As an educational function, the RMSAWWA and RMWEA will host a virtual exhibit hall as part of its 2021 Rocky Mountain Water Virtual Summit & Expo.  Suppliers to the drinking water and water environment industries are offered an opportunity to display their products and services subject to the rules listed below:

The Virtual Committee of the 2021 Rocky Mountain Water Summit & Expo will oversee the exhibits and will be responsible for exhibitor compliance with all virtual exhibit hall rules. An exhibitor will be asked to remove or modify any virtual exhibit booth, which, in the judgment of the Committee, does not comply with the rules or spirit of the exhibit. 

A virtual exhibit hall booth will include:

• A dedicated page to showcase your company, products, services, and people. 
• Direct links to your website and social media channels (LinkedIn, Twitter, Facebook)
• Ability to upload your brochures, product list, catalogs, and video
• One full Summit registration to attend all technical training, receive TU’s, and participate in all networking opportunities, plus the opportunity to purchase up to 2 additional discounted registrations.
• Two additional staff listed on your company page with the ability to engage attendees through private chat message and video calls set up instantly through the virtual portal.
• A report of all attendees registered for the Virtual Summit before the conference.
• An additional report of anyone that “stopped by” your virtual booth at the conclusion.
• Lead Retrieval Upgrade – Live booth visitor tracking, video calls with up to 25 people and Info Request button in booth.

Event Platform – Pheedloop is the platform that will be used for this event.  Pheedloop is a virtual engagement platform for event organizers, speakers, exhibitors, sponsors and attendees.  Zoom will be used to broadcast live sessions on Pheedloop.

Exhibitor Portal – Each exhibitor will have their own exhibitor portal.  Exhibitors will set up their own profiles/virtual booths.  Assistance is available upon request.   All profiles/ virtual booths will be set up in the exhibitor portal, where you will have the ability to enter your company information, add files for attendees to access, upload images and embed a video highlighting your company.  All information must be completed in the exhibitor portal, establishing the virtual exhibit hall booth, by Friday, August 27, 2021 at 5:00pm. 

Exhibit Booth Hours – Virtual exhibit hours are built into the agenda.  Refer to the program schedule available on the event website (www.rmwatersummit.org).  The schedule is subject to change.  In addition, attendees can return to the event portal and view sessions on-demand and visit the virtual exhibit booths through Friday, October 15, 2021.

Marketing and Promotion – The Virtual Committee will promote and encourage the participation of attendees in the Virtual Exhibit Hall during the above stated periods. Exhibitors are expected to “staff” their virtual booth during dedicated exhibit hall hours listed on the program to enable an instantaneous response to attendee chats and requests for video meetings.  Exhibitors agree to monitor their virtual exhibit booth periodically through the duration of the summit, responding to attendee requests for information and questions promptly.

Exhibitors may provide a door prize or other prizes for their booth; however, it is not required.  These prizes will be handled at the exhibitor’s discretion.  Delivery of the prizes is the responsibility of the exhibitor.

Technology – An internet connection and a laptop or desktop computer are necessary to participate.  Google Chrome is the recommended browser.  A good working microphone is recommended and the ability to type into a chat box.  Exhibitors are responsible for their own internet connection and technology.   

Platform Training – The virtual event staff will provide information and guidance on how to use the platform.  Platform specific support will be available through phone, email and chat.   

Registration and Fees – Virtual exhibit booth registration is $500 per booth through Friday, August 20th, 2021 at 5:00pm (MDT).   After this date/time, the price for the booth will be $600.  The booth registration fee includes one person to be designated as the primary contact for their company.  The primary contact will be provided complimentary registration to the summit allowing them to attend technical sessions, networking events, and all other conference activities included in the full summit registration. 

Up to two additional people will be allowed to be listed as exhibit staff.  They will not have access to any of the conference functions outside of the virtual exhibit hall unless they choose to register for the conference as an attendee (this will be a discounted fee).

FULL PAYMENT MUST BE MADE BEFORE YOUR REGISTRATION IS CONSIDERED COMPLETE.  All payments are due by Friday, August 27, 2021 at 5 pm (MDT).  Any exhibitor in an unpaid status after this date will have their information removed from the virtual exhibit hall. 

Cancellation – All booth cancellations must be received in writing by Friday, August 27, 2021.  A 50% service fee will be retained on all cancellations. Qualifying refunds may take up to 90-days to process.  Staff and attendee substitutions are allowed at no additional cost prior to the cancellation date.  If participation in the virtual expo becomes impossible, in lieu of cancellation, we encourage you to consider having an unstaffed booth with a note for attendees to contact you after the event.

In the event that the 2021 Rocky Mountain Virtual Water Summit & Expo must be canceled before the start of the Summit due to unforeseen circumstances, exhibitors will be refunded the cost of registration.  However, RMSAWWA and RMWEA do not assume responsibility for any additional costs, charges, or expenses incurred by the exhibitor.

Code of Conduct – Exhibitors will professionally conduct themselves, remembering the intent of the function is to educate attendees about the equipment and services offered by the exhibitors.

The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities during the 2020 Rocky Mountain Virtual Water Summit & Expo and will indemnify, defend, and hold harmless RMSAWWA and RMWEA, from any and all such losses, damages and claims.