Vendor and Sponsorship Guidelines - PNWS AWWA/Tacoma, WA Welcome to the 2010 PNWS AWWA Annual Conference, held at the Tacoma Conference Center in Tacoma, WA May 12 - May 14, 2010. Note the EXHIBITOR BASIC TERMS AND CONDITIONS and EXHIBIT RULES in this application, and accept space assignment subject to the conditions set forth in the DISPLAY SPACE ASSIGNMENT form. Note: You must be a member of AWWA at the time of application. Please register directly at awwa.org to fill out application. You can also join or renew using one of the following options: Call 800.926.7337 (toll-free) or 303.794.7711 Email firstname.lastname@example.org PLEASE NOTE: It will take 3-5 business days for your new membership application to be processed and for you to be recognized as an AWWA member on our website. Full payment must be processed during the registration process; no purchase orders or phone registrations will be accepted. BOOTH SPACE IS LIMITED - DO NOT DELAY. Space will be assigned based upon date of receipt of complete registration through the PNWS-AWWA website. At this conference all exhibitors will be in the Tacoma Conference Center on the 5 th Floor Exhibit hall. All booths are 10’ x 10’ with 3 ft side drapery. Each booth comes with an 8 ft skirted table, wireless Internet Access, and power, 2 chairs and a wastepaper basket. The display vendor will handle all display arrangements for the exhibitor. Display Vendor: For any additional exhibit needs please contact: Marvin Johnson with Pacific Exposition Decorating Company at 503-417-8000 or fax: 503-417-8001 www.pacificexposition.com Power Requirements: Please note all power requirements including a 50 amp circuit will be supplied by Pacific Exposition Decorating Company. Note on the application the need for power. Any other power requirements will be charged back to the vendor. Shipping of exhibitor material: Early shipments accepted April 11 - May 11 Ship to: Name of Company (and booth number if known) AWWA c/o Pacific Expo 2737 NW Nela Portland OR 97210 Direct shipments accepted May 12 only Ship to: Name of Company (and booth number if known) AWWA c/o Pacific Expo Tacoma Convention Center 1500 Broadway Tacoma WA 98402 Freight Handling: The GTCTC does not require a drayage company to handle freight at the loading docks. Exhibitors can load/unload their own items at no charge on all loading docks. Exhibitors are not required to pay any fee to set-up or remove their own displays. Loading Docks: The truck service areas and loading docks are located on Level 5 (upper Exhibition Hall). Level 5 loading dock is at street level and contains five bays with vehicle restraint systems and one dock leveler. The dock height clearance is 25 feet. Live load limit is 250 lbs/per sq. ft. for all docks. Both truck loading dock areas can accommodate any standard, street legal trailer. Shipping From the Hotel: Pedco can arrange for this for you. Schedule For Exhibitors: Revised March 5 Sponsorship Payment Due April 2 Last Day for Exhibitors Application & Payment Due (First Come First Serve Basis) April 13 PNWS will email attendees list to Exhibitors for marketing opportunities April 13 All a la Carte Sponsorship options are due, such as: Golf Tournament, YP Partners and Patrons. April 11 - May 11 Early shipments accepted to PEDCO May 12 Direct shipments to Tacoma Convention Trade Show Hours: Setup: Wed – May 12, 7:00 am to 1:00 pm. Exhibit Area Open: Wed – May 12, 2:00 pm - 7:00 pm Exhibits Open: Thurs - May 13, 8:00 am - 5:00 pm Exhibit Tear Down: May 13, 5:00 pm to 8:00 pm Wednesday afternoon Break and Thursday Breakfast and Breaks between sessions will occur in the Exhibit Areas Vacation Get-Away Door Prizes: The door prizes will be displayed in the vendor hall in an area that will increase the vendors’ exposure to the other convention participants. Door prize tickets will be distributed by vendors to those visiting their booth. There will be three separate Grand Prizes this year, with three lucky individuals winning a weekend get-away at a destination in Washington, Oregon, and Idaho. Vendors are welcome and encouraged to bring additional prizes, which will be included with and displayed with the other door prizes. Drawings for door prizes will be performed during the Fun Night on Thursday evening, with the three Grand Prizes being awarded at the end of the drawing. The vendor whose name is on the winning ticket for the LAST Grand Prize will be gifted a complimentary booth at the 2011 PNSW-AWWA Conference in Boise, ID. For more information: Nathan Mozer, Parametrix 253-863-5128 or email@example.com Donate to Water For People Silent Auction: In many communities throughout the world, the collection of drinking water requires women and children to dedicate the majority of their waking hours to perform this one seemingly simple, and yet crucial chore. With over one billion people lacking access to a clean, safe supply of water, unsafe water contributes to nearly 80% of all worldwide sickness and disease. Though the statistics are daunting, you can help make a change, one community at a time, by donating to the Water for People Annual Silent Auction at the 2010 PNWS Conference in Tacoma, WA . Donating is easy – items can be big or small, bought or handmade, to consume or cherish – just as long as the donated item is something that people will be willing to bid on at an auction. Thanks to the generosity of past donors, the silent auction continues to grow in popularity. Drawing hundreds of conference goers each year, last year’s event generated nearly $14,000 to benefit one Water for People’s program countries. The PNWS Water for People Committee asks for your help in continuing our commitment to improve water and sanitary conditions for everyone. To learn more and/or to make a donation, please contact: Jolyn Leslie, DOH 253-395-6762 firstname.lastname@example.org. Sponsorship Opportunities: The MSC Committee has been working on ways to provide vendors with interactive participation at the Conference and more year-round visibility. Check out the Sponsorship document for further descriptions. Your input is welcome as we enhance this program in future years. All exhibitors will be considered a Copper Sponsor, unless they pick a higher level with other activities. Some of them are available a la carte, while others are included in that particular level. As you may have questions, please contact: Patti Godwin, American Leak Detection 509 536-5166 or email@example.com Nancy Kraushaar, City of Oregon City 503 496-1545 or firstname.lastname@example.org Golf Tournament: Wednesday May 12 This is a la carte Sponsorship Option. Sponsorship includes a sign on preferred tee or green and recognition in the tournament program. 100-130 golfers are expected to participate in this tournament. Shotgun start at 8:00 am Fort Lewis - Eagles Pride Golf Course Sponsorship Deadline: Donations accepted 4/17 I – 5 Exit 116 Hole Sponsorship $250 per hole Fort Lewis, WA 98433-0175 Questions: Tony Lindgren, Tacoma Water 253-502-8685 email@example.com . Hospitality Suites: Wed May 12 or Thurs May 13 ONLY Hotel Murano 1320 Broadway Plaza Tacoma, WA 98402 This is a Bronze Level Option. Murano Hotel offers many great opportunities for reserved suites for use by AWWA member organizations. The Hotel can handle all the details such as the room charge, food and drinks. These rooms MUST be reserved in advance through the PNWS-AWWA MSC Committee before the hotel will honor your reservation. The suites may be reserved for Wednesday evening and after the Fun Night on Thursday. You must be a member of AWWA to have a suite. Aleksandra Gancheva, RNR Consulting Phone: (425) 896 8679; C (216) 269-7304 e-mail: firstname.lastname@example.org Support New & Young Professionals This is a Bronze Level Option and a la Carte The PNWS Young Professionals (YP) Committee is seeking corporate sponsorships for the 5th Annual YP Scavenger Hunt. The event has proven to be a fun-filled networking event introducing new and young professionals to AWWA officers, agency representatives, consultants, vendors and manufacturers; while providing an excellent opportunity to educate up and coming drinking water professionals of industry-related services and products. Taking place at the annual PNWS Spring Conference in Tacoma, WA, the event is scheduled for Wednesday evening, May 6th, immediately following the tapping contest. To offer this event at no cost, the Committee is seeking financial support to underwrite the costs of the event. Sponsorship Levels: Investor (Venue Hosts – Maximum of 2) Bronze Level Option Partner ($300) a la Carte option Patron ($150) a la Carte option Monetary donations received from Partner and Patron Sponsors will be directed to help defray the cost of the event, covering items such as awards, souvenirs, etc. In addition to the bronze sponsorship donation, venue hosts organize and host an informal appetizer and cocktail affair during the scavenger hunt (the exact time is yet to be determined, but typically runs from 6 - 9 pm). Throughout the evening, participants will be directed to convene at sponsored venues providing an inviting environment for sponsors to educate participants about their organization and the role it serves in the water industry. The YP Committee will assist with selecting the venues by providing a list of potential locations in the scavenger hunt area. All sponsors will receive an invitation to play an active role in the event. In addition, depending on their sponsorship level, sponsors will receive varying levels of acknowledgement on all event materials including: Company logo prominently displayed on all event materials Invitation sent out to all PNWS – YPs prior to the conference Flyer provided in each conference attendee packet Program provided to event attendees Company recognition and logo in the Section’s Water Matters newsletter Special acknowledgement on the PNWS – YP website Questions: Corianne Hart, Brown and Caldwell, 503-977-6678 email@example.com. Web-Site Sponsor: Company logos will be featured on the pnws-awwa.org website and rotate with other sponsors. This will be linked to go to the company’s website too. Further information will be supplied with traffic statistics and logo requirements as sponsors sign up. Six-month periods are available for sponsorship. Two conference registrations are included with this option. For more questions about this options call Kyle Kihs at 503 760-6460 or firstname.lastname@example.org. Floor plan goes here. Needs Dave Stanley’s input about the tapping team area. Then PEDCO can give us a new update layout with correct dates. IS THERE A WAY VENDORS CAN SEE THE FLOORPLAN FILL UP ONLINE? SEE EVERGREEN RURAL WATER’S WEBSITE: erwow.org. Exhibitor Basic Terms and Agreements 1. Display space will be assigned by the 2010 will indemnify and hold harmless the 2010 PNWS PNWS AWWA Conference in accordance with AWWA and the Tacoma Conference Center from all the conditions outlined in the DISPLAY SPACE liability whatsoever, on account of such damage, ASSIGNMENT, which forms part of this injury, whether or not caused by negligence of breach application. In the event of a duplicate of an obligation by applicant or its employees or application for the same space the assignment representative. priorities stated in EXHIBIT RULES shall be followed and the ruling by the 2010 PNWS 6. In the event that the premises in which the 2010 AWWA MSC Committee shall be final. PNWS AWWA conference is conducted shall become, in the sole discretion of the 2010 PNWS 2. Full payment must accompany registration AWWA unfit for occupancy or substantially interfered application. with by reason of any cause or causes not reasonably within the control of the PNWS AWWA, this 3. In the event of Exhibitor cancellation, prior to the agreement may be terminated by the PNWS AWWA date of the conference, the 2010 PNWS AWWA at their discretion. For this purpose, the term cause or Conference may assess a cancellation charge to causes” shall include, but not by way of limitation defray its costs according to the following include, fire, flood, epidemic, earth quake, explosion, schedule. accident, blockade, embargo, inclement weather, governmental restraints, orders or restraints of civil No refunds after April 13th, 2010. defense or military authorities, act of public enemy, Cancellation requests received in writing riot or civil disturbance, inability to secure efficient before April 13th will be surcharged a 25% labor, technical or other personnel, failure, cancellation fee. impairment or lack of adequate transportation facilities, inability to obtain, or condemnation, All other costs for registering in other events or requisition or commandeering of, necessary supplies activities will not be refunded. or equipment, municipal, state or federal law, ordinance, rule order, decree, or regulation, whether The 2010 PNWS AWWA MSC Committee legislative, executive, or judicial, whether reserves the right to reassign such canceled constitutional or unconstitutional, or act of God. spaces not withstanding the cancellation fee. Should the PNWS AWWA terminate this agreement 4. For those portions of this application not pursuant to the provisions of this section, the accepted by the 2010 PNWS AWWA MSC applicant waives any and all claims for damages Committee, the applicant will be promptly arising there from. The applicant further agrees that notified and the exhibitor fees will be returned. the PNWS AWWA’s liability is limited to a refund of monies paid prior to the termination, less a pro rata adjustment based on the number of hours the The applicant agrees that the 2010 PNWS conference shall have been in operation prior to the AWWA MSC Committee and the Tacoma termination, or as determined acceptable by PNWS Conference Center shall not be liable for any AWWA. damage or liability of any kind or for any damage 5. or injury to persons or property during the term of this agreement, from any cause what so ever by reason of use, occupation and enjoyment of exhibit space by the applicant or any person thereon with the consent of the applicant, and that applicant Exhibit Rules These rules and regulations governing the 2010 PNWS AWWA Conference are supplemental to the APPLICATION FOR EXHIBIT SPACE, and while some may seem to be critical, they have been established for the protection of everyone against the abuses of a possible few. (The word “management” as used herein shall mean officers, committee members, or employees acting with authority from the 2010 PNWS AWWA.) Deadline for Reservations is April 2, 2010 (first come, first served) 1. BOOTH IDENTIFICATION no exhibitor may advertise or promote any outside activity, such as an open house Absolutely NO company identification may be placed outside the area of or separate exhibits wherever located occurring during the hours the 2010 PNWS the booth. No identification may be placed on posts or pillars adjacent to AWWA Conference exhibits are open, or which detracts from the exhibit or booths occupied by exhibitors, or on carpeted areas of the aisles convention operations beyond the 6’ x 10’ standard booth limits. 5. LIABILITY AND THEFT 2. DISTRIBUTION OF SOUVENIRS AND SAMPLES Show and exhibit hall management will not be responsible, nor liable for To attract a greater audience in the exhibit hall, exhibitors may donate injury to the person(s) or property, nor loss of property of exhibitors their items to be given away in a door prize drawing as established by the guests, invitees, employees, or agents. Furthermore, the exhibitor conference management. Souvenirs, samples, or small candies that agrees to defend or hold harmless the 2010 PNWS AWWA Conference, have no resale or negotiable value may be given away. Any distribution its directors, employees, and agents from any liability of personal injury must be conducted within the exhibitors designated booth space. An and loss or damage to property. EXHIBITORS ARE ADVISED TO exhibitor who would like to distribute food must secure a food INSURE AGAINST SUCH CONTINGENCIES. Damage to inadequately demonstrator permit from the jurisdictional County Health Department. packed property is exhibitor’s own responsibility. If exhibit fails to arrive, exhibitor is, nevertheless, responsible for the booth rental. In all cases, exhibitors planning giveaways of any nature should make arrangements well in advance with the PNWS AWWA MSC Committee , Exhibitors should be within their booth area to supervise set-up and dismantling of which reserves the right to prohibit the distribution of anything which in products, projection equipment and other items of high value. A person assigned its opinion, is not in keeping with the character of the 2010 PNWS booth duty should be required to remain with the exhibit until visitors have left the AWWA Conference. premises at the closing hour of each day. 3. DISPLAY REQUIREMENTS AND RESTRICTIONS At move-out, specific arrangements should be made to package, or place under All displays or exhibited materials must be fireproof to conform to lock, any items of value and especially items of general interest such as small Federal, State, and City fire laws. Displays must be self-supporting. No instruments, walkie-talkies, high fidelity equipment, projectors, etc. nails or screws, glue, or any adhering devices are permitted to be placed by the exhibitor in building floors or walls. Displays must be 6. SUB-LETTING EXHIBIT SPACE wholly confined within exhibitor’s booth and must not obstruct the clear No exhibitor may assign, sublet or apportion any of the space contracted by view of nearby exits or other exhibits. him/her. ALL WIRING WITHIN BOOTHS OR DISPLAY FIXTURES MUST 7. MATERIALS HANDLING CONFORM TO ASSOCIATION OF UNDERWRITERS AND LOCAL The handling of exhibitor’s material into and out of, and within the exhibit buildings, FIRE DEPARTMENTS REGULATIONS (3 WIRE ONLY) shall be at exhibitor’s expense. Exhibitor’s empty crates, boxes and cartons shall be removed from the show area before the opening time. The side of any display cabinet or structure facing a side aisle, or adjacent exhibitor’s booth, must be finished or suitably decorated at the 8. SECURITY expense of the exhibitor erecting or installing such display. The Tacoma Conference Center has security for their premises only. No exhibit may exceed eight feet high and that only within the area THEIR BUILDING SECURITY DOES NOT GUARANTEE EXHIBITORS AGAINST extending three feet from the back wall/partition. Maximum height of the LOSS: NEITHER DOES IT IMPLY AN ASSUMPTION OF LIABILITY FOR displays in the balance of the area is four feet, except that products to EXHIBITOR’S PROPERTY BY the 2010 PNWS AWWA. stand on the floor may extend higher than this limit, must be positioned as close to the back wall as possible, to avoid blocking the view of Any equipment to be removed from the exhibit area during the conference must be adjoining exhibitors. NO PART OF A SIGN OR SOLID DISPLAY MAY authorized by the Exhibit Manager. EXTEND HIGHER THAN EIGHT FEET ABOVE THE FLOOR. 9. INTERPRETATION OF RULES NOTE ANY DISPLAYS NOT CONFORMING TO THE EXHIBIT SPECIFICATIONS OUTLINED IN THESE RULES MUST BE The 2010 PNWS AWWA Conference management shall have final authority as to APPROVED BY THE 2010 PNWS AWWA CONFERENCE IN WRITING the interpretation of these rules and their applications and shall have the authority PRIOR TO THE MOVE-IN DATE. to establish penalties in the event of violations. 4. BOOTH PERSONNEL & ACTIVITIES 10. AMENDMENTS TO RULES AND REGULATIONS With the exception of convenience help, such as secretaries or The 2010 PNWS AWWA Conference management reserves the right to amend professional product demonstrators, all booth personnel must be these rules and regulations or to make additions or amendments thereto. REGULAR EMPLOYEES of the company, or its representative, who are fully capable of explaining the technical aspects of products or process 11. BOOTH ASSIGNMENT PRIOR on display at the exhibition. In the event of duplicate application for the same space, priorities will be based on the application postmark date.
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