Terms & Conditions for Exhibitors

The undersigned hereby applies for display space at the Harmony 2025 Conference of The Ontario Music Educators’ Association (hereafter called the Lessors), at the Delta Hotels by Marriott Toronto Airport & Conference Centre subject to the conditions, regulations, and requirements specified herein and the General Rules and Regulations, the terms of which shall become part of this contract upon acceptance by the lessee.

The Lessee specifically agrees to accept and abide by all such Rules and Regulations. The CMIEC Board of Directors will confirm allocation of display space in August 2025.

The Lessor reserves the right to cancel this contract without penalty or further recourse, in any event, by written notice to the applicant on or before September 30th, 2025, if the Lessor considers it inadvisable or impossible to stage the exhibit or provide rental space for any reason.

Make all cheques payable to “OMEA” and mail to:
Harmony 2025
Attn: Alycia Pindar
1883 Rosefield Rd.
Pickering ON
L1V 3K1

IN WITNESS WHEREOF, THE APPLICANT HAS CAUSED THIS APPLICATION TO BE EXECUTED ONLY BY AN AUTHORIZED REPRESENTATIVE OF THE ORGANIZATION

APPLICATION DEADLINE: July 15th, 2025

Times and dates specified in this agreement are subject to change without notice.

• I. Official Function Title:
• a. Harmony 2025
• II. Name of the Associations:
• Ontario Music Educators’ Association

III. Conference Dates:

November 6th -8th 2025

IV. Location:

a. Delta Hotels by Marriott Toronto Airport & Conference Centre

V. Exhibitor Classifications

a. a. Industry Exhibitor ($850 or $750/booth with OMEA Corporate Membership + $50 CMIEC Membership

i. Retailers and Industry partners that sell goods or services that support Music Education in Ontario

b. Academic Institutions & Cultural Organizations ($500/booth + ($50) CMIEC Membership)


i. Academic Institutions and Cultural Organizations that provides goods or services that support Music Education in Ontario.

1. Examples: Universities, Conservatories, Orchestras, Camps

c. c. OMEA Affiliates ($275/table no CMIEC Membership)

Association of Male Choruses of Ontario (AMCO)
• Canadian Band Association – Ontario Chapter (CBA)
• Canadian Music Educators’ Association (CMEA)
• Canadian Music Industry Education Committee (CMIEC)
• Carl Orff Canada – Ontario Chapter (COCMFC)
• Choirs Ontario (CO)
• Coalition for Music Education in Canada (CMEC)
• Dalcroze Canada
• Helen Carswell Chair in Community-Engaged Research in the Arts, School of AMPD, York University
• Instrumental
• Kodály Society of Ontario (KSO)
• MusicFest Canada
• Ontario Band Association (OBA)
• The Ontario Guild of English Handbell Ringers (OGEHR)
• Ontario Registered Music Teachers Association (ORMTA)
• Ontario Strings Association (OSA)

VI. Exhibit Times:

a. Friday November 7th CMIEC AGM . 8:45 a.m. to 9:30 a.m.

b. Friday November 7th Exhibits Open 9:45 a.m. to 5:00 p.m

c. Saturday November 8th Exhibits Open 9:45 a.m. to 3:00 p.m.

Set Up and Tear Down Times are as follows:

• Setup will be on Thursday November 6th starting 1pm – 9pm
• • Tear down will start at Saturday November 8th starting at 3pm – 6pm

The conference committee is not preparing swag bags for attendees, so any promotional material you wish to be distributed should be done at your booth.

VII. Shipments of Exhibit Material Prior to the Conference

a. We encourage all exhibitors to use Stronco Show Services to coordinate incoming freight to the Conference. If you wish to look after this yourself, it is your responsibility to arrange transfer to and from the loading dock and outbound shipping including packaging/labelling. All US exhibitors should contact
b. Stronco http://www.stronco.com/contact_us.aspx regarding customs clearance.

VIII. Exhibitors Activities and Receptions

a. No exhibitor shall conduct any activity (for example, a reception) that conflicts with scheduled Conference activities. This is viewed to be counterproductive to the Conference’s goals by the CMIEC. We are here to be supportive of ALL of the conference activities and should encourage our staff and the delegates to attend all Conference activities. These events shall not take place in public areas of the facility.

IX. Subletting of Display Booths

a. No exhibitor shall assign, sublet or apportion the whole or any part of the space allotted to them with a non-CMIEC member without the knowledge and consent of the Conference Display Subcommittee. This includes the reassignment of tables and chairs. Industry reps staffing display areas must be employees of a CMIEC member company.

X. Fire Precaution

a. All fire hose cabinets, alarm boxes, extinguishers, and exits must be left accessible and in full view at all times. No part of any booth may obstruct display aisles.

XI. Electrical Power

a. Exhibitors who request power on their “Application of Exhibit Space” form will be furnished with electrical outlets of 60 cycle, 120 volts single phase current for their booths if requested and may use a maximum of 1,500 watts per booth. Electrical service will be delivered to the general vicinity of your booth so be sure to bring your own cords and power bars. Any additional electrical requirements are the responsibility of the exhibitor. All electrical work and wiring will be approved and installed in accordance with regulations established by the Hydro Electric Power Commission of Ontario.

XII. Liability

a. Delta Hotels by Marriott Toronto Airport & Conference Centre and/or the Conference Committee of Harmony and/or their personnel will not be responsible for loss and/or damage or injury to exhibits, merchandise or personnel or other properties while such are on the hotel/convention centre property. The exhibitor shall accept full responsibility for any and all damage caused by the exhibitor or his representatives and agrees to indemnify and save harmless the Delta Hotels by Marriott Toronto Airport & Conference Centre and/or the Conference Committee of and/or their personnel from and against any and all claims for any such loss, damage or injury, no matter how caused.

XIII. Protection of Exhibitors’ Property

a. Delta Hotels by Marriott Toronto Airport & Conference Centre and/or the Conference Committee of Harmony staff will not be responsible for the safety of exhibits and/or merchandise or personnel against robbery, damage by fire, accident or any other causes. In all cases, the exhibitors should provide their own insurance. The exhibit area will be secured from 9p.m. Thursday November 6th till 8:30 a.m. Friday the 7th , and from 6 p.m. Friday the 7th to 9 a.m. Saturday the 8th . The presence of this security does not constitute acceptance of any responsibility by the Delta Hotels by Marriott Toronto Airport & Conference Centre and/or the Harmony Conference Committee of staff for security of the exhibitor’s possessions, but is a service rendered only to assist the exhibitors during the conference.

XIV. Protection of Display Fixtures

a. Exhibitors will be held responsible for any and all damage done or caused to be done to the building and/or display fixtures by them, their agents or their employees. No nails, tacks or screws or other fasteners shall be driven into the walls, woodwork or floor of the building. No gasoline, kerosene, acetylene, candles or other inflammable or explosive substances will be permitted in the building.

XV. Disputes

a. The Conference Display Subcommittee will resolve any disputes or misunderstandings that may occur in the exhibit area.

XVI. Sales

a. All exhibitors, in order to sell product, must have an operational business within Canada and must have a registered HST tax number for the Province of Ontario. They must remit HST to the Government of Ontario for all conference sales. Exhibitors from outside the Province of Ontario may display their product, but they must sell product through an existing Ontario dealer or possess an appropriate business license in the province of Ontario. Exceptions apply to manufacturers and publishers who have Canadian dealers and/or distributors that are members of the CMIEC and exhibit at the conference. They may, however, sell their booth materials through participating CMIEC retail exhibitors. Any violations will be reported to the Canada Border Services Agency and Canada Revenue Agency. Some municipalities may require sellers to purchase a transient business license. Contact the local municipality for details.