AWT Annual Convention
Rules & Regulations
It is understood that the following terms, conditions and rules are agreed to as part of the contract between the Association of Water Technologies (AWT), hereinafter referred to as “Show Management” or “AWT”, and those who purchase exhibit space (“Exhibitor”) in the AWT Annual Convention. Show Management shall have the authority to interpret and enforce the AWT Rules & Regulations. All matters not covered by the Rules and Regulations are subject to the discretion of Show Management. All decisions so made shall be as binding on all parties as the original AWT Rules & Regulations. The Exhibitor or its representative is responsible for familiarizing herself or himself with all the Rules and Regulations. The Exhibitor or its representative who fails to observe the conditions, terms, or rules of the contract may be excluded from the Exhibition without refund.
General Terms and Conditions AWT reserves the right to take the following actions at any time prior to or during the Exhibition and at its sole discretion: (1) terminate this agreement or decline to provide space to an Exhibitor for any reason based on adverse conduct of the Exhibitor (including but not limited to Exhibitor conduct, or Exhibitor use, promotion and/or distribution of material(s)and/or content, that is objectionable to AWT or is not consistent with AWT’s bylaws, the Rules and Regulations, or mission); (2) prohibit any exhibit, or part thereof, that violates this agreement or is, in any other way, not suitable for, or not in keeping with the character and spirit of, the Exhibition; (3) close any exhibit that is determined by Show Management to be too loud or disruptive and/or to disturb other exhibits because of, among other things point of purchase sales, material content, or method of operation; and/or (4) refuse to permit an Exhibitor who violates this agreement to participate in one or more future AWT Exhibitions.
Relocation of Exhibits Show Management reserves the right to alter locations of exhibits as shown on the official floor plan, if advisable and in the best interests of the Exhibition as determined by Show Management in its sole discretion.
Soliciting/Demonstrating Exhibits must be confined to the exact space allocated. Circulars, publications, advertising matter and all kinds of promotional giveaways must be distributed only within booth spaces. Nothing can be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Signs, rails, etc., will not be permitted to intrude into or over aisles. Canvassing, exhibiting or distributing advertising material outside the designated exhibit area is prohibited. Soliciting or demonstrating by an Exhibitor must be confined to the Exhibitor’s own booth. Distribution of the Exhibitor’s printed advertisements must be done within the Exhibitor’s own space
Hospitality Events: Exhibitors agree not to host hospitality suites during the Annual Convention event hours. Exhibitors also agree not to have any entertainment or other functions for large, organized groups during the event hours of the convention. This noncompetition provision also applies to private demonstrations, facilities, tours, etc. Exhibitors agree that these activities detract from the overall merit of the show. The types of activities listed above are prohibited unless approved in writing by AWT.
Liability and Insurance: AWT and its officers, directors, volunteers, employees, agents, and sponsors are not responsible or liable for damage to the exhibitor’s property, owned or rented, his personnel or invitees, or that of his employees or agents, from personal injury, fire, theft, or any other cause. Exhibitors are advised to secure insurance coverage for personnel, products, and exhibits at their own expense. Such coverage can usually be provided by requesting a rider to the company’s existing policy if coverage is not already in force. Exhibitors shall be bound by the terms of the contract held by AWT with the Devos Place. Exhibitors agree to indemnify, hold harmless, and defend AWT and its officers, directors, volunteers, employees, agents, and sponsors, and the Devos Place and its respective members, officers, directors, agents, and employees from and against any and all liabilities, damages, actions, costs, losses, claims, and expenses, including reasonable attorney’s fees, on account of personal injury, death, or damage to or loss of property or profits arising out of or resulting, in whole or in part, from any act of omission, negligence, fault, or violation of law or ordinance of the exhibitor or its employees, agents, subcontractor, or invitees or any other person entering the facility with the implied or express permission of the exhibitor.
Such indemnification by the exhibitor shall apply unless such damage or injury results from the sole negligence, gross negligence, or willful misconduct of the exhibitor, its employees, or its subcontractors. Children/young adults under the age of 16 are not permitted on the exhibit floor during the installation and dismantling hours.
Height Restrictions: Linear or “in-line” and corner booths are subject to an 8' height restriction. Perimeter booths (those that back to an outside wall rather than to another exhibit) are restricted to a height limitation of 12'. 20' x 20' islands can be up to 16' high, including signage.
Use of Space: The maximum height of 8' is allowed only in the rear half of the booth space, with a 4' height restriction on all materials in the remaining space forward to the aisle. When three or more linear booths are used in combination as a single exhibit, the 4' height limitation is applied only to that portion of exhibit space that is within 10' of an adjoining booth.
Sound: Public address systems are not permitted. The noise level from any demonstrations or sound system should be kept to a minimum and should not interfere with others. Electrical or mechanical apparatus must be muffled so that noise does not interfere with other exhibitors. AWT reserves the right to determine at what point sound constitutes interference with others.
Agreement: By signing the space application, the exhibitor agrees to abide by these rules and regulations and the decisions of AWT. This contract will become binding for both the exhibitor and AWT upon its acceptance by AWT staff. These terms and conditions have been developed to offer each exhibitor equality regardless of size. Each exhibiting company should be given equal opportunity, within reason, to present its products to the target audience in the most effective manner.
Space Assignment: Preference for space assignment will be awarded to previous exhibitors based on priority points. Priority points are determined based on several factors, including participating in previous expositions, sponsoring an event at the convention, advertising and/or having an article in The Analyst, and/or presenting a paper at the convention. More weight is given to being active within the past five years. All exhibit space is assigned using priority points and then on a first-come, first-served basis. Please list six booth choices. In the event that all your choices have already been assigned, AWT will contact the Exhibitor to select the booth. If there is no response in 3 business days, the Exhibitor will lose their place in line to select the booth and the next Exhibitor will be contacted Applications received without full payment will not be processed. Payment for space must be received in U.S. dollars.
Priority points only apply to exhibitors who return their contract and full payment by Friday, December 30, 2022. If two companies have the same number of points in the priority listing, booth space will be assigned based on the date the contract is received by AWT. Companies not having priority points will be assigned booth space according to the date their contract and full payment are received. After Friday, December 30, space will be assigned upon receipt of the contract and full payment. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate so on their application; careful consideration will be given to such requests. AWT retains the exclusive right to revise the exhibit hall floor plan(s) and/or relocate any assigned exhibitors as necessary for the betterment of the AWT Annual Convention & Exposition, as determined solely by AWT.
Subletting Space: No exhibitor shall assign, sublet, or apportion all or any part of the space assigned, or have representatives, products, or materials from companies other than its own in said exhibit without the written consent of AWT. Exhibitors must only represent the company that signed the booth application. If there are multiple companies with the same ownership, a separate booth must be purchased.
Installation and Dismantling of Exhibits: The exhibit hall will be open Tuesday, October 3, from 10:00 am–5:00 pm for exhibitor move-in, and on Wednesday, October 4, from 8:00 am–2:00 pm for final preparations, such as lighting, powering of equipment, etc. At 2:00 pm on Wednesday, October 4, an inspection will be made. Exhibits that are obviously not being set up and have no representative present will be assigned to the labor contractor for uncrating and erecting to facilitate crate removal and initial cleaning prior to the exhibit hall opening. Charges will be billed to the exhibitor. Permission for late setup on Wednesday, October 4, will be handled on a per-request basis with 30 days written notice given to AWT staff. No exhibit may be erected during open Exposition hours.
Dismantling of exhibits and packing of equipment may not begin until after 2:00 pm, Friday, October 6. Exhibitors who dismantle their booths prior to the announced closing risk losing their priority points and future exhibit invitations. All exhibits must be packed and ready for removal from the exhibit area no later than 7:00 pm on Friday, October 6.
Exhibitor’s Service E-Kit: A complete Exhibitor’s Service E-Kit containing all the necessary order forms for drayage, electrical, furniture rental, carpeting, cleaning, etc. will be available online. Information will be emailed to each exhibitor by NexxtShow, the general contractor/decorator. Orders should be submitted by the “Key Dates” listed in the service manual to receive discounted rates.
Exhibitor Giveaways: Exhibitors are allowed to distribute giveaways at their booth(s). Exhibitors must confine their activities to the space for which they have contracted; this includes the distribution of printed materials
Only exhibiting companies are permitted to present a commercial corner. These are 20 minute presentations that are intended for exhibitors to present on whatever they’d like. Unlike traditional abstracts, these are permitted to be sales pitches. Commercial Corners will be assigned based on a first come-first served basis. Commercial Corner presenters agree to send all relevant information 10 weeks before the convention.
Exhibitors will be promoted with their name on the AWT website, their logo/listing on the Convention app, and if applicable, in the on-site printed notebook. Exhibitor agrees to send AWT all of the information required for the listing, including logo, contact information, and a description of their company. This must be done 10 weeks before the convention to ensure entry into printed material. If an exhibitor sends information in after the 10 week mark, there is no guarantee that their information will make the printed program. There are no refunds if this deadline is missed.