You are invited to exhibit at Wisconsin’s largest annual gathering of music educators and student musicians! Join us in Madison for four days of events and two days of exhibits. Network with conference attendees, including more than 1250 registered music educators, 1400 student performers, parents/chaperones, conductors, presenters and audience members. Introduce key decision makers to your products and services while demonstrating tangible support of music education in Wisconsin’s schools! Register by June 12 to receive a 5% discount.
We have received some inquiries about our plans for the 2020 Wisconsin State Music Conference, and we want to share with you some important updates:
• This year’s conference may need to be modified, and we are considering both physical and virtual environments as we move forward with planning.
• Our relationship with exhibitors is a valued piece of the conference; we will be working to ensure you can still be part of our Wisconsin opportunities even if you may have limited or frozen travel and sponsor budgets.
• When exhibit registration opens, you will be able to reserve desired spaces on a first-come, first-served basis.
• The modified exhibiting application will be open and advertising options can also be previewed, but advertising will not be available for purchase until a later date.
We realize that making plans of any sort is quite a challenge right now, so please know we are here to help if you have questions or need assistance with the exhibit registration process when it opens. Thank your for your patience and flexibility as we moved forward.
Contact Kenzie Trezise for any questions regarding exhibiting at the 2020 Wisconsin State Music Conference!
Exhibitor Move-In: Wednesday, Oct. 28, 3:00 – 9:00 p.m.
Exhibit Hours: Thursday, Oct. 29, 8:30 a.m. – 5:00 p.m. • Friday, Oct. 30, 8:30 a.m. – 3:00 p.m. (No early departures.)
Exhibitor Move-Out: Friday, Oct. 30, 3:00 – 7:30 p.m.
Exhibitor Service Kit
Valley Expo and Displays is the official decorator for the 2020 Wisconsin State Music Conference. For your convenience, their Exhibitor Service Kit is provided as a PDF file below.
Each booth comes standard with:
• one black skirted, vinyl covered, 8′ x 30″ table
• two contour chairs
• 8′ black back drape
• 3′ side drape(s)
• one 7″ x 44″ sign
• one wastebasket
The fourteen booths in the Capitol Promenade area are carpeted; those in the Main Exhibit Hall are not. Aisles in the Main Exhibit Hall will be carpeted (black/grey speckle). While most services (carpet, furniture, shipping) will be ordered through Valley Expo and Displays, some services (electrical hook-up, internet connection, etc.) will be ordered through Monona Terrace. Please be sure that you are sending your order to the correct party by double-checking the “return to” information on each form.
All exhibitors will have an automatic username and password generated for them to register online after booth locations are assigned this summer!
Available PDFs Discount Deadline Final Deadline # of Pages
Full Exhibitor Service Kit Various Various 45
General Show Information Various Various 2
Early Bird Special* 9/17/19 9/17/19 1
Recap of Cost and Payment 10/1/19 1
Third Party Billing 1
Exhibitor Appointed Contractor 9/23/19 1
Booth Furniture* 10/1/19 1
Grid Wall and Accessories Order Form* 10/1/19 1
Booth Carpet* 10/1/19 1
Shipping Information, Labels, Freight Services and Special Handling* 10/18/19 10
Portable Modular Display & A/V Rental* 10/1/19 16
Event Labor* 10/1/19 2
Forklift Service* 10/1/19 1
Booth and Exhibit Porter Service (vacuuming)* 10/1/19 1
Signs And Banners* 10/1/19 2
Utility Service Order Form (Monona Terrace) 10/1/19 3
Please direct questions regarding the status of exhibitor service orders to the vendor (Valley Expo and Displays or Monona Terrace) from whom the service is ordered. WMEA is not privy to, and cannot verify, the status of these orders.
Valley Expo and Displays
4950 American Road, Rockford, IL 61109
Phone: 877-332-4292 / Fax: 815-873-1544
One John Nolen Drive, Madison, WI 53703
Phone: 608-261-4000 / Fax: 608-261-4049
Sample Guidelines & Waiver
Wisconsin State Music Conference Exhibitors are subject to Monona Terrace’s policies regarding sampling food and beverages during the conference. If food is an integral component of your business, please familiarize yourself with these policies and submit the completed waiver to Monona Terrace before October 14, 2020. Sampling will not be allowed by Monona Terrace to companies who miss this important deadline, so we encourage you to get your signed waiver on file with Monona Catering today!
Questions regarding Monona Terrace’s food and beverage sampling policies should be directed to:
Wendy Brown-Haddock, CPCE
Catering Sales Manager, Monona Catering
608-261-4025 / 608-261-4023 (fax)
Sampling Guidelines for Monona Terrace
Exhibitors may only distribute free samples of a food or non-alcoholic beverage that is made or sold in the ordinary course of business of the exhibitor. These samples must not exceed 2 ounces of food or 3 ounces of beverage. If the 2 ounces of food is the normal full portion or the item being sampled is a candy bar, granola bar, or like item, then the portion should be cut in half so as to truly represent a taste sample.
Exhibitors authorized to distribute free samples must sign a hold harmless agreement, indemnifying both the City of Madison and Monona Catering from any claims for injury or illness that may arise from said activity. Proper liability insurance must be supplied by said exhibitors.
The request to distribute free samples must be submitted in writing to Monona Catering at least 14 days prior to the opening of the event with precise product descriptions, along with the executed hold harmless agreement (click here to view the waiver).
Due to state regulation, should an exhibitor wish to distribute alcoholic beverage samples, they must purchase all alcoholic beverages from Monona Catering. The distribution of this product must be directly supervised by a State of Wisconsin licensed bartender, whether that person is a Monona Catering employee or representative of the exhibitor. Should this person be a representative of the exhibitor, a copy of their bartender license must be on file with Monona Catering prior to the opening of the event. Additionally, a copy of the exhibitor’s liquor liability insurance indemnifying both the City of Madison and Monona Catering from any claims, as a result of the service of alcohol by their employees or representatives, will be required.
Should an exhibitor wish to distribute food or beverage products that are not made or sold in the ordinary course of their business, these products must be ordered through Monona Catering. If the exhibitor is handling the distribution of these products, then compliance to all regulations set forth by the Wisconsin Department of Health for proper food handling will be adhered to via the supervision of Monona Catering.
Monona Catering reserves the right to terminate the distribution of any samples should it be in violation of Federal, State, County, or City laws relating to food and beverage handling or if deemed necessary for public safety reasons.
As in past years, we will use both the East and West loading docks during move-in:
Booths 1-9, 200-515, 601, 609, 611, 613, 615 and 1302-1315 are assigned the East Loading Dock for move-in.
Booths 10-18, 600, 604, 608, 610, 612, 614, 700-1115, and 1315-1328 are assigned the West Loading Dock for move-in.
|Exhibit set-up:||3:00 pm – 9:00 pm, Wednesday, October 28|
|Exhibit hours:||8:30 am – 5:00 pm, Thursday, October 29
8:30 am – 3:00 pm, Friday, October 30
|Exhibit tear down:||3:00 pm – 7:30 pm, Friday, October 30|
Please know that because our exhibitors have requested it, and according to the terms of your application to exhibit, dismantling any portion of your display or removing your exhibit from the show floor before 3:00 on Friday is not permitted, and will result in a $100 fine. Please ensure everyone who staffs your booth is aware of this.