Be an Exhibitor

Welcome!

Exhibiting your products and services at NewCAJE is the best way to reach educators, administrators, and community leaders from across North America and beyond. Our metrics show that 90% of our conference attendees make one or more purchases in the exhibit hall. 90% say they are likely to make a purchase from a vendor after the conference.

Before you fill out your registration form, please read the FAQs and contract rules and regulations carefully. 

Click Here to Register

Exhibitor Tabling Options:

Note: We don’t use pipe and drape in our exhibit hall.

First Table (One 8ft. Table) – $500
Includes: Single table, two chairs, one tablecloth, a listing in the program book and on our online market place, and one exhibitor registration.

Second Table (Two 8ft. Tables) – $300 
Includes: Two tables, two chairs, two tablecloths, a listing in the program book and on our online market place, and one exhibitor registration.

Second & Third Tables (Three 8ft. Tables) – $500 
Includes: Three tables, three chairs, three tablecloths, a listing in the program book and on our online market place, and one exhibitor registration.

FAQ

How many people are coming to the conference?

Who's coming?

What are the open hours of the exhibit area?
Will there be pipe and draping and table cloths?

Will the exhibit area be secure?

Is there parking?

What time can I get there/when can I leave?

Can I ship items to the conference?

Can I bring my own food in?

Can I bring another staff person to sit at my table?

I want more space than you're offering - what do I do?

Can I teach or attend a workshop?
 

EXHIBITOR CONTRACT RULES AND REGULATIONS

LOCATION:  The NewCAJE9 exhibitor area will be at the North & South Café Lounge located in the Gengras Student Union Center at University of Hartford in Hartford, CT.

EXHIBIT HOURS: Exhibit hours may change according to the final needs/schedule of the event but a tentative schedule is posted in the FAQs.

SET-UP: The exhibitor space will be available for set-up Sunday, July 29, 2018 from 9:00am – 12:00 pm. Please plan your travel accordingly to make it a smooth load-in process for all. You may NOT set up or load in materials before 9:00am. If you plan to set up later than noon, you must get permission in advance or your table will be forfeited.

BREAKDOWN: The area must be completely empty by Wednesday, August 1, at 4:00 pm. Exhibitors may not begin breaking down their area until 2:00pm on Wednesday unless special permission has been granted in advance. Exhibitor will be charged for disposal and cleanup of any materials, boxes, etc. left in the exhibit area.

CONFERENCE REGISTRATION: On the registration form, choose the Exhibitor option. You can also register for a meal plan, lodging on campus, and/or Shabbat.

FEES: Fees include an exhibit space within the dimensions reserved. ONE exhibit personnel badge is included in the fee. To bring an additional person, there is a $55 registration fee. This person should be there to work the table. If they plan to go to sessions and other programming, they need to register as a regular participant. Subletting or “sharing” tables is not permitted without advance written permission from NewCAJE. Exhibitors may only use allotted space for inventory. You may not put displays, racks, additional tables or other items that go beyond 4 inches of your table space in front. To make it a comfortable experience for all guests and exhibitors, no additional accommodations will be made onsite. You are entitled to only the amount of space you have reserved. No exceptions. 

ADDITIONAL TABLES/SPACES: Additional tables or spaces may be ordered through the NewCAJE Office before July 1st and are based on availability. Additional fees will apply. NewCAJE reserves the right to make the final determination of all space assignments in the best interests of the exhibit hall.

PAYMENT: Your full payment must be received by July 1, 2018 in order to confirm your exhibit space.

CANCELLATIONS & REFUNDS: All requests for cancellations of space must be in writing. All cancellations are subject to a $50 cancellation fee. If the request is received after July 10, 2018 there will no refund, and the exhibitor is liable for 100% of the cost of the space reserved. NewCAJE’s ability to resell the space shall not affect the refund schedule.

TAXES AND INSURANCE: It is agreed that the above-named exhibitor is responsible for any worker’s compensation and taxes and s/he does not hold NewCAJE liable for any taxes. It is also agreed that the undersigned will furnish a certificate of insurance and/or business license. You can upload this directly into the registration form. 

SECURITY: A NewCAJE staff member will be in the hall or in the Gengras Student Union Center during open hours. The exhibit room will be locked during any hours where the exhibit hall is closed. However, no additional security will be provided for the exhibits.

TRAVEL & LODGING: Exhibitor is responsible for lodging/travel arrangements. You may purchase lodging on campus on your registration.

PRODUCTS/SERVICES: NewCAJE will review all materials to be sold and/or presented and reserves the right to refuse the contract.

BUSINESS CONDUCT:

  1. Exhibits that include the operation of musical instruments, radios, sound projection equipment or anything that makes sound or displays lights must do so in a manner that does not disturb neighboring booths or interfere with the conducting of their business. NewCAJE staff will be the sole judge of what constitutes appropriate sound levels or light disturbances.
  2. Marketing and Sales outside of the Exhibit area is not permitted. No literature may be distributed or signs posted in the dining hall or classroom area. No products may be sold or advertised in sessions by the leader of the session or by a participant.
  3. Literature can be distributed only at the booth of the exhibitor and not by walking around the exhibit area or in areas set aside for registration, meeting rooms, dorms or dining halls or anywhere else outside of the exhibitor area.

PERSONAL CONDUCT:

  1. No part of the building can be defaced in any manner, nor shall signs or articles be posted, nailed, taped or affixed to any pillar, door, wall or other parts of the campus buildings.
  2. Fire laws must be obeyed. No dangerous/fire hazardous materials can be used in exhibits. NewCAJE has the right to ask exhibitors to move boxes of excess materials if they are deemed hazardous. There will be no smoking in the exhibit area.
  3. The use of alcohol (by exhibitors or their representatives) is prohibited at or near the exhibition tables during exhibition hours. Illegal drugs are prohibited from the conference site at all times. Exhibitors may not smoke at or near the exhibitor tables.

LIABILITY:

  1. In the event that, because of fire, labor strike, government regulations, public catastrophe, act of God, etc., beyond the control of management, the conference will not be held, NewCAJE will refund any exhibit fees received.
  2. The exhibitor assumes entire responsibility and agrees to indemnify and to hold harmless NewCAJE, and its agents, the sponsors and co-sponsors, the University of Hartford and their representative employees from any liability whatsoever against all claims, losses, and damages to persons or property, including, but not limited to, bodily injury, property damage, fire, theft, explosion, governmental charges or fines, attorney fees, or any damage incurred by an act of nature arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of premises.
  3. The exhibitor agrees that NewCAJE has the right at any time to terminate this contract and remove an exhibitor. In such a case, the exhibitor will be given oral or written notice by NewCAJE and sufficient time to remove his/her materials from the exhibit tables. If the materials are not removed by such time, they shall become the property of NewCAJE and the exhibitor waives any right to claim for damage against NewCAJE.
  4. The property of all exhibitors belongs to the exhibitor at all times. NewCAJE, its officers and staff members and College staff are not responsible for the safety of the property from theft, damage by fire, accident, vandalism or other causes, and the exhibitor expressly waives and releases any claim or demand that he may have against any of them by reason of any damage to or loss of property of the exhibitor.  It is recommended that the exhibitors obtain adequate insurance coverage at their own expense, for property loss or damage and liability for personal injury.
  5. Unless there has been sole negligence, gross negligence or willful misconduct of NewCAJE or the University of Hartford, the exhibitor will indemnify NewCAJE and University of Hartford against any account of injury or damage to person or property. The exhibitor covenants and agrees that in case NewCAJE or the University of Hartford be made a party to any litigation commence by or against exhibitor or relating to this lease of Premises, the Exhibitor shall and will pay all costs and expenses, including reasonable attorneys fees and court costs, incurred by or imposed upon NewCAJE or the University of Hartford by virtue of this litigation.

COMMUNICATIONS:  All communications/correspondence from exhibitors are to be directed to the NewCAJE Conference Coordinator Sydney Backer at info@newcaje.org or 857-288-8765.

This button will bring you to the conference registration. To register, follow the steps below:

  1. “Register for the Conference” for the first question
  2. “Exhibitor In-Residence” or “Exhibitor Commuter” for the second question

In the Exhibitor section, you will be able to add a meal plan, housing, and the fee for a second person if applicable.