2021 National Conference Exhibit Opportunities

We are planning an in-person conference this year and we hope you will join CMS in Rochester during the 2021 National Conference. Note the following opportunities for exhibits and displays.

CMS makes available table-tops for exhibits of products, books, and materials. The exhibit area is located in a high-traffic area of the Riverside Convention Center, adjacent to conference registration. The conference schedule includes conflict-free exhibit time and refreshment breaks in the exhibit area. Exhibit Management will determine table placement for all vendors. 

EXHIBIT SETUP:

Wednesday, October 6: 1:00 pm – 5:00 pm

EXHIBIT HOURS:

Thursday, October 7: 8:45 am – 10:45 am; 12 noon – 5:00 pm
Friday, October 8: 10:00 am – 3:30 pm
Saturday, October 9: 8:30 am – 12 Noon

MOVE-OUT:

Saturday, October 9: 12 Noon


DEADLINES:

Early-Bird Discount: Receive a discount until Wednesday, July 15, 2021 (12 noon Mountain Time)

Space Reservation & Payment: Must be received by Thursday, August 5, 2021 (12 noon Mountain Time)

Reservation & Payment for Banner Ads in the conference mobile application: Must be received by Thursday, August 5, 2021 (12 noon Mountain Time)

Banner Ad Copy: Must be received by Thursday, August 26, 2021 (12 noon Mountain Time)


EXHIBITOR HOTEL
Exhibitors are strongly encouraged to utilize the Hyatt Regency Rochester for their lodging. Exhibitors who reserve within the CMS conference room block and include their confirmation number on their exhibit space reservation form will receive a discount of $300.00 off the regular rate.* Click here for information regarding the conference hotel. 

* Exhibitors who do not honor the reservation associated with this confirmation number will forfeit their right to a discounted rate and will be invoiced for the difference in fees following the conference.


PRICING:

CMS offers three levels of exhibit space. Customize your exhibit experience to meet your needs! Exhibitors may reserve a maximum of four tables or comparable space to display instruments or large products (e.g., pianos). CMS does not accept booth displays. 

There is a First-time Conference Exhibitor Discount of $450.00 this year. This discount applies to new exhibitors only.

Payment in full is due at the time of reservation. All fees are listed in U.S. Dollars (USD). 

Gold Level - Early Bird Discount: $1,950 / Regular Fee: $2,600
   Three (3) Exhibit Tables or equivalent combination of table & piano space
      (additional tables available at $300 each)
   Three (3) exhibitor passes++
      (additional passes at the discounted rate of $250 each)
   Upgraded display in the conference mobile app 
      (1,200px x 300px cover image to showcase  your listing)
   Logo on conference website & conference e-advertisements
   Premium placement in exhibit area
   Pre-conference e-notice to conference attendees (content due September 8)
   Post-conference e-notice to CMS membership for single specialization code (within 45 days of event)
   Special Sponsorship Ribbons for all attending company representatives
   Social Media acknowledgment post during the event

Silver Level - Early Bird Discount: $1,400 / Regular Fee $1,600  
   Two (2) Exhibit Tables or equivalent combination of table & piano space
      (additional tables available at $300 each)
   Two (2) exhibitor passes++ 
      (additional registrations at discounted rate of $250 each)
   Upgraded display in the conference mobile app 
      (800px x 400px cover image to showcase your listing)
   Logo on conference website
   Post-conference e-notice to conference attendees (within 45 days of event)
   Post-conference social media acknowledgment 

Bronze Level - Early Bird Discount: $900 / Regular Fee $1,100  
   One (1) Exhibit Table (additional tables available at $300 each)
   Two (2) exhibitor passes++ 
      (additional registrations at discounted rate of $250 each)
   Exhibitor listing in the conference mobile app with logo
   Logo on conference website
   Post-conference e-notice to conference attendees (within 45 days of event)

++Please note this policy regarding complimentary exhibitor passes


CANCELLATION POLICY

Exhibitors may cancel only in writing to CMS. Exhibits cancelled on or before 12:00 noon MDT on Thursday, August 5, 2021 will be entitled to a 50% refund. Exhibits cancelled on or after 12:01 p.m. MDT on Thursday, August 5, 2021 will not be entitled to a refund. All refunds will be issued within one month of the event’s conclusion.

Complete this form to reserve your exhibit space

Reservation Deadline: Thursday, August 5, 2021

CMS provides the opportunity for exhibitors to host a 45-minute Focus Group on Thursday, October 7 and Friday, October 8. Focus Groups may be used by exhibitors for the following purposes:

  • Introduction or demonstration of musical products and services, including instruments, publications, textbooks, recordings and other materials or equipment of benefit to music faculty and students, music researchers, composers, performers, and others working in the music field.
  • Artists, clinicians, and small demonstration groups (4 person limit). (Full performance groups or concerts are not possible due to space limitations.)
  • Video presentations related to musical products, publications, or services.
  • Other media directly relating to the research, teaching, creation, or presentation of music.

Duration is 45 minutes, with an additional 15 minutes allotted prior to the event for set-up and 15 minutes allotted afterwards for tear-down. A pre-conference email to opt-in attendees is included.

Requests for multiple focus groups will be considered based on space availability. If all focus group times are not filled following the reservation deadline, those requesting multiple focus groups will then be considered.

All functions to be held as a Focus Group require the prior approval of Exhibit Management. Exhibitors are responsible for purchasing any needed catering, audio-visual equipment, electrical connections, or Internet directly from the hotel.

Please plan to submit a brief (30 words or fewer) description of your focus group at the time of reservation.


DEADLINES:

Early-Bird Discount: Receive a discount until Wednesday, July 15, 2021 (12 noon Mountain Time)

Space Reservation & Payment: Must be received by Thursday, August 5, 2021 (12 noon Mountain Time)


PRICING:

Payment in full is due at the time of reservation. All fees are listed in U.S. Dollars (USD).

Exhibitors: Early Bird Discount: $275 / Regular Fee: $350  
Non-Exhibitors: Early Bird Discount: $650 / Regular Fee: $850 


CANCELLATION POLICY

Exhibitors may cancel only in writing to CMS. Exhibits cancelled on or before 12:00 noon MDT on Thursday, August 5, 2021 will be entitled to a 50% refund. Exhibits cancelled on or after 12:01 p.m. MDT on Thursday, August 5, 2021 will not be entitled to a refund. All refunds will be issued within one month of the event’s conclusion.

Complete this form to reserve your focus group

In lieu of a printed program, conference materials are available to all attendees via the CMS Conference mobile app run by Socio. This app is compatible with all Android, Apple, and Windows devices. Banner Ads will rotate throughout the course of the entire conference and, when clicked, will link to an external URL provided by the exhibitor. 

RATE:

Exhibitors $295 / Non-Exhibitors $395

Payment in full is due at the time of reservation. All fees are listed in U.S. Dollars (USD).


AD SPECS:

Size: 950px x 380px
Color: All ads will be published in full color
File Format: Ad should be submitted as .jpg files
Creative & production services are not available


DEADLINES:

Space Reservation & Payment: Thursday, August 26, 2021 (12 noon Mountain Time)
Artwork Submission: Thursday, August 26, 2021 (12 noon Mountain Time)



Complete this form to order banner ads

 


QUESTIONS AND INQUIRIES

Questions regarding exhibits and advertising should be directed to:

Julie Johnson, Exhibits Coordinator
Phone: (406) 721-9616
Email: [email protected]