EXHIBITOR / SPONSOR INFORMATION AND ENTITLEMENT AGREEMENT(P.1)
EXHIBITOR/SPONSOR INFORMATION AND ENTITLEMENT AGREEMENT
74th Annual SAWE International Conference on Mass Properties EngineeringCrowne Plaza Hotel, Alexandria, Virginia
Sunday, May 17 through Wednesday, May 20, 2015
HOST:
Used herein, the word "host" shall mean The Society of Allied Weight Engineers, Inc., its officers, committees, and chairpersons, and the Capital Region Chapter.
DIMENSIONS AND ARRANGEMENTS OF EXHIBITS:
Each exhibition space shall be approximately 10 feet wide x 8 feet deep in floor area, and includes a 2.5 foot x 6 foot (approximate) display table. Ceiling height is 15 feet.
ELECTRICAL CONNECTIONS:
Standard 120 volt power source will be available for each exhibit space at no additional charge. Prior coordination of electrical needs is required.
ELECTRONIC EQUIPMENT:
There will be a charge for rental costs and set-up fees if equipment has to be rented. The "host" will schedule such rentals at the most economical cost available.
EXHIBITOR BENEFITS:
1) Exhibitors receive two 3-day conference registrations for company representatives.
2) Exhibitors are entitled to twodiscounted admissions to the Sunday Reception (Mixer) and to the Standards and Practices Committee Luncheon (Tuesday). Please confirm attendance for these events upon registering.
3) Exhibitors are encouraged to give a 5 to 10 minute presentation about their company’s products and services. Please arrange a time slot in an appropriate technical session with the SAWE Vice President, Technical Director or the Conference Chairman.
4) Internet access is available to exhibitors at no charge.
FEES:
Exhibitor fee payable to “host”: ...... $2,000 per single booth space
The conference facilities mayapply separate material handling charges for large shipped items. Pallets are subject to a $150 handling charge. Please contact Steve Mathwin, Conference Services Manager with any questions regarding large items. Contact information is given below.
ONLINE REGISTRATION:
When registering online, specify primary exhibitor and support person if applicable. Specific names must be identified to the SAWE for badging purposes to enable two people to attend the full 3-day conference.
Register online at:
ASSIGNMENT OF SPACE/CONFIRMATION OF RESERVATION:
Space assignments will be made by the SAWE Vice President Vendor Relations.
In general, preference will be given to the order in which completed registrations are received. Minor adjustments may be necessary due to specific facility or equipment needs. Confirmation of each exhibitor's registration, facilities requirements, and presentation schedule at a technical session will be acknowledged by the SAWEVice President, Vendor Relations upon request.
SHIPPING INSTRUCTIONS:
Ship nothing with a delivery date prior to Sunday, May 10th, 2015. All boxes shipped to the hotel should have a visible note referencing the SAWE International Conference, and the name of your representative who will be responsible for receiving it from the hotel’s shipping department.Containers/packages should be sent to:
Care of Steve MathwinCrowne Plaza Hotel
901 Fairfax Street
Alexandria, VA 22314 USA
Tel. 1-703-683-6000
Attention: (Your company representative’s name)
Event: Society of Allied Weight Engineers (SAWE)
International Conference - May 18-20, 2015
Steve Mathwin, Conference Services Manager Tel. (703) 837-6053,
Note: Please provide your Company’s Name and/or Logo on each Package.
[include special shipping instructions]
EXHIBITOR / SPONSOR INFORMATION AND ENTITLEMENT AGREEMENT(P.1)
INSTALLATION OF EXHIBITS:
Exhibits may be installed from 10:00 AM to 8:00 PM on Sunday, May 17th, 2015. Exhibits must be"Visitor-Ready" by 9:00 AM, Monday, May 18th, 2015. If this is not possible, please contact the SAWE Vice President Vendor Relations.
EXHIBITION DATES AND HOURS:
Monday / May 18 / 9:00 AM to 5:00 PMTuesday / May 19 / 8:00 AM to 5:00 PM
Wednesday / May 20 / 8:00 AM to 5:00 PM
DISMANTLING:
Displays may be dismantled after 1:00 PM on Wednesday, May 20th, 2015, with completion by6:00 PM, (or at an earlier time with approval of the SAWE Vice President Vendor Relations). Please contact the SAWE Vice President Vendor Relations and the hotel representative if you require assistance in having articles shipped. Hotel handling charges may apply.
CORPORATE LOGO:
Sponsors only: if you have not already done so, please supply a corporate logo in vector format such as .svg, .eps, .ps, .ai, or .psd to ensure high quality publication. Please send the logo .
SECURITY:
During business hours, security will be provided by the "host." After the designated hours, the exhibit hall will be locked.
LIMITATION OF LIABILITY:
By application for space, it is mutually agreed that the "host" shall not be liable to an exhibitor forany damage to or for the loss or destruction of an exhibit, for the property of an exhibitor, or injuries to his representative(s) resulting from any cause. All claims for such loss, damage, or injury areexpressly waived by the exhibitor.
CANCELLATION OF CONFERENCE:
In the event that the Conference is canceled or deferred because of fires, strikes, casualties, terrorism, Acts of God, or other causes beyond the control of the "host," the "host" shall not befinancially obligated or otherwise committed except that settlements by adjustments may bemade for routine commitments made necessary for its initial deposit and exhibitors reimbursedaccordingly.
REFUND POLICY:
If, prior to May 1st, 2015, a registered exhibitor and/or sponsor deems it necessary to cancel anyor all of its commitments, a FULL REFUND shall be issued by SAWE.
Registrants who cancel after this date shall have their money credited to a future conference.
CONFERENCE SPONSORS/CORPORATE PARTNERS:
Conference Sponsors and Company/Corporate Members may be entitled to an exhibit space, depending on their level of support. Refer to the Schedule of Sponsorship Opportunities and the Corporate Membership Program at for details.
RETURN OF REGISTRATION FORM:
Return a copy of this form with information below filled out to:
Paul Kennedy
Vice President, Vendor Relations
Society of Allied Weight Engineers, Inc.
81 Fuller Way
Berlin, CT06037 USA
Or via email:
As the authorized company representative of,
I acknowledge receipt and agreement to the Terms and Conditions of this Exhibitor/Sponsor Informationand Entitlement Agreement.
Name:Title:
Date:
Phone Numbers (Office):
Mobile (Optional):
Concurrence:, SAWE Vice President Vendor Relations