IWWA Exhibitor/Sponsor Guide - Iowa Water Well Association

Iowa Water Well Association
1255 SW Prairie Trail Parkway
Ankeny, IA 50023
EXHIBITOR & SPONSOR GUIDE
Iowa Water Well Association
86th Annual Convention & Trade Show
January 29–30, 2015
Coralville Marriott Hotel & Conference Center
Coralville, Iowa
Deadline to Register: January 9, 2015
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.
• Draping is in blue.
• 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.
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 10.5 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.
• Admission to the IWWA Dinner, Auction & Casino Night on Thursday
evening.
• Two (2) Friday breakfast tickets.
• Beverage breaks in the Exhibit Hall.
• Listing in the Convention program if registration is received by
January 9, 2015.
• Admittance into all education sessions and CE for those who qualify.
• Draping is blue.
Rigs and Heavy Equipment
Cars, large crates, truss and flats must be loaded from the
convention entrance utilizing the “West” entrance. 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 www.iwwa.org or by emailing
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 car wheels
do not touch the floor surfaces. There must be covering underneath
all equipment, whether permanent or staged. Visqueen and plywood
may be used on temporary areas, but the plywood must be flame
retardant and the visqueen cannot be used where there are electrical
cords running around or underneath the surface. Large equipment
and vehicle move-in will be Wednesday, January 28, 2015, 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.
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 any freight or advance shipments, and does not
provide storage ahead of the event. Exhibitor materials will not be
accepted by Spielman’s prior to December 31, 2014. A shipping and
receiving associate will deliver packages to the exhibit hall and place
packages in the booth.
Arrange for Freight Service Online:
http://www.spielmans.com/trade-shows/coralville-marriott-hotelconvention-center/
Call: (800) 260-5250
Please have all items mailed/shipped to:
Spielman’s Event Services
1380 Stoney Point Road SW
Cedar Rapids, Iowa 52404
Additional Booth Equipment
Spielman’s Event Services, Inc.
Order online: http://www.spielmans.com/trade-shows/coralvillemarriott-hotel-convention-center/
Call: (800) 260-5250
Advance Rates: Order by January 12, 2015, to save on your order.
Standard Rates: Apply to orders received after January 12, 2015.
Electrical
Electrical must be ordered directly through the Marriott Coralville
Hotel & Conference Center using the Exhibitor Power Utility Services
Order Form found on www.iwwa.org or by emailing
mwhitcomb@isamanagementsolutions.com. Fees are per show and
not per day.
IWWA Convention & Trade Show Agenda
Hotel Information
Wednesday, January 28, 2015
Coralville Marriott Hotel & Conference Center
300 East 9th Street
Coralville, IA 52241
I-80, Exit 242
Phone: (319) 688-4000
2:00 – 6:00 p.m. Exhibitor Move-In
Thursday, January 29, 2015
7:00 a.m. Registration Desk Open
7:00 a.m. – 11:30 a.m. Exhibitor Set-Up
8:00 a.m. IWWA Annual Business Meeting
8:30 – 9:30 a.m. “Load Securement and Hazardous Materials
Regulations 2015”
Steven Robinson, Iowa Department of Transportation
Hotel Reservations
For reservations, call the Coralville Marriott Hotel
at (319) 688-4000. Ask for the Iowa Water Well
Association group room rate.
[1 contact hour of Safety. Limit of 2 hours each twoyear certification period.]
9:40 – 10:40 a.m. “Rope Safety and Maintenance”
Rockford Rigging [1 contact hour of Safety. Limit of 2
hours each two-year certification period.]
10:50 – 11:50 a.m. “Stainless Steel & No Lead Products”
Steve Anderson, Merrill Manufacturing [1 contact hour]
12:00 – 2:30 p.m. Lunch & Exhibit Hall Open
[1 contact hour]
2:00 – 2:30 p.m. Mini-Learning Lab: Water Treatment Training
for Arsenic
Located in the Exhibit Hall. Ronald Ristau,
Schumacher Water Care [0.5 contact hour]
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. [2 contact hours]
“Iowa Rules & Regulations Updates”
Iowa DNR Water Supply Engineering, Russ Tell,
Deb WIlliams, Mark Anderson and Chad Fields
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 14, 2015.
IMPORTANT NOTE: Please make your reservations
early. While the hotel will guarantee the lower
room rate until January 14, 2015, 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 is offering complimentary parking at
the hotel.
“Troubleshooting Well Drilling Issues”
Gary Shawver, Shawver Well Drilling
“Troubleshooting Pump Issues”
Dave Klang, North Iowa Water Company
4:50 – 8:30 p.m. IWWA Dinner, Auction & Casino Night
Friday, January 30, 2015
7:00 a.m. Registration Desk Open
7:00 – 9:00 a.m. Buffet Breakfast in Exhibit Hall/Exhibit Hall Open
[1 contact hour]
9:10 –11:10 a.m. Concurrent Sessions
“Mud Management”
Warren Lear, MiSWACO [2 contact hours]
“Pump Basics: How Pumps Work, Pump Sizing
and Troubleshooting”
Bob Reinmund, Grundfos Pumps [2 contact hours]
11:20 a.m. – 12:20 p.m. “Arsenic Study Update”
Sophia Walsh, Cerro Gordo County Sanitarian and Paul
Van Dorpe [1 contact hour]
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
Only or are Staying at Another Hotel:
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 tickets are good
for one-day parking only.
E X H I B I TO R R U L E S & R E G U L AT I O N S
1. CONDITIONS TO EXHIBIT
7. DAMAGE TO EXHIBIT FACILITIES
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 for the
Convention & Trade Show. The Exhibit contract becomes valid upon
receipt of payment for the total cost of reserved space.
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.
2. EXHIBIT SPACE
The space contracted for herein 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 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 first-come, first-served basis.
3. 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.
4. 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 $100.00 each.
5. 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.
6. 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.
8. CHANGE OF FLOOR PLAN
IWWA reserves the right to change the exhibit hall floor plan and/or
exhibit locations without prior permission from the Exhibitor.
9. NON-ENDORSEMENT
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.
10. CANCELLATION OF CONTRACTED SPACE
Full refund with written cancellations received prior to January 9,
2015. No refunds after January 9, 2015. No refunds for no-shows.
11. CANCELLATION OF EXHIBITION
Should any cause beyond the control (such as fire, strike, or Acts
of God, terrorism, 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.
12. AMENDMENTS
These Rules and Regulations have been formulated for the
best interest of the Exhibitors and IWWA Convention & Trade
Show. All matters 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.
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 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.
SUPPORTER LEVEL
$350 Contribution
Company is named as a contributing partner and supporter of the
IWWA Annual Convention & Trade Show.
CASINO NIGHT TABLE SPONSORS
$250 Contribution (Multiple Sponsors)
Sponsor-only signage at a gaming table.
See reverse side for Exhibitor Agreement and payment details.
PLATINUM LEVEL
$2,000 Contribution (Multiple Sponsors)
• Complimentary double exhibit booth (10x20), which includes
registration for (4) four representatives.
• (5) Five minutes to address attendees at the IWWA Dinner,
Auction & Casino Night
• Sponsor Signage displayed at the event.
• Company listed as a Platinum Level Sponsor on the IWWA
website, includes logo and URL.
• Company named as a sponsor for the IWWA Dinner, Auction & Casino Night
GOLD LEVEL
$1,500 Contribution
• Complimentary single exhibit booth (10x10), which includes
registration for (2) two representatives.
• (2) Two Minutes to address attendees at a designated time.
• Sponsor Signage displayed at the event of choice.
• Company listed as a Gold Level Sponsor on the IWWA website,
includes logo and URL.
• Company named as a sponsor for the event of choice:
- Thursday Exhibit Hall Lunch (Multiple Sponsors)
- Friday Exhibit Hall Breakfast (Multiple Sponsors)
SILVER LEVEL
$1,000 Contribution
• Complimentary single exhibit booth (10x10), which includes
registration for (2) two representatives.
• Sponsor Signage displayed at the event of choice.
• Company listed as a Silver Level Sponsor on the IWWA website,
includes logo and URL.
• Company named as a designated sponsor for the event
of choice:
- Thursday Morning Break (Multiple Sponsors)
- Thursday Afternoon Break (Multiple Sponsors)
- Thursday Evening Hosted Bar (Multiple Sponsors)
- Friday Morning Break (Multiple Sponsors)
- Annual Convention Notebook
(Multiple Sponsors) Company logo on the cover of the notebook distributed to all attendees.
- Name Badge Lanyards (One Sponsor) Badge lanyards purchased by IWWA with your company logo imprint.
Show Checklist
86th 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
Communicated to IWWA Attendees in Advance that you
will be at Convention. (List available by contacting
kkipping@aml.org)
Donation item(s) selected for IWWA Scholarship Raffle
IWWA Exhibitor Agreement
Please reserve exhibit space for our company at the 2015 IWWA Trade Show:
Contact Name
Company Name
Email
Phone
Website
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 in registration materials)
1st Choice #
2nd Choice#
3rd Choice#
Sponsorships
Exhibits
PLATINUM LEVEL
$2,000
IWWA Dinner, Awards & Casino Night
GOLD LEVEL
$1,500
IWWA Member
Non-Member
First Booth
$450
$625
Additional Booths
$350
$475
Rig Space, flat fee (Must have engine to qualify)
$450
$625
Additional Representatives
$100
$100
Thursday Exhibit Hall Lunch
NameEmail
Included with Booth
Friday Exhibit Hall Breakfast
Included with Booth
SILVER LEVEL
$1,000
Thursday Morning Break
Additional $100.00
Additional $100.00
Thursday Afternoon Break
Additional $100.00
Thursday Evening Hosted Bar
Additional $100.00
Friday Morning Break
Total Due: $
Annual Convention Notebook
Method of Payment
Name Badge Lanyards
SUPPORTER LEVEL
$350
CASINO NIGHT TABLE SPONSOR
$250
Payment must accompany Exhibitor Agreement to reserve space. Payment
signifies you agree with the IWWA Exhibitor Rules & Regulations.
Check #
Card #
Signature
Print Name on Card
Return To
Iowa Water Well Association
1255 SW Prairie Trail Parkway
Ankeny, IA 50023
T.515.243.1558
F.515.334.1174
Visa
MasterCard
Exp. Date
AMEX
/
/