ATTENDEE REGISTRATION September 8-12, 2018 Charleston Civic Center Online registrations and payment are available at www.wvrwa.org WEST VIRGINIA RURAL WATER ASSOCIATION 100 YOUNG STREET, SCOTT DEPOT, WV 25560 PHONE (304) 201-1689 FAX (304) 201-1694 WWW.WVRWA.ORG
West Virginia Rural Water Association s 33rd Annual Training and Technical Conference includes classes for water, wastewater, sourcewater, and office personnel. The conference offers a wide range of topics during its concurrent training sessions that run Monday through Wednesday. Plan your schedule to ensure that you receive the maximum number of training credits toward your certification renewal. Be sure to sign up early to play in this year s exciting golf tournament held on Saturday at the Little Creek Golf Course in South Charleston. Teams will be set-up in groups of four. Remember, this tournament funds our scholarships! Join us on Sunday to relax and socialize with your peers as WVRWA and its sponsors host the 33rd Cookout and Hangout at Coonskin Park. Enjoy good food and beverages, along with even better company. Register to participate in one or more of our exciting activities and competitions. Vendors will be exhibiting in the Civic Center on Monday evening and again on Tuesday morning. Make sure to come out and show your support to all of our vendors. Monday evening will include the Exhibitors Reception, a cash bar, and complimentary Hors D oeuvres. Tuesday morning includes a continental breakfast at no charge. The staff and board of West Virginia Rural Water Association welcome you to our 33rd Annual Training and Technical Conference. Enjoy your time with us and please make sure to thank all of our vendor partners who help make this conference possible every year. $100 to be Given Away!! Full conference registrants who register by August 13 will be automatically entered into the $100 drawing to be held at the close of the Opening Session on Monday, September 10. Be sure to take advantage of the early registration discount and get your name in for the drawing. YOU MUST BE PRESENT TO WIN. Good luck! 2
Charleston Lodging Information WVRWA has a block of rooms located at the following hotels: 1. Marriott Hotel Town Center 2. Holiday Inn Express Charleston Civic Center 200 Lee Street East 100 Civic Center Drive 304-345-6500 304-345-0600 When making reservations at either of the hotels listed above, be sure to mention that you want the block of rooms reserved for WVRWA to get the reduced rates. WVRWA does not have a block of rooms at the following hotels, but they are local: 3. Courtyard by Marriott Charleston 4. Hampton Inn Charleston 100 Kanawha Blvd. East 1 Virginia Street West 304-344-5777 304-343-9300 5. Embassy Suites by Hilton Charleston 6. Four Points by Sheraton Charleston 300 Court Street 600 Kanawha Blvd. East 304-347-8700 304-344-4092 3
Directions Golf: Little Creek Golf Course 99 Fairway Dr., South Charleston, WV 25309 Directions: - From I-64 E, take exit 54 for MacCorkle Ave./US 60 toward Jefferson Rd. Turn right onto US 60 E/ MacCorkle Ave. SW. Turn right at the first cross street onto Jefferson Rd. Turn right onto Kanawha Turnpike. Turn right onto Spring Hill Ave. Continue straight onto Rumbaugh Rd. Fairway Drive is on the left at the top of the hill. - From I-64 W, take exit 55 for Kanawha Turnpike. Continue onto Kanawha Turnpike. Continue straight to stay on Kanawha Turnpike. Turn left onto Spring Hill Ave. Continue straight onto Rumbaugh Rd. Fairway Drive is on the left at the top of the hill. Cookout and Hangout: Coonskin Park 375 Henry C. Shores Dr., Charleston, WV 25311 Directions: - From I-79 S, take exit 1 for US-119 toward Mink Shoals. Turn left onto US-119 N and go about 0.9 miles. Turn right onto Henry C. Shores Drive. - From I-79N, take exit 1 for US-119 toward Mink Shoals. Turn right onto US-119 N and go about 0.8 miles. Turn right onto Henry C. Shores Drive. Shuttle: A bus will be shuttling between the Marriott and Coonskin Park. The shuttle will start at 11:30 a.m. and go until 7:30 p.m. The bus will make runs every 30 minutes. 4
Cookout and Hangout Come out to Coonskin Park on Sunday, September 9, from 12:00 7:00 p.m. and enjoy good company, games, and food. Competitions For more information and to register for Sunday s competitions, please refer to: Pg. 17: Cornhole Pg. 18: Track Hoe Pg. 19: Horseshoe Pg. 20: Water Tapping 5
Agenda SATURDAY, SEPTEMBER 8, 2018 1:00 pm Golf Tournament Little Creek Golf Course Please arrive by 12:00 noon to ensure a timely start SUNDAY, SEPTEMBER 9, 2018 12:00 PM Cornhole Competition Coonskin Park 12:30 PM Track Hoe Competition Coonskin Park 1:00 PM - 7:00 PM Early Registration Coonskin Park 1:30 PM Horseshoe Competition Coonskin Park 2:30 PM Water Tapping Competition Coonskin Park 4:00 PM - 7:00 PM Picnic Coonskin Park 7:30 PM - 9:30 PM Exhibitors Early Set-up Civic Center Coliseum MONDAY, SEPTEMBER 10, 2018 8:00 AM - 4:00 PM Registration Civic Center Ticket Booth (Clendenin Street side) 9:00 AM - 10:15 AM 1. Opening Session (W/WW) Civic Center Upper Lobby 9:00 AM - 2:00 PM Exhibitors Booths Set-up Civic Center Coliseum 10:30 AM - 12:00 PM Concurrent Training Sessions 2. WV 811 It s a New Day (W/WW) 3. Well Logging (W) 4. Office Employee Refresher on PSC Rules and Requirements (W/WW) 5. Understanding the Insurance Services Office (ISO) Fire Suppression Rating Schedule Water Supply Evaluation (W) 12:00 PM Delegates Luncheon/Business Meeting Civic Center Lounge 6
Agenda MONDAY, SEPTEMBER 10, 2018 1:00 PM - 2:30 PM Concurrent Training Sessions 6. Sourcewater, Treatment and Lead Contamination (W) 7. Utility Combinations (W/WW) 8. Advanced Math Handbook for Class III/IV Operators (W/WW) 9. All Hazards Class (W/WW) 2:45 PM - 4:15 PM Concurrent Training Sessions 10. Water Meter Replacement Projects (W) 11. Public Relations in the Digital Era (W/WW) 12. USDA American Iron and Steel Requirements and Program Updates for Engineers (W/WW) 13. Causes of Odor in Sanitary Sewer Systems (WW) 3:00 PM Water Taste Test Judging Civic Center Ticket Booth (Clendenin Street side) 4:30 PM - 7:30 PM Exhibit Hall Opens Civic Center Coliseum 5:00 PM - 7:00 PM Exhibitors Reception Civic Center Coliseum (Cash bar, Hors D oeuvres) 7
Agenda TUESDAY, SEPTEMBER 11, 2018 9:00 AM Board Meeting Marriott (Capitol Boardroom) 9:00 AM - 12:00 PM Exhibit Hall Opens Civic Center Coliseum 9:30 AM - 11:00 AM Exhibitors Continental Breakfast Civic Center Coliseum 12:00 PM - 2:00 PM Exhibitors Tear-Down Booths Civic Center Coliseum 12:30 PM - 4:00 PM Registration Civic Center Ticket Booth (Clendenin Street side) TUESDAY, SEPTEMBER 11, 2018 1:00 PM - 2:30 PM Concurrent Training Sessions 14. Considerations of Ammonia in Drinking Water (W) 15. Keeping Lagoons EPA Compliant (WW) 16. Wastewater Pump General and Preventive Maintenance (WW) 17. Understanding Coliform Bacteria (W) 2:45 PM - 4:15 PM Concurrent Training Sessions 18. West Virginia Ethics Act and Open Meetings Act (W/WW) 19. Tips for Optimizing Your Plant for Nutrient Removal (WW) 20. Isolation Valves for Water and Wastewater Systems: The Anatomy of Butterfly and Plug Valves (W/WW) 21. Budgeting Preparation and Analysis (W/WW) 5:30 PM Reception Marriott Salons/Foyer AB 6:00 PM Banquet with Awards Presentation and Raffle Drawings Marriott Salons C-F Speaker: David Browning, The Mayberry Deputy Special Guest: U.S. Senator Shelley Moore Capito (Invited) 8
Agenda WEDNESDAY, SEPTEMBER 12, 2018 8:00 AM - 12:00 PM Registration 9:00 AM - 10:30 AM Concurrent Training Sessions 22. Disinfection Byproducts and Prevention (W) 23. Water Development Authority Financing Programs (W/WW) 24. WV IJDC Dashboard Training & GIS Update (W/WW) 25. Do s and Don ts of Tracer Wire Installation and Specifications (W/WW) WEDNESDAY, SEPTEMBER 12, 2018 10:45 AM - 12:15 PM Concurrent Training Sessions 26. Combining Water Remediation Assets (WW) 27. Reducing Upstream Risks to Drinking Water Intakes (W/WW) 28. Georeferenced Data Understanding the Options (W/WW) 29. Groundwater Quality in West Virginia (W/WW) 12:30 PM Conference Concludes 9
Registration and payment are available online with a 2.9% convenience fee Name: System/Company/Agency: Email Address: Mailing Address: Registration Form Phone: City, State, Zip: FOR OFFICE USE ONLY Date Rec d: Check #: Amount: FULL REGISTRATION (Please check your selection) For systems serving less than 500 customers, the registration fee is waived. However, if you plan to attend the banquet, a $40.00 banquet ticket is required. Prior to August 13 After August 13 MEMBERS: $100.00 $125.00 NON-MEMBERS: $200.00 $225.00 (Full registration includes: Sunday Picnic, Exhibitors Reception on Monday evening, Exhibitors Breakfast on Tuesday morning, and Banquet on Tuesday evening.) SINGLE DAY REGISTRATION (Please check your selection) Prior to August 13 After August 13 MONDAY 9/10/18 (Includes Exhibitors Reception) MEMBERS: $60.00 $85.00 NON-MEMBERS: $100.00 $125.00 TUESDAY 9/11/18 (Includes Exhibitors Breakfast) MEMBERS: $40.00 $65.00 NON-MEMBERS: $70.00 $95.00 WEDNESDAY 9/12/18 MEMBERS: $20.00 $45.00 NON-MEMBERS: $50.00 $75.00 EXTRA BANQUET TICKETS ONLY (One ticket included with full registration) Tuesday Banquet 9/11/18 Number of tickets X $40.00 = $ Name of Guest(s): Please check if you or your guest(s) will be attending the picnic on Sunday at 4 pm. Number attending **Registrations postmarked after August 13 must pay the After August 13 rate** TOTAL AMOUNT ENCLOSED WITH REGISTRATION: $ Please mail form and payment to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Cancellation Policy: $25.00 Administrative Fee prior to Friday, August 24, 2018. No refunds after Friday, August 24, 2018. 10
2018 West Virginia Rural Water Association s Annual Awards Purpose: The Annual Awards Presentation is a way for WVRWA to honor and recognize its members. Although only one person or system is annually awarded, the awards are intended to praise all individuals and systems associated with the organization. Award recipients will be announced at the Banquet during the WVRWA Annual Technical Conference on Tuesday, September 11, 2018. Eligibility & Selection: All Voting and Individual Members of the association are qualified to be nominees, subject to the detailed criteria for each category outlined in the enclosed Awards Nomination Information on pg. 12. Winners from the previous year (2017) will not be eligible for the 2018 awards. The WVRWA Awards/Scholarship Committee, composed of WVRWA Board Members, reviews all nominations and makes the final selections for the awards. The awards will be considered in relation to a written set of criteria for each category. An award will not be given for the year if no nominations are received for a category. All nominations need to include answers to the pertinent questions on the 2018 Awards Nomination Form, including a brief letter that explains why the individual or system is thought to be deserving of the award. When listing the primary reasons for nomination, the nominator can choose to make a simple list of reasons or create a detailed narrative. Nominations submitted without this letter will not be considered. Nomination Procedures: Nominations may be made by any WVRWA member in good standing. Nominations must include a 2018 Awards Nomination Form on pg. 13 with a brief written explanation of the reasons the nominator feels the nominee deserves the award. The letter needs to provide enough background on the nominee for the Awards Committee to make an informed decision. Nominations received after the deadline of August 13, 2018 will not be considered. Members of the Awards Committee can also nominate member systems and individuals. Selection Procedures: Nomination forms will be copied and distributed to each member of the Awards Committee, and a date will be set for a meeting of the committee. The WVRWA Awards Committee will meet, discuss nominations, and select winners. Each member will have a single vote and can vote on any and all nominations, even those that they themselves nominated. If a consensus cannot be achieved regarding each award recipient, a majority vote will determine the recipient. The chair of the Awards Committee may vote to break a tie. 11
Awards Nomination Information 2018 Nomination Categories Collection System Operator of the Year Must currently be operating a system with a wastewater collection system only (no plant) Distribution System Operator of the Year Must currently be operating a system with a water distribution system only (no plant) Office Manager of the Year Must currently be employed as an office manager of a water/wastewater system Rookie Operator of the Year Must have acquired an operator s license in the State of West Virginia (water/wastewater) within the last 2 years and have made significant improvements or modifications to any part of the system that saved a substantial amount of time or money Water Operator of the Year Must currently be employed as a certified water operator Water System of the Year Must treat and/or distribute potable water for community consumption Wastewater Operator of the Year Must currently be employed as a certified wastewater operator Wastewater System of the Year Must treat and/or collect wastewater West Virginia Rural Water Association System Manager of the Year Must currently be employed as a water/wastewater system manager Awards Nomination Form on page 13 12
Award Category: Individual Nominee Name: System Nominee Name: Address & Phone No. of Nominee: Name of Person Submitting Nomination & Phone No.: 2018 Awards Nomination Form How Long Has Individual Nominee Been Employed for the System: How Long Has Individual Nominee Been Employed in Present Position: Is Individual Nominee Certified? (If yes, what certifications do they hold?): How Long Has System Nominee Been in Operation? How Many Customers are Served by System? for what reason?): How Many Persons are Employed? Has System ever Been Out of Compliance? (If yes, Has System or Individual Ever Won an Award from WVRWA in the past? year received? If yes, what award and Submit a short letter of support explaining the reasons for the nomination to provide valuable information to the Awards Committee during the selection process. Please use additional pages as necessary. DEADLINE FOR SUBMISSION OF NOMINATIONS: August 13, 2018 Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 13
REGION III REGION IV REGION V REGION VI Board Elections Vacant seat formerly held by Todd Grinstead, Claywood Park PSD Calhoun, Doddridge, Jackson, Mason, Pleasants, Ritchie, Roane, Tyler, Wirt, Wood Seat currently held by Tom Landis, City of Buckhannon, who is not seeking reelection Barbour, Braxton, Gilmer, Lewis, Pocahontas, Randolph, Tucker, Upshur, Webster Seat currently held by Dina Foster, Pea Ridge PSD Boone, Cabell, Clay, Kanawha, Lincoln, Logan, Mingo, Putnam, Wayne Seat currently held by Porter Robertson, Red Sulphur PSD Fayette, Greenbrier, McDowell, Mercer, Monroe, Nicholas, Raleigh, Summers, Wyoming 2018 WVRWA Board of Directors Nomination Form is hereby nominated to serve as a Candidate for the office of Director of West Virginia Rural Water Association (WVRWA) representing Region. This nominee has been selected as our Voting Delegate at the next WVRWA Annual Meeting and during the interim. Directors will be elected from Delegates or Alternate Delegates attending the Annual Business Meeting. The voting delegates in attendance at the Annual Business Meeting can determine by simple majority vote that the absence of a candidate nominated for the position of Board of Director is due to an emergency situation and waive the attendance requirement. (Name of Voting Member System) Authorized Official (Mayor, Board Date or City Council Member) NOMINEE S RESUME Name: Phone: Address: Relationship of Nominee to Voting Member System (Officer, Employee, User, etc.) Nominee s Record of Experience in Water/Waste Water Operations: Other Related Experiences, Qualifications or Certifications: Please use additional pages as necessary. NOTE: Nominations will also be accepted from the floor Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 14
2018 Voting Credential Form authorizes (Name of Member System) as its Voting Delegate (Name of Voting Delegate) to the Thirty Third Annual Business Meeting of the West Virginia Rural Water Association to be held at the Charleston Civic Center on Monday, September 10, 2018 at 12:00 pm. The Authorized Alternate Delegate is: Mayor, General Manager, or Other Authorized Official Date Signed Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 15
WVRWA Annual Golf Tournament Format: Shotgun start scramble format Time: Saturday, September 8, 2018 at 1:00 p.m. (please arrive by 12:00 noon to ensure timely start) Location: Little Creek Golf Course, South Charleston Cost: $75 per person (includes green fees and cart) Mulligans: Available for purchase at $10. All proceeds go towards the WVRWA Scholarship Fund Hole Sponsor: $50 per hole Those who are not registering as a team will be placed on a team. All players who are registering as a team must be placed on one form and the $300 fee must accompany this form. Payor Information Company: Attention: Mailing Address: City: State: Zip: Phone: E-mail Address: Player Information Name: Company: Name: Company: Name: Company: Name: Company: Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 16
WVRWA Annual Cornhole Competition Format: Single elimination with winners advancing to the finals Time: Sunday, September 9, 2018 at 12:00 p.m. Location: Coonskin Park Rules: Cornhole or corn toss is similar to horseshoes. Wooden boxes, called cornhole platforms, and corn bags are used instead of horseshoes and metal stakes. Contestants take turns pitching their corn bags at the cornhole platform until a contestant reaches the score of 21 points. Delivery of Corn Bags During Play: In doubles play, the first side of contestants alternate pitching corn bags until they have thrown all four corn bags, then the remaining contestants (pitching from the other cornhole platform) continue to alternate in the same manner until all four corn bags are delivered and the inning is completed. A player may deliver the corn bag from either the left or right pitcher s box, but all corn bags must be delivered from the same pitcher s box. Scoring: A corn bag in the hole scores 3 points, while one on the platform scores 1 point. Play continues until a player reaches the score of 21. If a contestant gets all four bags in the hole, it is an automatic 21 points and the team wins. All teams must be given the same chance at throwing the corn bags. If a tie exists at the end of the game, play continues until one team or the other achieves a higher score at the end of an inning and wins the match. Teams: 2 person teams if you have a partner, fill out the form below with both names. If you don t have a partner, fill in your name on the form below and we will place you with a partner. This event will take place at the Cookout and Hangout. Name: System: Name: System: Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 17
WVRWA Annual Track Hoe Competition Time: Sunday, September 9, 2018 at 12:30 p.m. Location: Coonskin Park Equipment: John Deere 50G or 60G This event will take place at the Cookout and Hangout. Track hoe operators in attendance are welcome to show their skill in moving objects from one location to another. Name: System: Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 18
WVRWA Annual Horseshoe Competition Format: Single elimination with winners advancing to the finals Time: Sunday, September 9, 2018 at 1:30 p.m. Location: Coonskin Park Teams: 2 person teams if you have a partner, fill out the form below with both names. If you don t have a partner, fill in your name on the form below and we will place you with a partner. This event will take place at the Cookout and Hangout. Name: System: Name: System: Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 19
WVRWA Annual Water Tapping Competition Time: Sunday, September 9, 2018 at 2:30 p.m. Location: Coonskin Park Scoring: The event will be judged on safety, accuracy, penalty defects, and total time Teams: 2 person teams This event will take place at the Cookout and Hangout. The contest will utilize a plastic main and PVC service line and is open to all WVRWA Voting Member Utilities. We urge every utility that has tapped a 6 PVC main line to enter this competition. Materials for the contest will be furnished at the conference. Participants are required to bring the appropriate safety apparel. Name: System: Name: System: Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 20
WVRWA Annual Taste Test Competition **Congratulations to our 2017 Taste Test Winner: Clarksburg Water Board** WVRWA is sponsoring its Annual Water Taste Test Competition at the 2018 Annual Technical Conference at the Charleston Civic Center. This event will take place on Monday, September 10 at 3:00 pm. A select panel of 3 judges will evaluate based on: appearance 5 points maximum, odor 5 points maximum; flavor 10 points maximum; mouth feel 5 points maximum; aftertaste 5 points maximum; and overall impression 4 points maximum. The utility judged to have the best tasting water will be announced at the Banquet on Tuesday evening, September 11. Requirements: All water sample entries must be turned in at the registration desk at the Civic Center by 10:00 am on Monday, September 10, 2018. No exceptions! Samples should be submitted in a one (1) quart glass jar with a lid and clearly tagged using a removable label with the utility name on it. A system representative must accompany the entry. Systems entering the competition must not have incurred any state or federal drinking water violations during the previous 12 months. Winning Water System: The winning water system will receive a traveling trophy. The winning system will receive the trophy within 2 months of winning and will be able to display the trophy until it is returned to WVRWA at the following conference. The winning water system will be awarded a plaque for Water Taste Excellence. The winning water system will be entered to compete in the Great American Water Taste Test that is held in Washington D.C. at the 2019 NRWA Water Rally. WVRWA System Member Name: Contact Person and Phone Number: Local Newspaper Name: Newspaper Address: Utilities MUST submit the entry form to the WVRWA office by August 13, 2018. No entries will be accepted at the conference. Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694 21
Sponsorship Opportunities Would you like to be a sponsor of WVRWA s 33rd Annual Training and Technical Conference? Listed below are the opportunities that are open to companies to show their support and gain their company recognition for being a WVRWA conference sponsor. If you have any questions, do not hesitate to contact WVRWA at 1-800-339-4513. All sponsors will receive recognition during the conference, at the awards banquet, and in the Mountain State Water Line magazine. Gold Sponsors $600 Silver Sponsors $400 Bronze Sponsors $200 Golf Tournament Luncheon Sponsors (approx. $2000) Golf Hole Sponsors $50 Beer Sponsors (approx. $2000) Picnic Sponsors (any amount) Cup Sponsors (approx. $400 please send in your company logo) Lanyard Sponsors (approx. $1400 please send in your company logo) Tote Bag Sponsors (approx. $2000 please send in your company logo) Program Booklet Sponsors $25 (please send in your company logo) Adopt-A-Training Room Sponsors $750 Banquet Entertainment Sponsors (any amount) Friend of West Virginia Rural Water Association Award Sponsor $150 Select your level of sponsorship and/or individual item from the list above and mark your selection on the registration form on pg. 26 and mail back to WVRWA, 100 Young Street, Scott Depot, WV 25560. 22
Early Exhibitor Registration For registrations postmarked no later than August 13, 2018 Rates increase after August 13, 2018 Exhibit Set-Up: Exhibits Open: Exhibit Tear Down: Sunday, September 9 Monday, September 10 Tuesday, September 11 7:30 p.m. 9:30 p.m. 4:30 p.m. 7:30 p.m. 12:00 p.m. 2:00 p.m. Monday, September 10 Tuesday, September 11 9:00 a.m. 2:00 p.m. 9:00 a.m. 12:00 p.m. Exhibitor s Reception Exhibitor s Continental Breakfast Monday, September 10 Tuesday, September 11 5:00 p.m. 7:00 p.m. 9:30 a.m. 11:00 a.m. Door Prize Drawings Door prize drawings will be held at the vendor s booth and winners will be announced by WVRWA. Please let a WVRWA staff member know during exhibit set-up what item(s) you will have available for the drawings during the exhibit hours. Raffle Items WVRWA will be offering our attendees the chance at winning from the items donated by our vendors. If you have an item ($50 or more in value) that you would like to donate to the WVRWA Raffle, please give WVRWA a call at 1-800-339-4513 so that we can list the item(s) to be raffled and give your company credit for the donation. Drop off raffle item(s) at the Registration Desk. Reception Marriott Salons/Foyer AB Tuesday, September 11 5:30 p.m. Speaker: David Browning, The Mayberry Deputy Special Guest: U.S. Senator Shelley Moore Capito (Invited) Attend the banquet to partake in good food, award presentations, and raffle drawings Banquet Marriott Salons C-F Tuesday, September 11 6:00 p.m. 23
Exhibit Space Agreement Terms and Conditions 1. Contract The following terms and conditions become binding upon acceptance and assignment of exhibit booth by the applicant, its employees, and West Virginia Rural Water Association. 2. Exhibit Booth Assignment Booth location will be assigned at the sole discretion of West Virginia Rural Water Association and booths will not be placed until payment is received in full. 3. Exhibit Booth Specifications Indoor exhibit booth space is approximately 10 x 10, including a table, tablecloth, and two chairs. Outdoor exhibit space is approximately 15 x 10. If additional equipment space is needed, please notify WVRWA and we will do our best to accommodate. 4. Installation and Removal of Exhibit Booth Exhibitor move-in: Sunday, September 9, 2018 7:30 p.m. 9:30 p.m. or Monday, September 10, 2018 9:00 a.m. 2:00 p.m. Exhibitor move-out: Tuesday, September 11, 2018 starting at 12:00 p.m. No early tear down of exhibits is permitted. Exhibitors who tear down early will not be invited back to next year s conference. 5. Use of Booth Space Exhibitors shall reflect their company s highest standards of professionalism while maintaining and staffing their booths. No exhibitor shall assign, sublet, or share booth space. Exhibitors must have a representative at their booth during all published exhibit hall hours. 6. Unoccupied Booth Space WVRWA reserves the right, should any rented space remain unoccupied after the first hour of the show s opening, to rent or occupy said space. 7. Payments and Refunds All exhibitor booths must be paid for in advance of the show; no booth will be assigned unless payment has been received. Refunds for booth space will be made when the request is received in writing, following the preceding schedule: Prior to June 18, 2018 a full refund will be given. June 18, 2018 to July 16, 2018 a 50% refund will be given. July 16, 2018 to August 13, 2018 a 25% refund will be given. After August 13, 2018 there will be no refunds. 8. Damage to Property A) Nothing shall be nailed, stapled, taped, or otherwise affixed to walls, floors, or any part of the building without permission. B) No gasoline, kerosene, acetylene, or other flammable or explosive substances will be permitted. C) All pertinent fire codes, laws, ordinances, and regulations pertaining to health, fire prevention, and public safety shall be strictly obeyed. D) Exhibitors agree not to sell or serve any wine, beer, ale, liquor, or other intoxicants. A violation of this agreement will entitle WVRWA to close the exhibitor s display for the duration of the show. 9. Insurance and Liability West Virginia Rural Water Association will not be responsible for the safety of exhibits, exhibitors, or their employees against robbery, damage by fire, accident, or any other cause or injury of any character to any person or article. In all cases, exhibitors wishing to insure their goods must do so at their own expense. Should any loss or theft occur, the cooperation of the exhibitor is requested in reporting it immediately to the Charleston Civic Center and WVRWA. The exhibitor agrees to assume responsibility for damages to persons or property arising out of the use of the exhibit center space by the exhibitor due to its fault or fault attributable to it and shall hold harmless the WVRWA for any claim so arising. 10. Exhibition Sales Policy In order to comply with IRS Ruling 75716 regarding trade shows, it is necessary to request that you abide by the following clause: The purpose of the Technical Conference and Exhibit Show is to provide an educational and informational experience for our delegates. In order to comply with IRS Ruling 75716, sales may not be made nor orders executed by exhibitors at any of the conference facilities. This does NOT prohibit selling in the sense of discussing your product or services with delegates; it merely states that the sale cannot be consummated or an order made firm at the conference. **Exhibit Space Agreement Terms and Conditions continued on page 25** For the latest information on what WVRWA is up to, follow us on Twitter, Facebook, and LinkedIn. Twitter: WV Rural Water Facebook: WV Rural Water Association LinkedIn: West Virginia Rural Water Association 24
Exhibit Space Agreement Terms and Conditions Continued 11. Loading/Unloading Area The loading/unloading area at the rear of the Civic Center has a 15-minute parking limit. Once your exhibit items have been unloaded, please move your vehicle to the back gravel lot and then return to the exhibit hall to unpack and set-up your exhibit space. 12. Equipment Must Fit in Space Exhibitors should set up no more equipment than what will fit in their assigned space(s). Any exhibitor who brings more equipment than will fit in their space must move the excess equipment from the exhibit. There will be no exceptions to this policy. 13. Operation of Displays WVRWA staff reserves the right to restrict the operation of, or evict completely, any exhibit which, in its sole opinion, detracts from the general character of the exposition as a whole. All demonstrations or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles uncongested and safe. Displays may not obstruct the view of adjacent booths. Exhibits which include the operation of musical instruments, radios, sound projection equipment, public address systems, or any noise making machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons. Company Name: Contact Name: Office Phone: Cell Phone: Fax Number: E-mail: 14. Americans with Disabilities Act Exhibitors acknowledge their responsibilities under the Americans with Disabilities Act to make their booths accessible to handicapped persons. Exhibitors shall also indemnify and hold harmless WVRWA staff, service contractors, and the management of the exhibit hall against cost, expense, liability, or damage which may be incident to arise out of or be caused by the exhibitor s failure to comply. 15. Smoking Policy Smoking is prohibited inside the exhibit hall. 16. Consent for Use of Photographic Images Your registration and participation in any West Virginia Rural Water Association (WVRWA) function hereby grants WVRWA to take and use photographs and/or digital images for use in news releases and/or educational materials. These materials might include printed or electronic publications, websites, and other electronic communications. Your name and identity may be revealed in descriptive text or commentary in connection with the image(s). No compensation will be given for the use of images. All negatives, prints, and digital reproductions will be property of WVRWA. I have read and understand the West Virginia Rural Water Association Conference Exhibitor Rules and Policies. X Print Name: Please return to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Phone: 304-201-1689 Fax: 304-201-1694 25
Registration and payment are available online with a 2.9% convenience fee CONTACT INFORMATION Contact Name: Company Name: Address: Phone: E-Mail: Exhibitor Name(s) for Badges O I will have a door prize Yes No **Door prizes will be given away at the vendor s exhibit booth** Top 5 choices for my booth space(s) are: Exhibitors: If you are attending classes, then you must purchase a general registration. Exhibitors are limited to the Exhibit Hall. Members 10 Booth $450 Non-Members 10 Booth $650 Additional Equipment Space $25 per linear foot Gold Sponsor $600 Silver Sponsor $400 Bronze Sponsor $200 Golf Tournament Lunch Sponsors (any amount) Golf Hole Sponsor $50 Beer Sponsor Picnic Sponsors Cup Sponsor Lanyard Sponsor Tote Bag Sponsor (call for pricing and availability) (any amount) (call for pricing and availability) (call for pricing and availability) (call for pricing and availability) Program Booklet Sponsors $25 Adopt-A-Training Room Sponsors $750 Banquet Entertainment Sponsors (any amount) Friend of WVRWA Award Sponsor $150 For WVRWA Use Only Amount Received Check # Date Received: Exhibit # Banquet Tickets # X $40 Registrations postmarked after August 13 must pay the Late Registration Fee add $100 TOTAL AMOUNT ENCLOSED $ WVRWA Raffle Prize Drawings Listed below is the item that I will provide for the raffle prize drawing. This item will be raffled off at the Banquet on Tuesday, September 11, 2018. Please drop off at the Registration Desk. Mail Registration & Payment to: West Virginia Rural Water Association 100 Young Street Scott Depot, WV 25560 Phone: 304-201-1689 26
Exhibit Hall Layout To see which booths are available, please check the Conference section on our website, www.wvrwa.org, for an up-to-date, interactive exhibit hall layout. 27
Civic Center Layout The 33rd Annual Training and Technical Conference will take place in the newly remodeled side of the Civic Center. Classes will take place in Parlors A-D and the Exhibit Hall will be located in the Coliseum. The Delegates Luncheon will be held on the older side of the Civic Center in the Lounge. The Registration Desk will be located by the ticket booth on the Clendenin Street side entrance.