Exhibitor Information

Thank you for your interest in exhibiting at the FMEA Professional Learning Conference. The FMEA Conference is host to 23 All-State Ensembles including Bands, Orchestras, Choruses, Guitar, Popular Music, and Orff at the elementary, middle school, and high school levels. More than 10,000 people will attend, including music educators, music supervisors, musicians, college students, school administrators, K-12 students, and their parents and chaperones. There are usually more than 300 events, including professional learning clinic sessions, keynote speakers, meetings, and concerts. 

Pre-Show Info:

• Carpet, Additional Chairs or Tables, Furniture, Shipment Receiving, Advance Warehouse Info: Order online at LVE Show Services. Email exhibitorservices@lvexpo.com if you need assistance setting up your account or placing your order.
• Electricity: Edlen Electric 
• Lead Retrieval App Licenses:  https://mysmartsource.com/ and enter Access Code FMEA0125
• Internet Access: A complimentary WiFi network will be available, but if you need a wired internet connection, other data networking services, or a telephone line, please contact SmartCity.
• Load-In begins Wednesday, Jan. 8, 8:00 a.m. If you need the loading dock, the entrance is at 211 S. Franklin St., otherwise, enter on the far-right entrance to East Hall on the 3rd floor of the convention center 

Exhibitor Information Packet 2025 - Includes important information, dates, rules, and regulations. In the contract generated in the online ordering process, you will attest that you have read and understand the information, rules, and regulations in this handbook.   

Please note our booth assignment procedure for previous exhibitors:

• To maintain the space you were in at the previous conference, register and pay your deposit before March 1.  
• To request to move or expand your space, register and pay your deposit as soon as possible. Move requests will be granted on a first-paid basis after March 1. 
• After March 1, we will first assign booth space for those who requested the same space and then assign those who requested to move or expand in the order their deposits were paid.
• Once all orders with a paid deposit have been assigned their booths, all empty spaces will be open for general sale and assigned as deposits are paid. 

SIGN UP HERE: Booth Reservation and Management System

• Login with the username and password you chose last year, or Click "CREATE ACCOUNT" if it's your first time with us
• To create a new order, follow the instructions to create a new order for "FMEA Exhibits"
• Pay deposit and/or balance on-line
• Print contract and invoice/statement
• Enter the information needed for name badges
• Enter Program Information 
• Advertising for the Conference Program, Florida Music Director Magazine, and web banner ads can also be purchased using this system.

Pricing:

Please see our Media Kit or the Exhibitor Information Packet above for booth pricing and other important information. Booths include a table and 2 chairs for each 10'x10' space. Additional items ordered from our show decorator and logistics company, including carpet, additional furniture, and shipment receiving, will incur an additional cost.  

Product Showcase Session Proposals:

If you would like to present a session showcasing your products or services, please see the Conference Proposals page. The deadline for proposals is July 15. 

Conference Program Advertising

To purchase an advertisement in the Conference Program, login to your CFAE Sponsor Account with the same login info you use for your exhibit booth order.  Select the "Print Advertising" option under the FMEA logo after you log in. 

**Please note that this year, the Conference Program will only be distributed as a digital publication posted on the FMEA Mobile App and the conference website. QR Codes will also be posted throughout the convention center.  This change does not affect the all-state concert programs, which will continue to be printed and distributed at the entrance to each concert. 

Hotel Reservations:

A block of discounted rooms is available for exhibitors at the Westin Tampa Waterside Hotel, a short walk across the river from the convention center, for a discounted rate.

Reserve Your Hotel Rooms

You must have placed your exhibit booth order online and added badges for everyone in your hotel reservation. We will regularly compare the rundowns with our exhibitor list and cancel reservations for those not registered as exhibitors with badges.

If it is showing that no rooms are available for the dates you need: The exhibitor block may be full. Beginning on September 28, you may reserve a room in one of the general attendee hotels listed on our Conference Hotel Page. However, due to teachers booking rooms for potential all-state students and chaperones, those blocks may be full at first but then they will open back up when they cancel rooms no longer needed for all-state. Therefore, we recommend you wait until late October or November to try to book in the general attendee hotel blocks. 

Watch out for Hotel and Attendee List Scammers!

The entire conference and trade show industry is suffering from an influx of Business Impersonation Scams where an unauthorized person or company searches the internet for exhibitor lists on conference and trade show websites and impersonates the conference to sell hotels or attendee lists to exhibitors fraudulently.

All legitimate email correspondence from FMEA will come from an email address ending in @fmea.org, @flmusiced.org, or @cfaefl.org. Also, our show decorator, LVE Show Services, may email you from @lvexpo.com, and the online exhibitor contract invitation will come from eSignatures.io.

There is no third-party housing or attendee list service for the FMEA Conference. The only legitimate way to reserve a hotel room for our conference is with this reservation link, and we do not offer attendee lists. 

Please notify your corporate office if they are responsible for booking travel.

If you were the victim of one of these scams, please report it to the Federal Trade Commission at https://reportfraud.ftc.gov/

Forms & Services:

• Carpet, Additional Chairs or Tables, Furniture, Shipment Receiving: LVE Show Services. Email exhibitorservices@lvexpo.com if you need assistance setting up your account.
• Electricity: Edlen Electric - If you need power to your booth, it must be ordered from Edlen. Exhibitors are not allowed to run extension cords outside of their booths. 
• For rigging and any A/V equipment rental that LVE does not have available, email Encore at Lauren.Crisp@encoreglobal.com
• Food & Beverage Sampling Request Form - Required if you are distributing samples of food or beverage products. Email the form directly to lopresti-olivia@aramark.com 

Lead Retrieval

Our iOS and Android lead retrieval app licenses are now available for pre-order. The app offers real-time data capture, custom qualifying parameters, a free-form notes section, and much more. Best of all, the data is available instantaneously in an easy-to-read format, allowing for immediate follow-up both during and after the show. Click here for more information.

Place your order at https://mysmartsource.com/ and enter Access Code FMEA0125

Internet Access

The Tampa Convention Center will provide complimentary WiFi throughout the facility, including in the Exhibit Hall. Connect to the TCC Complimentary network, open your browser, and follow the instructions for creating an account or logging into your existing SmartCity account.  

Exhibitors who need a faster or more reliable connection may upgrade to the "Exhibitor WiFi" network for $79.95 a day for a 5ghz 3mbps connection. Multi-day discounts might be available. Connect to the Exhibitor WiFi network and open your web browser to purchase access.  

If you need a wired internet connection, other data networking services, or a telephone line, please contact SmartCity.

Approved Vendors:

The only approved vendors for the FMEA Conference are:

• Frank Minish LLC - show decorator, furniture, logistics, and shipment receiving
• LVE Show Services - sub-contractor/partner for Frank Minish LLC, providing furnishings, labor, material handling, billing, and various other trade show services
• SmartSource - lead retrieval barcode scanner rental
• Edlen Electric - the convention center's electrical service provider
• Smart City - the convention center's phone, internet, and WiFi provider.
• Encore - the convention center's A/V rental and rigging provider
• Center for Fine Arts Education - The association management company owned by FMEA, providing staff and online ordering for exhibits and advertising.