Conference Exhibitor and Sponsor Prospectus

Saturday, March 2, 2019

 Information for Prospective Exhibitors

Cincinnati Montessori Society is a non-profit organization whose mission is to bring together parents, teachers, and schools in order to promote and support the Montessori philosophy. We are governed by a volunteer board of trustees, comprised of Montessori parents, teachers, students, administrators and others interested in supporting this method of education.

 
The CMS Annual Spring Conference
Each year, CMS celebrates the Montessori Community with an Annual Conference. The one day event includes a keynote presentation, two breakout workshop sessions, and an exhibit hall.  

This large regional conference is attended by over 500 Montessori teachers and administrators and is highly regarded as a “must attend” event in the Ohio/Kentucky area.

The conference will take place at the Northern Kentucky Convention Center (NKYCC), 1 W Rivercenter Blvd, Covington, KY 41011 on Saturday, March 2, 2019.

The Exhibit Hall
The event includes an exhibit hall located in the same room as the keynote presentation, providing maximum visibility of the exhibitor booths.

Exhibitors are invited to participate in order to:

• Showcase services or products face-to-face with Montessori practitioners
• Broaden contacts with school leaders, teacher education programs, and parents
• Increase awareness with individuals and organizations
• Make sales right on the spot

A booth in the Exhibit Hall costs $150 if you are a for-profit vendor and $100 for non-profit vendors. This includes admission to the conference and lunch for one person. The 8’ x 10’ exhibit space includes one 6’-skirted table and two side chairs. Wi-fi is provided for all exhibitors at no additional cost. Electricity is available.

Businesses exhibiting at the conference are subject to all applicable state laws regarding sales and use tax. Here is a publication from Kentucky that may be helpful. It is strictly your responsibility to determine your tax status.

Sharing or subleasing of booth space is not permitted. No pets or animals shall be permitted in the Exhibit Hall, with the exception of service animals for persons with disabilities.

Exhibitor's names, descriptions, logo and website will be listed on the CMS  website's conference page. 

Applying for an Exhibit Space
To apply for a booth, you must fill out an application (the Register Now link below) and be accepted by CMS as an exhibitor. Solely at their discretion, the Cincinnati Montessori Society reserves the right to determine what vendors may exhibit.

Once an application is accepted, space will be assigned based on the date of the original receipt of the application. Exhibit space is limited, so it is recommended that potential exhibitors apply as early as possible.

 Payment in full is required via PayPal.

 You will be notified within two weeks of receipt of your application if you have been accepted.

Cancellations must be received via email to conferenceinfo@cincinnatimontessorisociety.org by February 8, 2019. A refund of 50% will be made up to that date. No refunds will be made after that date.

Hotel Accommodations

We are pleased to be working with the Marriott Cincinnati RiverCenter, 10 West RiverCenter Blvd., Covington, KY 41011 to offer a special rate for attendees. 

• Adjacent to the Northern Kentucky Convention Center with a skywalk leading directly to the ballroom
• A special group rate of $149 for a King Bed Room or a Double Queen Bed Room. 
• Reservations must be made by February 8, 2019 by clicking here: 

      Book your group rate for Montessori Convention Room Block 

• You can also make your reservation by calling 1-800-321-2211. Please be sure to say you are part of the Cincinnati Montessori Conference group to receive the discounted rate.
• Reservations must be made by February 8, 2019 to receive this special group rate.

Exhibit Hall Hours

Exhibitor Move In: Friday 4:00 PM -7:00 PM and Saturday 6:30 AM – 8:00 AM
Exhibitor Hours: 8:00 AM – 4:00 PM
Exhibitor Move Out: 4:00 PM – 6:00 PM

Floor Plan
The floor plan is pictured below. You may request a specific booth(s), but if your request is not available, you will be assigned the next closest booth. NOTE: CMS reserves the right to update, modify, or otherwise change the floor plan and exhibit hours. 

   

                        Information for Sponsorship Opportunities

We would like to invite you to participate in the 2019 CMS Conference by sponsoring this exceptional gathering of Montessori professionals. Our sponsors help defray the cost of putting on this major event, making it accessible for teachers from all types of schools.

The Society’s primary goal is to provide a network of support for Montessori Schools. As the face of American education continues to evolve, Maria Montessori’s theories become more relevant than ever. Last year’s conference attracted a large group of teachers and administrators who enjoyed presentations and discussions on diverse topics relevant to their unique roles in the educational community.

The CMS Conference offers an opportunity for your business or organization to increase exposure to this regional network of Montessori schools. The unique venue allows your business to directly target potential customers through conference programs, web exposure, signage and face to face interaction with attendees.

Conference Major Sponsors $750
Recognition on the front of the Conference Program and on conference signage; logo and link on CMS website; Recognition from the podium at the start of the day's program; Booth in Exhibit Hall; Conference Bag Insert.
Keynote Sponsor (one opportunity) $500
Recognition from the podium prior to keynote address;Recognition in Conference Program and link on CMS website; booth in Exhibit Hall; Conference Bag Insert.
Lunch Sponsor (one opportunity) $500
Recognition on conference signage and in Conference Program; link on CMS web site; booth in Exhibit Hall.
Break Sponsor (two opportunities) $250
Recognition on conference signage and in Conference Program; link on CMS website.
Conference Bag Sponsors (limited to six opportunities) $200
Your logo will be prominently displayed on the tote bag given to every conference participant. Great exposure at the conference, and long after!                                  Conference Bag Inserts (limited to ten opportunities) $100                                   If you are unable to attend, but would still like to support our conference, send us 500 flyers, brochures, catalogues or something small to include in the participants bag. Items must be received by February 15, 2019 and shipped to: Xavier University Montessori Lab School, 1024 Dana Ave., Cincinnati, OH 45229, Room 201, Attn: CMS/Jill Wilson

For any questions regarding exhibiting or sponsorship, please contact:
Jill Wilson,                                                                                        conferenceinfo@cincinnatimontessorisociety.org                                                                                     513-290-5913

Register Now! ***NOTE: Some people have been having difficulty with this process when using Internet Explorer. This works best if you open in a new tab or window - or using Chrome or Firefox.***

By clicking here and registering now, I acknowledge that I have read and agreed to the terms and conditions as stated in this agreement.
EXHIBITOR TERMS, CONDITIONS AND RULES
1. General Event Information: The conference listed above, hereafter the “Event,” is being organized by CMS. CMS’ obligation to hold this event is contingent upon the facility in which the event is scheduled to be held providing the space that CMS has contracted on the dates set forth above. CMS makes no representations or guarantees regarding the number of persons who will attend the Event, as these numbers are impossible to predict.
2. Exhibitor Conduct: The Exhibitor agrees to assume all related costs of their registration as outlined in the Prospectus which the Exhibitor acknowledges receipt of, and, as such, agrees to comply with and adhere to all applicable laws, ordinances, rules and regulations of the local police and fire department and insurance obligations related to exhibit space where applicable. The Exhibitor and its representatives will not commit any act or permit their guests to commit any act in violation of such laws, ordinances, rules or regulations and promises to immediately stop and correct the causes of any such violations.
3. The Exhibitor is responsible for collecting all payment from any sales during the exhibit show, and is also responsible for full compliance with any local and/or state sales and use tax collection and reporting requirements.
4. Space Assignments: CMS reserves the right to assign all booth locations. Specific space will be assigned and confirmed by CMS subsequent to receipt of the complete and signed agreement and full payment of fees as specified.
5. Subletting and/or sharing of the assigned space is not permitted.
6. Display materials and sales transactions may not surpass the boundaries of contracted table or booth area or block access/view to other exhibitors.
7. Cancellation of the Event: CMS reserves the right to cancel the Event, in whole or in part, and will notify Exhibitors in writing should this occur. If CMS cancels the portion of the Event that affects Exhibitors, CMS will refund the full amount of fees paid by the exhibitor to CMS.
8. Exhibitor Cancellation: 50% of the Exhibit Fees paid will be refunded, provided that emailed cancellation is received by CMS by February 8, 2019.  There will be no refunds for cancellations after February 8, 2019.
9. Indemnity and Liability: CMS shall not be held liable for uncontrollable incidents such as weather, fire, strike, natural disasters or terrorists' activities which may cause the Event to be delayed or cancelled. The Exhibitors assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold harmless CMS and its agents against any and all claims, loss, demands, liabilities, costs and expenses or damage (including attorney fees) for any injury to, including deaths of persons, and any property loss or damages caused by, growing out of, or happening in conjunction with the planning, set up, execution, and closing of the exhibit being displayed on the property of the hotel, arising out of the negligence or willful misconduct of said Exhibitor its agents or employees and/or contractors/vendors contracted by the Exhibitors; and/or the display, use, or sale of any product or item used, displayed, or sold by Exhibitor or its agents or employees at the CMS Conference.

Cincinnati Montessori Society's 2019 Conference Exhibitor and Sponsor Registration