Exhibitor Registration: 2024 KY/TN Water Professionals Conference

From KICC's Public Safety/Operations Office.

Facility Access procedure for outside Audio-Visual vendors, Contracted Decorators, Event Volunteers and Exhibitors.

Please plan accordingly and forward to anyone who is planning to be in the facility during set-up and/or working the show.

We strive to provide a safe and comfortable environment for you and your attendees while in our facility, and while you are welcome to bring in your own Audio-Visual provider, we do require that all employees from the AV provider enter the facility through our Staff/Contracted Vendor entrance door which is located on Second Street near our loading dock entrances. Also, we require all Decorator staff/hired labor to enter through the same location. A map is attached.

Once they enter, they will be required to check in, provide an identification card (ID or Driver’s License) and will receive a wristband which must be worn throughout their time in the facility. This allows our internal Public Safety team to quickly identify their purpose in the facility as they typically aren’t wearing a convention lanyard.

Registration Type	through June 17	June 18 - August 26	Onsite
Each 10 x 10 Booth	$1195	$1295	n/a
Additional Booth Staff	$200	$225	$275
Inclusion in Giveaway Drawing (per 50 tickets)	$50	$50	n/a

EXHIBIT HALL & BOOTHS

The Kentucky International Convention Center in Louisville is a terrific location for the Water Professionals Conference. The Exhibit Hall can host 250 booths, which is essential since we have sold out repeatedly in the past, so register early to reserve your booth!

Booth location is assigned by the Exhibit Committee on a first-come, first-served basis, with special consideration given for several things, including: conference sponsorship, booth group requests, and number of years exhibiting at the conference.

An exhibit booth layout will be shared with all exhibitors and posted on the conference website after booths are assigned (typically within two months prior to the conference). Booths will not be assigned until payment has been received.

Each 10' x 10' booth space purchased includes the following:

One (1) company sign
One (1) 6' topped and skirted table
Two (2) side chairs
One (1) wastebasket
Two (2) full conference registrations

Additional exhibitor needs such as rentals, power, etc., must be arranged and purchased separately through our official service vendors.

EXHIBITOR GIVEAWAY

Participate in the Exhibitor Giveaway and help generate additional interest and traffic at your booth! How does it work? Purchase tickets for $1 each (in increments of 50) to give to attendees who visit your booth and provide you with contact information. You will be identified as a participating vendor by a special marker at your booth and within your exhibitor listing in the conference app.

Tickets will be selected at announced times on Monday and Tuesday in the Exhibit Hall, and attendees must be present to win. (Please note that neither Exhibitor nor Guest registration types are eligible to win, and individuals may win only once.) The number of prizes given out will be based on the money raised by tickets purchased. Our goal is to offer at least two high-end giveaways each day.

UNAUTHORIZED HOTEL BOOKING COMPANIES

WPC24 has been alerted that unauthorized housing companies (called hotel poachers) have been contacting exhibitors offering rooms at hotels in the conference housing block. This practice also known as room pirating, is a scam that all should be aware of in order to avoid passing along personal and financial information.

How hotel poachers book rooms and attempt to get your money:
Most poaching agencies do not have a contract with any hotels for room blocks. They will contact a housing wholesaler, such as Expedia, Priceline, etc. to see if rooms are available that they can mark up to resell to unsuspecting guests. Hotel poachers will claim to be calling on behalf of the WPC or state that they are the official housing company and will sometimes ask that your room be paid in full, up front.

What we do, and what you can do, to avoid poachers:
The conference negotiates contracts with hotels to include clauses to protect our attendees should the hotel oversell the rooms or any other issues that may arise with reservations.

Protect yourself:

Be aware that the WPC has housing blocks with the hotels listed on the housing page only. To book a hotel room you must go online to reserve your room - a company will not call you to book your room for you.
Trust your instincts and the old adage: If it sounds too good to be true then it most likely is.
If you are ever unsure whether or not something is legitimate, contact us first before providing your personal information, company information, or any financial information.

EXHIBITOR CANCELLATION

We will continue to offer an expanded refund period this year. You have the flexibility to cancel your registration for a full refund up until June 17, 2024. Cancellations received June 18, 2024, through August 26, 2024, will be refunded 25%.

No refunds are provided for cancellations (for any reason, including but not limited to illness, quarantine, change in corporate travel policy, et. al.) received after August 26, 2024. This policy excludes all sponsorships (general conference and golf), which are non-refundable.

EXHIBITOR OPTIONS & DETAILS

UNAUTHORIZED HOTEL BOOKING COMPANIES