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2019 Exhibitor Information

Questions? Contact Jessica Nelson at: exhibits@mqvc.org

Exhibit Dates

Friday, January 11 - Sunday, January 13, 2019

Exhibiting

For inclusion in the program book, vendors must register by December 7, 2018. We will, however, accept vendor registrations until January 4, 2019. Registration is not complete until payment is received.

$200 — Exhibitor Registration: 1 table + 1 badge ($250 after November 9, 2018)

$100 — Additional Table(s) Space ($125 after November 9, 2018)

$50 — Additional Badge(s)

Exhibitor Registration badges grant access to events at 2019 MQVC Bassoon Symposium.

Advertising

Participants will receive a program book that includes schedules, concert and master class information, artist bios, and advertisements. A list of exhibitors will be included, but we also encourage you to advertise in the program for greater visibility. The deadline for advertising in the program book is December 7, 2018. Those who advertise in our program book will also be promoted on our website and via social media.

$600 — Back Cover (8.5x11", full color, 0.125” bleed) Sold

$400 — Inside Back Cover (8.5x11”, full color, 0.125” bleed) Sold

$400 — Inside Front Cover (8.5x11”, full color, 0.125” bleed)

$200 — Full page ad (7.5x10”, greyscale)

$125 — 1/2 page ad (7.5x4.75”, greyscale, horizontal)

$75 — 1/4 page ad (3.5x4.75”, greyscale, vertical)

File Format requirements: Please submit print-ready files at the above dimensions as 300 dpi, CMYK Colour, and in PDF, EPS, or TIFF format.

Registration and Purchasing Advertising

Online exhibitor registration and advertising purchases are now open: mqvc2019exhibitors.brownpapertickets.com

Questions about registration, advertising, and alternate payment methods should be directed to:

Jessica Nelson
MQVC Exhibits Coordinator
Midwest Musical Imports
1621 E Hennepin Ave, Ste 100,
Minneapolis, MN 55414

Sponsorship Opportunities

Businesses and individuals have the opportunity to sponsor different parts of the Symposium weekend as a way of showing their support for the event and the values it represents. In exchange, MQVC will be sure to publicly express our appreciation of your generosity.

If you or your company are interested in sponsoring any of these events/items, please contact Jessica Nelson at exhibits@mqvc.org

Exhibitor Schedule

Friday, January 11 - Saturday, January 12

Exhibits hours are from 9:00-11:00am & 12:00-5:00pm. There will be a 30 minute window for set-up and tear-down each day. See more details under “Exhibit Space” below.

Sunday, January 17

Exhibits hours are from 9am to 3pm.

We will schedule shopping times for participants that will be labeled clearly in the program book.

Exhibitor Rules & Regulations

All exhibitors must register through Exhibitor Registration in order to sell or display items at the Symposium. This registration includes one standard 6-foot table. Fees will not be reduced for exhibitors who provide his/her own table(s), does not need table space, or do not participate for the duration of the symposium. Exhibitors will be charged $125 for each table brought to the exhibit, as the Additional Table fees reserve your right to the space, not just the use of our tables.

Each business must register individually to be represented at the Meg Quigley Vivaldi Competition Bassoon Symposium. If your business is selling items for another company that will have representatives of its own at the symposium, you are required to register each company as an exhibitor. Failure to do so will mean that the non-registered company will not receive recognition online, in the program book, or during the symposium as being a participating exhibitor.

Questions? Contact Jessica Nelson at: exhibits@mqvc.org

Assignment of Display Space

All exhibit spaces will be located in the Olive Rehearsal Hall within The Colburn School. The MQVC Bassoon Symposium Host and Exhibits Coordinator will determine table locations. Exhibit locations are determined in the order that registrations are received. All table coverings and display items are to be provided by the exhibitor.

Internet

The Colburn School is equipped with internet in all areas of the school. The system is wireless. All MQVC Bassoon Symposium exhibitors will be given access to the wireless internet.

Cell Phone Reception

There are certain floors of The Colburn School where cell phone service is very limited. However, you will have full internet capability.

Set-Up and Teardown

Set-up will be available Thursday afternoon from 3-7pm. If you prefer to arrive on Friday morning, you will have access to the exhibit hall starting at 8:00am.

Exhibitors may dismantle after 3 pm on Sunday, January 13. No items are to be left behind. Exhibitors are responsible for the shipping and mailing of any items. All rooms must be completely clear by 6 pm on Sunday, January 13. (For more information see the section entitled “Mail”)

Exhibitors must dispose of trash, left-over packing materials, or unwanted items. Please leave your space as you found it. Failure to do so will result in cleaning charges billed by the exhibits coordinator.

Mail

Exhibitors may mail packages to the Colburn School one week prior to the event. All packages will be housed on level 1 of the Colburn School in the Mailroom. The Colburn School does NOT accept mail on Saturdays, Sunday, and holidays, so please plan accordingly. The mailroom will be open for package pick-up on Thursday afternoon, January 10th, from 3pm-7pm, or on Friday morning starting at 8am. Carts will be available for use.

Please address mail/packages:

At the end of the convention, the exhibitors are responsible for any items they need mailed, shipped, packed, etc. We have arranged for a pick-up from UPS on Monday morning. Items for that pick-up will be secured on Sunday night in Olive Rehearsal Hall. All exhibitors MUST attach prepaid labels to your packages for pickup, or will responsible for taking care of their own shipping. If you choose to handle shipping on your own, there is a UPS Store and US Postal Office close by:

Room Access

The MQVC Bassoon Symposium Exhibits Coordinator will be in charge of locking and unlocking the storage space at the beginning (8:30am) and end (5:30pm) of each day and during the lunch breaks. The Colburn School Security staff is there to assist the Symposium Exhibits Coordinator if needed. For the safety of all exhibitors at the symposium: the areas will only be opened at the assigned times.

Visibility During the Conference

The Exhibits Coordinator will work with the Production Staff at The Colburn School to ensure that there is plenty of signage so that participants may find all Exhibits.

Storage and Care of Building and Equipment

No items shall be posted, tacked, nailed, screwed, taped, or otherwise attached to any part of the walls, floor, or any other part of the building or furniture. This, or any other act, which interferes with the proper protection of these properties, shall be at the expense of the exhibitor. A comprehensive exhibit directory will be readily available and all rooms are found within the one block of the Colburn School, therefore, no signs may be posted anywhere in the building directing participants to specific exhibitors. Any such signs will be removed immediately by the Symposium Exhibits Coordinator.

Note: Exhibitors may not use chemicals, power tools or open flame inside The Colburn School.

Liability and Insurance

All exhibitors must show proof of liability insurance to the Exhibits Coordinator upon arrival. The Colburn School, the MQVC Bassoon Symposium, MQVC Exhibitors Coordinator, and the MQVC Bassoon Symposium hosts are not responsible for lost, stolen, or damaged goods.

Cancellation and Refunds

For cancellations requested in writing on or before December 15, 2018, MQVC will refund registration fees minus a 10% deposit. For cancellations after that date, MQVC will refund registration fees minus a 50% deposit. No refunds will be given for advertising fees.

If an exhibitor fails to make a payment required by the contract in a timely manner, MQVC may terminate contract and retain all fees paid to date.

MQVC reserves the right to refuse exhibitor permission to move in and set up an exhibit if the exhibitor is in arrears of any payment.

MQVC may terminate the contract effective upon written notice if the exhibitor breaches any of its obligations under this agreement.

Printing, Banners, Flyers, Etc.
Travel, Directions, Housing, and Meals

Neither the Colburn School nor the Meg Quigley Vivaldi Competition Bassoon Symposium provides travel, housing, and/or meals for exhibitors.

The MQVC team will be staying at the Kawada Hotel as an affordable and convenient option. The Kawada offers a special MQVC Symposium rate of $135.00 plus 16% tax (use promo code "MQVC" when booking at kawadahotel.com). This rate is available up to 45 days prior to arrival.

California Law: State Board of Equalization - Temporary Seller's Permit

It is up to each exhibitor to following any guidelines outlined by the State of California in regards to temporary sellers' permits: www.boe.ca.gov/permits_licenses.htm

Regulations and Contract

This general information serves as an agreement between the exhibitors and Creative Young Women, Inc. (umbrella organization for the Meg Quigley Vivaldi Competition and Bassoon Symposium). These rules have been formulated for the best interest of the exhibitor. We respectfully request full cooperation of the exhibitor in their observance. All points not covered herein are subject to the decision of the Meg Quigley Vivaldi Competition Bassoon Symposium Host and the MQVC.

Final Notes

  1. There is a limited amount of space and MQVC will post here when the capacity has been reached.
  2. After payment and registration are received, confirmation will be sent via email by the exhibits coordinator.
  3. Times and locations are subject to change. Any changes will be sent via email to exhibitors as needed.
  4. Table location will be available Thursday, January 10th.

For further information, contact:


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