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Exhibitor Information
As the WAA conference continues to evolve, so does our Resource Room. Our goal for the conference is to give artist managers more options and flexibility in how they do business at WAA, to place more emphasis on discovery, and to explore new ways of doing business.
Please review the exhibitor information carefully—the changes affect policy, pricing, and product. If you have any questions, feel free to call the staff or drop us a note. Artists, managers, and agents may not register for the conference without a booth, an affiliation to a booth, or agency registration (for non-exhibiting artist/managers). Artists on an agency roster may attend the conference under the auspices of their manager. Location, Location, Location
The Resource Room (exhibit hall) is located at the Albuquerque Convention Center, 401 2nd Street NW. The host hotel, the Hyatt Regency Albuquerque, is kitty-corner from the convention center. The secondary hotel, The Doubletree Albuquerque is adjacent to the convention center. Eligibility and Booth Application Procedures
1. To be eligible to attend the conference, an artist, manager, or agent must be a current WAA member (or staff of a current member) with 2005 dues paid in full. You may include membership payment with the booth application. 2. WAA must receive your completed booth application form and payment for applicable fees by Friday, June 17, 2005. 3. You may register for your booth online or by mailing in a paper booth application form. If mailing a form, you must sign the exhibitor agreement.
Late Applications/ Exhibitor Waiting List
Late applications will be processed after the booth lottery and may be assigned a booth if space is available. Once the Resource Room is sold out, WAA will begin an exhibitor waitlist. In order to be placed on the waitlist, the artist/manager must purchase an agency registration (see below) and be a member. Artist/managers will still be able to attend the conference with just the agency registration. If the artist/manager still wants to purchase a booth, they will remain on the waitlist until space becomes available, and then be “upgraded” to a booth and charged for any balance due.
Exhibitor Agreement and Ethical Guidelines
The Western Arts Alliance subscribes to the Ethical Guidelines of North American Performing Artist Managers and Agents (NAPAMA). By submitting a booth application, exhibitors agree to comply with the guidelines . For your reference, click here to view the Booth Rental Agreement you agreed to when your registered for your booth.
Booth Rental Fees/Agency Registration
The booth fee includes a space in the Resource Room and one individual registration. An agency registration is the fee charged to a non-exhibiting artist/management or consultant vendor; like the booth fee it includes one individual registration. Booth rental fees and agency registrations are based on your current membership tier (if you don’t know your membership tier please refer to the website.)
Additional individuals from your organization or agency may attend the conference but must register separately either online or on the Individual Registration Form. Please fill out one form per person.
Booth Dimensions and Features
Full Booth: 10ft x 10ft booth space, one 8ft x 30in skirted table, two folding chairs, one wastebasket, 8ft-high draped back wall and 3ft-high draped side walls, and one 7in x 44in sign with your business name and booth number.
Half Booth: 5ft-wide x 10ft-deep booth space, one 4ft x 30in skirted table, two folding chairs, one wastebasket, 8ft-high draped back wall and 3ft-high draped side walls, and one 7in x 44in sign with your business name and booth number.
Tabletop Display: One 48” round skirted table, 4 chairs, table tent booth ID sign. Tabletops will be located throughout the Resource Room. Exhibitors with a tabletop display will not be able to bring large display set-ups, only the material that they would like to have out on their table.
Please note that the entire exhibit hall will be carpeted so you will only need to order booth carpet if you request a different color.
There are a limited number of spaces for each type of booth. We will do our best to accommodate everyone’s requests, but we cannot guarantee any spaces until the lottery is complete.
Resource Room Floor Plan
Click here to see the Resource Room Floor Plan. Please note that the plan could change based on the number of tabletops and booths sold. Booth Rental Fees
| Tier 1, (gross fees of less than $99,999) |
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Full Booth
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$500 |
| Half Booth OR Tabletop OR Agency Registration
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$385 |
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| Tier 2, (gross fees of $100,000 - $999,999) |
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Full Booth
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$755 |
| Half Booth OR Tabletop OR Agency Registration
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$625
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| Tier 3 (gross fees of $1 million and up) |
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Full Booth
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$925 |
| Half Booth OR Tabletop OR Agency Registration
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$775
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| Consultant/Vendor Members |
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Full Booth
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$755 |
| Half Booth OR Tabletop OR Agency Registration
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$625
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| Exhibiting Associate/Presenter Members |
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Full Booth
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$500 |
| Half Booth OR Tabletop OR Agency Registration
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$385
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* Corner booth request $75
(in addition to the appropriate booth fee) This will apply only to premium corner booth spaces. There is a limited number of these booths and they will be assigned based on your placement in the lottery draw and availability. |
Booth Assignment Procedure
WAA uses a lottery to allocate booths in the Resource Room. Members must return their applications and full payment by June 17 to qualify for the lottery. If you have a specific request, please include it on the booth application. We will do our best to honor your request, but we cannot guarantee placement. Applications received after June 17 are assigned booth space on a first-come, first-served basis.
First Lottery Draw:
Current WAA members who have exhibited ten or more continuous years.
Second Lottery Draw:
Current WAA members who have exhibited five to nine continuous years.
Third Lottery Draw:
Current WAA members who have exhibited one to four continuous years.
Fourth Lottery Draw:
Current WAA members who are new since the last conference or did not exhibit last year.
WAA takes care to balance full and half booths in any given row. Sometimes this is not possible in the last few rows. We do consider placement requests to be near or away from a particular exhibitor.
Cancellation Procedures
In case of emergency, you may cancel your booth space, agency registration or conference registration between June 18 and August 5, 2005. The administrative fee for a cancelled booth or registration is $50. WAA will refund the balance of your booth fee IF YOUR BOOTH SPACE IS RESOLD. Agency registrations will be handled on a case-by-case basis.
WAA will make every effort to resell your space, and we are usually successful. However, WAA will not refund a booth fee if the space remains empty. Please note that refunds will usually not be processed until after the conference. WAA will not refund any booth fees after August 5. In case of emergency, you may cancel a PDI registration until August 5, 2005. The administrative fee for PDI cancellations is $50. Hospitality registrations may only be cancelled if your entire conference registration is cancelled. You may try to sell extra hospitality tickets on site, but WAA cannot make any guarantees.
Booth Sharing and Subletting
WAA allows booth sharing and subletting between member agencies. There are additional fees for sharing on top of the original booth fee. These fees cover WAA’s decorator expenses and our costs for listings and mailings. If you wish to share or sublet your booth, call Kim Stoermer at 503-274-4729 for details.
Show Decorator
The show decorator for Albuquerque is Convention Services of the Southwest (CSS). Shortly after the booth application deadline, CSS will send out exhibitor kits with all the details you will need to exhibit at WAA.
Load-In and Load-Out
Exhibitor load-in is Wednesday, September 7, 11:00am to 5:00pm and Thursday, September 8, 8:00am-10:00am. All exhibitors must be set up by Thursday morning at 10:00am. The Resource Room opens to all members at 10:45am. Exhibitors will be allowed in the room that morning for last-minute touches. Load-out is Saturday, September 10, 3:30pm to 5:00pm. Late load-in and early load-out are strongly discouraged. Please do not create security and marketplace chaos by setting up or striking while your neighbors are trying to conduct business.
Registration Deadlines
Exhibitors Deadlines (Artist/Managers, Consultants, Vendors, Associates, Presenters)
Booth Application and Complimentary Individual Registration Deadline: June 17
Individual Registrations, Early Deadline: July 8
Individual Registrations, Late Deadline: August 5
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