Exhibitors Details & Policies

 

If you've got a product, concept, or idea that you want to show off to more than 400 community leaders, entrepreneurs, technologists, artists, educators, students, and more... you need to bring an exhibit to the Create West Virginia Conference!

 

We encourage you to set up a fun, interesting booth...but we don't have to tell you that! You know you're coming to one of the most fun conferences around. 

 

Exhibitors register on the main registration page. Just look for the Exhibitor option, and be sure to check off any other purchase options that may apply, like extra conference registrations, special meals, T-shirts, etc.  

Exhibits will be located inside the Memorial Building in downtown Fayetteville. 

 

Exhibit Size: Exhibit space will be equipped with one standard size table (approximately 6' by 3'). You must provide the cloth and/or skirt, and extension cords. Seating will be provided for two. Requests for larger size exhibits will be accommodated on a first come first serve basis.
 

Exhibitor Prices: Space for commercial and non-profit enterprises – $349. The price includes one registration fee. 
 

Location of Exhibits: The location of exhibits will be inside the Memorial Building in downtown Fayetteville, near registration tables and immediately outside the arena where keynote speeches and catered dinners will take place. The location of each individual exhibit table will be up to the discretion of conference organizers.
 

Exhibitor Applications: Exhibitor space will only be held for those who submit a completed registration and payment in full. Conference organizers reserve the absolute right to decline any exhibitor application for any reason.

 

Exhibitor Deadlines: Exhibitor registration and payments must be received by September 15, 2015. Due to the limited exhibitor space available at the venue, conference organizers also reserve the right to deny registrations prior to this date.
 

Set-up of Exhibits: Exhibit set-up may begin on Thursday, September 24 at 8:00 am and continue until 1:00 pm. Neither the Fayette County Commission nor conference organizers are liable for damage, loss, or destruction of exhibits left unattended.

 

Removal of Exhibits: Exhibits must be fully dismantled and removed from the venue by 6:00 pm on Saturday, September 26, 2014.
 

Unacceptable Exhibits: The exhibitor agrees not to utilize any displays which conference organizers determine, in their absolute discretion, would endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit or subject to criticism or legal liability. Exhibits must not obstruct the view or interfere with the others’ exhibits. Conference organizers reserve the right to reject or terminate exhibit privileges of any exhibitor due to conduct of personnel, method of operation, materials, or for other causes believed to be incompatible with the mission of the conference. Any unethical conduct or infraction of rules on the part of any exhibitor or its representatives, or both, will subject the exhibitor or its representatives to dismissal from the venue, in which event it is agreed no refund shall be made.

 

Outside Food and Beverage Policy: All outside food and beverage items must be approved by conference organizers prior to the start of the conference. Food items and drinks will be limited to exhibit give-aways for promotional purposes.

 

Security: Reasonable security will be provided when the venue is closed. Neither the Fayette County Commission nor conference organizers shall be liable for damage, loss, or destruction of exhibits or exhibitor property by reason of fire, theft, accident or other destructive causes. Each exhibitor is responsible for insuring exhibits and exhibit contents, supplies, and equipment.

 

Prize Drawings: Exhibitors may conduct prize drawings from their booths to increase booth traffic and collect business contact information. Exhibitors are responsible for managing their own drawings. Winners can be announced during a meal-time general session if proper prior notice is given to conference organizers. Conference organizers are not responsible for notifying winners or delivering prizes.

 

Goods and Services: The sale, advertisement, or display of goods/services for the sole purpose of fund-raising is prohibited.  Conference organizers reserve the right to restrict the operation of any exhibit which, in the sole opinion of conference organizers, detracts from the general character of the exhibition as a whole.

 

Cancellations and Refunds: Exhibitor cancellations made in writing to Create WV by September 15 will receive a full refund of the exhibitor fee paid. Cancellations made after September 15, 2015 will receive a 50% refund of the exhibitor fee paid. Cancellations are deemed effective on the date that the written notice is received by Create WV.

 

Care of Exhibit Space and Facility: The affixing of anything to walls, floors, windows, elevators, pillars, ceilings, or plants is strictly prohibited unless prior approval has been given. Damages to exhibit space and/or the facility arising by failure to observe this rule shall be paid by the exhibitor. 

 

Reservation of Right to Make Changes: Any matters not specifically covered herein are subject to the decision by the conference organizers. Conference organizers reserve the right to make changes, amendments and additions to these rules as considered advisable for the proper conduct of the exhibit, with the provision that all exhibitors will be advised of such change.