Exhibitors
Exhibitor Rules and Regulations
Information below is subject to change.
Rules and Fees for Display Space
Display space is available in either sound rooms or non-sound rooms through the purchase of one or more 6-foot table spaces:
Sound exhibitors
First Table: $550 US, includes two exhibitor badges
Each additional table: $100 US
Non-Sound Exhibitors
First Table: $550, includes two exhibitor badges
Each additional table: $100
DEADLINE TO REGISTER AS AN EXHIBITOR: May 9th, 2025.
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No items shall be posted, tacked, nailed, screwed, or otherwise attached to any part of the walls, floor, or any other part of the building or furniture. This, or any other act, which interferes with the proper protection of these properties, shall be at the expense of the exhibitor.
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The 57th International Horn Symposium, IHS, James Madison University, and any symposium staff members will not be responsible for the safety of the property of the exhibitor from theft, damage by fire, accident, or other causes, but will use reasonable care to protect the exhibitors from such loss and will secure the building during those periods when the exhibit areas are not open to the public.
No responsibility is assumed for goods delivered to the exhibit area prior to the conference or materials in the exhibit area after the close of the exhibits. Exhibitors must provide their own insurance.
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All materials shipped to James Madison University should be shipped to the following address:
The Forbes Center for the Performing Arts
147 Warsaw Avenue
MSC 2107
Harrisonburg, VA 22807
Attn: Dean’s Suite, Lina Akopov
Items arriving before the symposium must be delivered after Monday, June 9th and will be securely stored at the Forbes Center for the Performing Arts. -
For Commonwealth of Virginia Sales Tax information, see https://www.tax.virginia.gov/sales-and-use-tax.
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On-campus Housing options and on-campus meal plans can be purchased at the at the time of registration through the web portal (www.heritage-horns.com)
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This general information and regulations for exhibitors become a part of the contract between the exhibitor and the 57th International Horn Symposium. They have been formulated for the best interest of the exhibitor. We respectfully request full cooperation of the exhibitor in their observance. All points not covered herein are subject to the decision of the Horn Symposium Host and the International Horn Society.
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Exhibitors may dismantle at 1:00 PM on Saturday, June 28th, and all items must be removed from the exhibit rooms by 5 PM.
Only items prepaid for shipping (UPS, FedEx, or USPS) and with a pick-up time for Monday, June 30th will be permitted to remain at James Madison University after the close of exhibits. Exhibitors must inform the Exhibits Coordinator if they will leave materials for pick-up. Neither the Exhibits Coordinator, James Madison University, or IHS can make payments to carriers on behalf of exhibitors. If a carrier does not accept any box, the shipper will be notified and the box held for no more than one week. After that it will be disposed of, with no recourse to the Exhibits Coordinator, the hosts or IHS. Any remaining items will be discarded.
Exhibitors must pick up any left-over trash, packaging materials, or unwanted items and dispose of them properly. Please leave your space as you found it.
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In the event of cancellation, variable refunds for exhibits will be available dependent on the date of cancelation:
On or before April 23, 2025 – Full Refund
Between April 24, 2025 and May 9, 2025 – 75% Refund
On or after May 9, 2025 – NO Refund (unless cancellation due to catastrophic event)
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All exhibitors must purchase tables to sell or display items at the Symposium. Fees will not be reduced for an exhibitor who provides his/her own table(s), does not need table space, or does not participate for the duration of the symposium. Any additional space used by an exhibitor (e.g., displays, racks, tables brought by exhibitor), will be charged an additional fee and may not be permitted due to lack of space. If you have any questions, please contact the exhibits coordinator. Exhibitors may only use tables purchased through and provided by IHS 57.
Each exhibitor receives two badges with the purchase of one table. Exhibitors must purchase additional badges for members of their company to participate in the symposium. Additional badges can be purchased for $200 each. A maximum of five total badges is permitted for each company, regardless of how many tables purchased.
Each business must register individually to be represented at the horn symposium. If your business is selling items for another company that will have representatives of its own at the symposium, you are required to register each company as an exhibitor. Failure to do so will mean that the non-registered company will not receive recognition online, in the program book or during the symposium as being a participating exhibitor.
Exhibitors may also purchase INFORMATION ONLY SPACE. Exhibitors can have information about their company and products by sending materials (brochures, flyers, samples) that will be prominently displayed and replenished throughout the symposium. INFORMATION ONLY SPACE will be adjacent to the School of Music Exhibitors room.
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Information-only exhibits: $200
Information-only space does not include a badge for exhibitors, or entrance into the symposium. Companies purchasing information-only space must ship items to the address given below, before June 23, 2025. Items, no larger than 9”x15” and not higher than 2 feet, will be arranged by the exhibits coordinator. An additional fee will be charged for those companies wishing to have any left-over items returned.
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EXHIBIT SPACE IS ASSIGNED BY THE EXHIBITS COORDINATOR BY END OF REGISTRATION. Rooms are available on a first-come-first-serve basis.
All table coverings and display items are to be provided by the exhibitor.
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All exhibitors will have access to James Madison University Wi-Fi. You will be supplied with all login information in advance of the Symposium. Exhibitors are welcome to use a business or personal hotspot for internet connection as well.
Any issues regarding Wi-Fi can be addressed by the JMU Information Technology Help Desk by calling (540) 568-3555.
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Power strips will be available around the perimeter of the room in the exhibit spaces to provide electrical access to exhibitors.
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Monday June 23: 2 PM to 6 PM Load-in; 7:30PM Exhibits Reception
Tuesday June 24: 10AM to 1 PM, 2 PM to 5 PM
Wednesday June 25: 10AM to 1 PM, 2 PM to 5 PM
Thursday June 26: 10AM to 1 PM, 2 PM to 5 PM
*Friday June 27: 9AM to 1 PM, 2 PM to 5 PM
Saturday June 28: OPEN 9 AM to 1 PM; TEAR-DOWN 1 PM to 5 PM
*Friday June 27th has designated IHS57 Youth Day activities. A large number of horn students from across Virginia are expected to attend. The host kindly asks exhibitors to extending hours into the morning -
Exhibit rooms will be open for set up from 2-6pm on June 23rd, and exhibitors are encouraged to give an approximate time of arrival so that staff will be able to assist in unloading of items. Exhibit spaces will be locked except for the times listed above. Parking is available in Warsaw Street Parking Deck for access to the Forbes Center and the School of Music. A campus map and building map has been made available to show location of the buildings on campus and locations of the loading docks and exhibit rooms in the Forbes Center and the School of Music.
Justin Ulmer is the JMU on-site Exhibitor: (540) 280-6368
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For the safety of all exhibitors and their property at the symposium: rooms will only be opened at the assigned times. Please plan carefully.
For further information contact:
Myrddin Rees Davies – International Horn Society Assistant to the Director & Exhibits Liaison
assistant@hornsociety.org
Justin Ulmer – James Madison University on-site Exhibits Coordinator
justinulmer27972@gmail.com
Ian Zook – host, IHS 57
ihs57info@gmail.com