Registration for Exhibitors for the 2022 Colorado Music Educators’ Association Clinic/Conference January 26-29, 2022
Thank you for your interest in exhibiting at the Colorado Music Educators’ Association Clinic/Conference in 2022. Here is some important information for you to know. Please read carefully as there have been a number of changes from the past. Several former practices were inequitable and/or being abused so some universal streamlined protocols and policies have been put in place. It has been with detailed research of other states policies, methods and related costs that have supported these changes.
CMEA does not use booths as is normal at other conventions. We allocate an 8’ x 8’ footprint (64 Sq Ft) for each exhibit space purchased to be used as you determine. Tables which are three foot by six foot are available at the cost of $40 per table (includes a floor length black table cloth.) There is no longer a pre-registration window. For conference planning purposes, there is a late fee if not registered by September 15, 2021. The Non-profit category has been eliminated.
Exhibit space is $275 for the first space purchased and $140 for each additional space.
Any Virtual Conference participants who paid the 2021 Virtual Conference registration fee of $80 or exhibitors who did not participate in the 2021 conference will need to complete the online 2022 conference registration.
Exhibitors who pre-registered and paid the full registration for the 2021 conference prior to the pre-registration deadline will have that registration roll to 2022.
REPRESENTATIVE NAME BADGES
With your booth registration, your company/organization will receive ONE BADGE PER EACH PURCHASED EXHIBIT SPACE UP TO FIVE BADGES. Additional badges may be purchased for $75 each and not to exceed a total of three additional badges. All badges must have a name and title associated with the badge. Badges cannot simply state “faculty or staff”.
Registered Exhibitors will receive a name badge information form in the fall to submit the name(s) of the individual(s) attending the conference to support your booth. These names will be cross-referenced with membership and teacher certification information before being issued.
CMEA encourages the responsible use of badges; badge transference, badge swapping and attendance in the exhibit area without a proper badge is prohibited.
Attendees 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 a vendor 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.
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, 2021 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.
One thing we learned in this virtual year is that CMEA hosted links to company videos was good for our exhibitors and welcomed by our membership. We will be continuing to provide the opportunity to make your promotional videos available to our membership through the CMEA website for the period of one year following each conference. Registration for video submission is $80 and will be located within the online registration process. We will also be continuing the opportunity to publish your company logo, brief description of your company and your website URL. These will be items you will want ready when you register as these too will be part of the online registration process.
CORNER AND ISLAND SPACES
With the utilization of the new Broadmoor Exhibit Hall, we are able to offer more corner locations as well as islands for the exhibits that typically require more space than the rows can provide. Corner assignments 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. Anyone registering for four or more spaces will be contacted by the Exhibit Chair in August to discuss options.
EXHIBIT RATES AND DEADLINES
- Single or Initial Booth Space – $275 ($375 after September 15, 2021)
- Additional Booth Space – $140 per space ($175 after September 15, 2021)
- Table and cloth – $40 per table ($50 after September 15, 2021)
- Video hosting – $80 (must register by September 15, 2021)
- Exhibitor Showcase – $100 per 50 minute session (must register by August 1, 2021)
- Cancellation – refer 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 SUPPORT AND BASICS
Each table that is purchased comes with a black table cloth and each booth is provided with two chairs.
Electrical is provided at an additional cost. Electrical service is coordinated and paid for directly through the Broadmoor. Complete and return the Electrical Service Form and submit to the events center at the hotel. All instructions are on the form itself.
Should you require additional support such as carpet and/or pipe and drape, these items can be contracted separately and pricing can be provided by request through the Exhibit Chair firstname.lastname@example.org.
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 1,500 performers and guests. Educators come from K-16 education with emphasis in general, vocal and instrumental music education 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 2022 CMEA Clinic/Conference.
Again, thank you for being such a vital part of our conference!
Rick Shaw, Exhibit Chairman