Exhibitor Rules and Regulations

Exhibition Location, Dates and Times

WV Statewide Technology Conference 2009 (herein referred to as WV2009) will be located at the Charleston Civic Center in Charleston, WV. The dates of the conference are August 3-7, 2009. Early set-up will be offered on Monday, August 3 from 3:00 pm-5:00 pm. Regular setup in the vendor area will begin at 7:30 am-noon on August 4, 2009. The vendor area will be open on August 4 from 2:00 pm to 6:00 pm. The vendor area will reopen on August 5, Wednesday from 8:00 am - 5:00 pm. A vendor luncheon/reception will be held from 12:00 pm - 2:00 pm at which time attendees will visit the vendor area and prizes will be given away. Vendors are required to have their areas open and attended at this time. We ask that vendors respect our closing time of 5:00 pm and not begin teardown before 4:00 pm.

Exhibitor registration includes full registration costs for two representatives (see attendee registration for details). It also includes a 10' x 10' pipe & draped booth area, along with a 3 x 8 table and 2 chairs. The area is uncarpeted. Carpet may be requested at an additional cost (see registration form). Access to a shared wireless access point is also provided. For vendors wishing to have a dedicated internet drop at their booth there will be an additional cost (see registration form).

While the conference committee will use reasonable efforts to maintain the location, dates, times and floor plans of WV2009, the committee reserves the right to change any of these at any time and for any reason whatsoever without liability.

Payment Terms

Payment of the exhibitor space rental fee may be made by credit card, check or purchase order payable to WVNET. We accept the following credit cards: Visa, MasterCard, Discover and American Express.

Exhibitor Fees:

• $725.00 commercial booth (early bird received by June 30, 2009)
• $775.00 commercial booth (regular fee received after June 30, 2009)
• $375.00 non-profit, government booth or non-exhibiting vendor

Additional conference registration may be purchased for $75.00 per exhibitor representative.

If payment is not received by July 15, 2009, your space will be forfeited.

Cancellations/Refunds

Requests to cancel space will not be honored unless the WV 2009 conference is able to resell the space. If the space cannot be resold, the fee is forfeited.

Assignment of Exhibit Space

Booth spaces are assigned on a first-come, first-served basis. Priority will be given to major conference sponsors.

Wait List

Orders received after all booths are sold will be placed on a wait list. Exhibit space made available due to booth cancellations will be filled in the order (date & time) that the Wait List applicants were received.

Staffing of Exhibitions

Exhibition booths must be staffed at all times during show hours and no Exhibitor will be permitted to pack, remove, or otherwise dismantle their booth prior to the close of the show. Any Exhibitor breaching this provision may be denied exhibition space at future conferences.

Use of Space

Exhibitors may not sublet, assign, or apportion any part of the space contracted for herein, nor represent, advertise, distribute literature for, or otherwise promote the products or services of any other firm or individual except as approved in writing by the WV2009 committee.

Conduct of Exhibit

Exhibitor shall conduct its exhibit in a decorous manner in order not to be objectionable to WV2009, other exhibitors, Charleston Civic Center, or the public. WV2009 reserves the right to restrict or prohibit exhibits which, because of noise, method of operation, content, or any other reason, are objectionable or otherwise detract from or are out of keeping with the character of WV2009 as a whole.

WV2009 and Charleston Civic Center reserve the right to close, remove or require changes in any exhibit or to remove any of Exhibitors personnel, agents, or representatives, who are deemed detrimental to the conference, other exhibitors, Charleston Civic Center, or the public. If an Exhibitor or their representative fails to observe these rules and regulations or, in the opinion of WV2009, conduct themselves unethically or detrimentally to WV2009, an exhibitor may be dismissed from WV2009 conference without refund or other appeal.

Drayage and Shipping

The Exhibitor understands and agrees that all expenses for shipping and handling of equipment and materials into and out of the show area, and for all other costs incidental to operation, are not part of the exposition fee and are to be paid by the Exhibitor. If shipping items to the conference print and complete the form found at http://www.charlestonwvciviccenter.com/docs/ordering/dryageinfo.pdf. Follow the directions and return the form to the Charleston Civic Center.

Security and Insurance

Exhibitors are ultimately responsible for their display and materials. WV2009 and the Charleston Civic Center assume no responsibility for losses and damages. Consequently, exhibitors should take reasonable precautions, including insurance, to protect their property.

Responsibility

It is the responsibility of the Exhibitor to be fully familiar with these rules and regulations and to see that each member of the company attending WV2009, either as exhibitor personnel or registrant or both, is familiar with these rules and regulations.