American Symphony Orchestra League 62nd National Conference::Exhibitor Information

However, you can still meet the decision makers of America’s orchestras at the American Symphony Orchestra League’s 62nd National Conference this June 19-23. This unique experience is your best opportunity to rub elbows with orchestra professionals from all over the country. And, new this year, if this is your first Conference or you haven’t been to one since 2001—look for the first-timer rate and save over 50% on the basic registration fee. You can register here: Business Partners and Exhibitor registration form.

Please read the following important information if you are exhibiting at the Conference:

This year, to create additional flow throughout our exhibit spaces, we’ve moved away from our traditional Delegate Lounge/Exhibit Hall. In addition to using one section of the Hotel’s main ballroom, additional tables and booths will be positioned in pre-function space and in the convention center.

Located on the Lobby Level of the hotel and the convention center, the Exhibit Areas are all within steps of many meeting rooms, making it more convenient to get acquainted with orchestra decision makers. The Exhibit Areas are open Wednesday morning, June 20th through Friday afternoon, June 22nd at varying times (see below for a schedule of when the hall is open). The Exhibit Areas are the ideal settings to display your offerings and to meet with delegates throughout the Conference. Wherever possible, additional tables and chairs will be arranged throughout the exhibit area for delegates and exhibitors to meet and conduct business. League services and Conference registration will also be strategically placed within the Exhibit Area.

Set Up Times for Business Partners in the Exhibit Area

Tuesday, June 19, 2007: 2:00 pm-6:00 pm—Lounge open for exhibit set-up only
Wednesday, June 20, 2007: 7:00 am-10:00 am—Lounge opens to attendees at 7am. If you choose to set up on Wednesday morning you will be doing so in an open Exhibit area.

Breakdown Times for Business Partners in the Exhibit Area

Friday, June 22, 2007: 5:00pm-8:30pm

Wednesday, June 20, 2007: 7:00am – 4:00pm
Thursday, June 21, 2007: 7:30am – 2:00pm
Friday, June 22, 2007: 7:00 am – 12:00 pm & 1:45 pm – 5:00 pm

The Day by Day schedule at www.leagueconference.org/day_by_day.shtml will list times you may want to be present in the hall. During off-peak times or when the Delegate Lounge is closed, we encourage you to attend open sessions or pre-arranged meetings with delegates. We suggest that you contact delegates prior to the Conference to arrange those meetings.

Enhance your Conference experience by contacting delegates before they arrive. To facilitate advance contact with delegates, we have provided a complimentary file of Conference delegate addresses as of May 16, 2007 to those exhibitors who registered by the early registration deadline of April 2. Please contact salter@symphony.org if you have not received your list.

Tabletop Display is a 3’ X 2’ table space that includes an identification sign. This space can be used for displaying brochures, rosters, business cards, etc. Tabletop Displays are not separated by walk space and do not provide space for a chair. Most tabletop displays will be located in the pre-function area of the hotel ballroom (included at no extra charge in first representative’s registration fee).

Standard Booth measures 6’ X 6’ and includes one 6’ X 2’ draped table, two chairs, an identification sign, one waste basket, and pipe and draping (8’ high back drapery with 3’ high side drapery) provided by a decorating company. Electricity for audio, video, and computer equipment may be purchased separately through the decorating company. This space is ideal for holding one-on-one meetings. The majority of the standard booths will be located in the hotel ballroom, with overflow in the convention center lobby.
Upgrade Supplement of $365

Deluxe Booth measures 14’ X 8’ and includes two 6’ X 2’ draped tables, three chairs, an identification sign, one waste basket, and pipe and draping (8’ high back drapery with 3’ high side drapery) provided by a decorating company. Electricity for audio, video and computer equipment may be purchased separately through the decorating company. This space is ideal for conducting small business meetings. The deluxe booths will be centrally located at the entrance to the ballroom exhibit space and just inside the ballroom main doors.
Upgrade Supplement of $1035

George Fern Co. will supply electrical connections for any booth that requires lighting or power. Forms will be included in the exhibitor manual. It is suggested that Exhibitors bring or rent lighting for their booth to brighten the space.

For other inquiries regarding drayage, signage, booth furnishings, porter service, florist, or labor prior to your arrival at conference, you may contact George Fern Co. directly at 615-256-0357.

As in past years, space assignments have been made based on number of years as an exhibitor at the League’s Conference as well as the date registration and payment is received—so please register early to receive priority in booth assignment. You should have received a confirmation letter when your registration form was processed. We processed your booth assignment by late April, pending final hall arrangements with the Exhibition Company. Prompt location assignment also depends upon exhibitors submitting registration forms by the early registration deadline (April 2) and being a League member in good standing (i.e. all membership dues and SYMPHONY advertising invoices current). Please be aware that due to the restructured exhibit layout this year, exhibitor placement questions may arise. The League will do its best to accommodate our long-time exhibitors to the best of our ability.

Additional visibility is available to Conference sponsors. If you would like to discuss sponsorship opportunities, please e-mail Stacey Weston at sweston@symphony.org or call her directly at 646-822-4009.

The 2007 Conference takes place primarily in the Renaissance Hotel and the adjoining Nashville Convention Center. The block of rooms at the Renaissance Hotel has sold out. For information on alternate hotels, please visit www.leagueconference.org/hotel.shtml.

The League has listed all registered exhibitors on the Conference site along with your logo and a link to your web site. The conference website averages approximately 160,000 hits per month for the two months leading up to the conference. If you have not done so already, please send a jpeg of your logo and your web address to mwhitbeck@symphony.org. We reserve the right to resize your logo as necessary. This listing is updated once a week. The earlier you register, the sooner your logo will appear on the Conference web site.

For exhibitors who registered by the early registration deadline of April 2, we have offered a five-line paragraph (maximum of 30 words) in the program book alongside the standard listing of address, representatives, and booth number. This paragraph should contain an annotated description of your company, or any information you want to convey. Due to production concerns, we could not guarantee that listings received after April 2 would be included. The League reserves the right to edit your paragraph for length and accuracy.

In addition to attending our annual Conference, other benefits of business membership in the American Symphony Orchestra League include:

Since exhibiting is a benefit of business membership, if you are not currently a member or your membership expires prior to Conference, please enclose one year’s dues of $385 with your registration (add $15 for foreign postage if located outside the U.S.).

The advertising reservation deadline for SYMPHONY’s July/August Conference Issue was April 13. Business Members of the League automatically receive a 5% advertising discount. In addition to its regular distribution, the July/August issue will receive a bonus distribution to all individuals attending the National Conference. For more information on advertising in SYMPHONY, please e-mail Steve Alter at salter@symphony.org or call 646-822-4051.