Invitation to Exhibit & Become a Sponsor
THE 43RD ANNUAL INTERNATIONAL TRUMPET GUILD CONFERENCE
THE HYATT REGENCY • SAN ANTONIO • MAY 29 THROUGH JUNE 2, 2018
We welcome exhibitors and sponsors of all varieties: musical instrument companies, equipment providers, music venues, performing arts companies, publishers, recording companies, and other related firms to exhibit their products at the 43rd annual International Trumpet Guild Conference, held at the Hyatt Regency Riverwalk in San Antonio, Texas from May 29 – June 2, 2018.
With recent conferences boasting an attendance of close to 1,500 the 2018 Conference is the perfect opportunity to exhibit your product to your target market – trumpet players and educators!
Securing Exhibit Space
Requests for Exhibit Space should be sent to firstname.lastname@example.org
A non-refundable deposit of 50% must be put down in order to secure your space. The full balance is due on February 15th, 2018. Full details and payment plans listed on the contract.
Exhibit Space Description & Details
Reserved Exhibit Spaces include:
1. Set-up and dismantle days
2. General lighting
3. Standard heating and/or air conditioning
4. One 6’ draped and skirted table with 2 chairs
*Outlets, Wireless Internet Connection, & Pipe & Drapery available for a fee. Request info in advance, if desired.
Note: ITG will provide security for all unattended evening and early morning hours during regularly scheduled Exhibitor days.
Wednesday: 9:00 am – 5 pm
Thursday: 9 am – 5 pm
Friday: 9 am – 5 pm
Saturday: 9 am – 2:00 pm
Exhibitor Load In will occur on Tuesday from 9 am – 6:00 pm. Note: No late set-up time will be accommodated.
Exhibitor Load Out will occur on Saturday afternoon from 2:00 pm – 5 pm.
Private & Semi-Private Spaces & Fees
Private rooms are limited. They will first be offered to our 2017 Diamond, Platinum, Gold, Silver, and Bronze Sponsors, as stated in the 2017 Sponsor packet. Additional rooms will be available on a first come, first serve basis. Because of high demand, full payment is required with the contract. 2018 Sponsors will receive priority booking for the 2019 private rooms at the Hyatt Regency in Miami.
Contract & Regulations
General information, including e-mail updates and regulations, for exhibitors become a part of the contract between the Exhibitor and the International Trumpet Guild. We respectfully request full cooperation of exhibitors in their observance. Any points not covered herein shall be addressed by the 2018 ITG Conference Staff. In addition, exhibitors must comply with all Hyatt Regency, local, state, and national fire laws.
Liability and Insurance
The International Trumpet Guild, the Hyatt Regency, and any staff members will not be responsible for the safety and property of the exhibitor from theft, damage by fire, accident, or other causes, but will use reasonable care to protect exhibitors from such loss and will secure the rooms during those periods when the exhibit area is not open to the public.
No responsibility is assumed for goods delivered to the exhibit area prior to the Conference or for materials in the exhibit area after closing of the exhibits. Every care will be taken to provide a safe environment for your equipment, however each company exhibiting at the conference will be required to provide conference director a copy of liability insurance for company’s goods.
Shipping, Receiving & Storage
Shipping & Storage information is attached and based on the parameters established by the Hyatt Regency Riverwalk of San Antonio. Packages will be received at the FedEx office at the Hyatt Regency from 7:00am to 5:00pm Monday through Friday, and 10:00am – 3:00pm Saturday. Receiving phone (210) 227-4896, or email at email@example.com
Any materials sent to the Hyatt Regency must be labeled as follows:
1. Complete Return Address
2. Address Package to Hotel as follows:
Hold For: Guest Name, Company Name, Guest Phone Number, ITG 2018
c/o Fedex Office at Hyatt Regency San Antonio
123 Losoya Street
San Antonio, TX 78205
Box ___ of ____
Note: Guests and groups are provided with complimentary storage fee up to five (5) days prior to the conference.
Packages handling & delivery fees is outlined in attached form.
PRIVATE OR SEMI-PRIVATE SPACE FEES
If you are planning to share a private room, each company will need to complete a separate contract, however the number of tables & badges is per room and not per company. Please indicate the exact amount each firm is paying.
Blanco, Llano, and Pecos private rooms will include up to 6 tables, and up to four (4) complimentary badges for company staff working the exhibit. Frio, Nueces, and Directors private rooms will include up to 4 tables, and up to three (3) complimentary badges for company staff working the exhibit.
Note: Additional tables are available for $75 each, and additional exhibitor registration will be available
for $150 per person. Please remember that this option is available for staff working your exhibit only.
2018 Private Rooms Information: Please indicate numerically the order of your preference
Blanco: 744 Sq. Ft. $3,750 ________
Llano: 672 Sq. Ft. $3,250 ________
Pecos: 624 Sq. Ft. $3,000 ________
Frio: 587 Sq. Ft. $2,800 ________
Nueces: 574 Sq. Ft. $2,700 ________
Directors: 528 Sq. Ft. $2,500 ________
SHARED SOUND & NON-SOUND PRODUCING EXHIBIT SPACE FEES
Each company wanting to exhibit at the International Trumpet Guild will need to purchase at least one table ($400) and submit a fully completed contract. We strongly recommend booking your space prior to December 31st, as we cannot hold or guarantee space unless contract and payment is received.
No exhibitor applications will be accepted past February 15th, 2018.
Table sizes are 72″ X 30” and comes with drape and skirt. They also include chairs, trash bin, and company sign.
Outlets, and Wi-Fi (secured or non-secured) will be available at an extra cost from PSAV through
the hotel directly and at the exhibitor’s expense.
1st Exhibit Table: $400 (Includes 2 conference registrations)
Each additional Table: $275 (1 registration per additional table)
Each additional Table only: $200 (Table only, no registration included)
This option is recommended for companies who do not expect the need of additional help to run their exhibit space.
Note: If you select the purchase additional tables at $200 each at time of booking, the option to add vendor
badges at a later date will then be at the full price of $150 per person.