2009 Exhibitor Information

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Exhibit Hours
Tuesday - March 17  10:00 am - 6:00 pm
Wednesday - March 18  8:00 am - 1:00 pm

Exhibits must be staffed at all times during exhibit hall hours.

Installation of Exhibits
Monday, March 16 12:00 noon - 8:00 pm
Tuesday, March 17 7:00 am - 9:00 am

Any exhibit space not occupied and setup by 10:00 am on Tuesday, March 17, will be cancelled or reassigned with no refund. In case of emergencies notify Executive Director of ISAWWA at 866-521-3595 that your booth setup will be delayed.

Dismantling / Shipping Exhibits
Wednesday, March 18 - 1:00 pm

Exhibits should not be dismantled prior to this time without approval from ISAWWA Executive Director. Violation of this regulation may affect the exhibitor’s priority status in the process of booth selection for 2010 ISAWWA Conference and Expo Exhibit Hall. Exhibitors are required to attend to their booths during the exhibit hours as shown above. They are also required to be present at 1:01 pm on Wednesday, March 18, 2009 to receive packing materials from JnR Mehan Co., for packing their materials. Exhibitors are encouraged to pack their booths and arrange for shipping prior to leaving the Exhibit Hall.

All exhibitors shipping freight will need to be shipped to Springfield Van and Storage Co., 1500 E. Knotts Street, Springfield, IL 62703. Shipments will be received and stored in advance and delivered to your booth. All packages must have your assigned Booth number written on the outside of the package and ISAWWA Crowne Plaza. At the conclusion of the show, your freight will be picked up from your booth and held at Springfield Van and Storage Co. for common carriers to pick up. It is the exhibitor’s responsibility to arrange for a common carrier to pick up freight at Springfield Van and Storage Co.

An exhibitors package will be sent by JnR Mehan, after booths are assigned.


Exhibits - Payment in the form of credit card, check or purchase order must accompany this Application for Exhibit Space. All invoices must be paid in full by March 1, 2009. Failure to remit payment constitutes cancellation of contract and the reserved space will be subject to resale. If an exhibitor notifies ISAWWA of intent to cancel in writing prior to February 1, 2009 a full refund will be made. Cancellations after February 1, 2009 will be refunded less a $100.00 processing fee. Cancellations after February 28, 2009 will not be refunded.

Sponsorships - Sponsorships must be paid in full by February 1, 2009. There will be no refunds on sponsorship of any type.

Exhibit Booth Fees

8 x 10 member - $650.00
10 x 10 member - $700.00
8 x 10 non member - $830.00
10 x 10 non member - $880.00
Additional booth personnel - $50.00 each

Full payment must be received by March 1, 2009. Exhibit personnel need to be pre-registered by February 10, 2009. On site substitutions of booth personnel will be only allowed for entire conference.

Non member fees include one individual membership from Illinois Section AWWA and one affiliate membership from IWEA for the person listed as the booth contact.

If a non-member booth is cancelled, the membership portion of the payment will not be refunded.

Assignment of Space

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 exhibits are made by ISAWWA, beginning on the following dates;

August 12 - 7 points
September 1 - 6 points
September 16 - 5 points
October 1 - 4 points
October 16 - 3 points
November 1 - 2 points
November 16 - 1 point
All exhibitors November 30, 2009.

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 last 4 ISAWWA and IWEA Conferences. Any company that exhibited at both for the last 4 years has earned the highest number of priority points - 7. Each year is worth one point regardless of the number of booths reserved in any one year.

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 2009 Joint Expo Rules and Regulations.

Names of all Sponsors and Exhibitors whose checks are received by February 1, 2009 will be placed in the Conference program and on the ISAWWA and IWEA web pages. Links to exhibitor’s web sites will be available at no charge from the electronic exhibit hall guide.

Exhibit Booths

The booth dimensions indicated on the floor plan are believed to be accurate but may be approximate. All booths are either (8’ x 10’) or (10’ x 10’) . We have made every attempt to place booths next to the permanent poles. Each booth space will include a 8’ high back draping, 4’ high side drapes and one 7" x 44" sign with the booth number. No walls, partitions, decorations or other obstructions may be erected without adequate see through to neighboring exhibits. Exhibitors that wish to use any nonstandard booth equipment, signs, decorations, displays or arrangements of display materials that conflict with these regulations must receive prior written approval from ISAWWA Executive Director.

Standard In-Line Booth. A standard in-line booth must not be higher than 8’ at the backwall and 3’ on the side dividers along the aisles. Display fixtures that are over 4’ tall must be confined to the area of the exhibit booth that is within 4’ of the backline.

Services / Equipment Provided

In addition to the use of the space for the entire exhibit period, the price of a booth includes the sign showing the booth number, janitorial services for the exhibit area, one table, two folding chairs, and two complimentary meeting registrations per booth. Additional tables and/or chairs may be ordered from JnR Mehan. Information on ordering those items will be sent to exhibitors in January.

One standard electrical outlet will be provided for each booth suitable for running a computer and/or projector. Any motors need to be approved in advance and there may be additional charges for additional electrical availability.

Internet Access - Exhibitors may order internet access at the cost of $65.00 per booth for the two days of the exhibits. Internet access may be ordered on the enclosed form. There are no implied guarantees on the speed of the connection.

The exhibit area will be locked during the non-exhibit hours. However, ISAWWA / IWEA assume 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 / IWEA 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.

Hospitality suites should not conflict with any 2009 Joint Water Conference events. It is expressly stated that hospitality suites are in no way associated with any portion of the 2009 Joint Water Conference. ISAWWA and IWEA disclaim any liability in connection with any hospitality suite. Hospitality suites are limited to exhibiting companies only and must be approved in advance by ISAWWA Executive Director.