2009 Mid-Atlantic Flute Fair

Exhibitor Information

 The Flute Society Of Washington, Inc.
THE MID ATLANTIC FLUTE FAIR
February 21 & 22, 2009

Click here for a booth registration form (pdf file)

Click here to download Adobe Reader


Hotel Information
The Sheraton Reston Hotel is located at 11810 Sunrise Valley Dr. Reston, VA 20191. It is just a few miles from Dulles Airport.
Web site: http://www.starwoodhotels.com/sheraton/property/overview/index.html?propertyID=655
Special sleeping room rates are available by mentioning the Mid-Atlantic Flute Fair. The room rate is $89.00 plus (11%) tax per night for up to 4 people on Friday and Saturday. Sunday’s rate is slightly higher. Reservations can be made online at 

http://www.starwoodmeeting.com/StarGroupsWeb/res?id=0710099573&key=B6DBB

Reservations can also be made by calling 800-325-3535, or locally at 703-620-9000. Make your reservation no later than February 1, 2009 to guarantee this rate. The hotel fax number is 703-620-0024.
Shipments to the hotel should be sent no earlier thanthree days before the flute fair. Please address all shipments using the following address:

Sheraton Reston Hotel
Attention: Rose Henderson
Group Name: The Flute Society of Washington, Inc.
11810 Sunrise Valley Dr.
Reston, VA 20191

There may be a small fee for more than five (5) boxes. Please contact fair coordinator, Susan Todenhoft, if you will be shipping more than five boxes.

Parking at the hotel is complimentary.

GROUND TRANSPORTATION
The Sheraton Reston Hotel provides a courtesy shuttle service to and from Dulles Airport. The shuttle can be found at location 2A or 2H. Please call the hotel on arrival.

The "Super Shuttle" services each of our area airports: Baltimore-Washington International Airport (BWI), Reagan National Airport, and Dulles Airport. The phone number for the Super Shuttle is 1-800-BLUEVAN.  Call them 24 hours in advance. 

 
EXHIBIT HALL
The exhibit hall will be in the Diamond Ballroom.  Each booth will include a six foot draped table and two chairs. Please make any special request on the Exhibit Reservation Form (i.e., electrical outlet, if you need to have a wall behind you, etc.). Please, no banners hung on the wall.  No taping, tacks or stapling to walls.  All efforts will be made to accommodate your requests.  Limited security (locked doors) is provided.  Every effort has been made in scheduling flute fair events so that the participants will have adequate time to spend in the exhibit area.

Exhibit Hall Hours

                                                                          Set Up                         Hall Open to Public       Break Down
                                         Saturday, 2/21/09     8:00 – 10:00 am     10:00 am – 5:00 pm       n/a
                                         Sunday, 2/22/09     10:00 – 11:00 am     11:00 am – 4:00 pm       4:00 – 6:00 pm


MEALS
There will be a complimentary continental breakfast for exhibitors on Saturday morning from 8-10 am. Lunch will be available in the Diamond Ballroom Foyer. More information will be sent to all registered exhibitors.Tickets can be purchased online (fsw.net) or Saturday morning at the fair.


FEES AND MEMBERSHIP
All exhibitors must be a current (2009) sustaining member of The Flute Society of Washington, Inc.  Dues may be paid with the booth reservation. FSW Sustaining Membership dues are $50. Members receive a listing (complete contact information) in the current flute fair program book and at the exhibitor/sustaining member page on the FSW web site. Contact Sarah Andrew Wilson for e-newsletter advertising (sarah@phloot.com)

 
Booth/Table Fee (reserved on or before January 15, 2009:  $85 (per table)

Reservations received after January 15, 2009 will require a late fee of $25.00.


FSW MEMBERSHIP MAILING LABELS
Mailing labels of the FSW membership are available for $25.00 and can be requested on the Exhibit Reservation Form. We supply hard copy labels only.

PROGRAM BOOK LISTING
Please fill out the reservation form carefully since it will be used for your listing in the program book, FSW membership directory and the FSW website. All sustaining members are listed in each FSW newsletter by company name.

FLUTE FAIR PROGRAM BOOK
All FSW sustaining members (businesses), including those that cannot be present at the flute fair, are welcome to place an order for an advertisement. Besides the fair events and participant listing, the fair program book contains upcoming competition requirements and Flute Society events. Attendees carry the book home for the information listed. Make your business noticed with a special ad. Ads submitted in hard copy must be camera ready. Electronic ads are encouraged. Flute fair program book advertisements should be sent to Nan Raphael.  Deadline for all ads is January 15, 2009.


The size of a page and/or program book is 5 1/2” wide by 81/2” long.  Advertisements submitted in hard copy form must be camera-ready and to-size.  Advertisements for Inside Front Cover, and Inside and Outside Rear Cover are on a first come first served basis.


Mid Atlantic Flute Fair Program Book, February, 2009

     Inside Front Cover    4.5 x 7.5 inches          $75
     Inside Rear Cover     4.5  x 7.5 inches        $75
    Outside Rear Cover  4.5 x 7.5 inches         $75
    Full Page                   4.5 x 7.5 inches        $50
Half Page/Business Card            4.5 x 3.5 inches        $25
    Double Page              10 x 7.5 inches        $90

REGULATIONS
  • Exhibitors will not be permitted to set up their displays at the fair until all fees have been paid in full.
  • Each booth must be staffed at all times during the published exhibit hours.  If any assistance is needed, please contact Nan Raphael or Susan Todenhoft before the fair weekend and all attempts will be made to find appropriate assistance.
  • There will be no smoking in the exhibit hall.
  • All exhibits must conform to the size of the booth space and must be arranged so as not to obstruct the view of, or interfere with, other exhibits.
  • Exits, fire stations and fire extinguisher equipment must not be obstructed.
  • No individual, firm or organization not assigned exhibit space will be permitted to solicit business in the exhibit area.
  • The organization’s door monitors are instructed not to allow any instruments to exit the exhibit hall unless they are in their hard cases. This is meant for everyone’s protection. NO EXCEPTION TO THIS RULE!
  • Only persons displaying the flute fair ID badge will be allowed to enter the exhibit area.
  • Every exhibiting sustaining member is allotted 2 ID badges.
  • A flute tryout room will be available for exhibitors and their clients at the fair. Information will be available upon arrival.


Please send all registration information to Nan Raphael at the address listed below. All checks should be made payable to The Flute Society of Washington, Inc.


CONTACT INFORMATION
Nan Raphael, Exhibits Coordinator
233 Kentucky Ave. SE #12
Washington, DC 20003
202-546-1587
SoloPikolo@aol.com

Mid-Atlantic Flute Fair Coordinator
Susan Todenhoft
703.323.4172
fair@fsw.net