Exhibitor Resources

Exhibitor Service Kit (available late summer)

Valley Expo and Displays is the official decorator for the 2023 Wisconsin State Music Conference.  View Valley Expo and Displays forms, deadlines, and requirements in the Valley Exhibitor Service Kit.

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

Booths in the Exhibit Hall are not carpeted. Aisles in the 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 a username and password generated for them from Valley Expo and Displays to register online.

Please submit a Recap of Cost & Payment Form (see Valley Exhibitor Service Kit).

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: 815-873-1500 / Fax: 815-873-1544
events@valleyexpodisplays.com

Monona Terrace Community & Convention Center
One John Nolen Drive, Madison, WI 53703
Phone: 608-261-4000 / Fax: 608-261-4049
info@mononaterrace.com

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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 1, 2023. 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:
Catering Sales Manager, Monona Catering
608-261-4035

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Food 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 1, 2023. 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:
Catering Sales Manager, Monona Catering
608-261-4035

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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 by October 1 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.

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Loading Docks

As in past years, we will use both the East and West loading docks during move-in:

Booths 2-9 and 200-615 are assigned the East Loading Dock for move-in.

Booths 10-19 and 700-1015 are assigned the West Loading Dock for move-in.

Exhibit set-up:	Wednesday, October 25, 3:00 pm – 9:00 pm
Exhibit hours:	Thursday, October 26, 8:30 am – 5:00 pm Friday, October 27, 8:30 am – 3:00 pm
Exhibit tear down:	Friday, October 27, 3:00 pm – 7:30 pm

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.

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