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Thank you for participating in the Joint Association Meeting for the Association for Technology in Music Instruction (ATMI), The College Music Society (CMS), and the Society for Ethnomusicology (SEM). This year’s meeting will be held October 2-5, 2003 at the Hotel Inter-Continental in Miami, Florida. Preparations for the conference are well underway. The information included in this letter is meant to answer some commonly asked questions.
REGISTRATION DESK:
Exhibitors should pickup their materials, including name badges and property maps, at the on-site registration desk, located in the Mezzanine East on the Second Level, upon arrival at the conference.
EXHIBIT HALL LOCATION:
The Exhibit Hall will be located Mezzanine East on the Second Level; adjacent to many meeting rooms and conference registration.
EXHIBIT HALL SCHEDULE:
Exhibit Hall SETUP is: Thursday, Oct. 2 8am-12pm
Exhibit Hall OPEN HOURS: Thursday, Oct. 2 1pm-6pm
Friday, Oct. 3 8am-12:30pm (enjoy free time the rest of the day!)
Saturday, Oct. 4 8am-3:30pm
8pm-10pm*
Exhibit Hall TEARDOWN: Saturday, Oct. 4 10pm-11pm
Sunday, Oct. 5 8am-10am (if needed)
*There is a post-dinner reception on Saturday, Oct. 4 from 8pm-9pm in the open lobby just next to the exhibit area. The reception will be open to everyone. Because of the open floor plan, you can expect the reception attendees to mingle in the exhibit area during the reception. We are excited about this extra opportunity for the exhibit hall to remain open!
SECURITY AND LIABILITY:
There will be 24 hour security for the exhibit area. The Association for Technology in Music Instruction (ATMI), The College Music Society (CMS), and the Society for Ethnomusicology (SEM), Indiana University Conferences (IUC), or the Hotel Inter-Continental will not be responsible for any injury, loss or damage that may occur to exhibitors or their property from any cause. The exhibitor, upon signing the exhibitor registration application releases ATMI, CMS, SEM, IUC and the Hotel Inter-Continental for any liability for injury or damage to persons or property.
SHIPPING INFORMATION:
Vista South Convention Contractors is the preferred Trade Show contractor for the Hotel Inter-Continental Miami. Vista South will be sending you a packet of information about shipping guidelines, fees and procedures. All shipping needs should be handled directly with Vista South.
Vista South will deliver your boxes directly to your exhibit table and representative will be on-site to assist you with your return shipping needs.
You may contact Vista South Convention Contractors at 305-673-1123.
INTERNET ACCESS:
If you need internet access, you may make arrangements directly with the Hotel Inter-Continental. Attached please find a “Communication Installation Request” (click on link for downloadable PDF file INTER-CON Communication form) and a “Credit Card Guarantee” (click on link for downloadable PDF file INTER-CON Credit Card form)
Please fill out these forms and fax them to Stephanie Brown-Sanchez, Assistant Director of Conference Services, at 305-372-4793.
Internet access requests must by made with the hotel by September 15, 2003. On-site requests for internet service cannot be accepted.
HOUSING:
Remember to reserve your lodging at the Hotel Inter-Continental before August 31, 2003. For more information about the hotel and reservation procedures, please visit the conference website at
http://www.iuconferences.indiana.edu/sem2003 and go to the “Accommodations” section.
TRAVEL:
Please check the conference website under the “Travel” section for more information about discounted flight options, airport shuttle service and driving directions to the Hotel Inter-Continental from the Miami International Airport.
CANCELLATIONS/REFUNDS
Written notification of cancellation must be postmarked or received by September 15, 2003 to receive a refund less a $35 processing fee. Cancellations received after September 15, 2003 are not guaranteed but may be reviewed on a case-by-case basis. Those who do not appear at the conference, thereby canceling by default, are not eligible for a refund.
Please feel free to contact me if you have any questions. We look forward to seeing you at this year’s conference!
Sincerely,
Jennifer Gentry
Senior Conference Coordinator
Indiana University Conferences
jengentr@indiana.edu
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