Iowa Water Well Association 87th Annual Convention & Trade Show

Transcription

1 Iowa Water Well Association 1255 SW Prairie Trail Parkway Ankeny, IA EXHIBITOR & SPONSOR GUIDE Iowa Water Well Association 87th Annual Convention & Trade Show January 28 29, 2016 Coralville Marriott Hotel & Conference Center Coralville, Iowa Deadline to Register: January 8, 2016 NEW THIS YEAR You spoke, we listened! In response to exhibitor feedback, IWWA s Exhibit Hall will be open one day only. Same number of hours on the Trade Show floor, just in one day!

2 Exhibit Hall Schedule Set-Up Wednesday, January 27, 2016 Exhibit Hall Open Tear-Down Friday, January 29, :00 6:00 p.m. 7:00 11:30 a.m. 11:40 a.m. 2:30 p.m. [Lunch and Exhibit Hall Open] 4:50 7:00 p.m. [Networking Dinner & Auction Exhibit Hall Open] 7:00 9:00 p.m. 7:00 a.m. 12:00 p.m. Tear-down is not permitted on the exhibit floor before 7:00 p.m. on Thursday, January 28. Exhibitors tearing down before 7:00 p.m. will not be permitted to exhibit at future IWWA Trade Shows. About the Exhibit Hall 30,000 sq-ft. of heated exhibit space with 37 ceilings. Loading door entrance 19 high by 20 wide. Drive in to load/unload your booth. Booth spaces are open to the north or south of the hall. Exhibit spaces are assigned on a first-come, first-served basis. Exhibitors must submit the IWWA Exhibitor Agreement Form AND full payment before a booth space is assigned. For all exhibiting guidelines, please read the Exhibitor Rules & Regulations in full. Show Checklist 87th Annual IWWA Convention & Trade Show Hotel Reservations - be sure to mention IWWA Nights Booked Hotel Confirmation Number Sponsorship Form Completed Booth Registration Form Completed (Booth personnel confirmed and registered) Electrical Ordered from the Coralville Marriott Additional Booth Equipment Ordered from Spielman s Event Services Booth Materials Shipped to Spielman s Event Services Donation item(s) selected for IWWA Scholarship Auction About the Annual Convention & Trade Show On average, the IWWA Convention & Trade Show attracts 500 attendees. Convention attendees are business owners, licensed pump installers and well drillers, geothermal experts, county sanitarians and DNR agencies. The Convention provides 10 CE (continuing education hours) to licensed professionals. Booth Registration Fee Includes: Two (2) representatives in your booth. Additional representatives may be added for $100.00/representative. One (1) 10 x 10 skirted booth with one (1) 6 skirted table, two (2) chairs and one (1) wastebasket. Two (2) Thursday lunch tickets. Two (2) Friday breakfast tickets. Admission to the IWWA Dinner & Auction on Thursday evening. Beverage breaks in the Exhibit Hall. Listing in the Convention program if registration is received by January 8, Admittance into all education sessions and CE for those who qualify. Blue draping. Official Show Contractors Shipping and Additional Booth Equipment Shipping Exhibitors must coordinate directly with Spielman s Event Services, Inc. for receiving, storage and shipping of exhibit materials. The hotel will not accept items for vendors. Exhibitor materials will not be accepted by Spielman s prior to December 31, A shipping and receiving associate will deliver packages to the exhibit hall and place packages in the booth. Arrange for Freight Service Online: Call: (800) Please have all items mailed/shipped to: Spielman s Event Services 1380 Stoney Point Road SW Cedar Rapids, Iowa Additional Booth Equipment Spielman s Event Services, Inc. Order online: Call: (800) Advance Rates: Order by January 13, 2016, to save on your order. Standard Rates: Apply to orders received after January 13, Electrical Electrical must be ordered directly through the Marriott Coralville Hotel & Conference Center using the Exhibitor Power Utility Services Order Form found on or by ing staff@iwwa.org. Fees are per show and not per day.

3 IWWA Convention & Trade Show Agenda Wednesday, January 27, :00 6:00 p.m. Exhibitor Move-In 7:00 a.m. 5:00 p.m. Registration Open 7:00 11:30 a.m. Exhibitor Set-Up 8:00 8:30 a.m. IWWA Annual Business Meeting 8:30 10:30 a.m. Water Treatment Solutions Kurt Gruet, Water Right [2 contact hours] 10:40 11:40 a.m. Solids Control Brock Yordy, GEFCO 11:40 a.m. 2:30 p.m. Lunch & Exhibit Hall Open 1:30 2:30 p.m. Past Presidents Council Meeting 2:40 4:50 p.m. Roundtables Two one-hour sessions, with a 10-minute break to change rooms. You must attend two sessions to receive 2 hours CE. [Note: CE is not available for the insurance roundtable.] New Rules & Regulations Surrounding Irrigation Wells Deb Williams and Mike Anderson, Iowa Department of Natural Resources Troubleshooting Well Drilling Issues Gary Shawver, Shawver Well Company, Inc. Constant Pressure Pumps Bob Reinmund, Grundfos Insurance Updates Jessica Rhaitagan, Millhiser-Smith [NO CE available for this session. Business owners are encouraged to attend.] 4:50 7:00 p.m. 7:00 9:00 p.m. IWWA Networking Dinner & Auction in Exhibit Hall Exhibitor Move-Out Friday, January 29, :00 a.m. Registration Open 7:00 a.m. 12:00 p.m. Exhibitor Move-Out 7:00 8:00 a.m. Continental Breakfast 8:00 9:00 a.m. Iowa s Aquifers Ryan Clark, Iowa Geological & Water Survey 9:10 10:10 a.m. Grouting 101 Orlando Salazar, Halliburton 10:20 11:20 a.m. Long Live the Efficient Well Stephen Schmitt, Johnson Well Screens 11:30 a.m. 12:30 p.m. Water Treatment Training for Arsenic Ron Ristau, Schumacher Well Drilling, Inc. Hotel Information Coralville Marriott Hotel & Conference Center 300 East 9th Street Coralville, IA I-80, Exit 242 Phone: (319) Hotel Reservations For reservations, call the Coralville Marriott Hotel at (319) Ask for the Iowa Water Well Association group room rate. Room Rates $97.00 plus tax (Single/Double/Triple/Quad) Parking is included in this rate. Check-in: 4:00 p.m. Check-out: 12:00 p.m. The cut-off date for the IWWA room block is January 13, IMPORTANT NOTE: Please make your reservations early. While the hotel will guarantee the lower room rate until January 13, 2016, this does not mean that they can guarantee that rooms will be available. There are a limited number of rooms set aside at the hotel for IWWA. Rooms are on a firstcome, first-served basis. Parking IWWA offers complimentary parking at the hotel. If You Are Staying At the Coralville Marriott Hotel: You will park in the parking garage connected to the hotel. Your parking is validated as part of your room rate. You will receive a validation ticket when you check into the hotel. Your validation ticket is good for the duration of your stay at the hotel. If You are Attending Convention for One Day: You will park in the South lot, by the Conference Center entrance. Your parking will be validated. To receive your validation ticket, please stop by the IWWA Registration Desk located outside of the Exhibit Hall. The validation ticket is good for one-day parking only.

4 EXHIBITOR RULES & REGULATIONS 1. CONDITIONS TO EXHIBIT Anyone interested in offering any product or service to the Iowa Water Well Association (IWWA) MUST register in advance. Anyone offering any product or service to the IWWA audience without proper registration will be subject to immediate dismissal from the Convention & Trade Show. The Exhibit contract becomes valid upon receipt of payment for the total cost of reserved space. 2. EXHIBIT SPACE The space contracted is to be used for the Exhibitor whose name appears on the contract for space. Exhibitors may not sublet or resell any portion of their contracted space nor allow their badges to be used by unauthorized persons. No firm or organization, which has not contracted for exhibit space, will not be permitted to solicit business within the exhibit area. IWWA reserves the right to prohibit or restrict and, if necessary, remove or require correction of any exhibit that is unsuitable or objectionable for the IWWA Trade Show or the exhibit area. Exhibit space is assigned on a firstcome, first-served basis. 3. LARGE ITEMS AND MOTORIZED VEHICLES Cars, large crates, truss and flats must be loaded from the west entrance of the exhibit hall. Motorized vehicles shall be defined as any vehicle which is propelled by an internal combustion engine and using Class-1 or Class-2 fuel, such as but not limited to automobiles, trucks, motorcycles, and aircrafts and water crafts. All motor vehicles must receive a permit from the Coralville Fire Chief prior to the opening of the show. If a motor vehicle will be placed in the convention center it must be reviewed with the Event Manager in order to set up a time for the Fire Chief to come and provide a permit for each vehicle. Permit forms are available on or by ing mwhitcomb@isamanagementsolutions.com. The cost of the permit is $50.00 per vehicle. The Fire Chief requires the following prior to granting a permit: 1) Gas tank must be at ¼; 2) Gas tank cap must lock (must lock tape will not be permitted); 3) Battery has to be unattached; and 4) Upon entering, visqueen must be laid under the vehicle to prevent oil drip. Visqueen must remain under the vehicle during the time it stays on the convention floor. The covering will need to be double width at all corners so that cartwheels do not touch the floor surfaces. There must be covering underneath all equipment, whether permanent or staged. Visqueen and plywood may be used to cover temporary areas but the plywood must be flame retardant, and the visqueen cannot be used where there are electrical cords laying around or underneath the surface. Large equipment and vehicle move-in will be Wednesday, January 27, 2016, beginning at 2:00 p.m. A move-in schedule will be created and communicated to these exhibitors. The schedule must be adhered to in order to have a smooth, successful move-in. 4. EXHIBIT SCHEDULE Set-Up: Wednesday, January 27, 2016, 2:00 6:00 p.m., 7:00 11:30 a.m. Exhibit Hall Open:, 11:40 a.m 2:30 p.m. Lunch & Exhibit Hall Open. 4:50 7:00 p.m. Networking Dinner & Auction Exhibit Hall Open. Tear-Down:, 7:00 9:00 p.m. Friday, January 29, 2016, 7:00 a.m. 12:00 p.m. Tear-down is not permitted on the exhibit floor before 7:00 p.m. on Thursday, January 28. Exhibitors tearing down before 7:00 p.m. will not be permitted to exhibit at future IWWA Trade Shows. 5. LARGE ITEMS AND MOTORIZED VEHICHLES MOVE-IN SCHEDULE Large equipment and vehicle move-in will be Wednesday, January 27, 2016, beginning at 2:00 p.m. A move-in schedule will be created and communicated to these exhibitors. The schedule must be adhered to in order to have a smooth, successful move-in. 6. MATERIALS HANDLING Exhibitors wishing to use forklifts or other specialized equipment to facilitate move-in must coordinate directly with Spielman s. IWWA does not make available forklifts or other specialized equipment. The Exhibitor must coordinate directly with Spielman s for receiving, storage and shipping of exhibit materials. The hotel will not accept items for vendors. Exhibitor materials will not be accepted by Spielman s prior to December 31, A shipping and receiving associate will deliver packages to the exhibit hall and place packages in the booth. Contact Spielman s, 7. UNOCCUPIED SPACE Should any rented Exhibitor s space remain unoccupied on opening day, IWWA reserves the right to rent such space to any other Exhibitor or use said space in any other manner should any space be forfeited. IWWA has the right to modify the exhibit hall floor plan if necessary. No refunds for no-shows. 8. EXHIBITOR PERSONNEL During official exhibit hours, a representative for the exhibiting company must be in the booth at all times. Booth registration includes two (2) representatives in your booth. Additional representatives may be added for $ each. 9. SECURITY The exhibit hall will be locked during after-exhibit hours; however, hotel personnel will have access at all times. IWWA has no liability for any loss or damage sustained by an exhibitor during such hours or at any time, whatever the cause. 10. INDEMNITY It is expressly understood and agreed that the Exhibitor will hold harmless and make no claim against IWWA or its officers, members or agents for any loss, damage to or destruction of property, nor for any injury that may occur to the Exhibitor, its agents, or its employees while in the exhibit facilities, nor for any damages of any nature or character whatsoever, including direct or indirect damage as a result of loss of business arising out of the exhibition or cancellation thereof. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. 11. DAMAGE TO EXHIBIT FACILITIES The exhibiting company must leave space assigned and occupied in the same condition as when possession began. Exhibitor is liable for damage to walls, columns, floor, carpet, ceiling, etc. 12. CHANGE OF FLOOR PLAN IWWA reserves the right to change the exhibit hall floor plan and/or exhibit locations without prior permission to the Exhibitor.

5 13. NON-ENDORSEMENTS The exhibiting of products and services at the IWWA Convention & Trade Show does not constitute an endorsement by IWWA or any product or service exhibited. Exhibitors are not permitted to represent in any manner that IWWA has endorsed goods or services by the exhibiting company. 14. CANCELLATION OF CONTRACTED SPACE Full refund with written cancellations received prior to January 8, No refunds after January 8, No refunds for no-shows. 16. AMENDMENTS These Rules and Regulations have been formulated for the best interest of the Exhibitors and IWWA Convention & Trade Show. All matter and questions not covered by these Rules and Regulations may be amended at any time by IWWA and all amendments that may be so made shall be equally binding on all parties affected by them as the original Rules and Regulations. 15.CANCELLATION OF EXHIBITION Should any cause beyond the control (such as fire, strike, or Acts of God, etc.) of IWWA arise prior to the opening date of the Trade Show that would cause its cancellation, it is understood and agreed that IWWA will attempt to reschedule the event as near the original date and site as possible. If the event is not rescheduled, IWWA will refund the exhibit registration fees paid by the exhibitor. IWWA will have no further obligation to liability to the exhibitor. IWWA Sponsor Opportunities Take advantage of these opportunities to promote your products and services to approximately 500 Iowa Water Well Association Convention Attendees. All sponsorship packages include: Company name listed on all sponsorship signage at the Annual Convention & Trade Show. Company name listed in the materials distributed to attendees. Recognition from the podium during the IWWA Annual Business Meeting. Recognition in the post-convention newsletter. PLATINUM LEVEL $1,500 Contribution (Multiple Sponsors) Sponsor Thursday s Networking Dinner held in the Exhibit Hall! 50% off one (1) 10 x 10 skirted booth with one (1) 6 ft. skirted table, two (2) chairs, and one (1) wastebasket and side rails. (If purchasing more than one booth, the 50% off is for your first booth only.) Company listed as a Platinum Level Sponsor on signage throughout Convention, at the Networking Dinner, and in materials distributed to attendees. Podium recognition during the Annual Business Meeting, name announced during the Exhibit Hall show times, and podium recognition during the Networking Dinner. GOLD LEVEL $1,000 Contribution (Multiple Sponsors) 25% off one (1) 10 x 10 skirted booth with one (1) 6 ft. skirted table, two (2) chairs, and one (1) wastebasket and side rails. (If purchasing more than one booth, the 25% off is for your first booth only.) Company listed as a Gold Level Sponsor on signage throughout Convention, at the event of choice, and in materials distributed to attendees. Podium recognition during the Annual Business Meeting and name announced during the Exhibit Hall show times. Sponsorship options: Thursday Morning Continental Breakfast Thursday Lunch in the Exhibit Hall Friday Morning Continental Breakfast Annual Convention Notebook (Company logo on the cover of the notebook distributed to all attendees.) Name Badge Lanyards (Badge lanyards purchased by IWWA with your company logo imprint.) Open to one sponsor only. SILVER LEVEL $500 Contribution (Multiple Sponsors) Company listed as a Silver Level Sponsor on signage throughout Convention, at the event of choice, and in materials distributed to attendees. Podium recognition during the Annual Business Meeting and name announced during the Exhibit Hall show times. Sponsorship options: Thursday Morning Break Thursday Afternoon Break Thursday Evening Hosted Beer Friday Morning Break BRONZE SPONSORS $250 Contribution (Multiple Sponsors) Take this opportunity to become an integral part of the event and show your support of IWWA! Company listed as a Bronze Level Sponsor on signage throughout Convention and in materials distributed to attendees. Podium recognition during the Annual Business Meeting and name announced during the Exhibit Hall show times. See reverse side for Exhibitor Agreement and payment details.

6 IWWA Exhibitor Agreement Contact Name Please reserve exhibit space for our company at the 2016 IWWA Trade Show: Company Name Phone Mailing Address / City / State / Zip Product(s) being displayed at the Trade Show. If you need special accommodations, please indicate in the space below. Please list competitors. We make every effort not to have direct competitors exhibit near one another. Booth assignments are made on a first-come, first-served basis. Our Booth Preferences are: (see floor plan to the right) 1st Choice # 2nd Choice# 3rd Choice# Sponsorships PLATINUM LEVEL $1,500 IWWA Thursday Networking Dinner GOLD LEVEL $1,000 Thursday Morning Continental Breakfast Thursday Exhibit Hall Lunch Friday Morning Continental Breakfast Annual Convention Notebook Name Badge Lanyards Exhibits IWWA Member Non-Member First Booth Additional Booths Rig Space, flat fee (Must have engine to qualify) Additional Representatives $450 $350 $450 $100 $625 $475 $625 $100 Our exhibit booth will be staffed by: (Two (2) individuals are included with each booth fee. Additional representatives may be added for $ each) Included with Booth Included with Booth Name SILVER LEVEL Thursday Morning Break Thursday Afternoon Break Thursday Evening Hosted Beer Friday Morning Break BRONZE SPONSOR $500 $250 Method of Payment Check # Total Due: $ Payment must accompany Exhibitor Agreement to reserve space. Payment signifies you agree with the IWWA Exhibitor Rules & Regulations. Visa MasterCard AMEX Card # Exp. Date / Signature Print Name on Card Return To Iowa Water Well Association 1255 SW Prairie Trail Parkway Ankeny, IA T F