Exhibitor Information

The 45th Annual International Trumpet Guild Conference

The Hyatt Regency • Columbus, Ohio • 5.26.20 – 5.30.20

ITG Would Like to Invite You to Exhibit in Columbus

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 45th annual International Trumpet Guild Conference, held at the Hyatt Regency in Columbus, OH, from May 26 – May 30, 2020. With recent conferences boasting an attendance of close to 1500, the 2020 Conference is the perfect opportunity to exhibit your product to your target market – trumpet players and educators from around the world!

Securing Exhibit Space

Requests for private rooms and/or exhibit space should be sent to ITG’s Conference Director at trumpetguildconference@gmail.com 

A non-refundable deposit of 50% must be put down in order to secure your space.  The full balance is due on April 1st, 2020. Full details and payment plans listed on the contract found on pages 10-14.

No space will be held unless a fully completed and signed contract is received by Conference Director & Treasurer. 

Due to space limitations at the 2020 venue, companies who select a private room to exhibit will be unable to purchase an additional table in the shared spaces until after the March 1st deadline. Should space remain available we will make this option available on a first come first serve basis.

Exhibit Space Description & Details

Reserved Exhibit Spaces include:

  • Set-up on Tuesday July 9 and dismantle on Saturday July 13 
  • One 6’ foot draped and skirted table with 2 chairs
  • Complimentary Wifi (2 device per company total)
  • Complimentary Electrical Drop
  • A Full listing in the Conference Program
  • A Full listing in the Conference Website & App
  • Two (2) personnel badges for the first table. For additional badges, see contract for fees and information.

Shipping, Receiving & Storage

Shipping & Storage information is attached and based on the parameters established by the Hyatt Regency of Columbus. ITG is not responsible nor does have anything to do with fees charged for such purpose. 

Any materials sent to the Hyatt Regency must be labeled as follows:

Complete Return Address

2. Address Package to Hotel as follows:

Hold For: Guest Name, Company Name, Guest Phone Number
International Trumpet Guild 2020 – Arrival Date Tuesday May 26, 2020
Hyatt Regency Columbus
350 North High Street
Columbus, Ohio 43215

4. Number of Boxes labeled: Box ___ of ____

5. Complete Return Address

Note: Exhibitors are provided with complimentary storage fee up to five (4) days prior to the conference.

Shared 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 early, as we cannot hold or guarantee space unless a contract and payment is received. Non-sound exhibits will be mixed within sound area but can be assigned a quieter section if available.

Table sizes are 72″ and comes with drape and skirt.

1st Exhibit Table: $400 (Includes 2 full conference registrations)
Wifi (2 device per company) & Power-drop is included with the first table

Each additional Table: $275 (1 full registration per additional table)
(No additional wifi or power will be provided for additional tables)

Or Each additional Table: $200 (Table only, NO additional registration)
(No additional wifi or power will be provided for additional tables)

Exhibitor Schedule

Wednesday: 
9:00 A.M. – 5:50 P.M.
Dedicated Hour: 10:00 A.M. – 11:00 A.M.

Thursday: 
9:00 A.M. – 5:50 P.M.
Dedicated Hour: 10:00 A.M. – 11:00 A.M.

Friday: 
9:00 A.M. – 5:50 P.M.
Dedicated Hour: 10:00 A.M. – 11:00 A.M.

Saturday:
9:00 A.M. – 2:30 P.M.
Dedicated Hour: 12:15 P.M. – 1:30 P.M.

Exhibitor Load In will occur on Tuesday from 9:00 am – 7:00 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 will first be offered to our 2019 Diamond, Platinum, Gold, Silver, and Bronze Sponsors, as stated in the 2019 Sponsor packet. Additional rooms will be available on a first come, first serve basis. Because of high demand, full payment for private room is required at the time of booking. 2020 Sponsors will receive priority booking for the 2021 private rooms at the Hyatt Regency in Anaheim.

2020 Rooms Selection:

Clark: 900 Square Feet – $2,500
Champaign: 990 Square Feet – $2,750
Grant: 1,020 Square Feet – $2,900
Harding: 1,020 Square Feet – $2,900
Fayette: 1,110 Square Feet – $3,000
Garfield: 1,200 Square Feet – $3,250
Madison: 1,260 Square Feet – $3,350
Marion: 1,260 Square Feet – $3,350
Knox: 1,290 Square Feet – $3,500
Harrison: 2,049 Square Feet – $4,000
Fairfield: 2,478 Square Feet – $4,500

2020 Diamond Sponsor (10% discount exhibit room on rate) 2020 Platinum Sponsors (7.50% discount on exhibit room rate), and 2020 Gold Sponsors (5% discount on exhibit room rate).

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 2020 ITG Conference Staff. In addition, exhibitors must comply with all Hyatt Regency, local, state, and national fire laws. 

Show Liability Insurance

Exhibitors agree to maintain such insurance that will fully protect the International Trumpet Guild Conference from any and all claims of any nature whatsoever, including claims under the Workers’ Compensation Act, and for personal injury, including death, which may arise in connection with the installation, operation, or dismantling of the exhibitor’s display. Exhibitor agrees to indemnify and hold harmless the ITG Conference for any such claims, irrespective of insurance coverages.

Exhibitor further acknowledges that insurance covering the exhibit and/or property against damage and business interruption losses are the sole responsibility of the exhibitor. Exhibitors wishing to insure their property must do so at their own expense. (Exhibitors are advised to add on the their insurance a portal-to-portal coverage protecting them against the loss/damage to their materials by fire, theft, accident, etc.) All exhibitors should have at least one attendant in their booth at all times, especially when exhibits are being moved in and out, to protect themselves against loss. No responsibility is assumed by the ITG Conference for goods delivered to the “exhibit areas”, or for materials left in the “exhibit areas” at any time.

Exhibitors are required to have Certificates of Insurance available for inspection by the ITG Conference. Care should be taken to ensure that all insurance is valid in the city in which the ITG Conference is held.

Non Liability

It is expressly understood and agreed by each and every contracting exhibitor and his or her guests that neither the International Trumpet Guild Conference nor their employees nor their contractors shall be liable for loss or damage to the goods or properties of exhibitors.

On signing the Exhibit Space Rental Agreement, exhibitor releases and agrees to indemnify the ITG Conference, their coordinators, officers, members, sponsors, employees, and agents and hold them harmless from any suit or claim for property damage or personal injury (including punitive damages) by whomsoever sustained, including exhibitor and exhibitor’s agents or employees on or about the exhibitor’s display space or arising out of exhibitor’s participation in the exhibition, expressly including such damage or injury resulting in any part from the negligence of one or more of the aforementioned indemnities.

The performance of this agreement by either party is subject to acts of God, war, government regulation, disaster, civil disorder, curtailment of transportation facilities, or other emergency overwhich neither party has control making it illegal or impossible to provide the facilities or to hold the function.

The Hyatt Regency Columbus is not liable to the exhibitors for any damage to or for the loss or destruction of any exhibit or the property of the exhibitor by fire or other casualty covered by an extended coverage endorsement to a fire insurance policy, whether caused by negligence of the hall, its officers, agents, servants, employees or otherwise, all claims for any such loss or damage being expressly waived by the exhibitor who agrees to indemnify and hold the exhibit hall harmless for such claims. 

Early Departure

For both liability and show quality reasons, exhibitors may not dismantle their display until the ITG Conference official closing exhibit hours. If an exhibitor dismantles early, said exhibitor ability to exhibit at future conferences will be at the Conference Director & ITG’s discretion. Should extraordinary events occur requiring early departure from the Conference, the exhibitor must notify ITG’s Conference Director onsite and make arrangement for such an occurrence.

Cancellation of Exhibition

ITG reserves the right to adjust table/booth assignments and/or change the floor plan without prior notice if ITG determines it is in the best interest of the conference. ITG will not be liable for any errors or omissions in the Show Program, attendee lists, web sites, or in any promotional materials. If the ITG Conference is canceled/terminated for any reason beyond the reasonable control of show management, including (without limitation) acts of God, war, strikes, labor disputes, civil disturbance, terrorism, epidemic, or any other comparable casualty or condition, ITG agrees to refund 50% of contract amount paid by exhibitor. The remaining 50% shall cover a sharing of costs, expenses and commitments. Thereupon, this agreement shall be deemed canceled by mutual consent, and ITG shall be relieved from all responsibility thereunder. 

Cancellations received prior to April 15, 2020 will be refunded fees paid, less the 50% nonrefundable deposit. No refunds for cancellations received April 15, 2020 or after.

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