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MMEA Partnership Packages 

Sponsors, Sponsored Sessions, and Exhibitors

OVERVIEW


Maryland Music Educators Association (MMEA) is thrilled to host the 2023 Fall In-Service Conference (October) in Howard County, and the 2024 Annual State Conference (February) in Baltimore. We look forward to collaborating together on a phenomenal conference experience for hundreds of educators and thousands of student musicians. 

MMEA is seeking Sponsors and Exhibitors for the 2023-2024 academic year.  Please consider supporting music education in Maryland as a sponsor or exhibitor. Packages are available for either or both conferences. In addition to offering sponsor, sponsored session, exhibitor, and sustaining partnerships, we are also offering custom packages for music industry partners and associations/nonprofits.

 

MMEA Fall In-Service Conference 
Friday, October 20, 2023 - Columbia, MD

MMEA Annual State Conference & All State Weekend 
Friday-Saturday, February 23-25, 2024 - Baltimore, MD 

MMEA All State Weekend
Thursday-Sunday, March 7-10, 2024 - Baltimore & College Park, MD

TIMELINE

  • September 27 - Double Packages & Fall In-Service Sponsors/Exhibitors Due

  • October 20 - Fall In-Service Conference

  • January 31 - Annual State Conference & All State Sponsors/Exhibitors Due

  • February 23-25 - Annual State Conference & All State Weekend

  • March 7-10 - All State Weekend 

 

Please note: The deadline to request a Sponsored Session has passed. For those who have already submitted a Sponsored Session(s), please consider also being an exhibitor. 

Acknowledgement

  • All Sponsors, Exhibitors, and Partnership benefits are listed below in the appropriate package.

  • An MMEA Partnership form must be completed by September 27, 2023 for consideration of Double Packages or Fall In-Service Conference Packages and by January 31, 2024, for Annual State Conference, in order to be included in the materials. 

QUESTIONS AND COMMUNICATION


Please direct all questions to the MMEA Team at mmeamarylandinfo@gmail.com.

 

 

 

 

 


 

COLLABORATIVE/CUSTOM PACKAGES AND INVOICING 

 

  • MMEA values the relationship with our Music Industry Partners, including Associations, Nonprofits, and College/Universities.

  • We will work with our partners to create custom packages for sponsorship, sponsored session, exhibiting, or sustaining partnership. 

  • MMEA will provide additional pricing options for fellow associations and nonprofits. 

  • Invoices will be sent within five (5) business days of receiving the completed package form

 

CONFERENCE SPONSOR PACKAGES 


Double Conference (October & February) - Sponsor Package: $400.00

  • Deadline for this package is September 27, 2023

  • See both packages below 

Fall In-Service (October) - Sponsor Package: $200.00 

  • Deadline for this package is September 27, 2023

  • Hyperlinked sponsor logo on the conference webpage

  • Hyperlinked sponsor logo on the MMEA website for one year

  • Hyperlinked logo included in all conference promotional emails

  • Opportunity to create special offers or discount codes 

  • Inclusion in discount/promo code email post-conference to all attendees 

  • Special “Thank you” mention by MMEA Leadership at Fall In-Service Conference Luncheon

 
Annual State Conference (February) Sponsor Package: $300.00

  • Deadline for this package is January 31, 2024

  • Hyperlinked sponsor logo on the conference webpage

  • Hyperlinked sponsor logo on the MMEA website for one year

  • Hyperlinked logo included in all conference promotional emails

  • Opportunity to create special offers or discount codes 

  • Inclusion in discount/promo code email post-conference to all attendees 

  • Sponsor Acknowledgement/Company name will appear in print  All State Concert programs 

EXHIBITOR PACKAGES


Double Conference (October & February) - Exhibitor Package: $650.00

  • Deadline for this package is September 27, 2023

  • See both packages below 

Fall In-Service (October) - Exhibitor Package: $250.00 

  • Deadline for this package is September 27, 2023

  • “Sponsor Package” included ($200.00 value)

  • Table Inclusions

    • One folding Table - Approx area of 6ft to 8ft square

    • Black Table Cloth

    • 2 Side Chairs 

  • Two conference passes* for exhibitors per booth

    • *Passes are intended for use by representatives working the table.

  • Time for Vendors - 7:00 to 1:00 PM (through start of lunch)

  • Lunch for exhibitor included (limit 2)

  • Additional Details about the Fall Exhibitor Package 

    • Conference hotel booking available at a discounted rate.

    • Exhibitors are encouraged to contribute an item as a door prize for the New & Retired Teacher Luncheon. This item could be an item, gift card, store/organization credit, etc.

    • Dates/Times

      • General Exhibit Move-In/Set Up

        • Friday, October 20, 2023 - 7:15 am to 7:30 am

    • Conference Hours

      • 8:00 am to 1:00 pm

    • Exhibitor Move-Out

      • 1:00 pm

  • ​Exhibit Promotion 

    • A Morning coffee/donut time is scheduled at the start of the day to encourage attendees to visit the exhibits.

    • A time will be allotted specific to exhibits, with no sessions scheduled during that time. 

    • Student Performing Groups will be asked to visit the exhibits. 

  • Exhibitor Terms/Conditions 

    • MMEA is not responsible for load in of any displays needed for exhibitors. 

    • MMEA is not responsible for theft or damage of any property brought to the conference site by the exhibitor.

 

Annual State Conference (February) - Exhibitor Package: $500.00

  • Deadline for this package is January 31, 2024

  • “Sponsor Package” included ($250.00 value)

  • Booth Inclusions 

    • 10 x 10  Exhibit Booth 

    • 8' High Backwall Drape with 3' High Sidewall Drape

    • 7" x 44" Cardstock Identification Sign

    •  6’ x 30” Skirted Table - Blue

    • 2 Side Chairs

    • 1 Wastebasket

  • Two conference passes for exhibitors per booth

  • Two drink tickets for representatives

  • Optional Add-Ons

    • Booth Extensions 

      • $750.00 - Double booth (Up to 4 conferences passes* available)

      • $1000.00 - Triple booth (Up to 6 conferences passes* available)

      • $1200.00 - Quad booth (Up to 8 conferences passes* available)

      • Larger booth extensions possible upon request. 

        • *Passes are intended for use by representatives working the booth.

    • Hotel booking at the Hilton or Sheraton Inner-Harbor available at a discounted rate.

    • Exhibitors are encouraged to contribute an item as a door prize for the Exhibitor Happy Hour. This item could be an item, gift card, store/organization credit, etc. 

  • Additional Details about the Exhibitor Package 

    • Dates/Times

      • General Exhibit Move-In

        • Thursday, February 24, 2023 - 12:00 pm to 6:00 pm

          • Those requiring loading dock, must use this time

        • Friday, February 23, 2024 - 8:00 am to 11:00 am

          • Only for those note requirement loading dock access

      • Exhibit Hours Hours

        • Friday, February 23, 2024 - 11:00 am to 7:00 pm 

          • Exhibit Happy Hour is 5:30 pm - 7:00 pm

        • Saturday, February 24, 2024 - 8:00 am – 1:00 pm

          • Exhibit Coffee/Tea hear is 8:00 am to 9:00 am  

      • Exhibitor Move-Out

        • Saturday, February 24, 2024 - 1:00 pm to 5:00 pm

    • Exhibit Promotion 

      • A time on both exhibit days will be allotted specific to exhibits, with no sessions scheduled during that time. 

      • MMEA will host a Happy Hour on Friday Evening and Saturday Morning coffee/tea hour on Saturday In the exhibit hall to encourage attendees to visit the exhibits.

      • The All State Ensembles (500+ students) will have a scheduled time to visit the Exhibits.

      • All State Student Caregivers will be encouraged to visit the exhibits on Friday when they drop off their students for the All State weekend. 

      • All Performing Ensembles invited to perform at the conference will be required to schedule a minimum of a 30-minute window to visit the exhibits.

    • Exhibitor Terms/Conditions 

      • MMEA is not responsible for load in of any displays needed for exhibitors. 

      • MMEA is not responsible for theft or damage of any property brought to the conference site by the exhibitor. 

    • Additional Information

      • Representatives from the Baltimore Convention Center will contact Exhibitors about needs for Electricity and Wifi.

      • Decorator/General Contractor 

        • Exhibitors will receive a packet to choose optional/additional furnishings, assist with delivery of items, etc.  

        • The Baltimore Convention Center Loading dock and Exhibit Set Up/Breakdown will be coordinated by the General Contractor. 

  • Optional Add-Ons

    • Sponsored sessions by the exhibitor can be added for $100.00 per session.

      • Sponsored Session Submission Past Due

SUSTAINING PARTNERSHIP


“Sponsor Package” included ($500.00 value)

  • Company Name/Logo listed on signage, and in conference materials as the sponsoring organization for the event(s). 

  • Company name/logo of the sponsoring organization will receive featured placement as a sponsor.

  • Company will be publicly recognized at conference and Fall In-Service Conference Luncheon and All State events by MMEA Leadership. 

  • Complimentary All State concert admissions available for sustaining partners. 

  • Sustaining Partnership opportunities are available on a first come first serve basis. In addition, companies/individuals can share/split a sponsorship opportunity.

  • Collaborative/Custom Package rates can be customized if the sponsoring partner wishes to also attend the conference as an exhibitor and/or present a sponsored session. 

  • Sample Packages:

Fall In-Service Conference  - Deadline - Wednesday, September 27, 2023 

$1,000.00 - Fall In-Service Coffee/Tea Hour Sponsor 
$1,500.00 - Fall In-Service New  & Retired Educator Luncheon Sponsor
$2,500.00 - Fall In-Service Attendee Welcome Packets/Badges Sponsor

Annual State Conference & All State Concerts  - Deadline - Wednesday, January 31, 2024
         $1,250.00 - Annual Conference Coffee/Tea Hour Sponsor (4 packages available)
         $2,000.00 - Annual Conference Happy Hour Sponsor (2 packages available)
         $3,500.00 - Annual Conference Attendee Welcome Packets/Badges Sponsor 
         $4,000.00 - Conference AV, Wifi, Technology Sponsor  (3 packages available)
         $5,000.00 - All State Concert Sponsor (9 packages available)
         Custom - We welcome additional partnerships for convention packages.


SPONSORED SESSION PACKAGES 

  • Double Conference (October & February) - Sponsored Session Package: $500.00

    • Deadline has passed for 2023/2024 Year - Submit for 2024/2025 in May of 2024

    • See both packages below 

  • Fall Inservice (October) - Sponsored Session Package: $250.00

    • Deadline has passed for 2023/2024 Year - Submit for 2024/2025 in May of 2024

    • “Sponsor Package” included ($200.00 or $250.00 value)

    • Inclusion of a sponsored session in the Fall Inservice schedule

    • Sponsor agrees to take care of all expenses for the session and presenter(s)

    • Discounted conference admission for one presenter included in package

  • Annual State Conference (February) - Sponsored Session Package: $350.00

    • Deadline has passed for 2023/2024 Year - Submit for 2024/2025 in May of 2024

    • “Sponsor Package” included ($200.00 or $250.00 value)

    • Inclusion of a sponsored session in the Fall Inservice schedule

    • Sponsor agrees to take care of all expenses for the session and presenter(s)

    • Discounted conference admission for one presenter included in package

  • Optional Add-Ons

    • Additional sessions by the same sponsor can be added for $100.00 per session

    • Discounted conference admission for second or third presenters

    • Sponsor/Exhibitor/Sustain Partnership Custom Packages Available


Thank you for considering a partnership with MMEA. We deeply appreciate your support of music education, educators, and students in Maryland!

 

PROMOTION SCHEDULE

July TBA - Launch Sponsor/Exhibitor Packages 

August TBA - Launch Registration/Conference Announcement, Announce Session Schedule

Week of September 11 - Promote Early Vendor/Sponsors for Fall In-Service Conference 

Week of September 18 - Last Chance to Sponsor/Exhibit for Fall In-Service

September 27 - Deadline for Fall/Double Sponsors & Exhibitors

Week of October 2 - Promote Sponsors/Exhibitors 

October 11 - Registration Deadline for Fall Conference 

October 20 - Fall In-Service Conference 

Week of October 30 - Sponsor “Thank You,” promo codes, and event survey

Week of January 8 - Promote Early Sponsors/Exhibitors  for Annual State Conference 

Week of January 22 - Last Chance to Sponsor/Exhibit for Annual State Conference 

January 31 - Deadline for Annual Conference Sponsors & Exhibitors 

Week of February 4 - Promote Sponsors/Exhibitors 

February 14 - Registration Deadline for Annual State Conference 

February 23/25/26 - Annual State Conference 

Week of March 4 - Sponsor “Thank you,” promo codes, and event survey

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