CONFERENCE AND TRADESHOW EXPOSITIONS
ADOPTED POLICY AND PROCEDURES
NATIONAL ONSITE WASTEWATER RECYCLING ASSOCIATION
Policy
It is the Policy of the NOWRA Board of Directors, that all businesses agreeing to participate in its expositions, meetings and tradeshows, will do so through the process of signing an Agreement for Exposition Space or the Space Reservation Contract. In signing this contract, the company/business agrees to comply with all the following procedures and terms of conditions within this document. Further, the enforcement of this policy and its procedures are assigned to the NOWRA Executive Committee or their designee(s) to ensure that these conditions are not
violated.
Procedures
1. Application and Participation
Application for booth space must be made on the printed form provided by the National Onsite Wastewater Recycling Association (NOWRA). The company/business will provide the requested information on the specific form which must be signed by the individual (with an original signature) who has authority to act for the applicant (business/exhibitor). NOWRA reserves the absolute right to reject any such application for either non-payment of outstanding fees, incomplete information, or non-compliance with ethical standards of practice.
1.1 Payment
Either full or 50% of the required payment for booth space must be received with the signed contract either through credit card or business check, and the remaining payment must be received before the date printed on the brochure. All checks are made payable to National Onsite Wastewater Recycling Association. No application will be accepted without payment. Returned checks will be charged a $100.00 fee and may be released from reservation without refund at the discretion of NOWRA’s Secretary -Treasurer.
1.2 Non-Endorsement
The Company/business desiring to be an Exhibitor with a NOWRA Conference or Tradeshow agrees and understands that with the approval of the application, that NOWRA does not in any way endorse or signal its approval of the Exhibitor’s product or service over and above any other company. Accordingly, the Exhibitor agrees that it shall not, in any manner, in its advertising, promotional or similar materials or undertakings, state, suggest, or imply such NOWRA approval or endorsement. Further, the Exhibitor agrees not to use NOWRA’s name or make any reference to NOWRA in any other undertakings (e.g. survey, questionnaire, letter of introduction) without the written consent and permission of NOWRA, through its executive director, following approval of the Executive Committee.
1.3 Conference Cancellation or Relocation
In the event of cancellation or relocation of the contracted conference due to circumstances within the Association's direct control, the liability of NOWRA will be limited to the refund of payment received for contracted exhibit space. In the event the Association has no control over the cancellation or relocation of any conference, the Association will have no liability of any kind but may in its discretion refund any fees paid by the exhibitor.
1.4 Exhibitor Cancellation
Should the exhibitor be unable to occupy and use the exhibit space contracted for, and notifies the Association in writing by the deadline stated within the meeting brochure, all fees paid by the exhibitor, less processing fee, will be refunded. No refund of any fees will be made if notice of cancellation is received after stated deadline, unless authorized by the Secretary-Treasurer.
1.5 Default Occupancy
Any business or exhibitor failing to occupy the space contracted with NOWRA is not relieved of the obligation to pay for such space at the full rental price. The National Onsite Wastewater Recycling Association will have the right to use the vacant space as it sees fit to eliminate blank space in the exhibit hall, provided such booth space is not
occupied by one hour before the official show opening.
1.6 Insurance
In all cases, exhibitors wishing to insure their goods must do so at their own expense.
2. Assignment of Space
Assignment of space is determined by NOWRA office and is allocated according to the status of participation in the NOWRA Business Benefit Program and ongoing support, together with the expressed requirements and preferences as to location of the exhibiting business. Reassignment of a booth is under the sole discretion of NOWRA will all prior commitments to booth space kept in full consideration.
2.1. Exposition Booths and Equipment
Based on the defined agreement/contract for the individual show, standard booth equipment (back and side wall draping, identification sign, table and 2 chairs) will be included within the fee charged by NOWRA, and without additional cost to the exhibitor.
2.2. Assignment
No exhibitor or business shall assign, sublet, or apportion the whole or part of its allotted exhibit space. The space contracted for is to be used solely for the exhibitor whose name appears on the contract. A company or exhibitor cannot sublet nor assign any portion of same without the written consent of NOWRA.
2.3. Space Limitations
If a company or exhibitor plans to install a completely constructed display of such character that the exhibitor will not require or desire the use of standard booth equipment, no part of this equipment will project out of the assigned space so as to obstruct the view of adjacent booths. No part of any display can project out of assigned
space into aisles causing foot traffic to be obstructed. No part of any display may be more than eight feet in height. The back three feet of rented space may be occupied from the floor up to eight feet in height; the front of the rented space may be occupied from the floor up to 48 inches only.
2.4. Space Maintenance
The company/exhibitor must at their own expense, maintain and keep in good order all of the area within the exhibit and the space for which the contract stipulates.
3. Use of Space
Displays and exhibits will be shown only in the official exposition area as established by NOWRA. Neither the exhibitors nor non-exhibitors will be permitted to display articles, equipment or information concerning services, or movies of such articles, equipment or services in rooms occupied by NOWRA during the conference, in accordance with prior agreements between NOWRA and officials of the hotel. Each exhibit and all marketing activities shall be enclosed entirely within the floor space and height limits allocated and shall not interfere with the light, space, or view of any other exhibit. Distribution of samples and printed material are restricted to the exhibit booth. The aisles,
passageways and other areas where traffic occurs remain under control of NOWRA. No signs, decorations, banner, advertising material or special exhibits are permitted in the aisles.
3.1 Union Labor
Exhibitors are required to observe all union contracts in effects among show management, official contractors, facilities and various labor organizations represented. All labor required for installation or dismantle, decoration or use of equipment must be ordered through the official service contractor. Tipping is strictly forbidden for any
personnel providing services to exhibitors.
3.2 Protection of Exposition Facility
Nothing shall be posted on, or tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the hotel and/or exposition area without permission of the Association and the proper building authority. Packing, unpacking and assembly of exhibits will be done only in designated areas and in conformity with directions of the Exhibit Manager, the hotel or convention hall manager.
3.3 Installation and Dismantling
Specific requirements as to the time for installation and dismantling of exhibits will be supplied to each business and/or exhibitor for the particular conference. Such requirements shall be binding upon the exhibitor as though fully set forth herein. All displays must be in place and set up one hour prior to the official opening of the show. Space not occupied or set up by that time may be reassigned for other purposes by the Association.
3.4 Access to Exposition
The National Onsite Wastewater Recycling Association may from time to time promulgate such regulations governing hours of access to displays and eligibilities for admission thereto as may be found in its judgment to be practicable.
3.5 Event Conflicts
In the interest of the success of the entire conference and exposition, the exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of members or exhibitors from the conference or exposition hall during the official hours of the conference and exposition.
3.6 Banner Displays
The National Onsite Wastewater Recycling Association reserves the right to display banners in areas of their own choosing, including but not limited to, banners from sponsors and business benefit members.
3.7 Booth Occupancy
A vendor’s booth(s) shall be occupied at all times when the exhibit hall is open. Vendors are not allowed to close down their booth(s) prior to the designated time. Violators will pay a $500 retainer to exhibit at future shows.
4. Booth Activities
NOWRA policy prohibits extraneous events being scheduled during the defined and publicized exposition hours. NOWRA policy also prohibits the marketing of product displays in hotel suites and locations other than the Exhibitor's rented space within the exposition area. Any violation of this requirement will result in the termination of the existing contract for exhibit space. If the Exhibitor has a function in an official NOWRA hotel, signs for that function may be placed in the public space of that hotel only. No Exhibitor event signs may be placed in any other official NOWRA conference location for any other reason.
4.1 Sound
Public address systems are not permitted. The noise level from any demonstration or sound system should be kept to a minimum and should not interfere with others. Any speakers must be directed into the middle of the exhibitor’s booth space. The use of sound systems or equipment producing sound is an exception to the rule, not a right. NOWRA reserves the right to determine at what point sound constitutes interference with others and must be discontinued.
4.2 Lights
Those displaying simulated UV lights must mask the lights with smoked Plexiglas or drape so that the lights do not disturb neighboring exhibitors. UV lights are not permitted.
4.3 Selling
The on-site sale and delivery of goods is not permitted without the disclosure and approval of the NOWRA Conference Committee.
4.4 Equipment Demonstrations and/or Entertainment
Equipment being demonstrated should be set at least 2' from the aisle line of the exhibit boundaries. Space must be left within the exhibit area to absorb the booth personnel and spectators. At the sole discretion of the NOWRA Conference Manager or designee, should spectators interfere with the normal traffic flow in the aisle, overflow into
neighboring exhibits, or divert aisle traffic, the demonstration will be limited or eliminated. If equipment or displays with moving parts occurs, it must be presented and function in a safe manner with appropriate safeguards to assure the safety of all present in the exhibition halls. The Exhibitor is solely liable for the operation of all displays and agrees to indemnify and hold NOWRA, its officers, directors, volunteers, employees, guests, invitees, and agents harmless from any and all claims of liability arising out of Exhibitor's exhibit, demonstrations and the like.
NOWRA reserves the right, in its sole discretion, to restrict demonstrations or entertainment which is objectionable or disruptive to the overall character of the Exhibition or conference. Demonstrations and/or entertainment using models, professional demonstrators, or company personnel must be carried out within the boundaries of the Exhibitor’s rented space and in keeping with the decorum of the overall character of the Exhibition, both in content and in costuming.
4.5 Giveaways, Contests, Drawings
Exhibitors must confine their activities within the compounds of the exposition facility to the space for which they have contracted. This limitation includes distribution of printed materials and the placement of signs. Major events that compete with NOWRA planned activities –e.g., Drawings, lotteries, and/or contests that have prizes of substantial value (for example: cars, boats, etc.) are expressly prohibited. The exception is the authorization of a written request by the Conference Committee Chair. All giveaways, contests, drawings, etc. must comply with local legal requirements.
5. General Exposition Activities
All company/businesses participating in a NOWRA conference exposition, meeting or tradeshow must also agree to abide with the general procedures established for the conduct of a successful event and program.
5.1 Food Service
All food and beverages must be secured through the conference facility or official conference caterer.
5.2 Cameras
Only the Exhibitor may grant permission to have his/her exhibit and/or product photographed or videotaped. Exhibitor grants to NOWRA a perpetual non-exclusive license to photograph display and otherwise use any likeness of the Exhibitor’s exhibit for the purpose of advertising future activities of NOWRA or future exhibitions. No videotaping or electronic recording of any exhibit or equipment in the NOWRA exhibit halls may be done, except if the exhibitor is recording his/her own exhibit or equipment. Any exhibitor taking photographs or videotape of another's exhibit or product without expressed or written permission must relinquish the film or digital media upon request; the film or digital media will be disposed of one year after being relinquished. Exhibitors are solely responsible and liable for insuring adherence to this policy and agree to indemnify and hold NOWRA, its officers, directors, volunteers, employees and agents harmless from any and all claims arising from an Exhibitor’s failure to abide by this policy.
5.3 Age Requirements for Admittance
Children under the age of 18 years old, entering the exhibit hall during show hours must be accompanied by a parent or guardian at all times. The parent or guardian assumes all risk and responsibility for the child(ren). Children are not allowed in the hall during move-in and move-out.
5.4 Fire Regulations
All materials used in the exhibit booths must be of flame-proof materials and conform to all fire department regulations. Exhibitors planning to display gasoline or diesel powered vehicles or equipment must comply with all city and state fire codes and applicable permit requirements. If the exhibitor neglects or violates these regulations, or otherwise incurs fire hazards, NOWRA may cancel, without refund, all or such part of the exhibit that may be irregular.
5.5 Smoking
Smoking is not permitted in the exhibit hall during installation/set-up, show days, and dismantling. Your cooperation is appreciated.
5.6 Alcohol
No alcohol is to be distributed by exhibitors in the Exhibit Hall.
5.7 Conduct
Vendors and their personnel are to treat all convention attendees, convention center staff, and NOWRA personnel involved with the convention in a professional and courteous manner. Argumentative and disruptive behavior is unacceptable and will not be tolerated.
6. Agreement to Procedures and Conditions
Each company/business or exhibitor, for himself and his employees and agents, agrees to abide by these conditions, and that it is understood and agreed that the sole control of management of the conference/tradeshow exposition rests on the National Onsite Wastewater Recycling Association, represented by the NOWRA Executive and Conference Committees and/or designee.
6.1 Ethical Standards
Vendors agree to adhere to NOWRA Ethical Standards at all times during the NOWRA events. Ethical standards may be viewed on the NOWRA website at www. nowra.org
7. Violations of Procedures and Conditions
Any of the following actions by an exhibitor shall constitute a violation of the conditions of the Exhibitor's Agreement.
a. Use of a display of equipment, products or services which varies in any significant way from the description on the Application for Exhibit Space.
b. Violation of any municipal, state, or federal laws, rules or regulations, including safety codes.
c. Failure to follow procedures prescribed in sections 1 through 6.
d. Failure to remove his/her property from the hotel upon cancellation or relocation of the conference.
8. Liability
a. The National Onsite Wastewater Recycling Association undertakes no duty to exercise care, nor does it assume any responsibility, for the protection and safety of the exhibitor, his/her officials, agents or employees, or for the protection of the property of the exhibitor or his/her representatives, or of property used in connection with the exhibit, from theft or damage or destruction by fire, accident or other cause. Small and easily portable articles shall be properly secured or removed after exhibition hours and placed in safekeeping by the exhibitor. Any security protection exercised by the Association shall be deemed purely gratuitous on its part and shall in no way be construed to make it liable for any loss or inconvenience suffered by the exhibitor.
b. The exhibitor agrees to indemnify and hold the National Onsite Wastewater Recycling Association and its agents harmless from all such claims and from all claims or liability of any nature whatsoever arising from the activities of the
exhibitor or any of his representatives or from the display or use of property of the exhibitor.
c. The National Onsite Wastewater Recycling Association shall not be liable for any failure to deliver space to an exhibitor or for the loss of allotted space of an exhibitor, who has contracted for exhibit space under the terms of this
agreement, if non-delivery is due to any one of the following causes: destruction of or damage to the building or exhibit area by fire or act of God; acts of a public enemy; strikes; the authority of the law; or any cause beyond its control. The Association will, however, in the event it is not able to hold an exhibit for any of the above-named causes, reimburse exhibitors pro-rata on any rental fee paid, less any and all legitimate expenses incurred by the National Onsite Wastewater Recycling Association for advertising, administration and similar and related
costs.
7. Enforcement of Policy and Procedures
Enforcement of this agreement will occur through the National Onsite Wastewater Recycling Association’s Conference Committee.
