EXHIBIT INFORMATION AND REQUIREMENTS FOR EXHIBITS

As an educational function, the VA AWWA & VWEA will host exhibits at the Virginia Beach Convention Center as part of WaterJAM 2021.  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:

1.)  The WaterJAM 2021 Joint Annual Meeting Exhibits Committee will be in direct charge of the exhibits and will be responsible for exhibitor compliance with all exhibit rules. An exhibitor will be asked to remove or modify any display that does not comply with the exhibit’s rules or spirit in the committee’s judgment.  The exhibit hours will be:

Monday – September 13, 2021           Exhibitors Set-Up*                                  3:00 p.m. - 6:00 p.m.

Tuesday – September 14, 2021           Exhibitors Set-Up                                    7:30 a.m. – 10:30 a.m.

                                                            Exhibit Hall Open                                   11:00 a.m. - 6:30 p.m.

                                                            Networking Reception in Exhibit Hall      5:00 p.m. - 6:30 p.m.

Wednesday – September 15, 2021      Exhibit Hall Open                                   7:30 a.m. - 4:00 p.m.

                                                             Exhibit Breakdown                                  4:00 p.m. - 8:00 p.m.

*NOTE:  Those exhibitors with Trailer Spaces MUST have their trailer at the loading dock of the exhibit hall by 7:00 AM Monday.  You will be contacted by Ronnie Baker (rbaker@spotsylvania.va.us) before WaterJAM to confirm your arrival time.

2.)  A draped table, backdrop, and sign with the Exhibitor’s name will be furnished for each Exhibitor’s booth space.  Each 10’ x 10’ exhibit booth will be provided one (1) duplex 120 VAC power outlet, two chairs, and a trash can.  Any special requirements for chairs, carpet, additional power, air, telephone, or water service should be coordinated directly with the exhibit contractor, Exhibits, Inc.  A link to order special services will be provided in your registration confirmation email and the exhibitor portal.  

3.)  Booths are 10' wide x 10' deep x 12' high. All displays must fit within this area.  Exhibitors may not erect any displays that infringe upon the space or view of another exhibitor.  No signs or banners are allowed to be hung from the ceiling of the convention center.

4.)  Trailer spaces are approximately 15’ wide x 40’ deep. Larger trailer displays may be accommodated on a case-by-case basis.  Any gas engines must be limited to ¼ tank full.  Water and larger electrical hookups are available upon request.  Exhibitors may not erect any displays that infringe upon the space or view of another exhibitor.  No trailers will be allowed to be displayed outside the convention center.

5.)  All exhibits must be set up by 10:30 AM, Tuesday, September 14, 2021, and removed before 8:00 PM on Wednesday, September 15, 2021.  NO EXHIBITS ARE TO BE CLOSED OR REMOVED FROM THE EXHIBIT AREA BEFORE 4:00 PM WEDNESDAY, SEPTEMBER 15, 2021.  If you close or remove your booth early, you will be ineligible for a priority booth the following year at the committee’s discretion.

6.)  WaterJAM 2021 will not be responsible for losses, damages, or claims incurred as a result of the exhibit.  Exhibitors shall be responsible for their display security.  Each Exhibitor shall be responsible for coordinating any special handling of exhibits with Exhibits, Inc., and shall be responsible for any associated charges. 

7.)  Exhibitor applications will be accepted on a first-come, first-serve basis.  Space is limited; therefore, it is essential to register early.

8.)  Early bird registration is $590 per booth or trailer space and $235 per Exhibit Staff.  The booth fee of $590 includes the booth or trailer space only, not the Exhibit Staff registration.  After the early registration deadline (August 4, 2021), booth or trailer space fees are $650 and exhibit staff fees $275 per person, respectively.
 
9.)  Each booth is allowed to purchase up to six Exhibit Staff registrations.  No badge sharing will be allowed.  Each person attending the conference must be registered as either Exhibit Staff or as an attendee registration.

10.)  The Exhibit Staff fee includes all breaks; Continental Breakfast on Tuesday and Wednesday, lunch on Tuesday and Wednesday, and Tuesday Night’s Water Reach Silent Auction & Exhibitor Reception. Breakfast on Wednesday will be in the Exhibit Hall.  You have the option of attending the VWEA or VA AWWA business meeting/lunch on Tuesday or Wednesday, as well as lunch either day in the exhibit hall.  All breaks on Tuesday and Wednesday will take place in the exhibit hall. The Tuesday evening Water Reach silent auction and reception will also be held in the exhibit hall.  Other meal functions or events are NOT included in the exhibit fee and can be purchased as add-ons during registration. On-site registration for meal/event functions may be full and/or not available.   

11.)  FULL PAYMENT MUST BE MADE BEFORE YOUR REGISTRATION IS CONSIDERED COMPLETE. Booth assignments will not be made until your payment has been received.

12.)  All booth space cancellations must be received in writing by August 4, 2021.  Any staff cancellations must be received in writing by August 27, 2021. A 25% service fee will be retained on all cancellations. No refunds will be given after their respective deadline.

13.)  If WaterJAM must be cancelled before the start of the conference due to unforeseen circumstances, attendees will be refunded the cost of registration. However, VA AWWA and VWEA does not assume responsibility for any additional costs, charges, or expenses, including charges made for travel and lodging.  In the event WaterJAM is cancelled after the start of the conference on Monday, September 13, 2021, due to unforeseen circumstances, pro-rated refunds or credits may be provided for any events not held. Any credit or refund will be at the discretion of VWEA and VA AWWA. The WaterJAM Exhibition is subject to cancellation due to a disaster, in which case the WaterJAM Cancellation and Weather Policy will apply.
 
14.)  Exhibitors will conduct themselves in a professional manner, remembering the intent of the function is to educate conference attendees about the equipment and services offered by the exhibitors.

15.)  There will be no selling or trading of booths or trailer spaces among exhibitors.

16.)  WaterJAM 2021 reserves the right to limit the number of booths or trailer spaces allocated to any exhibitor when supply is insufficient to satisfy requests made and paid for by the deadline date for booth reservations.

17.)  Exhibitors are prohibited from offering/providing alcohol from their booth in the Exhibit Hall.

18.)  Exhibitors can provide a door prize for their booth or trailer space; however, it is not required.  These door prizes will be handled at the Exhibitor’s discretion.  Door prizes are usually announced Wednesday afternoon in the Event Area after the afternoon demonstrations.  Ultimately, the delivery of the door prize is the responsibility of the Exhibitor.

19.)  A layout of the exhibit area is provided at the time of registration, showing booth and trailer space locations and numbers.  First and second choices for booth or trailer space locations will be entered during the registration process.  Booth assignments will be allocated on a first-come, first-serve basis.

20.)  A registration confirmation package will be e-mailed to each exhibiting company confirming their assigned booth number, along with information for ordering special services and exhibit rules for the Virginia Beach Convention Center.  This packet of information will be sent in late August.  Exhibit Staff are encouraged to make any hotel reservations ahead of this date using the information provided on the online registration website.

21.)  The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor’s activities on the Virginia Beach Convention Center premises and will indemnify, defend, and hold harmless WaterJAM, the Virginia Beach Convention Center, its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims.