Exhibitor Registration Form 2016.indd
Contents
1. x 10 space after August 14 2015 Number of 10 x 10 spaces x 4 400 USD Booth Space Surcharge add fee if applicable Corner 200 Peninsula 400 Island 600 USD Administrative Fee USD Exhibit Space Total USD Booth choice preferences see floor plan 225 00 15t 2rd 3 rd 4th Avoid assignment adjacent to company name PRODUCTS TO BE EXHIBITED 0 Residential Q Commercial O0 Industrial Water aS Oat ASSOCIATION DEPOSIT PAYMENT NOW DUE Contract submitted On or before Aug 14 2015 25 of Exhibit Space Total USD Aug 15 2015 Dec 11 2015 50 of Exhibit Space Total USD After Dec 11 2015 100 of Exhibit Space Total USD Total Now Due USD PAYMENT Contract will not be processed without appropriate deposit See below for payment schedule Check U payable to WQA Charge MasterCard UVISA 0 AMEX O Discover Check Number Credit Card Number Exp Date Security Code Cardholder s Name Signature PAYMENT SCHEDULE Deposit Due at time Exhibit Space Contract is submitted e Second payment 50 of balance Early Bird contracts only October 30 2015 e Final payment January 15 2016 e Failure to pay on time may result in loss of booth space subject to show management decision EXHIBITOR AUTHORIZED SIGNATURE Note Unsigned Contracts Will Not Be Accepted Signature Printed Name Title Date By signing above the Exhibi2. or to distribute samples or souvenirs except from their own exhibit space D Exhibitors who use costumed persons or mannequins should be sure that their manner of appearance and dress is such as not to offend even the most sensitive or critical E In addition to all other rules governing exhibits neither exhibitor or any person representing Exhibitor shall distribute or cause to be distributed at the exhibition any materials which could offend the sensibilities of persons visiting the exhibition and F Exhibitor or persons for whom exhibitor is responsible shall conduct themselves at all times in the exhibition hall in a professional manner and one in which is not offensive to others visiting or working in the hall Exhibitor must immediately comply with the judgment of WQA Convention amp Exposition staff regarding these matters and any remedial action ordered by WQA Convention amp Exposition staff because of them is final 16 RELATED EVENTS In order to avoid conflicting events and to maximize the benefits of the exhibition to all any exhibitor wishing to hold a non association seminar exhibition conference or other similar function in proximity to and concurrently with the exhibition must obtain prior written approval from WQA Convention amp Exposition no later than thirty 30 days before the first day of the exhibition 05 15
3. product has been tested and awarded the Gold Seal and or Sustainability mark and then only in accordance with the Gold Seal and Sustainability license and policies Member exhibitors please note the following excerpt from WQA s Logo Guidelines Do not place the WQA member logo on a product on the label of that product or on point of sale packaging of the product The WQA Gold Seal logo or Sustainability mark are the only logos that can be placed on the product IF the product has been tested and awarded the Gold Seal or Sustainability mark A WQA member may include on the product label the following words in letters no larger than those used for the member s company name Member Water Quality Association In the event that these guidelines are violated WQA retains the right to direct the member to cease use of the mark It is the right of WQA to determine whether these guidelines have been violated or whether the WQA logo has been misused 7 PRODUCT PROMOTION MATERIALS MUST MEET INDUSTRY GUIDELINES All promotional material of whatever nature utilized by exhibitors at or in connection with the 2016 WQA Convention amp Exposition show must meet the Water Quality Improvement Industry Code of Ethics dated 2014 In addition to the remedies provided in the Code of Ethics and Water Quality Improvement Industry Review panel procedures such product promotion material may be submitted to WQA Convention amp Exposition s staff Review Committee fo
4. that could leak or cause damage extra precaution should be taken for necessary protection as exhibitors will be held liable for damage resulting from any such cause 12 FIRE PROTECTION All materials used in the exhibition hall must be flame proofed and are subject to inspection by the city fire department and the state fire marshal Crepe paper corrugated paper flame proofed or otherwise plus inflammable fluids or substances are not permitted 13 LIMITATION OF LIABILITY Neither WQA Convention amp Exposition the Music City Center or Fern Exposition amp Event Services will be responsible for any loss injury or damage including that by fire or theft which may occur to an exhibitor its agents or employees or to its or their property or wares or to the property of others arising from any cause whatsoever prior to during or subsequent to the period of the exhibition It is recommended that exhibitors cover their property with suitable insurance The exhibitor agrees to indemnify and hold harmless WQA Convention amp Exposition its affiliates officers directors agents and employees against any and alll liability damage expense loss or claim whatsoever arising from any or all damage to property or personal injury or loss caused by exhibitor or his agents representatives employees or any other person 14 CANCELLATION OF SHOW In the event of cancellation of the show due to fire strike governmental regulation acts of terr
5. WQA CONVENTION amp EXPOSITION 2016 EXHIBIT SPACE CONTRACT MARCH 14 17 2016 MUSIC CITY CENTER NASHVILLE TENNESSEE USA COMPANY INFORMATION L WOA Member L We want to take advantage of the benefits and savings that come with aWQA membership Please contact us WOQA Member Company Name Address City State Zip Country Telephone Fax Web Address MALE FEMALE Contact Title Email EXHIBIT SPACE OPTIONS Exhibit space is sold in units of 10 x 10 3m x 3m Type of booth space preferred check one O In line 0 Island Q Peninsula Q Corner Booth Space Pricing WQA MEMBERS ONLY 30 DISCOUNT 2 400 per 10 x 10 space thru August 14 2015 Number of 10 x 10 spaces x 2 400 USD 2 500 per 10 x 10 space after August 14 2015 Number of 10 x 10 spaces x 2 500 USD NON MEMBERS 3 500 per 10 x 10 space thru August 14 2015 Number of 10 x 10 spaces x 3 500 USD 3 600 per 10 x 10 space after August 14 2015 Number of 10 x 10 spaces x 3 600 USD INTERNATIONAL PAVILION WQA MEMBERS 30 DISCOUNT 2 900 per 10 x 10 space thru August 14 2015 Number of 10 x 10 spaces x 2 900 USD 3 100 per 10 x 10 space after August 14 2015 Number of 10 x 10 spaces x 3 100 USD INTERNATIONAL PAVILION NON MEMBERS 4 200 per 10 x 10 space thru August 14 2015 Number of 10 x 10 spaces x 4 200 USD 4 400 per 10
6. ed back 8 high and drape dividing rails 36 high together with a one line identification sign 7 x 44 indicating the company name and booth number International Pavilion exhibitors will also be provided with carpet a 6 draped table two chairs and a wastebasket per 10 x 10 space Furnishings carpet and services can be ordered through the Exhibitor Service Manual at the expense of the exhibitor Carpet or other appropriate flooring material is a mandatory requirement for the exhibit space and is the responsibility of the exhibitor Exception carpet is provided for exhibitors in the International Pavilion 5 CANCELLATION OF EXHIBIT SPACE Cancellation of exhibit space must be submitted in writing Telephone cancellations will not be accepted Should exhibitor fail to make payments as due under the 2016 Exhibit Space Contract and Paragraph 2 of these Rules Governing Exhibits WQA Convention amp Exposition reserves the right to cancel exhibit space or exhibit space assignments No payment returns or refunds are made on any cancellation of exhibit space for any reason Cancelled or unoccupied exhibit space may be freely reassigned by WQA Convention amp Exposition 6 WATER QUALITY ASSOCIATION MEMBER LOGO POLICY Using the WQA logo is one of the benefits of WQA membership Nonmember exhibitors agree that they will not use or display the WQA member logo and will not use the WQA Gold Seal logo and or Sustainability mark unless the
7. on Monday March 14 2016 All empty crates containers must be tagged before departing the hall on Monday Fern Exposition amp Event Services will remove all crates containers from the show floor on Monday evening regardless of whether it has an empty tag or not in order to install aisle carpet Final touch up of exhibit space will be permitted from 7 30 a m until 9 00 a m on Tuesday March 15 No booth set up or crate service will be permitted on Tuesday March 15 The hall will be cleared at 9 00 a m on Tuesday so that cleaning of the hall and final preparations can take place prior to the opening of the show Dismantling may commence at the close of the show Wednesday March 16 2016 but shall not commence prior to the close of the show All materials must be completely repacked and removed from the Music City Center no later than 3 00 p m on Thursday March 17 2016 Exhibitors are urged to arrange for their outbound shipments at the Fern Exposition amp Event Services desk prior to the close of the show 4 EXHIBIT SPACE The dimensions and location of each exhibit space are believed to be accurate but are not guaranteed to be exact In all cases the width of the space is measured between dividing rails For specially constructed displays deduct two inches from width of exhibit space WAQA Convention amp Exposition will furnish uniform exhibit space equipment to each linear corner and peninsula exhibit space consisting of drap
8. on reserves the right to change and modify the Rules Governing Exhibits at any time 1 ASSIGNMENT OF SPACE WAQA Convention amp Exposition will assign exhibit space according to a priority system All assign ments after the initial selections are completed will be made in the order contracts are received WAQA Convention amp Exposition reserves the right to assign or reassign exhibit spaces so that the arrangement of the exhibition is in the best interest of attendees and exhibitors 2 PAYMENT SCHEDULE Deposit Due at time Exhibit Space Contract is submitted Second payment 50 of balance Early Bird contracts only October 30 2015 Final payment January 15 2016 Failure to pay may result in loss of booth space subject to show management decision There are no returns or refunds of any payments made under this Exhibit Space Contract except in the sole and exclusive discretion of WQA Convention amp Exposition as provided in Paragraph 14 of these Rules Governing Exhibits You must be a manufacturer supplier member in good standing of WQA to claim the WQA member discount for exhibit space Annual dues in the current year must be paid 3 HOURS The WQA Convention amp Exposition will tenatively run 11 00 a m to 5 00 p m Tuesday March 15 and 10 00 a m to 5 00 p m Wednesday March 16 Installation of displays may begin at 2 00 p m on Sunday March 13 2016 Set up of exhibit space must be completed before leaving the hall
9. or or war or any other cause beyond WQA Convention amp Exposition s reasonable control WQA Convention amp Exposition shall not be liable to exhibitors or others for failure to hold the convention as scheduled In the event of cancellation of the show for any cause within WQA Convention amp Exposition s reasonable control WQA Convention amp Exposition s liability is strictly limited to the amount paid if any to WQA Convention amp Exposition by the exhibitor or claimant for show participation In no event shall WQA Convention amp Exposition be liable to any exhibitor or anyone else for consequential or incidental losses or damages by reason of WQA Convention amp Exposition s failure to hold the convention as scheduled WQA Convention amp Exposition at its sole discretion shall determine in the circumstances whether and if so in what amounts payments already made by exhibitors or others will be returned or refunded 15 SPECIAL RESTRICTIONS A Exhibitors are prohibited from using amplifying equipment of any nature without permission from WQA Convention amp Exposition and if permission is granted the use of such equipment must not interfere with adjacent exhibits B Exhibitors must confine their activities to the space for which they have contracted and are not permitted into other exhibit space areas without the approval of the other exhibiting company C Exhibitors will not be permitted to use strolling entertainment
10. r its opinion as to the materials compliance with the industry guidelines no later than fifteen 15 days prior to the opening of the Exhibition Exhibitor agrees that promotional material of any kind whatsoever or display of products determined by WQA Convention amp Exposition staff in its sole and exclusive discretion to violate paragraphs 6 or 7 or any other provision of these Rules Governing Exhibits may be removed or ordered removed immediately from the exhibition hall Show Management reserves the right to remove exhibits which become objectionable or unsafe in the opinion of Show Management NOTE These rules are subject to the ordinances rules and regulations of governmental and facility authorities as they may be invoked from time to time If for any reason the dates and times listed are required to be altered WQA Convention amp Exposition will take commercially reasonable steps to notify exhibitors of those changes 8 PHOTOGRAPHY amp EXHIBITOR S USE OF SPACE Exhibitors and their agents are prohibited from taking photographs of other companies products or booth displays without approval Show Management reserves the right to expel anyone in violation of this policy Canvassing or attempts to make sales in the Exhibit Hall by anyone representing or connected with a non exhibitor is strictly forbidden and any person doing so will be promptly ejected Exhibitors agree that they will not exhibit or display their equipment and o
11. r products and services in any other location besides their own space in the Exhibit Hall during the period of the WQA Convention amp Exposition In compliance with this contract the Exhibitor agrees not to assign sublet or apportion space or any part thereof allotted to it without prior written consent of Show Management 9 BOOTH CONSTRUCTION RULES amp REGULATIONS Standard IAEE Guidelines for Display Rules and Regulations apply to your exhibit With the exception of island booths no construction of an exhibit space shall exceed 8 in height If you have a peninsula or endcap booth please note the display requirements as diagramed in the IAEE Guidelines for Display Rules amp Regulations If you have an endcap or linear booth no banners or signage is permitted to be rigged or hung above your exhibit space 10 HALL SPECS The ceiling height is 32 feet 6 inches The floor load limit is 350 pounds per square foot 11 PROTECTION OF PROPERTY Nothing shall be posted tacked nailed screwed or otherwise attached to or on the walls floors or other parts of the building or furniture Exhibitors violating this regulation are bound at their expense to repair any damage to the property that they may cause The use of self adhesive labels posters or signs is forbidden except that an exhibitor may use them in its own exhibit space on the exhibitor s own equipment Should your equipment or display include the use of any liquids or fluids
12. tor agrees to the terms of this 2016 WQA Convention amp Exposition Exhibit Space Contract and through its Authorized Signatory acknowledges that Exhibitor has read understands and agrees to the Payment and Cancellation Policy and the Rules Governing Exhibits available at www wqa org Convention which are incorporated in and made part of this contract Upon signed acceptance this 2016 WQA Convention amp Exposition Exhibit Space Contract shall be binding upon the parties IMPORTANT INFORMATION Contracts require a deposit at the time they are submitted e Exhibit space is assigned first by our priority system and then on a first come first served basis e Please review Rules Governing Exhibits on the back of this form e Please keep a copy of the signed contract for your records Submit your contract online at www wqa com Convention or send completed form with total now due to WQA 4151 Naperville Road Lisle Illinois 60532 3696 USA Attn Kelley Thompson Phone 630 505 0160 Fax 630 505 9637 Email convention wqa org See paragraph 2 of the Rules Governing Exhibits See paragraph 4 of the Rules Governing Exhibits 05 15 2016 RULES GOVERNING EXHIBITS All Exhibitors displaying at WQA Convention amp Exposition to be held March 14 17 2016 at Music City Center are required to make application execute contract for space and subscribe to the following official Rules Governing Exhibits The Associati
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