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EXHIBITOR PROSPECTUS PNWIS 2003 Conference and Exhibition Dear Exhibitor: We look forward to your participation at the 43rd annual meeting of the Pacific Northwest and International Section (PNWIS) of the Air and Waste Management Association (A&WMA). The meeting will be held September 24 - 26, 2003 in Anchorage, Alaska. Attached you will find an information package designed to assist you in preparing for your exhibit. LOCATIONThe conference will be held at the Alyeska Prince Hotel & Resort. The address and contact information is listed below: Alyeska Prince Hotel & Resort P.O. Box 249 Girdwood, AK 99587 Phone: 1 (907) 754-1111 Toll Free: 1 (800) 775-6656 Fax: 1 (907) 754-2290 The exhibit area is in the hallway and rooms immediately adjacent to conference meeting rooms. The space will hold approximately 29 booths. The morning and afternoon coffee breaks and exhibitors reception will be held inside the exhibit area to encourage as much traffic as possible through the exhibit area. The Exhibitor’s Reception will be held from 5 p.m. to 6:30 p.m. on Thursday evening, September 25th. BOOTH STYLES AND COSTThe hotel exhibition space is somewhat limited and we have adapted with different size display areas. We are offering 24 booth spaces 6’ deep x 10’ wide and 5 booth spaces 4’ deep x 8’ wide. Click here to see the floor plan of the booth layout. Booth Rental Costs 6’ x 10’ Booth $595 US 4’ x 8’ Booth $450 US Rental spaces may be combined to provide larger display areas. Each exhibit space includes: Ø Pipe and drape booth with an 8’ high back wall and 3’ high side panels Ø 2-line sign card ( 2” lettering) Ø Electrical service - 110 volts ac / 5 amp standard duplex outlet Ø Draped table, 2 chairs and small waste basket Ø Small fire extinguisher (required by law) Ø For each 6’ x 10’ space, one full conference registration valued at $375US Ø For each 4’ x 8’ space, one full conference registration valued at $375 US The cost for additional or non-registered booth personnel will be $30 US, exhibit area only. Daily registration and meal tickets will be available at additional costs for anyone interested in attending conference presentations and/or meals. Additional booth equipment such as tables, carpeting, additional electrical service and freight handling may be contracted directly with the exhibition contractor; Art Services North, (907) 561-2115.
EXHIBIT SPACE POLICY Exhibit spaces and locations are provided on a first-come, first-service basis according to the attached floor plan. However, the PNWIS 2003 Organizing Committee reserves the right to modify the exhibit floor plan and booth allocations in the best interest of exhibitors and of the conference as a whole. The first-come, first-service basis will be determined when a check for the deposit is received, so send your check as soon as possible to guarantee your space.
EXHIBIT PAYMENT AND CANCELLATION POLICY To reserve a booth space, please click on the Exhibition Space Reservation Form. Checks should be made payable to PNWIS 2003 and sent to: Bob Morgan Air Permits Program Alaska Department of Environmental Conservation 555 Cordova Street Anchorage, AK 99501 A deposit of $275 is required to hold a 6’ x 10’ booth space. A deposit of $125 is required to hold a 4’ x 8” booth space. Final payment is due by August 25, 2003. There will be a $50 late fee for final payments not received by August 25, 2003. Any exhibitor wishing to cancel their booth reservation after August 25, 2003 will forfeit the deposit. There will be no refunds after September 19, 2003.
EXHIBIT SET-UP/BREAK DOWN The hotel will not accept exhibitor freight. Those exhibitors needing to drop ship materials and displays prior to the conference and return ship after the conference must make arrangements with the exhibit contractor, Art Services North (907) 561-2115. Art Services North will also provide additional display and booth equipment beyond the items specified in the above section. These services and items must be directly contracted with Art Services North at an additional cost. The Exhibitors can move their materials into the exhibition area and setup between 7:00 a.m. and 11:30 a.m. on Wednesday, September 24th, 2003. Exhibit setup must be completed by 11:30 a.m. The exhibition will begin following the opening address on the afternoon Wednesday September 24th. As a courtesy to other exhibitors and conference delegates, you may not dismantle your display earlier than 10:30 a.m. on Friday. (Special arrangements may be made for teardown following the Exhibitor’s Reception on Thursday evening.) Upon confirmation of a booth reservation, Art Services North will send the prospective exhibitor an information packet with shipping and receiving information, a price list of services and rental items and a contract. “A Cautionary Note” Delivery/setup of large display items and installation of additional electrical service must be coordinated through Art Services North. WEB SITE LISTINGAs an added service to PNWIS 2003 exhibitors, as your registrations are received, a link to your company’s web site will be listed on the PNWIS 2003 Exhibitors Link on the PNWIS web site at www.pnwis.org. The PNWIS web site is also linked from the Air & Waste Management Association’s site at www.awma.org. EXHIBIT STAFFINGExhibitors can pay a minimal fee of $30 to obtain an exhibitors pass for additional staff who intend to work in a booth and who will not attend any of the conference sessions or meals. One full conference pass is included with the 6’ x 10’ booth fee. This pass is not transferable. A price list will be available for meals for your staff that have an exhibit-only pass. HOTEL & AIRLINESExhibitors must make their own travel and hotel accommodation arrangements. Special rates have been negotiated at the Alyeska Prince Hotel for PNWIS 2003 participants (see below). The rates below are good until September 3, 2003. Please contact them directly at (800) 775-6656 for your hotel registration needs. Be sure to mention PNWIS to get the rates listed below. $103.00/Single Occupancy $103.00/Double Occupancy $25.00 Additional for Triple Occupancy $259/Junior Suite $569/Townhouse Room tax is currently 8.0%. These special rates will be available three (3) days prior and three (3) days after the convention. Due to the special rates extended, all reservations must be received no later than September 3, 2003. At that time, all rooms not used in our block will revert back to the hotel for sale. Reservations received after that date will be accepted on a space and rate available basis, and the above rates will not be in effect. Alaska Airlines is offering a conference discount fare to and from Anchorage. Contact the Alaska Airline Meeting, Conference & Group Department at (800) 445-4435. When making your arrangements, please reference PNWIS 2003 Meeting ID #CMR6342. SECURITY AND INSURANCESome of the exhibition area may be secured after hours. Other areas, although routinely patrolled, are not as secure, particularly in the hallways. Additional security may be provided; however, exhibitors are responsible for their own exhibit equipment and materials, and any insurance coverage thereof. EVENT SPONSORSPNWIS would like to solicit sponsors to help with the expenses of the coffee breaks, exhibitors’ reception, lunches, or the evening banquet. Your company will be acknowledged with signage at the appropriate event, will be listed in the final program, as well as verbal recognition by the organizing committee during their presentations. Click here for more information on sponsorship opportunities.
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