Convention Exhibits

EXHIBIT BOOTHS

• The exhibit hall will be in Belmont II, III, and IV.
• 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.).
• All efforts will be made to accommodate your requests.  
• Please, no banners hung on the wall.  No taping, tacks or stapling to walls.
• Limited security, locked doors, is provided.
• Every effort has been made in scheduling flute convention events so that the participants will have adequate time to spend in the exhibit area.

EXHIBIT HALL HOURS:

Daily Setup:
Friday, 8:00 – 10 pm; Saturday, 8:00 – 10:00 am; Sunday, 9:30 – 10:30 am

Public hours:
Saturday, 10:00 am – 5:00 pm; Sunday, 10:30 am – 3:30 pm

FEES AND MEMBERSHIP

To exhibit at the convention, a business must be a current sustaining member, renewal date 3/1/2023 or later, of The Flute Society of Washington, Inc.

In your company’s member profile be sure to check the  box – “Yes, we will be exhibiting at the 2023 convention.” By checking this box your company’s name, email, business description and logo will display on the scheduled exhibitor page of the FSW website.

Sustaining membership, $60

Booth fees: $100/per table; up to three (3) tables may be reserved

Reservations received after January 15, 2022 are limited to space available.

Interested in exhibiting at the 2023 convention contact the coordinator, exhibits@fsw.net

FSW E-BLASTS

Available before, during and afte the convention

Reach out to FSW members and our extensive mail list by sending your message through our hosted email messages, or “E-blasts.”  Click here to advertise and communicate with an FSW E-blast.

CONVENTION PROGRAM BOOK ADVERTISEMENTS

2023 program book is closed.

Any member is welcome to place an advertisement in the convention program book. Make your business noticed with a special advertisement.

• Deadline for all ads is January 15, 2023.
• The acutal size of a page is 5 1/2″ wide by 8 1/2″ long.
• Picture files or pdf files are accepted.
• Advertisements for inside front cover, and inside/outside rear cover are on a first come first served basis.
• The program book will be in both a printed and online format.
• Purchase your ad on the convention exhibitor registration form or the program book ad form.
• Click to upload artwork

Mid-Atlantic Flute Convention Program Book Advertisements Sizes & Price

HOTEL AND TRANSPORTATION INFORMATION

Convention Hotel

Hilton Washington Dulles Airport
13869 Park Center Road
Herndon, Virginia, 20171

HOTEL ROOMS

Click here to make your reservation.

SHIPMENTS

No call packages will be accepted by the FSW. Click here for hotel shipment information.

PARKING

Parking at the hotel is complimentary.

TRANSPORTATION

Click here for hotel shuttle information  The “Super Shuttle” services each of our area airports: Baltimore-Washington International Airport (BWI), Reagan National Airport, and Dulles Airport. https://www.supershuttle.com/

CONVENTION MEALS

There will be a complimentary continental breakfast for exhibitors on Saturday morning from 8-10 AM. Other meals, daily lunch, cabaret dinner and Flute Lovers’ Breakfast, can be purchased on the registration form. Orders accepted  through Sunday, February 12.

Lunch boxes, $32

Lunch is available both Saturday and Sunday and includes sandwich, chips, pasta salad, fruit, cookie,  & water.

Saturday Choices

• Vegetarian: Sliced portobello mushrooms, tomatoes, cucumbers, avocado, and green pepper with feta cheese in a flour tortilla
• Roast beef deluxe: Lean roast beef, provolone, lettuce, tomatoes and horseradish sauce piled high on our fresh baked multigrain bread
• Chicken Salad Wrap: Herb marinated oven roasted diced chicken breast, tossed with red grapes, and walnuts wrapped in an oversized flour tortilla

Sunday Choices

• Vegetarian: Sliced portobello mushrooms, tomatoes, cucumbers, avocado, and green pepper with feta cheese in a flour tortilla
• Roasted Turkey Club: Oven roasted turkey breast topped with lettuce, tomatoes, bacon, and swiss cheese on multigrain bread
• Baked ham and cheese: Sugar-cured Virginia baked ham and Swiss cheese, lettuce and tomatoes on sourdough bread

Cabaret Buffet, $55

Saturday Evening Menu : Tossed Green Salad, Assorted Rolls and Butter, Lemon Caper Chicken, Pan Seared Tilapia with Sun Dried Tomato Buerre Blanc, Garlic Mashed Potatoes, Chef’s Selection of Seasonal Vegetables, dessert – Cash Bar will be available

Flute Lovers’ Breakfast with Christina Jennings, $33.00

Sunday morning menu: Plated breakfast to include: scrambled eggs, pancakes, bacon/sausage, assorted pastries, juices, coffee, tea

Regulations and Liability Agreement

REGULATIONS AND AGREEMENT EXHIBITOR LIABILITY AGREEMENT

By registering for booth space, each exhibitor acknowledges that he/she, as legal representative of his/her company, has read, understands, and agrees to accept and abide by all conditions and regulations listed under exhibition regulations. The exhibitor also agrees that The Flute Society of Washington, Inc. nor any representative or board members of the organization, will be responsible for injury, loss, or damage that may occur to the exhibitor, their employees, or exhibit materials from any cause whatsoever, either prior to, during, or subsequent to the conference.

REGULATIONS

• Exhibitors will not be permitted to set up their displays at the convention 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 exhibit hall coordinator at least two weeks BEFORE the convention 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 convention ID badge will be allowed to enter the exhibit area.
• Every exhibitor is allotted 2 ID badges, and an additional ID badge for each additional table purchased.
• A flute tryout room will be available for exhibitors and their clients at the convention. For 2022 the tryout room will have pipe and drape booths. Information will be available upon arrival.