LOCATION OF EXHIBITS: The conference will be held at Monona Terrace in Madison, WI. All measurements and booth layouts shown on the floor plan are as accurate as possible, but the Central States Water Environment Association (CSWEA) reserves the right to make such modifications and changes in booth assignments as may be necessary to adjust the floor plan at any time to meet the needs of CSWEA, its Attendees and Exhibitors.
EXHIBITOR EQUIPMENT AND SERVICES: Standard booth size is 10'W x 8'D with a ceiling height of 8’ high unless otherwise noted on the floor plan. Each booth will include one 8' skirted table, two chairs, side-rails and drape backdrop for each booth in addition to one company identification sign. Exhibitors shall notify the CSWEA office with any specific requests pertaining to oversized equipment or other items. CSWEA holds the right to deny exhibitors permission to show specific pieces of equipment, displays, etc., based on dimensions and/or weight.
APPLICATIONS: Applicants must use the Exhibit Space Application or Online Form to request a booth space. Payments must accompany the application and contract. Return Exhibit Space Applications to CSWEA by email to firstname.lastname@example.org or mail to: CSWEA, 1021 Alexandra Blvd, Crystal Lake, IL 60014 or online at www.cswea.org.
ASSIGNMENT OF SPACE: Booth reservations will be assigned by the Local Arrangements and Exhibits chair based on the optimal arrangement, taking in to consideration vendor type and available space. Exhibitors who wish to avoid assigned space adjacent to that of another exhibitor should so indicate on the application. Exhibitors who desire assignment next to each other should submit their applications together; however, each will need to submit a separate application form. Booth assignment information will be forwarded to the exhibitors within a reasonable time prior to the Conference.
EXHIBITOR SERVICE KIT: The kit will be provided by Valley Expo and will contain order forms and shipping instructions from the official service contractor for your booth space. Exhibitors will be notified electronically. Note: Electrical hook-up is NOT included in the registration price. All booths can have electrical connection available to them but needs to be ordered separately.
INSTALLATION OF EXHIBITS: Tuesday, May 17, 2:00 PM to 6:00 PM and Wednesday, May 18, 6:00 AM to 8:00 AM. All exhibits must be set up by 8:00 AM on May 18.
EXHIBIT HOURS: Wednesday, May 18, 8:00 AM to 6:00 PM Thursday, May 19, 8:00 AM to 12:00 PM
DISMANTLING OF EXHIBITS: No packing or dismantling of exhibits will be allowed until the official closing of the exhibit area at 12:00 PM on Thursday, May 19. Failure to abide by this policy will result in loss of booth selection preference priority for the 2023 Annual Meeting. All exhibits must be removed from the exhibit area by 3:00 PM on Thursday, May 19. Materials not removed by this time will be put in storage at the Exhibitor’s expense. There is no space available for storage of empty cartons, crates, etc. Arrangements may be made with the exhibit service contractor for storage.
EXHIBIT SET-UP AND DISMANTLING, including unloading and loading of materials and equipment, is governed by guidelines for the facility and may involve Union Rules. Please check with the exhibit service contractor for any specific rules that may apply. Loading dock and freight elevator are available. Electrical is available for an additional fee. Please purchase electrical connection with your exhibitor registration.
EXHIBIT FACILITY: The Exhibitor assumes responsibility and liability for losses, damages and claims arising out of injury or damage to the Exhibitors’ displays, equipment and other property brought upon the premises of the Monona Terrace and shall indemnify and hold harmless Monona Terrace and CSWEA and their agents, servants and employees from any and all such losses, damages and claims. There is no other agreement or warranty between the Exhibitor and CSWEA except as set forth in this document. The rights of CSWEA under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorized officer of CSWEA.
SECURITY AND INSURANCE: The Exhibitor is solely and fully responsible for their own exhibit material and should insure their exhibit against loss or damage from any causes whatsoever. All property of the Exhibitor is understood to remain in its care, custody, and control in transit to or from or within the confines of the Monona Terrace.
CARE OF BUILDING AND EQUIPMENT: Exhibitors or Agents, must not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage appears, the Exhibitor is liable to the owner of the property so damaged. All materials used in decorations must be flameproof. Electric wiring must conform to Electric Code Safety Rules, and all applicable fire laws, electrical codes and other laws, which affect the installation, conduct and disassembly of the exhibit. Combustible material, fireworks or explosives are not permitted in the exhibit hall. Motor vehicles, engines, motor or machinery are not permitted in the exhibit hall. Helium balloons are only allowed if they are securely anchored to exhibits. Absolutely no helium balloons may be given away or sold. If balloons are lost, the Exhibitor shall be responsible for the balloon removal fee according to the current prices list. Exhibitors cannot give out food and beverage that is not relevant to their business. Candy samples are permitted. All other food and beverage items must be purchased through Monona Terrace. The Exhibitor shall also comply with all reasonable requests of officials of the Monona Terrace with respect to installation, conduct and disassembly of its exhibit.
CANCELLATION OF EVENT: In the event that it is necessary to cancel a portion of or all of the CSWEA 95th Annual Conference and the exhibits, due to any cause beyond the direct control of CSWEA including, but not limited to the damage or destruction of the convention and exhibit building, labor strikes, pandemic restrictions, or adverse weather conditions, the Exhibitor shall be reimbursed only for actual direct costs not incurred by CSWEA that are covered under CSWEA’s insurance policy.
CANCELLATION OF EXHIBIT REGISTRATION: In the event that an Exhibitor desires to cancel a reservation, CSWEA must receive a request for cancellation, in writing, at least 15 business days prior to the event. A refund will only be granted if CSWEA is able to fill the reserved booth with a replacement Exhibitor. Exhibitors that fail to show for the Conference or do not setup their booth within the guidelines established, will result in loss of booth selection preference priority for the 2023 Annual Meeting.