Exhibitors - AGO Conclave Tucson

Conclave Exhibitors

We are very pleased that the following companies will have exhibits at the Conclave:

Allen Organs of Arizona
Berghaus Organ Company, Inc.
Calvin Taylor Publishing
Church Music on Demand
Johannus Organs
Malmark, Inc., Bellcraftsmen
MorningStar Music Publishers
Music Mart, Inc.
NORAM Associates (Rodgers Organs, Inc.)
OrganMuse
RCI Software

Location
The AGO Region IX Mid-Winter Conclave will be held at the Sheraton Tucson Hotel and Suites, 5151 E. Grant Road, Tucson, Arizona 85712 (www.sheraton.com/Tucson). The exhibit areas will be in rooms adjacent to an attractive gathering place which will be used for Conclave registration and for evening receptions. The hotel will secure the exhibit rooms during non-exhibit hours.

Exhibit Booths
Each single exhibit booth will be 10’ wide x 8’ deep, surrounded by pipe and drape (8’ tall back drape, 3’ side drape). Also included in the basic price will be an attractive 44 x 7 inch sign identifying the exhibitor, an eight-foot table, two chairs, and a waste basket. Organ exhibitors can request smaller tables or no table at all. There will be an extra charge for electrical power (other than room lighting) and phone lines. You may bring your own extension cords since the hotel will charge extra for them too. A single booth rents for $300, a double booth (20’x 8’) for $500. A separate room (“Cienega”, 26 x 16, near the exhibit rooms), could accommodate a “music store” featuring a wide variety of merchandise, or a large organ exhibit space. It rents for $500.

Additional booth dressings i.e. tables, chairs, carpet, easels, freight/drayage etc. can be arranged with Arizona Cine Equipment no later than Monday, January 7, 2008. Payment for additional needs must be made directly to Arizona Cine Equipment. (Contact - Linda Oliver, CMP: Phone: 520-623-8268 – Fax: 520-623-1092, 2125 E. 20th Street, Tucson, AZ 85719, e-mail: Lindaazcine@hotmail.com)

Exhibit times
Exhibits will be open in the afternoons and during the evening receptions.

Contract for Space
The receipt of the signed Contract Form plus full payment from the exhibitor shall constitute a binding agreement between the exhibitor and the Conclave. Only in the event of fire, strikes, or other uncontrollable circumstances rendering the building unfit or unavailable for use, shall this contract not be considered valid. The completed Contract and payment must be received by October 1, 2007 for the exhibitor’s name to be included in the Conclave Program Book.

Cancellations
Cancellations must be made in writing to the Exhibits Committee Chair. If notification is received on or before October 1, 2007, all exhibit fees, less a service fee of $75.00, will be refunded. Failure to occupy exhibit space without prior arrangement does not release the exhibitor from the obligation to pay the full cost of all space contracted services.

Liability and Insurance
The Southern Arizona Chapter of the AGO and the hotel are not responsible for the safety of the property of the exhibitors, their agents, or employees, from theft, damage from fire, accident, or other causes. However, reasonable care will be taken to protect exhibitors from such loss. Except for the lobby, all exhibit areas will be locked during non-exhibit hours. Exhibitors wishing to add personal loss insurance must do so at their own expense.

Restrictions in Use of Space
All demonstrations, interviews, or other sales activities must be confined to the limits of the exhibit booth. Organ builders (and other exhibitors wishing to project sound) must provide headphones for use by clients. No exhibitor shall assign, sublet, or share the whole or any part of the space allotted without the knowledge and consent of the Exhibits Committee. Displays must not be placed in such a manner as to interfere with traffic or other exhibits.

Circularization and Solicitation
Circulars of advertising matter of any description may be distributed and patronage solicited only within the booth assigned to the exhibitor. No firm or organization not assigned space in the exhibit area will be permitted to solicit business within this area.

Set-up and Break-down
Set-up for exhibits will take place on Sunday, January 20, from 9:00 a.m. to noon, with exhibits opening at 1:00 p.m. Break-down will begin at 8:00 a.m. on Thursday, January 24, and should be completed by noon.

Complimentary Services for Exhibitors
Each exhibitor renting a booth will receive one complimentary registration per booth, a complimentary ticket for the Wednesday evening banquet, and a ticket for lunch on Monday. Additional registrations will be available at the stated cost.

Publisher Reading Sessions
Publishers interested in providing music for a reading session should contact the Exhibits Chair as soon as possible

Stardust (Dusty) Johnson, Exhibits Chair
520-323-7856 or skj5@cox.net
2215 E. Second Street, Tucson, AZ 85719