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Exhibitor Information 2008

Exhibitor Information

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. Managers and agents may not register for the conference without an agency registration, exhibit space, or an affiliation to an exhibit. Artists on an agency roster may attend the conference under the auspices of their manager (using the showcase pass, one-day artist pass, or Artist’s All-access pass). If you have any questions, feel free to call the staff or drop us an e-mail.

Eligibility and Exhibit Application Procedures

1. 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 current dues paid in full. You may include membership payment with the exhibit application.

2. WAA must receive your completed exhibit application and payment for applicable fees by Friday, June 27, 2008.

3. You may register for your exhibit space online or by mailing a paper application form. If mailing a form, you must sign the exhibitor agreement.

Late Applications/ 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 paid and charge for any balance due.

Agency Registration
An agency registration is the fee charged to a non-exhibiting artist/management or consultant vendor; like the exhibit fee it includes one individual registration. Exhibit rental fees and agency registrations are based on your current membership tier.

Additional individuals from your organization or agency may attend the conference but must register separately either online or with an Individual or Artist Registration Form. If you bring three or more staff, there is a 30 percent discount for the third full registration and any additional full exhibitor registrations. All-Access, Day, and Showcasing Artist Passes do not qualify for multiple registration discounts.

There is a limited inventory of each type of exhibit. For details of exhibit options, click here. We will do our best to accommodate everyone’s requests, but we cannot guarantee any spaces until the lottery is complete.

Eligibility and Space Assignment

WAA has sole discretion in determining eligibility to exhibit and in assigning exhibit space. WAA will make every effort to honor individual requests, but final placement is entirely up to WAA. If you have a specific request, please include it on the application. We do consider placement requests to be near or away from a particular exhibitor, but we cannot guarantee placement.

The lottery is done after all registrations from each Rank are accumulated. This is not a first come first serve. You have the entire window to register that your Rank is open.

Rank One:
Current WAA members who have exhibited ten or more continuous years.
Rank One registration open: TBA

Rank Two:
Current WAA members who have exhibited five to nine continuous years or who have maintained membership* for the past ten or more years but did not exhibit last year.
Rank Two registration open: TBA

Rank Three:
Current WAA members who have exhibited one to four continuous years or who have maintained membership* for five to nine years but did not exhibit last year.
Rank Three registration open: TBA

Rank Four: New WAA members who joined since the last conference and current members who have maintained a membership* for less than five years but did not exhibit last year.
Rank Four registration open: TBA

*A lapse of membership of more than 365 days resets tenure, placing the member in the Fourth Draw.

Membership Tiers
Membership tiers are based on gross annual fees contracted for touring.
Tier 1: Less than $100,000
Tier 2: $100,000-$999,999
Tier 3: $1 million and up

Exhibitor Load-In and Tear-Down
Exhibitor load-in is Wednesday, September 3, 8:00am to 12:15 pm. All exhibitors must be set up by Wednesday at 12:15 pm. The Commons opens for business to all members at 12:30PM. Tear-down is Friday, September 5, 3:30pm to 5:00pm. Late load-in and early tear-down are strongly discouraged. Please do not create security and marketplace chaos by setting up or striking while your neighbors are trying to conduct business.

Exhibitor Agreement and Ethical Guidelines
All exhibitors and Agency Registrations are bound by the Exhibitor Rental Agreement. The Exhibitor application and 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.

Cancellation Policies and Procedures for Exhibitors

In case of emergency, you may cancel your exhibit space, agency registration, or conference registration between June 27 and July 31, 2008. 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 August 11, 2006. The administrative fee for PDI cancellations is $25. If you cancel your conference registration and PDI registration, the cancellation fee is $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 for which you may have signed up.

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 August 11, 2006.

Display
All audiovisual equipment must be equipped with headphones. WAA prohibits live performance in The Commons (Resource Room) 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.

Table Top/Mini Lounge Exhibits: These exhibit spaces are not intended to provide the same display function as a regular booth. Visual materials that fit on the table surface cannot extend more than 24” above the table. You are allowed specific dimensions for floor standing display. Please look under the page for Exhibitor Options for details.

Signage
Signage may only be placed within assigned exhibit areas, tabletops or affixed to 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. WAA reserves the right to restrict activities, and restrict or close exhibits which, in the opinion of WAA or its designee, become objectionable.