Exhibit application/Contract
Contents
1. iver ws Red Lion Hotel on the R Portland Oregon Jantzen Beach March 18 19 or T MEME E 8 LE E 8 6 u 1 pi 2M ES i MIB ODE TE TRAEN OS an 2 a m f Di y 1 i N i 4 Exmbit and Sponsorship Announcement c E e o x 8 5 z d a 5 c gt N Sponsorship Opportunities Company name Contact Address City State Zip Phone Fax Email L Beverage service during workshops 2 opportunities available LJ Wine and Cheese Reception Friday in exhibit hall 1 opportunity available Q Beer amp Bratwurst Luncheon Saturday in exhibit hall 1 opportunity available C Registration Desk 3 available 750 each Q Saturday Coffee 2 opportunities available All vendors that take advantage of the above opportu nities will have their logo s made available on all public signage and will have specific thank you signage on at above sponsored events as well Companies choosing to take advantage of the registration desk sponsorship will be able to leave company lanyards pens and bags for attendees to use at their choice All F amp B costs are to be handled between the vendor and the Red Lion Hotel directly Signature Title Da2. H Schedule for exhibitors Setup Friday March 18 from 8 00 a m to 3 30 p m Exhibits open Friday March 18 from 4 00 p m to 7 30 p m Saturday March 19 from 9 00 a m to 2 00 p m Teardown Saturday March 19 from 2 00 p m to 9 00 p m Method of payment DO NOT WRITE IN BOX BELOW Contract confirmed by Q By check Make payable to NGWA in U S funds Q By credit card Complete the following Q American Express U Visa Q MasterCard Q Discover Card Card Printed name Expiration date Signature Rules and Regulations for Exhibitors 1 The Pacific Northwest Ground Water Exposition Board of Directors has made every attempt to solicit qualified buyers to attend the exposition The Board cannot guarantee the quality or quantity of attendees 2 No exhibitor shall exhibit materials other than the products sold and or distributed by the contracted company and then only in accordance with the Show Management specifications Manufacturers are NOT allowed to share exhibit space with other manufacturers 3 No exhibitor shall be allowed to sublet exhibit space in whole or part to another company or individual without the written consent of the Show Management Company names on exhibitor badges will be the name of the company that contracted for the space There shall be no exceptions 4 All booth arrangements shall conform in all respects to the 10 wide x 8 deep dimensional and 8 height requirements as indicated in the space dia
3. Telephone Fax Web site B Contact person DO NOT complete if the official listed above should receive all communications regarding this application Name E mail Street address City State Province Country Zip Postal code Telephone Fax C Application must be signed by official listed in Item A understand that this form must be accompanied by payment IN FULL for space requested If application is faxed with credit card payment there is no need to mail agree to and will fully comply with the rules and regulations on the reverse side of this application and the Instructions in the exhibitor prospectus Further we understand that our exhibit must be set up by 3 30 on Friday March 18 and that dismantling cannot begin until 2 00 p m on Saturday March 19 X Signature of applicant authorized signature of official in Item A D Products or services to be displayed Must be listed or application will not be processed limit to 25 words or copy will be edited New this year E Exhibit space request Indicate how many of each type of space you require How many Type of space Cost per space Total per type 10 x 8 booth 550 each Heavy equipment space outdoors x 300 each TOTAL COST OF SPACE APPLIED FOR must be in U S funds x X F Selection of booth space List below your preferences for booth space 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th G Avoid assignment adjacent to company names
4. 138 449 164 ui space rented x Db D 4 2 i x E 5 422439 448 165 e Additional registrations may be purchased for 20 each 121 140 44766 e Heavy equipment spaces meg will not be assigned prior to LA pesa 1 ui the show Heavy equipment on T 419442 114511681 T 198 197 exhibitors must meet staff at E iir edil l i aaah patie 8 00 a m March 18 2016 to 1 8 6 AISLE 143 M 44 169 8 6 AISLE draw numbers for parking sequence Violators will be asked to move p 10 6 AISLE 200 193 ii 1111 Overflow Space Registration Overflow Space Information for Exhibitors 1 Eligiblity Exhibit privileges are extended to any and all firms manufacturing or supplying products or services for the ground water industry Manufacturers are NOT allowed to share exhibit space with other manufacturers Company names on exhibitor badges will be the name of the company that signed the contract for the display space There will be no exceptions 2 Exhibit Application Application form and full payment for space requested must be received by NGWA before space request will be processed Application and credit card payment can be faxed to 614 360 2492 If there are any companies your company does not wish to be adjacent to please indicate the names in Item G on the Exhibit Application Show Management will make every effort not to assign your
5. 18 as designated by Show Management and must be completed by 3 30 p m the same day in accordance with the schedule Companies which cannot meet this setup schedule should not apply for space In the event of a delay in setting up a display on Friday it shall be necessary that exposed crates and or parcels be removed from the exhibit space at the expense of the exhibitor until closing of the exhibit hall on Friday They may be returned for setup after closing hours on Friday No exhibitor shall have the right prior to the closing of the show at 2 00 p m Saturday to pack or remove articles on exhibit without the written permission and approval of Show Management 17 Character of exhibits shall be subject to the approval of Show Management The right is reserved to refuse the applications of concerns not meeting standards required or expected as well as the right to curtail or to close exhibits or parts of exhibits that reflect unfavorably on the character of the meeting 18 Full payment of display space fees must accompany the application In the event that no representative of an exhibit space is present at least four 4 hours prior to the opening of the show the assignment shall be forfeited and Show Management shall have the right to resell or relocate that company s exhibit space No refund shall be made if space is forfeited 19 Space cancellation policy Written notice of booth or bulk cancellation received by Show Management by Februar
6. company to an adjacent booth If you don t state names on the application Show Management cannot be responsible for guessing on this issue Not all companies are sensitive to this issue some welcome competition 3 Exhibit Booth Rental Assignment Assignment of exhibit space will be made by email All 10 x 8 booths rent at 550 each for the duration of the show Booth exhibitors are entitled to two 2 free exhibitor registrants per space rented See for additional booth staff registration fees Exhibitors must indicate their indoor booth preferences by listing in order their choices on the Exhibit Application in this packet Booth space will be assigned on a first come first served basis Each exhibit application will be date stamped when received Please list 10 preferences for space on the Exhibit Application in Item F and your request will be honored as closely as possible Show Management reserves the right to reassign space if necessary and in the best interest of the Exposition 4 Heavy Equipment One bulk space must be rented for each piece of heavy equipment to be displayed outdoors The fee is 300 per bulk space for the duration of the show Heavy equipment exhibitors are entitled to two 2 free exhibitor registrants per space rented All equipment placed on display must be in excellent condition Heavy equipment spaces will NOT be assigned because the facilities for outdoor parking are subject to change by the hotel up to the
7. es please contact the hotel directly 14 Communication All communications regarding space assignments should be directed to NGWA 601 Dempsey Rd Westerville Ohio 43081 Phone 800 551 7379 or 614 898 7791 fax 614 360 2492 sfleck ngwa org vcrosbyangwa org or wbloch 15 Space Cancellation Policy Written notice of booth or bulk cancellations received at NGWA by February 18 2016 will qualify an exhibitor for 5096 refund of booth bulk space monies paid to that date Cancellation notice received after February 18 2016 will result in loss of refund The official service contractor is dwa Trade Show and Exposition Services FOR NGWA USE ONLY Please return with full payment to Exhibit Sales Managers NGWA 601 Dempsey Road Westerville Ohio 43081 USA Fax 614 360 2492 Phone 800 551 7379 or 614 898 7791 Ground Water Association Confirmation copy will be returned to you after assignment Company Booth space s assigned Number of bulk spaces requested Credit card Exhibit Application Contract 2016 Pacific Northwest Ground Water Expo 46031 March 18 and19 2016 Red Lion Hotel on the River Jantzen Beach Portland Oregon Please type or print clearly A Applicant Company name Date Used on badges sign program Size of type on badges will be determined by number of characters in name listed above Name of official signing application Official s e mail Street address City State Province Country Zip Postal code
8. gram The booth space rental includes a draped background 8 high with draped side rails 36 in height and a standard 7 x 44 booth sign showing the firm s name city and state Show Management shall provide for sweeping and cleaning the aisles once daily but exhibitors shall at their own expense keep their spaces and carpeting clean their exhibits dusted and in good order Booths shall be designed in such a manner so as not to interfere with the sightlines of adjacent and neighboring booths Raw wood or cardboard wings shall be painted or appropriately covered if visible in the display area The side frames of pop up display booths shall be covered with drape to cover the frame Drape may be ordered from the service contractor Groundwater equipment machinery shall fit within the allotted exhibit space as indicated on the diagram and all company signs or advertising shall be displayed within the specific exhibit space Rig manufacturers shall not be allowed to start up their machines or utilize their hydraulic equipment once rigs are parked in place for display at the exposition Gasoline tanks must have locked caps The amount of gasoline in the tank should be minimal enough to permit move in and move out Any damage done to the exhibit area by excessive oil leaks shall be financially absorbed by the rig manufacturer Battery cables shall be disconnected and L P gas tanks removed One outdoor bulk space must be rented for each piece
9. ice manual to avoid unneccessary delay and inconvenience at set up time 11 Shipment The exhibitor agrees to ship and store their exhibit materials at their own risk and expense A rate sheet shipping instructions and address will be in the service manual All freight charges must be prepaid Exhibitor name and booth number must be included on all shipping labels 12 Furniture Carpet etc Arrangements for furniture carpet and any other items needed in your booth must be made by completing and returning rental order forms from the dwa service manual 13 Housing Please direct all inquiries regarding housing directly to Red Lion Hotel on the River Jantzen Beach 909 North Hayden Island Drive Portland Oregon 97217 Phone 503 283 4466 Fax 503 283 4743 www redlion com NGWA has secured a limited block of rooms on a first come first served basis at the group rate of 92 per night single double occupancy and 102 per night triple quad occupancy for a standard guest room and 102 per night single double occupancy 112 per night triple and 122 quad occupancy for a river view guest room These rates apply to the NGWA room block and are valid until the March 14 2016 cutoff unless our block has been filled before that date When making your reservations be sure to mention you are attending the Pacific Northwest Ground Water Expo Remember you are responsible for securing your own reservations For guest check in and checkout tim
10. ired to wear badges Registration fees are 20 for each additional exhibitor registrant Exhibitor preregistration forms will be mailed with the confirmation copy of the contract Exhibitors are requested to assist Show Management by advising all visitors they must pay the appropriate fee register and obtain a badge before entering the exhibit hall 8 Liability and Insurance Neither the Show Management or sponsors nor the Red Lion Hotel on the River shall be held responsible for the safety of exhibitors or their employees Insurance must be purchased by the exhibitor Show Management and the sponsoring associations will not be held liable for any damage done to the Red Lion Hotel on the River Convention Center or any property or material on or near the exposition site that may be caused by any exhibitor or their representatives 9 Service Contractor In the interest of safety continuity and security it is understood that dwa Exposition Services Portland will be the exclusive contractor for drayage rigging electrical and plumbing A service manual with instructions and forms for services and materials will be mailed from dwa after the contract has been confirmed or approximately 60 days prior to the show 10 Electrical Current Electrical current is available in the exhibit area An order form for electrical service will be in the service manual you receive from dwa Complete the form in advance and return it as instructed in the serv
11. mitted The display will officially close at 2 00 p m on Saturday March 19 2016 11 Promotional giveaways in exhibit space shall be in accordance with Oregon law 12 No exhibitor shall operate or participate in the operation of any exhibit demonstration activity or event during established show hours within the show city except in assigned exhibit spaces Nothing in this provision shall be interpreted to curtail the normal established manufacturing activities of an exhibitor within the show city However no tours of these facilities shall occur during the show hours 13 Exhibitors may advertise in exhibit space for plant tours to occur at any time other than show hours The distribution of any materials outside the exhibitors own space or actively soliciting attendees from other booths is prohibited 14 Admission to the exhibit hall shall be by badge only Registration badges are not transferable identification may be required Free and paid preregistrations may not be changed via telephone or letter after registration deadline Badge cancellation policy Preregistration monies will be refunded if written notice is received at NGWA no later than February 18 After that date no refund requests will be honored 15 All materials used in the exhibit hall shall be fireproofed and conform to all fire department regulations No decorative paper of any kind shall be permitted 16 Setup of exhibits shall commence at 8 00 a m Friday March
12. of heavy equipment to be displayed All equipment must be in excellent condition Structural limitations of the exhibit facility shall determine placement and positioning of equipment within the assigned booth bulk spaces When all booth and or bulk spaces are assigned a waiting list shall be maintained If cancellations occur booth bulk space assignments shall be made on a first come first served basis 5 No exhibitor shall install any floodlight fixtures which may cause the light coming from it to shine in other exhibits or in the eyes of guests or that is objectionable to other exhibitors Show Management reserves the right to remove such objectionable fixtures 6 During show hours each exhibit booth and bulk space shall be adequately manned by a company representative substantially all of the time Assigned exhibit space shall be kept neat and orderly All booth attendants shall be dressed modestly and in good taste 7 Any sound tracks or spiels shall be at a low pitch so as not to bother nearby exhibitors Any form of attention getting device or presentation shall be terminated if crowds jam aisles or infringe upon other exhibitors displays 8 Each exhibitor must comply with all requirements of the Americans with Disabilities Act ADA in the design and operation of its booth 9 No music live or recorded will be permitted in the hall because of liability for licensing 10 Early dismantling of displays shall NOT be per
13. rtunities to e Network with attendees with buying power Focus your marketing on serious shoppers e Increase leads Interact with your customers e Receive postshow attendee mailing list in electronic format ideal for postshow follow up e Be recognized as an industry support through sponsorships Foor Plan and Ordering Instructions Apply for your exhibit space today Call Vickie Shelby or Wanda at 800 551 7379 614 898 7791 option 4 or online at www PNWGWA org Vickie Crosby or Shelby Fleck Booth Setup Friday March 18 8 00 a m to 3 30 p m Phone 800 551 7379 614 898 7791 option4 Exhibit Hall Open Friday March 18 4 00 p m to 7 30 p m Fax Saturday March 19 9 00 a m to 2 00 p m E mail vcrosby ngwa org sfleck ngwa org Web www PNWGWA org Teardown Saturday March 19 2 00 p m to 9 00 p m WEST EAST e Booth space 10 x 8 550 par om includes two 2 free exhibitor FE FE staff registrants per space E rented 130431 56 157 Additional registrations may Dm M be purchased for 20 each pes A a idi e Booths will be assigned on a pes d 1 99 first come first served basis 427434 1531160 e Exhibitors must indicate booth preference on order 1 i en a 1 a torm S 125436 1511162 Heavy equipment space F ee LLL 300 includes two 2 free 2 iil 3 e 63 p d exhibitor staff registrants per s 1123
14. sonable deductions for overhead expenses incurred Any distribution of monies paid to the Show Management for booth bulk space etc shall be distributed at the sole discretion of the Show Management whose decision is final 22 Insurance shall be secured by the exhibitor and at the exhibitor s expense It is recommended that each exhibitor purchase insurance covering public liability and loss including damage and theft to protect against possible claims arising out of the operation of its exhibit 23 Exhibitors shall honor the contractual agreements between the exhibit facilities local union groups and or exclusive contractors 24 The Show Management shall be the interpreter of the requirements of this agreement and its decision shall be final In the event of a dispute this agreement shall be construed in accordance with the laws of the state of Ohio 25 The Show Management reserves the sole and exclusive right to amend modify or change from time to time the rules and regulations herein contained so as to effect the terms and conditions of this agreement and upon reasonable notice to the exhibitor the exhibitor agrees to comply with such amendments modifications or changes as if fully and originally written herein 26 This agreement constitutes the entire agreement between parties and cannot be amended modified or changed without a subsequent agreement in writing signed by the parties except as set forth above
15. te For office use only 865 m CK CC fant pad aide PLEASE RETURN FORM WITH PAYMENT TO National Ground Water Association 601 Dempsey Rd Westerville OH 43081 855 225 6492 Phone 614 898 7786 Fax Ground Water Association Location and Housing Red Lion Hotel on the River Jantzen Beach 909 North Hayden Island Drive Portland Oregon 97217 Phone 503 283 4466 Fax 503 283 4743 www redlion com NGWA has secured a limited block of rooms on a first come first served basis at the group rate of 92 per night single double occupancy and 102 per night triple quad occupancy for a standard guest room and 102 per night single double occupancy 112 per night triple and 122 quad occupancy for a river view guest room These rates apply to the NGWA room block and are valid until the March 14 2016 cutoff unless our block has been filled before that date When making your reservations be sure to mention you are attending the Pacific Northwest Ground Water Expo Remember you are responsible for securing your own reservations For guest check in and checkout times please contact the hotel directly Benefits of Exhibiting The 2016 Pacific Northwest Ground Water Exposition is the perfect place to meet and greet some of the people who matter most to your business your customers Your exhibitor dollars buy you priceless oppo
16. time of parking Outdoor spaces will be allocated on a first come first served basis at the time of parking Those who request additional heavy equipment display spaces after their initial contract has been confirmed will be accommodated ona space available basis Heavy equipment exhibitors meet staff in registration area at 8 a m March 18 2016 to draw numbers for parking sequence Violators will be required to move 5 Exhibit Display Show Management reserves the right to restrict any exhibit that because of noise or any other reason becomes objectionable Crepe paper decorations are not permitted All decorating material must be flameproofed No signs or other articles may be attached to walls or doors and no attachments of any kind may be made to the floor or any part of the building Displays using water must arrange waterproof protection 6 Exhibit Hours Booth Setup Friday March 18 from 8 00 a m to 3 30 p m Exhibit Hall Open Friday March 18 from 4 00 p m to 7 30 p m Saturday March 19 from 9 00 a m to 2 00 p m Teardown Saturday March 19 from 2 00 p m to 9 00 p m By mandate of the Pacific Northwest Ground Water Expo Board of Directors only those companies that can set up their booths by 3 30 p m on Friday should apply for space All companies must staff their booths accordingly until the official teardown begins at 2 00 p m on Saturday 7 Registration All individuals who wish to enter the exposition area are requ
17. y 18 2016 shall qualify an exhibitor for 50 refund of booth bulk space monies paid to that date Cancellation notice received after February 18 will result in loss of refund 20 Exhibitor expressly agrees that the Pacific Northwest Ground Water Exposition the Show Management its officers employees agents exhibit site the convention decorator successors and assigns shall not be liable for any damage or loss from any cause whatsoever to include negligence arising out of destruction of an exhibit or the property of an exhibitor or injuries to the person of an exhibitor all claims for any such damage loss or injury being expressly waived by the exhibitor In the event the exhibit site is destroyed by fire or the elements or other cause or in the event any circumstances e g strikes etc make it impossible for the Show Management to permit exhibitors to occupy the exhibit site the exhibitor expressly agrees that the Pacific Northwest Ground Water Exposition the Show Management its officers employees agents exhibit site the convention decorator successors and assigns shall not be liable for any damage loss or injury arising out of the same all claims for any such damage loss or injury arising out of the same all claims for any such damage loss or injury being expressly waived by the exhibitor 21 If the Exposition is not held as proposed the exhibitor shall receive a refund of any amounts paid on exhibit space less rea
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