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Exhibitors Manual

Exhibitor Manual - WATERCON

Exhibit Hours
Exhibit Personnel
Installation of Exhibits

Suitcasing Policy
Payment
Assignment of Space

Disclaimer
In-Booth Promotions
Food and Beverage




Exhibit Hours

EXHIBIT HOURS:

No technical sessions during the grand opening from 2 to 2:30 pm on Monday during opening day at WATERCON.

Exhibit hours are:
  • Monday 2:00 pm to 6:00 pm
  • Tuesday 9:00 am to 6:00 pm
  • Wednesday 8:30 am to 11:30 am

We expect all Exhibits to be staffed at all times during the exhibit hours.
All exhibits must remain up until noon on Wednesday. Failure to comply will result in the loss of priority points.



#Exhibit Personnel | ONLINE EXHIBITOR PERSONNEL REGISTRATION
Admission will be by Exhibitor Badge. Exhibitor Badges are not transferable. Booth personnel are registered separately. Each person is $50.00 and includes one drink ticket per exhibitor personnel. Meals are not included with exhibitor registration but can be purchased individually.



Installation and Dismantling of Exhibits#
Set up hours are: Sunday from 4:30pm to 8:00pm and Monday from 8:00am to 1pm. All booths need to be set up by 1pm on Monday. Any booths not set up are subject to cancellation without refund. In case of emergencies notify Executive Director of ISAWWA at 866-521-3595 extension 1 that your booth setup will be delayed.

Dismantling of exhibits will begin at 11;30 am on and must be completed by 3:30pm. If you need to have a later tear down deadline, please notify staff prior to reserving your booth. Arrangements can be made to assign you to a booth that can have a later tear down. No exhibitor shall have the right prior to the show closing to remove articles or dismantle early without the permission from the Executive Director of Illinois Section AWWA or the MAC Committee Chair.


#Assignment of Space and Payment
Applicants must use the Application for Exhibit Space or register online including agreeing to the Exhibit Guidelines. Exhibitors that wish to avoid placement adjacent to another exhibitor should view the online exhibit hall for neighboring booths. In addition the exhibitor should check back frequently for additional booth assignments near or adjacent to their booth. Booth changes can be requested at any time after the original booth space has been assigned. Exhibitors requesting booths next to each other should sign up at the same time and the booths will be assigned with the exhibitor with the lowest priority points. Assignment of space for indoor exhibits are made by ISAWWA, beginning on the following dates;

Exhibitors are awarded one point per year that they exhibit at WATERCON and or the individual association conferences of Illinois Section AWWA. The most point that you can achieve is 10 points. All exhibitors are encouraged to register for a booth as soon as the invitation to reserved a booth is open.

The booth assignment schedule would be as follows:

    · 10 points - July 18, 2017
    · 9 points -   August 1
    , 2017
    · 8 points -   August 15, 2017
    · 7 points -   August 22, 2017
    · 6 points -   August 29, 2017
    · 5 points -   September 5, 2017
    · 4 points -   September 12, 2017
    · 3 points -   September 19, 2017
    · 2 points -   September 26, 2017
    · 1 point -    October 3, 2017

    · All booths October 4, 2017

Priority of space assignment will be based on the date and time the applications are received. Points may be earned by past exhibit history exhibiting at the ISAWWA Annual Conference over the last 10 years. Each year is worth one point, regardless of the number of booths reserved in any one year. Any company that exhibited the last ten years at either Conferences has earned the highest number of priority points - ten.

In the event that exhibiting companies merge together, or are bought out by or purchase another company, the parent company may choose to use the higher points of the two companies with written consent, therefore eliminating the lower points.

Loss of priority points may occur if the exhibitor does not comply with Expo Rules and Regulations.

Names of all Sponsors and Exhibitors whose checks are received by January 15, will be placed in the onsite Conference program and on the conference web pages.


#Payment
Payment can be made either 1) In full at time of booth reservation via check or credit card or 2) invoiced for full amount. Payment in full will be due on January 15, 2017.

Cancellations of booth reservations will result in forfeiting of booth fee.


#Suitcasing and Social Functions Policy Statement

The Illinois Section AWWA are making preparations for their upcoming WATERCON and doing their best to help your company have a successful show. The MAC Committee has mandated increased measures to protect exhibitors from suitcasing at the Show. This is the MAC Committee's Suitcasing Policy, which will be posted using signage around the exhibit hall and included in the onsite guide for all attendees.

SHOWCASE POLICY/NO SUITCASING

Please note that while all meeting attendees are invited to the conference, any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company's booth, or in violation of any portion of the Exhibition Policy, will be asked to leave immediately.

Additional penalties may be applied. Please report any violations you may observe to a MAC Committee representative. The MAC Committee recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. the MAC Committee must be informed of any hospitality suites, and expressed consent must be received prior to the event.

· Do not enter or loiter around the booth of the other party.
· Do not harass or antagonize the other party.
· Do not remove anything from any exhibitor's booth.
· Do not register or give a badge to anyone not qualified to be in the Show.

It is the MAC Committee's objective to do everything legally possible to protect you from suitcasing.

SOCIAL FUNCTIONS
Exhibitors may conduct social functions in public areas of the Crowne Plaza with prior permission from ISAWWA Executive Director that do not conflict with scheduled events of WATERCON.


In-Booth Promotions, Demonstrations and Music Statement#

As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner that assures all exhibit personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange display, product presentation, and visual presentations, and demonstration areas to ensure compliance.

In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct the sound into the booth rather than into the aisle.

Rule of thumb. Sound and noise should not exceed 85 decibels when measured from the aisle immediately in front of a booth. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to the laws governing the use of copyrighted compositions, ASCAP, BMI and SESEC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.

Exhibitors planning in-booth activities shall get permission in advance from the Chair of the MAC Committee or the Executive Director of ISAWWA for such activities and shall adhere to the guidelines stated to avoid disruption of the flow of traffic and neighboring booths.


Food And Beverage Policy#
Exhibitor shall not dispense or distribute any food or beverages not provided by the Crowne Plaza Hotel. The exception to this is small dishes of candy located in the booth or popcorn machines that are approved in advance.




#Disclaimer

The exhibit area inside the ballroom will be locked during the non-exhibit hours. However, ISAWWA assumes no liability for any loss or damage for materials left in the exhibit hall at any time. If you are concerned with loss or damage we suggest you keep these items with you. Exhibitors agree to maintain insurance that fully protects ISAWWA from any and all damages for personal injury, including death, which may arise in connection with the exhibitors’ display and which is caused by negligence of the exhibitor.

Booths outdoors or in areas outside of the ballroom (lobby areas) will not be locked at any time and it will be the responsibility of the exhibitors to secure valuable resources.

Exhibitors, their successors and assigns, hereby agree to save and hold harmless the Illinois Section AWWA, and Illinois Water Environment Association and any of their employees from all cost, injury, and damage incurred by any of the above, and from any other injury or damage to any person or property whatsoever, any of which is caused by an activity, condition, or event arising out of the performance, preparation for performance or nonperformance of any provision of this agreement by Exhibitor.


March 20-23, 2017

Exhibit Set Up

  • Sunday - March 19 - 3:00pm - 6:00pm
  • Monday - March 20 - 7:00am - 1:00pm
  • Booths need to be set up by 1:00 pm Monday.

Exhibit Hours

  • Monday 2:00pm - 6:00pm
  • Tuesday 9:00am - 6:00pm
  • Wednesday 8:30am - 11:30am

Quick References