ARWA Annual Technical Training Conference
 Hotel Information |
Exhibitor General Rules and Procedures
- All displays decorations or signs proposed by the client are subject to the hotel's approval. All registration, directional or advertisement signs must be printed in a professional manner. No signs, banners, displays or exhibits will be permitted in the public areas of the Hotel without prior Hotel approval. All decorations must meet approval of the City of Montgomery Fire Department. Flammable substances are not permitted in the building or anywhere on the Hotel premises. The Hotel will not permit the affixing of anything to the walls, floors, or ceiling with nails, staples, adhesives, or any other substance without the Hotel's prior approval. Only the Hotel's maintenance department is allowed to hang banners or signage.
- The hotel must provide written approval in advance of any advertising of any kind that utilizes the Hotel's name, photograph, or logo. Please submit any prpmrotional materials to the Renaissance Hotel and Spa Event manager prior to the planned production of any such materials.
- The Engineering Department at the Hotel is dedicated to providing your organization with the assistance you need to hold a succcessful event. Electrical power for individual exhibitors requires arrangements to be made in advance. Some of these services may require seven to ten days lead-time to schedule properly. Please consult the individual in the parent organization for a list of what the parent organization is arranging for and what will be the responsibility of the exhibitor.
- No exhibitor shall assign or sublet any part of the space allotted to them except by written permission of the ARWA, nor shall they exhibit, or permit to be exhibited in their space any merchandise or advertising matter not a part of the line in their regular course of business.
- ARWA reserves the right to restrain any exhibit materials, construction or curtains that obstruct the view of adjacent spaces.
- No helium balloons are permitted in the Exhibit Hall.
- No merchandise may extend out of the exhibit space into the aisles.
- Exhibitors must move-in/move-out only through the Loading In/Out Area.
- The Exhibit Hall will open at 8:00 a.m. on Monday, March 15, 2010. All setups must be completed by 7:00 p.m. Sunday, March 14th. If an exhibit is not set up by 7:00 p.m. Sunday, March 14, 2010, the ARWA reserves the right to assign that exhibit space to another company.
- A representative must be present at their exhibit space(s) at all times while the Exhibit Hall is open. All company representatives must wear their conference name badge at all times.
- All exhibits must remain intact until 3:00 p.m. on Tuesday, March 16th.
- The exhibitor assumes the entire responsibility and liability for losses, damages and claims arriving out of injury, damage or theft to the exhibitor's displays, equipment and other property brought upon the premises and shall indemnify and hold harmless the facility, agents, servants, and employees and ARWA from any and all such losses, damages and claims.
- Exhibitors and all other parties must comply with Federal, State, Municipal and Center mandated fire codes which apply to public assembly facilities.
- The Hotel is not responsible for loss or damage to merchandise, displays or articles sent or brought by the exhibitor; the organization or its attendees. The Hotel provides routine security services. The organization will be responsible for ordering and paying for any additional security required bt the organization to protect exhibits, merchandise or to monitor attendance of an event. The Hotel must approve all contrant security arrangements.
- All food and beverage (including liquor, beer and wine) will be provided by the Hotel. The Hotel reserves the right to remove food or beverage that is brought into the Hotel in violation of this policy.
- Circumstances and operations not covered in these rules will be subject to interpretation, stipulations and decisions deemed necessary and appropriate.
- All freight shipments to and from must be addressed as indicated and must be guaranteed delivery between March 10-12, 2010. All shipments must arrive prepaid please. No C.O.D. deliveries accepted.
Renaissance Montgomery Hotel & Spa
at the Convention Center
c/o Alabama Rural Water Association
201 Tallapoosa Street
Montgomery, Alabama 36104
- Shipments are subject to a handling fee of the Hotel. If a handling fee is charged, the exhibitor will be invoiced by the ARWA at the Hotel's rates.
- The Renaissance Montgomery Hotel & Spa at the Convention Center and the ARWA will not assume responsibility or liability for freight left after three (3) days on the premises following the conclusion of the move-out.
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