Exhibitor Rules (Updated for 2023)
Rules Regarding Unsanctioned. 3rd Party Events:
MWAA appreciates your participation and promotion of our conference. To further support our efforts, it is expressly prohibited to schedule, hold, or sponsor meetings, gatherings, parties, or events, whether offsite or onsite, during any scheduled or sanctioned MWAA events, sessions, or exhibit hall times identified on the published MWAA agenda.
Violation of the policy can result in consequences, up to and including being excluded from future MWAA participation.
Thank you in advance for your cooperation.
The MWAA Board will provide refunds to any individual or company (not Premium Sponsors) that has registered for the MWAA 2023 Conference, paid and submitted a request for refund, provided the payment and the request for refund were both received prior to close of business at 5pm Central, Wednesday, May 31, 2023. The MWAA does not refund sponsorship payments to Premium Sponsors, which includes, Platinum, Golden Wheat and Harvest Moon Sponsors levels. Requests for refunds must be sent via email to Mark Hayward, MWAA Treasurer at firstname.lastname@example.org
MWAA staff reviews all registrations. The MWAA Board and Officers reserve the right to change or cancel the registration of any individual or company at its sole discretion to enforce the rules and policies of the MWAA.
Instructions on shipping to/from this event can be found by clicking and downloading this Shipping Form.
The hotel will charge a storage fee for any exhibitor materials which are received before July 14th, 2023.
Exhibitors may set up Wednesday, July 19, 2023 from 8:30 AM CDT to 1:00 PM CDT. The Exhibit Hall opens at 5:00 PM CDT on Wednesday, July 19, 20232.
Exhibitor package(s) arrival are permitted to arrive on July 14th, 2023.
**PLEASE NOTE: Exhibitor packages arriving prior to July 14th will incur a storage fee, charged by the hotel.
Electricity is provided. Telephone, wired IP connections or special AV must be ordered in advance. Please contact email@example.com for specifics (these services incur additional charges). Wi-Fi will be available, courtesy of a Sponsor.
Exhibitor teardown will be Thursday, July 20, 2023 at 6:30 PM CDT. All shipping labels must be filled out and placed on any item that you want the hotel to ship back for you. Forms will be provided prior to the end of the Conference to arrange for pick-up of your booth and/or boxes.
All exhibitors who are not Premium Sponsors will display their materials on an 8 foot table. (Premium Sponsors are Platinum, Golden Wheat and Harvest Moon Sponsors.) 8 foot tables furnished by the MWAA are identical. They stand 30 inches high, are 96 inches wide, 30 inches deep and include a covering and skirt. All exhibitor table top displays must safely and entirely fit on this table. The display may not exceed the footprint of the table top. No part of any exhibitor display may exceed a maximum overall height of 90 inches above the table top. No exhibitor display or materials may be placed on the floor, either in front of, on the side of or behind the table. Exhibitor display power cords or wiring must hang behind the display. All exhibitor electrical connections and wiring must conform to the hotel’s local fire code. Exhibitors may NOT place materials under the table. All packaging must be stored with the hotel. Exhibitors may use a custom table skirt as long as it is in good condition and entirely covers the table top and drapes to the floor in front and on the sides.
Basic electricity is provided. Any telephone, wired IP connections or special AV must be ordered in advance.
Please contact firstname.lastname@example.org for specifics. These services incur additional charges. WiFi will be available, courtesy of a Sponsor.
Exhibitor’s displays must be in good taste and must be safe. Exhibitors and their displays may not create either audio or noise that is excessively loud nor have lights, pictures or video that are objectionable. The MWAA Officers will be final arbiters of whether a display violates the MWAA exhibitor display rules. If an exhibitor or exhibitor display is found to be in violation of the rules, the exhibitor will be notified and must immediately correct the violation. Failure to do so will result in the exhibitor being banned from further participation in the MWAA conference. Registration as an exhibitor for the MWAA conference will be understood to be an exhibitor’s acceptance of these rules.
All exhibitor spaces for Premium Sponsors depend on the level of sponsorship. They may extend only to a height of 12 feet. The Width and Depth depend on the sponsorship level. See the charts on the Registration web page. All exhibitor displays must safely and entirely fit within this space. Exhibitors may use a booth display or a table top display. The MWAA will provide up to three skirted 8’ long by 30” wide tables for each Premium Sponsor exhibitor, if needed. A draped curtain or separation will be behind each display, if requested. Golden Wheat displays must be open on 3 sides. Harvest Moon displays must be open on 2 sides or more. All exhibitor electrical connections and wiring must conform to the hotel’s local fire code. Exhibitors may NOT place materials under tables. Packaging must be stored by the hotel. Exhibitors may use a custom table skirt as long as it is in good condition and entirely covers the table top and drapes to the floor in front and on the sides. Electricity is provided. Any telephone, wired IP connections or special AV must be ordered in advance. Please contact email@example.com for specifics. These services incur additional charges. WiFi will be available, courtesy of a Sponsor.