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MMEA Partnership Packages 

Sponsors, Exhibitors, and Sustaining Partnership

Overview

Timeline

Questions and Communication

Collaborative/ Custom Packages and Invoicing

Sponsored Sessions

Sponsor Packages

Exhibitor Packages

Sustaining Partnership

Conference Planning Timeline

Promotion Schedule

Conference Submission Form

OVERVIEW

Maryland Music Educators Association (MMEA) is thrilled to host the 2024 Fall In-Service Conference in October, and the 2025 Annual State Conference in March. 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 2024-2025 Year of Programming. 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 Inservice Conference 

Friday, October 18, 2024 - Kent Island High School, Stevensville, MD

 

MMEA Annual State Conference 

Friday-Sunday, March 7-9, 2025 - Baltimore Convention Center, Baltimore, MD. 

TIMELINE

  • June 5 - Sponsored Session Submissions Due

  • September 25 - Double Packages & Fall In-Service Sponsors/Exhibitors/Sustaining Partnerships Due

  • October 18 - Fall In-Service Conference

  • February 12 - Annual State Conference Sponsors/Exhibitors/Sustaining Partnerships Due

  • March 7-9 - Annual State Conference & All State Weekend

 

Acknowledgement

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

  • In order to be included in the materials, the MMEA Partnership form must be completed by:

    • September 25, 2024 for consideration of Double Packages and for Fall In-Service Conference Packages

    • February 12, 2025 for Annual State Conference

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 colleges/universities.

  • We will work with our partners to create custom packages for combinations of sponsorships, sponsored sessions, exhibitors, or sustaining partnerships.

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

  • An MMEA Team member will reach out to create the package, and discuss the invoicing timeline.

 

SPONSORED SESSIONS

  • All music industry partners and additional companies can submit for a sponsored session in two tiers.

    • Sponsored Session  - The sponsor is aware and will assume the responsibility of the associated logistics, costs, transportation, lodging, etc. The partner will receive notation on the session description that “This Sessions is sponsored by _________”

      • Special Notes 

        • MMEA/NAfME Membership is required (if selected) of the presenter/conductor at this level of partnership. 

        • This level does not include an additional sponsorship package and the sponsor covers the presenter’s expenses to register and attend the conference. 

        • These sessions go through the committee review process and may or may not be selected. 

    • Sponsored Session with Partnership - This sponsor will be able to select Conference Sponsorship or Sustaining Partner packages that support MMEA. Sponsor will receive additional advertisement, promotion of company logo, hyperlink to the company website, and acknowledgement on the MMEA Website for one year. 

      • Special Notes

        • MMEA/NAfME Membership is encouraged, but not required, of the presenter/conductor at this level of partnership. 

        • These sessions do not go through the committee review process and are approved by the Executive Board.

      • Packages 

        • Double Conference (October & March) - $400

          • Deadline - June 5, 2024

          • See both packages below

        • Fall Inservice (October) - $200

          • Deadline - June 5, 2024

          • “Sponsor Package” included ($250 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 (March) - $300

          • Deadline - June 5, 2024

          • “Sponsor Package” included ($350 value)

          • Inclusion of a sponsored session in the Fall In-Service 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 (October) & $150 (March) per session

          • Discounted conference admission for second or third presenters

          • Sponsor/Exhibitor/Sustaining Partnership Custom Packages Available

 

SPONSOR PACKAGES 

Double Conference (October & March) - $500

  • Deadline - September 25, 2024

  • See both packages below 

Fall In-Service (October) - $250

  • Deadline - September 25, 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 

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

 
Annual State Conference (February) - $350

  • Deadline - February 12, 2025

  • 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 on All State Concert programs 
     

EXHIBITOR PACKAGES

 

Double Conference (October & March) - Exhibitor Package: $675

  • Deadline - September 25, 2024 (or until Sold Out)

  • See both packages below 

 

Fall In-Service (October) - Exhibitor Package: $300

  • Deadline - September 25, 2024 (or until Sold Out)

  • “Sponsor Package” included ($250 value)

  • Table Inclusions

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

    • Black Table Cloth

    • 2 Chairs 

  • Two conference passes* for exhibitors per booth

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

  • Time for Vendors - 7:30 AM to 1:00 PM (through start of lunch)

  • Additional Details about the Fall Exhibitor Package 

    • Conference hotel booking available at a discounted rate with hotels.

    • Exhibitors are encouraged to contribute an item as a door prize for the Luncheon & Happy Hour.

    • Dates/Times

      • General Exhibit Move-In/Set Up

        • Thursday, October 17 - Evening Time TBA

        • Friday, October 18, 2024 - 7:00 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.

      • MMEA does not employ an exhibition service for this conference. 

 

Annual State Conference (February) - Exhibitor Package: $500

  • Deadline - February 12, 2025 (or until Sold Out)

  • “Sponsor Package” included ($350 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 Chairs

    • 1 Wastebasket

  • Two conference passes for exhibitors, per booth

  • Two drink tickets for representatives

  • Optional Add-Ons

    • Booth Extensions 

      • $850 - Double booth (Up to 4 conference passes* available)

      • $1150 - Triple booth (Up to 6 conference passes* available)

      • $1500 - Quad booth (Up to 8 conference 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, March 6 - 12:00 pm to 6:00 pm

          • Those requiring loading dock, must use this time

        • Friday, March 7 - 8:00 am to 11:00 am

          • Only for those not requiring loading dock access

      • Exhibit Hours Hours

        • Friday, March 7 - 11:00 am to 7:00 pm 

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

        • Saturday, March 8 - 8:00 am – 1:00 pm

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

      • Exhibitor Move-Out

        • Saturday, March 8 - 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 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 st 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. 

 

SUSTAINING PARTNERSHIP

  • “Sponsor Package” included ($250 or $350 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 All State events by MMEA Leadership. 

  • 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 - September 25, 2024

$1,200 - Coffee/Tea Hour Sponsor

$2,000 - Attendee Welcome Packets/Badges Sponsor

$3,000 - Conference Lunch Sponsor 

$3,000 - Happy Hour Sponsor 

Annual State Conference & All State Concerts  - Deadline - February 12, 2025

$1,500 - Coffee/Tea Hour Sponsor 

$2,000 - Awards Ceremony Sponsor 

$3,000 - Happy Hour Sponsor

$4,000 - Attendee Welcome Packets/Badges Sponsor 

$5,000 - Conference AV, Wifi, Technology Sponsor 

Custom - We welcome additional partnerships for convention packages.

 

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


CONFERENCE PLANNING TIMELINE


August - Launch Conference Registration & Announce Fall In-Service Session Schedule
Mid September - Last Chance to Sponsor/Exhibit for Fall In-Service
September 25 - Deadline for Fall/Double Sponsors & Exhibitors
October 9 - Registration Deadline for Fall Conference 
October 18 - Fall In-Service Conference 
January - Announce Annual Conference Session Schedule
February 12 - Deadline for Annual Conference Sponsors & Exhibitors 
February 26 - Registration Deadline for Annual State Conference 
March 7/8/9 - Annual State Conference 

PROMOTION SCHEDULE

MMEA includes all partners' logos and hyperlinks on a series of emails about each conference. The sooner the partner registers, the more the logo/hyperlink will be shared. See below for an outline of planned promotional emails and social posts. We appreciate our partnerships!

August - Conference Registration Launch 

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

Mid September - Pre-Registration Reminder 

Early October - Sponsors/Exhibitor Highlight

Early October - Session Highlight

Mid October - “Last Chance” to Pre-register

Late October - Sponsor “Thank You,” promo codes, and event survey

Early January  - Promote Early Sponsors/Exhibitors  for Annual State Conference 

Early February - Pre-Registration Reminder

Mid February  - Sponsors/Exhibitors Highlight

Late February - Session Highlight

Late February  - “Last Chance” to Pre-register

Mid March - Sponsor “Thank you,” promo codes, and event survey

OVERVIEW
TIMELINE
QUESTIONS AND COMMUNICATION
Collaborative/ Custom Packages and Invoicing
Sponsored Sessions
Sponsor Packages
Exhibitor Packages
Sustaining Partnership
Conference Planning Timeline
Promotion Schedule
Conference Submission Form

CONFERENCE SUBMISSION FORM

 

Use this form for Sponsor, Exhibitor, and Sustaining Partnership Opportunities

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