Vendors and Exhibitors

The International Flute Symposium at West Virginia University (IFS) distinguishes itself among summer flute study programs in the United States by offering the widest variety of performances, workshops, and master classes, as well as the largest roster of world-renowned flutists and university professors from the orchestral, classical, and jazz fields of any four-day university summer program in the nation.

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Exhibitor’s Registration Application

Advertise-Only Application

Exhibit Hall Hours

IFS supports their exhibitors by leaving a two hour unscheduled block of time (excepting body mapping registrants) from 12:00-2:00 on the Saturday of IFS. Additionally, exhibits are scheduled to be held from 12:00-5:00 pm this Saturday to allow participants ample time to pursue the exhibits.

Exhibit Space

Exhibit hall will be located in Room 200B on the main floor of IFS events (marked “Ground” floor when in the elevator) or smaller classrooms adjacent to the main event hall offering a more intimate setting for showing. Additional classroom space for private trials will be also available. Tables are 8 feet long and include two chairs. The exhibition space is not carpeted. We are unable to offer draping of any sort. Please include special requests on the Exhibit Reservation and Contract Form.

Security

IFS will secure the large 200B exhibit rooms during non-exhibit hours should exhibits be scheduled for that site during this year’s event. Should the smaller class rooms scheduled for this year’s event, exhibitors will need to pack up belongings when closing for the day.

Exhibitor Registration, Rates, and Payment

Exhibitors may reserve up to three 8-foot long tables.
Daily table rates are $40 per table per day.

Please register online now. While we accept credit cards, it is our preference to receive a check. For credit card entries please contact IFS Director Alyssa Schwarz via e-mail at internationalflutesymposium@gmail.com. Make checks payable to WVU and send to:

Nina Assimakopoulos/IFS
WVU School of Music
PO Box 6111
Morgantown, WV, 26506

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, 2019. 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 exhibitor’s responsibility to contact the exhibit coordinator by July 1, 2019 to coordinate arrival/loading times if student assistance is desired.

Advance Shipments

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 exhibitor’s responsibility to contact the exhibit coordinator by July 1, 2019 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/Service Descriptions

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.

Program Advertising

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.
No individual, firm, or organization not assigned exhibit space will be permitted to solicit business in the exhibit area.
The organization’s 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 provide 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.