2023 ASTA Exhibitor Information
2023 Exhibitor Registration Information and Pricing
Click the link above to look at pricing for exhibiting, sponsored conference sessions, advertising, and sponsorship opportunities. All rules and regulations for exhibiting, as well as expectations, as located at the bottom of this webpage. Questions? Email firstname.lastname@example.org
PDF of Floor Plan
Exhibitor Forms and Deadlines:
Exhibitor Company Profile Form - Deadline: January 17, 2023 (Coming Soon)
Onsite Program Advertising Form - Deadline for Artwork: January 17, 2023 (Coming Soon)
Exhibitor Booth Rep Form - Deadline: February 14, 2023 (Coming Soon)
Exhibitor Service Kit - Fern Expo Services - Link to the Kit will be live beginning November 1, 2022
Exhibit Hall Rules and Regulations
ASTA 2023 National Conference
Orlando, FL March 15-18, 2023
Exhibit Booth Specifications
Each exhibit space is 10’x10’ and includes the following:
(1) 8’ high back wall
(2) 3’ high side rails
(1) 6’ x 2’ 30” high skirted table
(1) 11” x 17” exhibitor ID sign
Exhibitor Registration and Promotion
(1) company profile in conference program
(1) full conference main registration to attend education sessions
(3) exhibit hall only personnel badges
Assignment of Space
The initial assignment of booth space will be made on a first-come, first-serve basis. ASTA reserves the right to change the location of an exhibitor and retains the right to arrange the exhibit hall in the most appropriate and safe manner. No booth space will be assigned until payment is received in full by ASTA. The contracting exhibitor may not sublet or reassign, in part or in whole, space to any other firm or individual without prior written consent of ASTA.
Exhibits must be confined to space purchased. Adherence to this policy will be strictly enforced. Any exceptions to this require written approval from the executive director of ASTA. Nothing shall be pasted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture Exhibitors are solely responsible for any fees incurred for damage to the exhibit hall. Distribution of circulars or promotional material is permitted only within the contracted booth space. Advertising material or signs of firms other than those that have rented booth space are prohibited. Canvassing and solicitations of business except by exhibiting firms are prohibited. Exhibitors will be expected to adhere to ethical standards in their canvassing, interviews, demonstrations, etc. Order taking and selling will be permitted in assigned booth spaces only. It is the responsibility of the exhibitor to comply fully with any applicable state and local sales and use tax laws and requirements.
ASTA has secured exhibit hall space that has some built-in security measures, such as lockable doors, video camera monitors, and convention center security. In addition to these measures, ASTA may provide additional security during exhibitor move-in, show hours, and non-show hours. Security personnel will check badges for entrance to the exhibit space. Absolutely NO ONE without a proper badge will be granted access. ASTA will not be held liable for any losses of merchandise, damage to property, or injury to individuals. Exhibitors are always held completely responsible for their own materials and should take whatever extra care necessary to prevent loss or damage. ASTA does not provide security within the exhibitor’s booth space; if such security is desired by exhibitors, they may contract with an appropriate security service.
Music Sound Levels
Reasonable sound levels must be employed in all exhibit booths. The Executive Director of ASTA reserves the right to restrict exhibits that, because of undue noise, method of operation, material, or any other reason, become objectionable or unruly. In the event of such a restriction or eviction, ASTA is not liable for any refunds, rentals, or any other expense. Headphones, rather than speakers, are recommended for use of sound equipment when possible.
For the consideration of both attendees and fellow exhibiting companies, ASTA has set out some guidelines for demonstrations in exhibit areas. Exhibitors may demonstrate their own product(s) in their assigned booth space if demonstrations include product manufactured or distributed by the exhibitor, that demonstrations do not exceed 80 decibels, and that demonstrations do not exceed 5 minutes in duration.
Music Performance and Licensing
Live or recorded music attractions used in an exhibit must have prior written approval from ASTA. It is the sole and exclusive responsibility of the exhibiting company to arrange for performance and mechanical licenses for copyrighted music used in booths. Exhibitors will indemnify and defend ASTA against any claims or suits alleging copyright infringement for the use of music by the exhibitor.
The exhibiting company acknowledges that ASTA has no responsibility for exhibitors’ property, and that the exhibitor takes full responsibility for all risks to the property the exhibitor brings to the conference. Each exhibitor shall be required to maintain the following insurance coverages during the ASTA National Conference: Commercial General Liability, Products/Completed Operations, Personal Injury and Automotive Liability (where appropriate) with minimum limits of not less than $1,000,000; Fire Liability with a minimum of $50,000; and Medical Payments with a minimum limit of $5,000. Policies of coverage for all such coverage shall name ASTA and the Hyatt Regency Atlanta as additional insureds. Proof of the certificates of coverage may be requested by ASTA or the hotel.
The exhibiting company agrees to protect, indemnify, defend, and hold harmless ASTA against all claims, losses, damages, and accidents to person or property, governmental charges or fines, and attorneys’ fees arising out of or caused by negligence of the exhibiting company or those acting on behalf of the exhibiting company during installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof.
In the event of cancellation of the 2023 National Conference because of circumstances beyond ASTA’s control, or in the event of failure or inability to fulfill this contract, or to furnish the space due to fire, strikes, authority of the law, acts of God, terrorism, or any other cause or reason, the ASTA Board of Directors shall determine an equitable basis for the refund of monies received from exhibitors, if any, after deducting the portion of the expenses incurred that are allocable to each exhibitor.
Sharing/Subletting of Space
No exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted, or have representatives, equipment of materials from other than their own firm in the rented space. Only the name of the exhibitor who appears on the contract may be placed in the booth and in the show’s printed exhibitor directory. Should an exhibitor cancel, exhibit space reverts to show management for resale.
Listing and Promotional Materials
By exhibiting at the ASTA conference, exhibitors grant ASTA fully paid, perpetual non-exclusive license to use, display and reproduce the company name, contact information and any photographs taken of you or the exhibit floor containing your booth during the conference for future promotional materials. ASTA shall not be liable for any errors or omissions of any listings or descriptions.
Safety, Fire and Health
All Federal, State and City laws must be strictly observed. A full listing of these fire and safety regulations will be available in the full Exhibitor Service Manual provided by Fern (see link above).
The 2023 ASTA Conference is sponsored by the American String Teachers Association, 4155 Chain Bridge Road, Fairfax, VA 22030, 703-279-2113, www.astastrings.org
Exhibit Space Set-up
Set-up is allowed only during the stated times and all exhibitor personnel must have an exhibitor badge to enter the hall. Exhibiting companies must be completely set up by 3pm on Thursday, March 2 for inspection of the hall by the fire marshal. If an exhibiting company is not set up by 3pm it will not be allowed to set up until after the close of the grand opening reception or the space may be forfeited. Exhibiting companies are not allowed to dismantle exhibit space prior to the official end of the show. Early dismantling will result in a $500 fine and the inability to exhibit at future shows.
Tentative Exhibit Hall Schedule (subject to change)
Thursday, March 16
• 11:00 am-4:00 pm Exhibit Set-up
• 5:00 pm-7:00 pm Grand Opening & Reception
Friday, March 17
• 10:00 am- 6:30 pm Exhibits Open
• 10:30 am -11:00 am Attendee Break with Exhibitors
• 12:00 pm- 1:30 pm Concession Lunch & Break with Exhibitors
• 3:45 pm – 4:15 pm Attendee Break with Exhibitors
• 5:30 pm – 6:30 pm Reception in Exhibit Hall
Saturday, March 18 10:00 am-1:30 pm Exhibits Open
• 10:45 am -11:15 am Attendee Break with Exhibitors
• 12:15 pm-1:30 pm Concession Lunch & Break with Exhibitors
• 1:30 pm - 7:00 pm Exhibit Dismantle and outbound shipping
The Hyatt Regency Orlando is NOT a union facility. ASTA will have a POV lane for those exhibitors that will be using their own personal vehicle as well as loading docks available for the larger trucks. Please contact our service contractor, Fern Expo Services, to schedule an unloading time on Thursday, March 16. Additional directions and load in information will be provided with your exhibitor kit as well as online in the Exhibit Center.
Exhibitor Services Packets
ASTA has selected Fern Exposition Services as its official service contractor for this conference. A complete exhibitor services kit link will be available on our website in the Exhibitor Center and you will receive more information directly from Fern Expo Services. The service kit will have forms and instructions on ordering additional booth furnishings, additional carpeting options, telephone service, electrical services, shipping to/from the show site, etc.
Incorporation of Rules and Regulations
Any and all matters pertaining to the exhibition not specifically covered by this contract and the rules and regulations as described in the services manual, shall be subject to determination by ASTA. ASTA may adopt rules and regulations from time to time governing such matters and may amend or revoke them at any time upon reasonable notice to the exhibitor and shall apply to and become binding. If an exhibitor objects to such an amendment, they must provide notice to ASTA promptly. Within 3 days of notice being received by ASTA, the amendment shall not apply to exhibitor until such a time as the exhibitor and ASTA can otherwise agree.
ASTA reserves the right to interpret and enforce all Rules and Regulations contained in this contract and to make any additional Rules and Regulations that may be necessary for the proper conduct of this national event. All such decisions shall be binding upon the exhibiting company. Any controversy or claim arising from the terms of this contract, including the Rules and Regulations that cannot be negotiated by the parties involved, shall be settled by arbitration in accordance with the rules of the American Arbitration Association.
Exhibiting at the ASTA 2023 National Conference assumes your agreement with these listed rules and regulations. These rules and regulations are part of the agreement signed by you to exhibit at ASTA 2023. Please check back as updates may be made to this information as we get closer to the conference.
Additional Exhibitor Notes
• ASTA has partnered with the Hyatt Regency Orlando to provide hotel rooms for the conference and room reservations should be made directly through the hotel's website or by phone.
• ASTA does not use a third-party housing service. If you are contacted by any company offering hotel reservations for the ASTA National Conference, please note they are NOT affiliated with ASTA nor acting on behalf of ASTA.
• ASTA cannot guarantee the authenticity of any reservations made with third party companies and we advise you to contact the Hyatt Regency directly for hotel reservations and information.
• ASTA cannot be held liable for any charges or reservations made with any third-party companies.
• Only use vendors authorized by ASTA. Unauthorized businesses may contact you about list rental, exhibit displays and rentals, hotel offers, and other sales pitches.
The only vendors authorized by ASTA for the 2023 ASTA National Conference are:
• Fern Exposition Services
• PSAV Internet and Electricity Services
•Hyatt Regency Orlando Hotel
• If you receive an email about conference attendee lists, please note that the only source of attendee information is ASTA. ASTA does not sell its list through any list rental agencies. If you receive a solicitation and are unsure of the vendor’s affiliation with ASTA, please contact us.