Admission Policies. Badges: 20 x20 Booth includes 4 name badges 8 x20 Booth includes 3 name badges 8 x10 Booth includes 2 name badges

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1 Exhibitors

2 48 t h Annua l Convention M a rc h 29 31, 2017 R e n a i s sance Hot e l Show Management TRWA (show management) reserves the right to restrict exhibits which, because of noise, method of operation, materials, promotion of door-to-door sales or other reasons, become objectionable. TRWA may forbid installation or request removal or discontinuance of an exhibit or promotion, wholly or in part, that in its opinion is not in keeping with the character and purposes of TRWA. Should there be any question on conforming to the following exhibition rules and guidelines, final judgment will be made by show management. Exhibit Application & Payment To reserve your space in the exhibit hall, please complete the enclosed form. We urge early registration. All exhibits and related demonstrations must serve the interests of association members. Space Assignment: TRWA agrees to use best efforts to assign the exhibitor the booth requested; however, TRWA cannot and does not guarantee assignment of space in accordance with exhibitor s request. All booths will be assigned based on a first come, first served basis. An exhibit booth will not be assigned until complete application and full payment has been received by TRWA. Exhibitor agrees to accept the booth assigned by TRWA. Show management reserves the right to relocate exhibitors or modify the floor plan should it be deemed necessary. Preliminary booth assignments will be provided via after February 17, Payment: Payment information is required at the time of application and will be processed once the application is approved. Checks are accepted and must be received by TRWA prior to booth assignment. The exhibitor who fails to make payments when due shall automatically forfeit any rights, privileges and claims of any nature. Cancellation: Booth cancellations must be in writing. Phone calls or any other type of verbal notifications will not be accepted. Refunds are not available after February 17, Admission Policies Exhibition admittance is restricted to exhibitor personnel and registered attendees displaying an official show badge. All exhibitor personnel must register and wear the official show badge at all times. Badges: 20 x20 Booth includes 4 name badges 8 x20 Booth includes 3 name badges 8 x10 Booth includes 2 name badges Additional badges may be requested and purchased; however, no more than five (5) staff per standard 8x10 booth or ten (10) staff per 8x20 or 20x20 booth can be present at one time. Badge switching or the transfer of a badge to an unauthorized individual is a violation of this contract and will be subject to confiscation of the badge and removal of the individuals from the exhibit hall. Additional badges may be purchased for $100 each. Exhibitors are permitted access to the exhibit hall during booth setup and tear down times, opening reception and official show hours only. In order to ensure security, the exhibit hall will be locked and secured during the overnight hours and non-show hours. To ensure access for registered attendees, exhibit personnel are not permitted to attend workshops, trainings or general meetings without prior approval of show management. Minors In the interest of safety and injury prevention, children under 12 years of age will not be permitted on the exhibition floor during installation and removal of exhibits. All children must be accompanied by an adult at all times. Exhibit Space Guidelines All exhibits must conform to these guidelines and may not extend beyond the boundaries of the exhibit space. Display Guidelines: The height of standard booth displays may not exceed 8 feet. Displays may not exceed 42 inches in height in the front half (4 feet) of the booth. No materials may be suspended from the ceiling or bridged across an aisle. No interference with the Hotel Information: $199/night - single/double Exhibitor Rules and Regul ations Agreement light or view of other exhibitors will be permitted. Demonstrations, Literature/Giveaways & Food: Exhibitors shall conduct sales presentations and product demonstrations in a manner that assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentations, audio visual presentations and demonstration areas to ensure compliance. No activities should be planned or products displayed in a manner that would require an audience to gather in the aisles. Show management reserves the right to determine if a demonstration interferes with adjacent exhibit spaces and when it must be discontinued. Informational, promotional, educational or other giveaway matter may be distributed only at the exhibitor's display and must be related strictly to the products and/or services on display or eligible for display, and for products which are directly available from the exhibitor. Distribution from booth to booth or in the aisles is forbidden, and exhibitors must confine their exhibit activities to the space for which they have contracted. No exhibitor may distribute or leave behind merchandise, signs or printed materials in the registration areas, meeting rooms or public areas of the event site, including hotels, shuttle buses, parking garages, etc., without written prior approval of show management. Raffles, drawings, contests and other such activities, if permitted by law, are allowed in an exhibitor's booth only. Show management will not be responsible for providing a PA system, microphone or any other type of announcement of winners on behalf of the exhibiting company. Only pre-wrapped, pre-cooked edible items will be permitted in an exhibitor booth. Under no circumstances will cooking of any type of food be permitted.

3 Exhibitor also agrees to follow any rules or guidelines set forth by the venue hosting the event. Food and nonalcoholic beverages samples may be distributed from an exhibitor's booth in 3 oz or smaller portions. No alcohol is permitted within the exhibitor's booth or in the exhibit hall unless permitted by show management. Care of Exhibit Space: Exhibitors must not place any refuse or any materials which will endanger public safety or cause inconvenience to other exhibitors on the floor during exhibit hours. Exhibitors shall not injure, mar, mark, paint, or in any manner deface the hall, or use nails, hooks, pins, screws, or tape on the building. The exhibitor is liable for any and all damages which he may cause to the building or otherwise in connection with his exhibit. Helium balloons may be permitted if allowed by the venue hosting the exhibit hall. Exhibitor Behavior & Hospitality Events Unsportsmanlike, unethical, illegal or disruptive conduct, such as tampering with another party s exhibit or engaging in corporate espionage is strictly prohibited. Exhibitor s personnel and their representatives may not enter the exhibit space or loiter in the area of another exhibitor without permission from that exhibitor, and at no time may anyone enter an exhibit space that is not staffed. Violators may be ejected from the event at the discretion of show management. No exhibitor, or any affiliate thereof, shall conduct any off site activity during official event hours that would encourage attendees to leave the officially scheduled event activities. Hospitality suites are not permitted by show management and conference organizers. Licensing & Permits Exhibitors are responsible for obtaining all necessary licenses and permits to use music, photographs, or other copyrighted material. Exhibitors are liable for and shall indemnify and hold show management, its directors, officers, employees and agents, harmless from all loss, claims, causes of action, suites, damages, liability, expenses, and costs, including reasonable attorney s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, its agents or employees, of any patent, copyright, trademark or other mark, trade secret rights or privileges. Exhibitors may sell products on the exhibit floor during regular exhibit hours. Exhibitors are responsible for any and all permits required by law or local ordinance. An exhibitor without a Texas location needs a use tax permit. Call the State of Texas Comptroller of Public Accounts at for any forms, rules, etc., or complete information can be found at tx.us. Insurance & Liability TRWA is not responsible for the loss of property from theft, damage by fire, water, accident, or other causes. Exhibitor assumes responsibility and agrees to indemnify and defend TRWA and the Renaissance Hotel, and their respective owner, managers, subsidiaries, affiliates, employees and agents against any claims or expenses arising out of the exhibition premises. In addition, it is expressly understood and agreed that the exhibitor will make no claim of any kind against TRWA, or any of its members, contractors, or employees, for any loss, damage to or destruction of goods, or for any injury that may occur to himself or his employees while in the exhibit hall, or for any damage of any nature or character whatsoever. The exhibitor understands that neither TRWA nor the Renaissance Hotel and its owners maintain insurance covering the Exhibitor s property and it is the sole responsibility of the exhibitor to obtain such insurance. Exhibit Furnishings, Installation and Removal The exhibit hall is carpeted. Each 8x10 booth includes a 10 back drape, 3 wing drapes, a sign displaying company name, (1) 6 draped table and (2) padded side chairs. All other furnishings and displays will be at the exhibitor s expense. An exhibitor service manual with order forms for furnishings will be sent to exhibitors upon booth assignment. All exhibits must be completely installed and ready for viewing by the date and hour the show is scheduled to begin. Exhibits or displays may not be removed from the show until the show has been officially closed.* Exhibitors will install and remove their own exhibits or exhibitor must contract with the official contractor. Exhibitor must conform to all rules and regulations and will not disrupt the orderly installation and removal of exhibits. The Renaissance Hotel and Freeman are exclusive contractors with specific responsibilities for services, such as electrical, phone, internet, drayage, cleaning and catering, with which exhibitors must contract. An order form for electricity, phone and internet is on our website and will be sent to you once you have paid for your booth. All electricity, phone or internet orders must be placed directly with the Renaissance Hotel by the exhibitor. TRWA will not place these orders on the exhibitors behalf. All exhibitor property must be removed from the exhibit hall by the end of the designated exhibitor move-out time. In the event that exhibitor space is not vacated by that time, show management is authorized to remove, at the exhibitor s expense, all goods an property of the exhibitor, and show management or its agents shall not be liable for any damage or loss to such goods or property by reason of such removal. Conditions of Agreement This Exhibitor Agreement is subject to all rules and regulations named herein, and also to all conditions the exhibit facility has made available. Exhibitor agrees to abide by all applicable fire, utility, and building codes. All points not covered herein are subject to settlement by show management, and show management reserves the right to make such changes, amendments, and additions to these rules and such further regulations as may become necessary. *Show management reserves the right to ban an exhibitor from future TRWA events if any of these policies are violated. This agreement shall be governed by the laws of the State of Texas. APPLICATION SUBMISSION & PAYMENT: Applications must be accompanied by payment to be processed. CANCELLATION: Full refunds will be granted for space canceled if requested in writing via fax or and received on or before February 17, No refunds will be granted for booth space or other items canceled after February 17, If payment is not received by February 17, 2017, TRWA reserves the right to terminate this Application.

4 ELEC 2017 Annual Convention Exhibit Hall Floor Pl an T e x a s R u r a l W a t e r A s s o c i a t i o n M a r c h , March 29-31, 2017 R e n a i s s a n c e H o t e l, A u s t i n Texas Rural Water Association Renaissance Hotel, Austin TX MECHANICAL ROOM FE STORAGE BUILDING STORAGE 8' WOMEN MEN FH REFRESHMENTS 37 18'-3" 38A 38 ELEVATORS '-6" 7' 18'-3" 48A 57 REFRESHMENTS FH 8'-10" WOMEN MEN '-8" ' ' 9' '-5" ' '-9" 10' FITNESS CENTER REST ROOM 19 REST ROOM '-1" FH/ FH/FE ' '-11" '-4" '-1" 97 FREIGHT DOOR POOL FITNESS CENTER ELEVATOR UP TO LOBBY ABOVE MEN WOMEN BUILDING STORAGE SERVICE ELEVATORS FOYER RENAISSANCE HOTEL RIO GRANDE EXHIBIT HALL SAN ANTONIO SAN MARCOS SABINE Exhibitor Move-In: 1:00 p.m. - 4:30 p.m., Wednesday, March 29, 2017 Exhibitor Move-Out: 10:30 a.m. - 1:00 p.m., Friday, March 31, 2017

5 Top Golf Fundraiser Benefiting the Texas Rural Water PAC Hosted By: Top Golf Austin 2700 Esperanza Crossing Austin, Texas Come out and support the PAC! Join us at Austin s premiere golf entertainment venue for a fun-filled afternoon sure to please golfers and non-golfers alike, while supporting the Rural Water PAC. EVENT DETAILS Registration fee includes buffet and three (3) hours of play. Clubs are provided for each bay, so you can leave your clubs at home! Teams consist of up to 6 players. Individuals will be assigned to a team unless otherwise requested. List desired team below, if applicable. REGISTRATION - $40 per participant; $20 for guests under 16 years old. We encourage you to use a personal form of payment (personal check, credit card, cash) in order to support the Texas Rural Water PAC; corporate funds/ district funds are prohibited by law to be used for this purpose. Contact Name: Utility/Company: Address: Phone: Player 1: Player 4: Player 2: Player 5: Player 3: Player 6: PAYMENT Total: $ Tuesday, March 28, :30 7:30 p.m. SPONSORSHIPS - Your company s support of this event helps us maximize the attendee funds that can support the Rural Water PAC. See the last page in this brochure for descriptions of each sponsorship opportunity. Top Sponsor - $1500 Beat the Pro Game Sponsor - $500 19th Hole Sponsor - $1000 Eagle Sponsor - $250 Yes! I am enclosing a personal form of payment so that the funds may benefit the Texas Rural Water PAC I am paying with corporate funds that cannot be used for the PAC Charge to my: Amex Visa Master Card Card Number: Expiration Date: CSV #: Billing Address: City: State: Zip: Cardholder s Name: Signature: Send completed form with payment to --- MAIL: TRWA, ATTN: Conference Dept., 1616 Rio Grande, Austin, TX FAX: ; Meetings@trwa.org; ONLINE: QUESTIONS? (512)

6 Exhibitor Registration Form ALL SECTIONS MUST BE COMPLETED BEFORE APPLICATION WILL BE PROCESSED. This application sets forth the details regarding exhibit space for the TRWA Annual Convention. This application is entered into by the Texas Rural Water Association (TRWA) and the Company/ Organization named below under Exhibitor Information (Exhibitor). This application becomes effective on the date it is received and acknowledged by TRWA. A copy of this application will serve as an original. It is understood that the dates and locations referenced in this application are defined as follows: Event Dates: March 29 31, 2017 Host City: Facility: Austin, TX Renaissance Hotel Move-In: 1:00 p.m. 4:30 p.m., Wednesday, March 29, 2017 Move-Out: 10:30 a.m. 1:00 p.m., Friday, March 31, 2017 EXHIBITOR INFORMATION: All correspondence will be sent to: Company Name Please ensure this is how you want your company to be listed on your booth sign and all badges.) Contact Person: Address: Address: City: State: Zip: Phone: ( ) Fax: ( ) (Most correspondence will be done by .) TYPE OF BUSINESS: PRODUCTS/SERVICES DESCRIPTION: BOOTH SELECTION PREFERENCE: 1st Choice Booth No: 2nd Choice Booth No: 3rd Choice Booth No: 4th Choice Booth No: Companies/Products to which you prefer NOT to be adjacent: (Every effort will be made to accommodate one of your choices; however, no guarantee is made.) BADGES: Please send all final badge names to TRWA no later than March 17. All badges will have the company name provided above. Badges printed on site must be paid in full. Name on Badge #1 (incl in 8x10 booth fee) Name on Badge #2 (incl in 8x10 booth fee) Name on Badge #3 (Additional $100 or incl in 8x20 & 20x20 booth fee) Name on Badge #4 (Additional $100 or incl in 20x20 booth fee) Name on Badge #5 (Additional $100) BOOTH PRICING: DESCRIPTION FOOTAGE PRICE TRWA Associate 8x10 $750 $ Member Booth TRWA Associate 8x20 $1050 $ Member Booth TRWA Associate 20x20 $1,350 $ Member Booth Non-Member 8x10 $1,150 $ Booth OTHER PRICING: Additional Name (See page 2 for Badges comp badges incl) $100/ea $ Annual President s Banquet SPONSORSHIPS $55/ea $ (Please see next page for descriptions of each sponsorship opportunity.) General Event Sponsor: Bronze $1,000 $ Silver Gold $2,000 $ $3,000 $ Recharge Station $350 $ Refreshment Break $500 $ Welcome Reception Pre-Banquet Reception $1,000 $ $1,000 $ TOTAL $ I HAVE READ THE EXHIBITOR RULES & REGULATIONS AGREEMENT AND AGREE TO ABIDE BY THE TERMS AND CONDITIONS AS WRITTEN. Signature of Authorized Contact Person: Date: PAYMENT: Check enclosed (payable to TRWA) Charge $ to my: Amex Visa Master Card Acct. #: Expiration Date: *CSV #: (*CSV # is the 3 digit number on the back for Visa or MC or 4 digit number on front for AmEx) Billing Address: City: State: Zip: Cardholder s Name: Signature: Submit with payment as follows --- MAIL: TRWA, ATTN: Member Services Dept., 1616 Rio Grande, Austin, TX 78701; FAX: ; Meetings@trwa.org; ONLINE:

7 Sponsorship Opportunities General Event Sponsor Gold $3,000 Silver $2,000 Bronze $1,000 Help make RuralWaterCon 2017 successful! Sponsors are recognized on signage and in digital and print materials, including the official RuralWaterCon program. Gold- and Silver-level sponsors are recognized during the opening general session, and Gold-level sponsors receive preferred placement in the Exhibit Hall. Welcome Reception Sponsor - $1,000 Sponsorship includes 25 drink tickets to distribute at your discretion, signage at the event and recognition in print and digital materials, including the official RuralWaterCon program. Pre-Banquet Reception Sponsor - $1,000 Sponsorship includes 25 drink tickets to distribute at your discretion, signage at the event and recognition in print and digital materials, including the official RuralWaterCon program. Refreshment Break Sponsor - $500 per break Sponsor one or more throughout the conference! Refreshment breaks are held between breakout sessions in the Exhibit Hall. Attendees will see your company s name or logo on signage displayed at the break area. Recharge Station Sponsor - $350 Sponsor a recharge station in the foyer where attendees can sit and charge their smartphones or tablets while mingling with other attendees. Sponsors are recognized on signage displayed at the recharge station. RuralWaterCon Top Golf PAC Open Your company s support of this event helps us maximize the attendee funds that can support the Rural Water PAC. Top Sponsor - $1500 Sponsorship includes admission for two representatives,and your company s name displayed at all golf bays and in communications. 19th Hole Sponsor - $1000 Sponsorship includes admission for one representative and your company s name displayed at the food buffets. Beat the Pro Game Sponsor - $500 Sponsor the beat the pro bay and game to receive signage and your company mentioned in communications. Eagle Sponsor - $250 Sponsor awards for contests at the event to receive signage and mentions in communications. To sponsor this event, please indicate which opportunity you would like to take advantage of in the Sponsorships portion of the attached registration forms and remit payment to: Texas Rural Water Association 1616 Rio Grande Austin, Texas You may also sign up by contacting us at or by ing meetings@trwa.org.