WestVirginiaUniversitypresents

InternationalFluteSymposium
July5-9,2017

INVITATIONTOEXHIBIT

Youarecordiallyinvitedtoexhibityourproductsandservicesduringthisinternational
assemblingofprofessionalflutist,fluteteachers,flutestudentsandfluteenthusiasts.Plan
nowtotakeadvantageoffourexcitingdaysofperformances,workshops,flutechoir,and
masterclassesfeaturingguestartistsNinaAssimakopoulos,JasmineChoi,andAlberto
Almarza.ContactsubmissionandpaymentcanbemadetotheInternationalFlute
Symposiumwebsite.https://wvucca.wufoo.com/forms/exhibitor-registration/

EXHIBITHALLHOURS

IFSsupportstheirexhibitorsbyleavingatwohourunscheduledblockoftimefrom
12:15-2:15pmontheSaturdayofIFS.Additionally,exhibitsarescheduledtobeheldfrom
12:15-5:00pmonSaturdaytoallowparticipantsampletimetopursuetheexhibits.

EXHIBITSPACE

ExhibithallwillbelocatedinRoom200BonthemainfloorofIFSevents(markedGround
floorwhenintheelevator)orsmallerclassroomsadjacenttothemaineventhallofferinga
moreintimatesettingforshowing.Additionalclassroomspaceforprivatespaceisnot
carpeted.Weareunabletoofferdrapingofanysort.Pleaseincludespecialrequestsonthe
ExhibitReservationandContractForm.

EXHIBITREGISTRATION,RATES,ANDPAYMENT

Exhibitorsmayreserveuptothree8-footlongtables.Dailytablerateare$40pertableper
day.Pleaseregisteronlinenow.Whileweacceptcreditcards,itisourpreferencetoreceive
acheck.ForreditcardentriespleasecontactIFS,AssistantDirectorAlyssaScwartzviaemail
atinternationalflutesymposium@gmail.comMakecheckspayabletoWVUandsendto:

NinaAssimakopoulos/IFS

WVUSchoolofMusic

POBox6111

Morgantown,WV26506

REFUNDS

A written email request for registration refunds of up to 50% will be honored if the
request is received on or before July 1, 2017. Please send to Nina Assimakopoulos at
InternationalFluteSymposium@gmail.com.

INSTALLATION

Exhibitors may enter the exhibit space one hour prior to open hours. Exhibitors may set
up the evening before or on the day of their arrival at specific hours by request. IFS
student helpers are available to offer assistance with loading and unloading. It is the
exhibitors responsibility to contact the exhibit coordinator by July 1, 2017 to coordinate
arrival/loading times if student assistance is desired.

ADVANCESHIPMENTS

Shipments may be sent to the College of Creative Arts using the following shipping
address:

College of Creative Arts/ International Flute Symposium

114 Creative Arts Center

One Fine Arts Drive

MORGANTOWN, WV, 26506

Shipments should be sent no earlier than three business days before the symposium.
No call packages will be accepted by the IFS.

LOADING

IFS student helpers are available to offer assistance with loading and unloading. It is the
exhibitors responsibility to contact the exhibit coordinator by July 1, 2017 to the event to
coordinate arrival/loading times if student assistance is desired.Any requests for help
after this time cannot be guaranteed. There is a loading dock behind the College of
Creative Arts building that has a ramp and is on the same floor as the exhibit hall. The
GPS address for the loading dock is:

West Virginia University

300 Patteson Dr.

Morgantown, WV, 26505.

PRODUCT/SERVICEDESCRIPTIONS

All exhibitors receive a listing (complete contact information) in the symposium program
booklet as well as a 50-word description of the products and services they offer. IFS
reserves the right to make edits and adjustments to the description for the sake of
consistency throughout the listings. Descriptions may be uploaded through the online
registration form or sent to Alyssa Schwartz at
InternationalFluteSymposium@gmail.com.

PROGRAMADVERTISING

Advertising in the symposium program is an excellent way to generate interest in your

exhibit and to remind attendees of your presence. Advertising rates are as follows:

Full Page: $100

Half Page: $80
Quarter Page/ Business Card Size: $40
Inside Front Cover: $150
Inside Back Cover: $150
Outside Back Cover: $200

Advertise at the Symposium Form Submit your ad online here

REGULATIONS

Exhibitors must have all fees paid in full before setting up their displays at the
symposium.
The Exhibit Hall is the sole site of all commercial activity.
Exhibitor tables must be staffed at all times during the published exhibit hours.
There will be no smoking in the exhibit hall.
All exhibits must conform to the size of the table space and must be arranged so
as not to obstruct the view of, or interfere with, other exhibits.
Exits, fire stations, and fire extinguisher equipment must not be obstructed.

4


No individual, firm, or organization not assigned exhibit space will be permitted to
solicit business in the exhibit area.
The organizations door monitors are instructed not to allow any instruments to
exit the exhibit hall unless they are in their hard cases.
Only persons displaying the flute fair ID badge will be allowed to enter the exhibit
area.
Each exhibitor is allotted two badges.
Flute tryout rooms will be available for exhibitors and their clients at the fair.
Photographs may be taken in the exhibit hall only during exhibit hours.
Amplified instruments will not be permitted in the exhibit area unless used in
soundproof booths or with headphones.

We will be giving our exhibitors additional material one week prior to arrival that
includes a listing of IFS assistants and their cell phone contact information as
well as updates on loading/unloading, parking, etc.