Thank you for your interest in hosting an event in conjunction with the 2025 Wisconsin State Music Conference, taking place on October 29 – November 1 at Monona Terrace Community and Convention Center, Madison WI. To ensure a seamless experience for all attendees, we have established guidelines and requirements for third-party event requests.
Please review the information below before submitting your request for consideration.
Application & Approval Process
- Event organizer completes the Third-Party Event Request Form by August 1.
- Application is reviewed based on alignment with the conference mission, space availability, and logistical feasibility.
- Notification of approval or denial is sent by August 15 with completion of all details secured by September 1.
Logistics & Responsibilities
- Venue Space Allocation: Assigned based on availability and event requirements.
- Scheduling Coordination: Events should not directly conflict with official conference programming.
- A/V and Technical Needs: Organizers must request equipment and confirm availability.
- Catering & Hospitality: Use of approved vendors and adherence to Monona Terrace policies.
Financial Obligations
- Rental Fees: Venue space will be subject to venue rental costs, which will be detailed upon approval.
- Payment Terms: Payment must be completed by August 1, with deposit requirements outlined.
- Additional Costs: Organizers are responsible for extra services such as security, cleaning, and special permits.
Branding & Marketing Guidelines
- Co-Branding: Any reference to Wisconsin State Music Conference must comply with branding guidelines.
- Advertising: Your reception or event may be advertised in the conference program, Monona Terrace on-site video monitors with rotating listing and Wisconsin State Music Conference Event Application.
- Non-Profits, University or School Advertising Fee – $50.00
- Commercial Organizations Advertising Fee – $90.00.
- Promotion Policies: External advertising of the event must be pre-approved by conference communications director.
- Ticketing & Registration: Third-party events may be open to all conference attendees or require separate registration.
Legal & Compliance
- Liability & Insurance: Proof of liability coverage may be required by venue.
- Indemnification: The conference is not responsible for any liabilities arising from third-party events.
- Code of Conduct: All participants must adhere to the conference’s inclusivity and safety policies.
Post-Event Requirements
- Feedback & Reporting: Organizers may be asked to submit post-event evaluations.
- Venue Clean-Up & Damage Responsibility: The event space must be returned to its original condition.
To proceed, please complete and submit the Third-Party Event Request Form by August 1.
Questions? conference@wsmamusic.org
