Conference Management 208 Van Doren Hall PO Box 645222 Pullman, WA 99164-5222 509-335-3530 or 800-942-4978 Fax: 509-335-7781 http://conferences.wsu.edu 7612 Pioneer Way E Puyallup, WA 98371-4998 253-445-4575 Fax: 253-445-4633 Exhibitors Registering for the “Western Power Deliver Automation Conference” I am pleased you will be joining us to display your products or services on April 13-15, 2010 at The Davenport Hotel, Spokane, WA. The hotel’s phone number for room reservations is 509-455-8888. Space is limited so please make your reservations no later than March 12th. Be sure to ask for WPDAC rate. Below are some frequently asked questions (with answers!) that will assist you with your visit. Tables Each displayer will receive an 8’ skirted display table plus a chair. Tables will be identified with a sign. See Tamara Kirk if you have problems with your table location. The table can be removed if you have a freestanding booth. Where? The Davenport Hotel is located at 10 S Post St, Spokane, WA 99201. The hotel’s main check-in desk is on the Main level of the hotel. The meeting space for the conference will be in Pennington Grand Ballroom. The exhibit space will be on the Mezzanine. Please see the diagram of The Davenport Hotel meeting space. When can I expect attendees to visit my table space? All breaks will be held among the exhibits in the same area. Conference registration will open Monday, April 12th from 5-7pm with a Social Reception. Registration will be open at 7:15 a.m. on Tuesday & 7:30am on Wednesday & Thursday. Breaks are from 10:00-10:30 a.m. & 2:45-3:15pm.each day. Lunches will be from 12-1:15 p.m. with time for participants to visit your booth. We will be hosting a vendor sponsored reception Tuesday evening at 5pm. The reception will be held in the exhibitor area. Thursday morning’s schedule starts at 7:30 a.m. and the program will adjourn at noon. The flow of traffic from the Pennington Ballroom gives you full access to the audience throughout the entire conference. Where is the best place to unload my vehicle? Enter through the service/truck delivery entrance to unload large items through the service elevator to Pennington Ballroom. Will the exhibit hall be locked at night? No. Exhibit booths are located in an open area that is unable to be locked. You are advised to remove any valuables from your exhibit when you are not there. There will be security walking the area each night from 9:00pm till 7:00am. When can I set up? You have the option of beginning set up on Monday, April 12th, after 3 p.m. or Tuesday, April 13th, at 6:30 a.m. Registration opens at 7:15 a.m. on Tuesday and 7:30 a.m. on Wednesday and Thursday. The conference begins at 8:15 a.m. on Tuesday, and 8:30 a.m. on Wednesday and Thursday. When do I need to remove my exhibit? Thursday, April, 15 after 12:00 noon. Will there be power available? Power is available throughout the area. Please bring a long extension cord if you plan to use power. What can I bring? Bring business cards, samples, small equipment, displays, literature, freebies, etc. Banners or booth displays should be self-standing. What is the cost to display? The cost for vendors is $395 per table. This covers one person’s registration for the conference. Registration can be found online at: http://conferences.wsu.edu/wpdac What if I bring another rep? Additional personnel from your agency or company are welcome to attend to your display space at no charge, but additional fees are required if they wish to attend any sessions, need a nametag, want the proceedings or want to join us for meals. Partial fees to attend and meal tickets can be purchased separately. Do I get meals and participate in the reception? Yes! As the person registered with the exhibit space, you are entitled to attend the sessions, a lunch each day and the reception. How will the participating exhibitors be recognized? A sign listing all the exhibitors will be placed near the registration desk. A list of all registered exhibitors will be included in the handout folder. The final program brochure is included which specifies that the exhibitors sponsor the reception. Who is liable for theft or damage? The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s displays, equipment, and shall indemnify and hold harmless Washington State University and The Davenport Hotel, their agents, authorized subcontractors, and the employees from any and all such losses, damages, and claims. Washington State University does not endorse commercial companies or products. Questions? Call Tamara Kirk, Conference Coordinator, Conference Management – 509-335-4248, or send email to: tlkirk@wsu.edu Thank you, Tamara Kirk, Conference Coordinator Vendor Shipping Guidelines and Information Conference Packages: 1. Due to limited storage space, conference packages should be delivered to the Hotel no more than 7 days in advance of your function. Exceptions to this should be arranged with your Convention Services Manager. Brenda Renecker brenecker@thedavenporthotel.com Direct line: (509) 789-6869 2. Conference packages shipped to the Hotel should be addressed as follows: The Davenport Hotel and Tower Guest Name (who will be claiming the package on-site) 10 South Post Street Spokane, WA 99201 (509) 789-6805 Group or Function Name Event Dates # of Packages in that Shipment 3. All packages must show the shipper’s phone number. 4. For storage, handling, or delivery of conference packages, the Davenport Hotel and Tower charges a package fee of $5.00 per box. Crates and pallets are charged a fee of $250.00 each. 5. Package fees can be billed to a guest’s room bill, to a credit card, or to a credit card number with an accompanying signed credit card authorization. Charges can also be paid in cash to the Shipping & Receiving Manager. The Shipping & Receiving Manager can generate and issue payment receipts from the Shipping & Receiving Office. 6. Please do not ship valuables to the Hotel. The Hotel cannot be responsible for contents. 7. We recommend that guests place a packing slip both inside and outside of each package. 8. The Hotel will not accept or receive COD packages. 9. The Hotel policies on safe package handling are based on advice from the United States Postal Service (USPS) and the Federal Centers for Disease Control and Prevention (CDC). 10. Conference packages should be shipped out within 5 days after the conclusion of your function. Items left behind for longer than 5 days will incur an additional storage fee. 11. For conference packages unclaimed or left behind after a guest departs from the Hotel, the Shipping & Receiving Manager will call the guest or the shipper to obtain information to forward the packages. Any forwarding charges incurred are the sole responsibility of the guest and will not be paid by the Hotel. If no information on an unclaimed package is available, the unclaimed package will be treated as lost and found property. Outgoing Shipments: 1. For your shipping needs, The Davenport Hotel and Tower offers a full service Shipping and Receiving Department. The office hours are Monday through Friday, 8:00am to 5:00pm. The Shipping & Receiving Manager’s office is located on the loading dock and can be reached by dialing extension 6805 anywhere within the Davenport Hotel and Tower. The Shipping & Receiving office can also be reached by calling the Hotel operator, or by calling 509-789-6805. 2. The Davenport Hotel and Tower utilizes Federal Express (Fedex) and United Parcel Service (UPS) for our shipping needs. 3. Fedex and UPS usually arrive at the Davenport Hotel’s loading dock at approximately 9:30am (conditions permitting) when they have deliveries for the hotel. 4. Fedex and UPS make daily stops at the Davenport Hotel’s loading dock at 3pm, Monday through Friday, to collect outgoing shipments. (i.e. Items being shipped from the Hotel need to be at the loading dock by 3pm, or they will not be collected until the next business day.) 5. Should a guest need to use the US Postal Service, the Hotel staff can deliver items to the local Post Office for the guest. The Hotel staff is unable to predict or calculate the postage required, or what the US Postal Service will charge for the shipment. The postage must be pre-paid and placed on the item being shipped prior to its surrender to the Hotel staff. 6. The Hotel charges $5.00 per box picked up at the conclusion of the conference and taken to the loading dock. For shipments that need to be prepared by our Shipping & Receiving Department (for example: shipments needing tape, new boxes, large envelopes, padded envelopes, packing materials, etc.), additional package fees will apply. For items up to 10 pounds, the preparation fee is $3.00 per item. For items up to 50 pounds, the preparation fee is $5.00 per item. For items over 50 pounds, the preparation fee is $10.00 per item. 7. Fedex-logo and UPS-logo shipping supplies are available free of charge. 8. Shipping labels and all accompanying shipping documents must be completely filled out by the guest, or outgoing shipments may be delayed. Guests are welcome to contact the Shipping & Receiving Manager with questions. The Shipping & Receiving Manager can offer advice on which shipping forms to use and how to fill them out. The Shipping & Receiving Manager and the Hotel staff are not allowed to fill out the shipping forms. 9. Shipping charges payable to Fedex, UPS, the US Postal Service, and any shipping, freight, and courier services are the sole responsibility of the guest and will not be covered by the Hotel. Guests are welcome to contact their Convention Services Manager or the Shipping & Receiving Manager for pick-up and delivery schedules and for appropriate shipping forms. 12th Annual Western Power Delivery Automation Conference Vendor Booth Assignment Form Western Power Delivery Automation Conference – April 13-15, 2010 The Davenport Hotel, Spokane, WA *** Return this form by FAX ASAP to receive your preferred vendor location *** Company Name: _____ Your Name: _____ Registered Name (if different): _____ Your Phone Number: FAX # E-Mail Address _____ Please refer to attached hotel diagram form. Spots that are shaded have already been reserved. A list of vendors and assigned spots are noted on the hotel diagram. This list is accurate at the time this form is sent to you. Please note the top three spots you prefer. Return this form by fax to: (509) 335-7781 ASAP. Choice #1_____ Choice #2_____ Choice #3_____ We cannot guarantee your choice. If you wish to know your assigned location prior to the conference, please be sure to include your fax # and or email address. Name of any competitor you do Not want to be next to: _____ Note: Every effort is made to assure that all vendors have good indoor table space with lots of customer foot traffic by each booth. UBI: Note: This number is required for you to exhibit at the conference. Without this number we will not be able to allow you to exhibit. For questions please contact the Department of Revenue at 800-647-7706. Thank you. Rest Rooms / Elevators Registration Pennington Ballroom Marie Antoinette Ballroom 1. ZIV USA Inc 2. Weschler/Serveron Substation Solutions 3. RFL Electronics 4. OMICRON electronics Oscar Bolado Terry Martin Jim Ebrecht Billy Brown 5. Applied Technology Group Inc 6. CB Engineering 7. CB Engineering 8. Resource Associate International Chris Canfield Mark Fusick Mark Fusick Terry Douka 9. 10. 11. 12. 13. Sensus 14. Peak Measure 15. Peak Measure 16. Garret Com Jenny Rapley John Bruns Willie Bruns Jeff Boger 17. AREVA T&D 18. 19. 20. CG Global Automation Systems USA Inc Scott Cameron James Shank 21. ASAT Solutions Inc 22. Bow Networks 23. Schweitzer Engineering Laboratories 24. SUBNET Solutions Inc Manford Kwan Jeff Gill Robyn Jacobs Amanda Bonner WESTERN POWER DELIVERY AUTOMATION CONFERENCE (2180) April 13-15, 2010 The Davenport Hotel Spokane, WA Please register for space on the attached form and return it to us ASAP! WSU Conference Management Attn: Tamara Kirk – 509-335- 4248 or tlkirk@wsu.edu Fax: 509-335-7781 1 2 6 5 4 3 9 7 8 24 20 23 21 11 10 22 19 12 1 3 1 4 1 5 1 8 1 7 1 6 26. ReLab Software 27. Cooper Power Systems 28. NovaTech 29. Sponsor Only Brian Stickney Beniot Masson Ray Wright 30. RuggedCom 31. Technical Sales NW 32. Monaghan Engineering 33. QEI Inc Richard Freese Terry Morrison Mike Monaghan Ed Masar 34. 35. DCS Morgan 36. DCS Morgan Daryl Willis Daryl Willis Reception Tables WESTERN POWER DELIVERY AUTOMATION CONFERENCE (2180) April 13-15, 2010 The Davenport Hotel Spokane, WA Please register for space on the attached form and return it to us ASAP! WSU Conference Management Attn: Tamara Kirk – 509-335- 4248 or tlkirk@wsu.edu Fax: 509-335-7781 Ballroom C Ballroom B Ballroom B Ballroom A 32 33 34 35 3 1 3 0 2 6 2 9 2 8 2 7 36