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Exhibitor Registration, Policies & Procedures
To be eligible to exhibit at the conference, an artist, manager, or agent must be a current WAA member (or staff of a current member) with all dues paid in full. You may include membership payment with your exhibit application.
You cannot register for the conference without an agency registration, exhibit space, or an affiliation to an exhibit. Additional individuals from your organization or agency, including artists on your roster, may attend the conference but must register separately. Please see Registration Information for details on individual passes.
Exhibitor Registration now open
If you would like to be added to our mailing list, please sign up here.
There are three steps to Exhibitor Registration:
1. Your exhibit or agency registration
2. Your individual registration
3. Signing of your rental agreement (emailed to you with notification of exhibit placement ).
Once you have registered for the conference and been assigned your exhibit space, all Exhibitors, including those with Agency Registrations, must read, sign, and return your Exhibit Rental Agreement to the WAA office in order for your registration to be completed.
2009 Floor Plan
Exhibitor Agreement, Ethical Guidelines & General Liability Insurance
All exhibitors are bound by the Exhibitor Rental Agreement. This agreement must be signed and returned to WAA before an application is approved and the exhibit assigned. The Western Arts Alliance subscribes to the Ethical Guidelines of North American Performing Artist Managers and Agents (NAPAMA). By submitting an exhibit application, exhibitors agree to comply with the Guidelines.
WAA’s contract with the Sheraton Phoenix Downtown Hotel requires that exhibitors maintain general liability insurance. If you need an annual liability insurance policy or a temporary policy for the WAA conference or any other event, NAPAMA has a simple and affordable solution. NAPAMA, in partnership with Fractured Atlas, is offering its members Tenants' and Users' Liability Insurance Policy (commonly called by the acronym TULIP) for the conference. These policies provide temporary coverage for a specific event. NAPAMA membership is easy to obtain online at www.napama.org. Once you are signed up, complete this short questionnaire in order to secure coverage for just $65.
Cancellation Policies and Procedures for Exhibitors
In case of emergency, you may cancel your exhibit space, agency registration, or conference registration between
April 1 and July 31, 2009. The administrative fee for a cancelled exhibit space or registration is $50. WAA will make every effort to resell your space, and we are usually successful, however WAA will refund the balance of your exhibit fee only if your exhibit space is resold. Agency registrations are handled on a case‐by‐case basis.
In case of emergency, you many cancel your PDI registration until July 31, 2009. The administrative fee for PDI cancellations is $25. If you cancel your conference registration and PDI registration, the cancellation fee is a total of $75 - $50 for the registration and $25 for the PDI.
Hospitalities are non-refundable. You may try to sell extra hospitality tickets on site, but WAA cannot make any guarantees. If you cancel your registration, you will be charged the applicable cancellation fees and any hospitalities you may have signed up for.
All cancellation requests must be submitted in writing. Please note that refunds will not be processed until after the conference. WAA will not refund any fees for cancellations received after July 31, 2009.
Exhibitor Load-In and Tear-Down
Late load-in and early tear-down are strongly discouraged. Please respect your colleagues and DO NOT set up or strike while your neighbors are trying to conduct business.
Late Registrations / Exhibitor Waiting List
Late applications will be processed after the exhibit lottery and may be assigned an exhibit if space is available. Once The Commons is sold out, WAA will begin an exhibitor waitlist. In order to be placed on the waitlist, one must purchase an agency registration (see below) and be a member with dues paid in full. When and if space becomes available, WAA will assign exhibit space to the waitlisted exhibitor(s) in order of payments made, and will then charge for any balance due.
Signage
Signage may only be placed within assigned exhibit areas, tabletops, or affixed to the Exhibitor’s own display; no signs or banners may be affixed to the facility’s walls, ceilings, floors, columns, or any other surface, nor placed on easels outside of the Exhibitor’s own display space. Exhibitors may not place signs, banners, or any other items in any location outside of their assigned exhibit space or in any area of the facility outside The Commons. Exhibitor may not block fire Pulls, Fire Sirens, or Fire Extinguishers near or in their exhibit spaces. WAA reserves the right to restrict activities, and restrict or close exhibits which, in the opinion of WAA or its designee, become objectionable.
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All audiovisual equipment must be equipped with headphones. WAA prohibits live performance in The Commons except as specifically designated. Displays must not interfere or obstruct neighboring exhibit spaces. Aisles cannot be incorporated as part of an exhibit space.
Booth Restrictions: All displays and/or equipment over 3’ tall may not protrude more than 4’ from the draped back wall. Take care to place tall tables and audiovisual equipment towards the back of the booth leaving clear sightlines down the entire row of booths.
Display Restrictions: All free standing displays should be single sided and should not contain moving parts that infringe upon neighboring exhibits.
Exhibit Space-Specific Restrictions
Booths - 8'wide x 8'deep & 10'wide x 8'deep exhibit types:
A 10’wide display will NOT fit in the 8’ wide x 8’ deep exhibit spaces.
- Retractable banners and/or pop-up displays are allowed but should not protrude more than 4’ from the back of the exhibit so that sight lines are open.
- All displays and/or equipment over 3’ tall may not protrude more than 4’ from the back wall and may not stand more than 24” from the tabletop’s surface.
Café Tabletops, Bistro Tabletops, and Mini Lounge exhibit types:
These exhibit spaces are NOT intended to provide the same display function as a regular booth.
- Display in this exhibit type must be self standing.
- Tabletop audio equipment and other tabletop displays should not stand over 24” from the tabletop's surface. An additional stand can be rented through the Decorator or Hotel for your AV equipment and run along the back of your space.
- One retractable free standing banner is allowed for this exhibit type and is not to exceed 36” wide x 96” high. So as not to block site lines, your display must stand at the back of your exhibit space. An additional 40" high x 24" wide free standing poster is allowed that can lean against your table.
- All free standing displays should be single sided and should not contain moving parts that infringe upon neighboring exhibits.
- Mini Lounge exhibits allow one 96” x 36” retractable display to be positioned along the longer side of the exhibit space up against the shorter side of the next mini lounge so not to block site lines.
- This exhibit has no pipe and drape and no back wall from which to hang displays. There will be a small taped line around the perimeter of your space.
Retractable Displays
Retractable displays can save money, time, and energy. Retractable displays should be single sided and not contain moving parts that infringe upon neighboring exhibits. There are a variety of styles and makes, but most retractable displays use a rollershade-like technology to unroll and set up a fabric display panel. They are relatively inexpensive, versatile, and make a big visual impact. Many retractable exhibits are small enough to carry aboard a plane, light enough to walk into the hall, and are a breeze to set up. Most vendors also offer collapsible brochure racks.
Searching the internet will yield dozens of vendors offering compact display materials. To help you get started, here are a few randomly selected vendors from around the country:
The Godfrey Group: 800-544-6504
PosterGarden: 800-707-0204
Tradeshow Plus: 866-372-7632
Displays2Go: 800-572-2194
Banana Displays: 805-781-3711
WAA uses a ranked seniority system to assign exhibit spaces. During registration, exhibitors are asked to select their exhibit type and up to three preferred locations. A true seniority system is the fairest process given the number of exhibit types, a finite inventory, and the various location options exhibitors have to choose from. An exhibitor’s rank is based on a combination of the number of years of continuous membership and conference exhibiting (as seen below). Members will find your current exhibitor rank displayed on the member home page upon login.
There is a limited inventory of each type of exhibit. We will do our best to accommodate everyone’s requests, but we cannot guarantee any spaces until the lottery is complete, which is after all registrations from each Rank are accumulated. This is not a first come first serve process. You have the entire window that your Rank is open in which to register. After the close of Rank 4 exhibit registrations are placed as they come in. If you have questions please contact Conference Manager Laura Ricker.
Rank One: Current WAA members that have exhibited for the past ten or more consecutive years.
- Registration Period: April 1 - April 15, 2009
Rank Two: Current WAA members that have exhibited five to nine continuous years or that have maintained membership* for the past ten or more years but did not exhibit last year.
- Registration Period: April 22 - May 6, 2009
Rank Three: Current WAA members that have exhibited one to four continuous years or that have maintained membership* for five to nine years but did not exhibit last year.
- Registration Period: May 12 - May 29, 2009
Rank Four: New WAA members that joined since the last conference and current members that have maintained a membership* for less than five years but did not exhibit last year.
- Registration Period: June 4 - June 25, 2009
*A lapse of membership of more than 365 days resets tenure, placing the member in Rank Four.
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