CLINIC/CONFERENCE EXHIBITORS


2023 Colorado Music Educators’ Association
Clinic/Conference January 25-28, 2023
EXHIBITOR INFORMATION

We are excited to launch another outstanding conference at the Broadmoor Hotel in 2023. We are anticipating a full return of a complete schedule of performing groups and clinics. We will be in our second conference using the new Bartolin Exhibit Hall and will continue the successes and adjust to the “lessons learned”. It is a treasure to have such a dedicated space for our CMEA Exhibit Hall.

Thank you for your interest in exhibiting at the Colorado Music Educators’ Association Clinic/Conference in 2023. Here is some important information for you to know. Please read carefully to assure an accurate registration process.

EXHIBIT SPACE
CMEA does not use pipe and drape booths but an open hall concept. This will allow exhibitors to design their space as they wish. We allocate an 8’ x 8’ footprint (64 Sq Ft) for each exhibit space purchased. This space may be used as you determine. 3’x6’ tables are available at the cost of $50 per table (includes a floor length black table cloth). Tables will need to be ordered when you complete the registration form. Tables are NOT included with the registration of a booth. The 2023 registration window will open Saturday, January 29, 2023 and will continue through September 15, 2023. A late registration schedule will begin on that date and run until registration closes on Wednesday, January 4, 2023. There is no Non-profit category for the CMEA conference.

Exhibit space is $375 for the first space purchased and $175 for each additional space.

EXHIBIT Hours
Set-up:
Wednesday, Jan 25 2:00-5:00 (by reservation with Chairman)
Thursday, Jan 26 8:00-12:00

Open Exhibits:
Thursday, Jan 26 12:00-6:30 (exhibitors reception 5:00-6-30)
Friday, Jan 27 9:00-5:00
Saturday, Jan 28 9:00-12:00

Tear Down:
Saturday, Jan 28 12:00-3:00

REPRESENTATIVE NAME BADGES 
With your booth registration, your company/organization will receive ONE BADGE PER EACH PURCHASED EXHIBIT SPACE UP TO FIVE SPACES / FIVE BADGES. Additional badges may be purchased for $75 each and not to exceed a total of three additional badges above your space allotment.  All badges must have a name and organization associated with the badge. Badges cannot simply state “faculty or staff”.

Accurate names must be entered on the registration form and comply with the information above. These names submitted will be cross-referenced with membership and teacher certification information before being issued.

CMEA encourages the responsible use of badges and prohibits any badge transference and/or badge swapping. Attendance in the exhibit area without a proper badge is prohibited.

Exhibitors that are serving under a pre-K-12 teaching contract, teaching on the faculty of a College or University, OR a college/university student enrolled in a teacher education program must be registered for the conference and may not attend the conference exclusively as an exhibitor representative.

All badges are the property of CMEA and must be surrendered upon demand by an official representative of CMEA should there be any violation of any CMEA exhibit policies.

EXHIBITOR SHOWCASE
CMEA offers Exhibitor Showcases that are a 50-minute session, allowing you to feature your organization, business, or product. This is a great opportunity to promote and bring focus to new material you wish to sell on site as long as you are exhibiting at the conference.  If you are interested in an Exhibitor Showcase the cost is $100 per session. When you complete the on-line Exhibitor Registration Form, you will have the option to choose how many Showcases you would like to purchase. The deadline for the Exhibitor Showcase is August 1, 2022 so these can be secured in the conference schedule. CMEA provides a presentation room, a projector cart, a projector, and a screen. No other audio-visual equipment, including Internet connection is provided.

CORNER AND ISLAND SPACES 
With the utilization of the Broadmoor Exhibit Hall, we are able to offer more end cap locations as well as islands for larger exhibits and higher visibility.  End cap locations will require a minimum of FOUR purchased spaces and Island locations will require a minimum of SIX purchased spaces. Islands will be separated from the isles and provide 360 degree access to your booth presentation.   Multiple Islands can be accommodated but end caps are limited to the first 20 paid end cap registrations.

EXHIBIT RATES AND DEADLINES
• Single or Initial Booth Space – $375
• Additional Booth Space – $175
• Table and cloth – $75
• Cancellation – No refund due to CMEA policy below

REFUND POLICY FOR CMEA SPONSORED EVENTS
Adopted by the CMEA Board of Directors 7/1/2020

No cancellation refunds for exhibitor registrations will be provided. All sales of exhibitor fees are final at the time of purchase beginning on July 1, 2020 and moving forward.

EXHIBIT BOOTH BASICS
Each table (not exhibit space) that is purchased comes with a black table cloth and each booth is provided with two chairs.

Electrical service is provided at an additional cost. Electrical service is coordinated and paid for directly through the Broadmoor by submitting a service request form. Complete and return the Electrical Service Form and submit to the events center at the hotel. The 2023 form will be distributed to registered exhibitors in October of 2022.

Shipping and receiving of exhibit material and supplies will be done through FedEx and the coordinated through the hotel. The 2023 form will be distributed to registered exhibitors in October of 2022.

Broadmoor room reservations at a reduced rate will be provided to exhibit representatives. Hotel registration forms are available on the CMEA website under the conference registration tab.

NEW!!! All completed and paid exhibit registrations will be time-stamped upon submission. Preferred placement on the floor plan for the exhibit hall will be based on a first come first serve basis beginning January 2022 for the 2023 conference.

LIABILITY STATEMENT

The exhibitor expressly assumes all responsibility, liability and risk associated with, resulting from and/or arising in connection with the exhibitor’s participation of presence at the CMEA Conference.

CMEA, its officers and members, are not responsible for any acts or representations of Exhibitors or their representatives, nor for Broadmoor Hotel or its representatives.

CMEA shall have full power to interpret, amend and enforce all rules and regulations of this agreement. All decisions are binding on the exhibitor. In the event that any provision of this agreement becomes invalid, this agreement shall continue in full force without said provision.

Acknowledgement of the Limited Liability Policy will be required as part of the online registration process.

THE COLORADO MUSIC EDUCATORS ASSOCIATION CONFERENCE
Normal attendance at the CMEA Conference is approximately 1,500 educators with over 2,000 performers and guests. Educators come from K-16 education with emphasis in general, vocal, instrumental music and teacher education.   The Clinic/Conference is held at The Broadmoor Hotel in Colorado Springs. This is a fabulous five star hotel at the base of Pikes Peak. We hope that you will join us for our 2023 CMEA Clinic/Conference.

Again, thank you for being such a vital part of our conference!
Rick Shaw, Exhibit Chairman
cmeaexhibits@gmail.com


Click Here for the 2023 Exhibitor Registration form