase a transient business license. Contact the local municipality for details.
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