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EXHIBITOR/SPONSOR REGISTRATION FORM
Sixty-Seventh CMS National Conference
November 7-9, 2024 • Washington, D.C.

Thank you very much for your interest in exhibiting at the 2024 CMS National Conference! Please see below for more information regarding our exhibit options and logistics.

If you would like to reserve exhibit space; place an ad in the Conference App; host a focus group and/or pre-/post-conference virtual session; or sponsor a Student Travel Award, please complete the form below by Tuesday, September 24.

To reserve a dedicated happy hour or coffee break session for conference attendees, or to sponsor a CMS Keynote Speaker, please contact Hannah Pearson directly at [email protected].

All exhibitors and focus group administrators will need to register for the 2024 CMS National Conference and are encouraged to stay in the Conference Hotel (why is this important?). Exhibitor Registration is $250/person. Following the completion of this exhibitor form, you will receive an email containing a discount code that you can use upon registration.

RESERVATION CONTACT

Whom may we contact regarding this reservation? 

Please list your organization

Please provide your name

Please provide a complete email address.

Please provide your phone number.

COMPANY/ORGANIZATION INFORMATION

Please complete the following information.

Please provide a complete email address.

Please enter the company website.

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PERSONNEL
Name(s) of all persons who will represent your company at the conference.

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Include a brief description of your company/organization (no more than 175 characters) in the field below for inclusion in the conference program.

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Please enter the company description.

EXHIBITING OPPORTUNITIES

CMS offers several different means of engaging conference attendees with industry partners during our national conferences. You may reserve any or all of these on this form:

  • Table-top Exhibits: Exhibits of products, books, and materials. The exhibit area is placed in a high-traffic area of the conference hotel, adjacent to conference registration.
  • Focus Groups: Demonstrate products, publications, or services during the conference via hosted focus groups.
  • Conference Banner Ad: Place your business or product in front of all attendees by placing a banner ad at the bottom of the conference app.
  • Pre-/Post-Conference Virtual Session: Virtually engage CMS members before and after the conference through targeted Zoom sessions that center around your business or product.
  • Sponsor a Student Travel Award: Support student engagement, research, and scholarship at the conference by subsidizing student travel to the event.

TABLE-TOP EXHIBITS

Tables are 6' by 30" and are skirted. Table-top exhibits include two tables. If you require tables in addition to the number included with your exhibit level, indicate your need below. The maximum total number of tables that any single exhibitor may utilize is 4.

CMS table-top exhibits provide dedicated space for the display of products, books, and materials. The exhibit area is placed in a high-traffic area of the Washington Hilton, adjacent to the presentation space. The conference schedule includes conflict-free exhibit time and refreshment breaks in the exhibit area. Table placement will be determined by CMS.

 

RATE: $750 

The $750 rate includes two conference tables. Additional tables may be purchased at a rate of $300/table. All exhibitors will be provided with black tablecloths, two chairs, and a small trash can for their exhibit space. 

Please note: A/V equipment needs (including power and internet) are not included in the package above and must be purchased directly from the hotel’s in-house A/V vendor using this form. Please contact Hannah Pearson ([email protected]) for any questions surrounding the reservation of exhibitor A/V needs.

EXHIBIT SETUP:

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

EXHIBIT HOURS:

Thursday, November 7: 8:45 am – 10:45 am; 12:00 – 5:00 pm

Friday, November 8: 10:00 am – 5:00 pm

Saturday, November 9: 8:30 am – 3:00 pm

MOVE-OUT:

Saturday, November 9:  3:00 pm

DEADLINES: 

Space Reservation & Payment: Must be received by Tuesday, September 24, 2024
(12 noon Mountain Time)

CANCELLATION POLICY

Cancellation requests must be made via email correspondence to Charlie Chadwell. Exhibits canceled on or before 12:00 noon MDT Tuesday, September 24 will be entitled to a 50% refund. Exhibits canceled after 12:01 p.m. MDT on Tuesday, September 24 will not be entitled to a refund. All refunds will be issued within one month of the event’s conclusion.

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FOCUS GROUPS

CMS provides the opportunity for exhibitors to host a 45-minute Focus Group during the National Conference. 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
  • Artist showcases, clinician presentations, and small demonstration groups (please note that large performance groups or concerts are not possible due to space limitations) 
  • Video presentations related to musical products, publications or services
  • Other media directly related to the research, teaching, creation, and/or presentation of music

The purchase of a focus group includes a pre-conference email announcement to conference attendees.

Duration is 45 minutes, with time allotted prior to the event for set-up and afterward for tear-down. 

Requests for multiple focus groups will be considered based on space availability.

 

PRICING:

$1000/Focus Group. Pricing is inclusive of internet and A/V costs. Please email [email protected] for catering requests.

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

DEADLINES:

Reservation Deadline: Tuesday, September 24, 2024

CANCELLATION POLICY

Cancellation requests must be made via email correspondence to Charlie Chadwell. Focus groups canceled on or before 12:00 noon MDT on Tuesday, September 24, 2024, will be entitled to a 50% refund. Focus groups canceled after 12:01 p.m. MDT on Tuesday, September 24, 2024 will not be entitled to a refund. All refunds will be issued within one month of the event’s conclusion.

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Provide a succinct description (175 characters max.) of your focus group to describe it to attendees.

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Please provide a description of your Focus Group

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CATERING

Please indicate your needs for food and beverage during the focus group event. Food and beverage will be ordered by CMS Staff following the submission of your reservation. CMS Staff will also provide menus and a deadline for all catering orders. Fees for catering will be paid by the focus group administrator to CMS unless otherwise determined by prior written agreement between both parties.

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CONFERENCE APP ADVERTISING

The conference schedule and materials are available to all attendees via the CMS Conference mobile app hosted through Webex. This app is compatible with all Android, Apple, and Windows devices. Banner Ads will rotate throughout the entire conference and will link to an external URL provided by the exhibitor. 

 

PRICING: 

$295/ad

AD SPECS: 

Size: 950px x 380px

Color: All ads will be published in full color

File Format: Ad should be submitted as a .jpg file

Creative & production services are not available.

DEADLINES: 

Space Reservation & Payment: Tuesday, September 24, 2024 (12 noon Mountain Time)

Artwork Submission: Tuesday, September 24, 2024 (12 noon Mountain Time)

  • You may upload your ad using the link below, or send the file to Charlie Chadwell at [email protected].
  • Specifications: All ads are sized at 950px x 380px. Full color is allowed. Accepted format: .jpg, .jpeg.
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Please include http:// or https:// with your web address.

VIRTUAL INDUSTRY INFORMATION SESSIONS 

CMS provides the opportunity for exhibitors and industry partners to lead 60-minute virtual information sessions via Zoom before and/or after the 2024 National Conference. These virtual sessions 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
  • Presentations related to music products, publications, or services

Virtual sessions will be held via the CMS Zoom account and will be managed, scheduled, and facilitated by CMS Staff. CMS Industry Partners and Exhibitors may purchase a pre-conference virtual session, a post-conference virtual session, or both. Questions surrounding the logistics or content of virtual sessions should be directed to Hannah Pearson at [email protected].

 

PRICING:

  • Pre-conference session: $150
  • Post-conference session: $150
  • Both pre-conference and post-conference sessions: $250

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

DEADLINES:

Reservation Deadline: Tuesday, September 24, 2024 at 12 noon Mountain Time

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CMS STUDENT TRAVEL AWARDS

CMS encourages the engagement of CMS student members at its conferences by financially supporting student travel. Exhibitors may help sponsor student travel by purchasing a Student Travel Award in the amount of $250. 

Sponsors of student travel will receive recognition on the conference mobile app and in the CMS monthly newsletter immediately following the conclusion of the conference. They will also receive a thank-you note from their sponsee. 

Please see below to purchase (1) or more awards. Questions surrounding this opportunity should be directed to Hannah Pearson at [email protected]. 

 

PRICING:

$250/travel award. Payment in full is due at the time of reservation. All fees are listed in U.S. Dollars (USD).

DEADLINES:

Reservation Deadline: Tuesday, September 24, 2024 at 12:00 noon Mountain Time

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COMPANY LOGO

Please submit your company’s logo below. This will be displayed on the CMS website as well as in the virtual conference app.

Accepted formats include .jpg, .jpeg, .gif, .tif, and .png.


TERMS AND CONDITIONS

Please review the terms and conditions (article will open in a new browser tab).  Then return to this form and check the acceptance box below.

Please check that you have read and agree to the indemnifying clause.


PAYMENT INFORMATION

Please choose your method of payment and click 'Submit'. If paying by check, you will receive an invoice by email. If choosing 'Credit Card or PayPal', you will be redirected to PayPal for payment.

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