Rules and Regulations

1. TERMS

This reservation form represents your offer to participate and is subject to acceptance by OWA. OWA reserves the right to terminate your reservation unless all of your financial accounts with OWA are current 30 days prior to the show.  If your booth is NOT paid in full, your booth will be cancelled and no previous booth payments will be refundable.

2. ASSIGNMENT

Booths cannot be sublet or shared unless approved by OWA. Booth space will be assigned on a first-come, first-served basis, and by membership level. If the booths selected are filled, the closest possible booth will be assigned. OWA reserves the right to re-assign booth numbers and booth placement as needed at any time.

3. PAYMENT

You will receive an invoice for the full amount due. Payment will be due 30 days after the invoice date. All cheques must be in Canadian dollars, drawn on a Canadian bank, and made payable to the Ontario Waterpower Association. If your booth is NOT paid in full by September 1, 2016 you booth will be cancelled.

4. CANCELLATIONS

Cancellations must be in writing and must be made prior to August 1, 2016 for a refund. After August 1, 2016 no refunds will be given for cancellations.

5. BOOTH SPECIFICATIONS

All booths are 10’x10’. Pipe and drape backs are 8’ high and side rails are 3’ high.  Display material cannot exceed 8’ in height. All exposed parts of a display must be finished so as not to be objectionable to other exhibitors or attendees. 

6. OUTSIDE CONTRACTORS

Exhibitors may use contractors other than the Official Exhibit Contractor to set up and dismantle exhibits if Exhibitor provides to OWA advance notice. The exhibitor then assumes full responsibility for all acts of its contractors and agrees to hold harmless and indemnify the OWA for any loss or any damage to the exhibit or the White Oaks Conference Facility exhibit hall.

7. EXHIBITOR ADMISSION

One exhibitor pass and one full conference pass are provided for each booth. These admissions are non-transferrable between companies. Additional exhibitor admissions will be available for purchase.

8. DAMAGE TO PROPERTY

The exhibiting company is liable for any damage caused to building floors, walls or columns or to standard booth equipment.  The exhibitor may not apply paint, lacquer, adhesives, stickers or other coating to building floors, walls or columns or to standard booth equipment.

9. FOOD AND BEVERAGE

No food and beverage may be served at your booth.

10. FIRE AND SAFETY REGULATIONS

No flammable liquids may be stored inside the  White Oaks Conference Resort.  Prior notification and approval will be necessary from the Niagara Fire Department to display any heat producing products or chemical materials, gases, etc., deemed hazardous by the fire department.

11. LABOUR

Exhibitors are required to observe all contracts in effect between OWA, service contractors and  the White Oaks Conference Resort.  All information relating to move-in,  set-up,  dismantling,  and move-out  at the White Oaks Conference Resort during the OWA Conference and Exhibition will be included in the online Exhibitor Services Manual.

12. SOUND

All demonstration and sound equipment MUST be tuned to a conversational level and must not be objectionable to neighbouring exhibitors.  If management receives any complaints, exhibitor agrees to cease use of sound equipment.

13. DISMANTLING

Exhibitors’  displays  may  not  be  dismantled  or  packed  in  preparation  for removal prior to the official closing time on Wednesday, October 19, 2016. Every booth must be fully staffed and operational during the entire Exhibition. Failure  to  respect  this  rule  may  impact  participation  privileges  in  future OWA conferences.