Welcome to the Maine Chapter APWA
       Exhibit Rules, Regulations & Information      
2008 Highway Congress - June 5, 2008
General Information:
There are 40 booths (10' x 10' area) in 2 large tents available for exhibitors and approximately 75 larger open air sites (size varies, see map). The basic setup provided for each booth/site includes an 8' table, no tablecloth or skirting, and two chairs. Electricity is available from several areas along the outside walls for all booths in the tents but each exhibitor will be reponsible for supplying their own extension cords and strip outlets as necessary to connect to the power sources. Only a few of the open air sites have electricity somewhat nearby and again each exhibitor will need their own extension cords for those open air sites with power available.

Space Assignment:
Preference for booth/site space will be based on those who occupied the site last year and then on a first-come, first-served basis. Specific requests for a site must be made in the registration application. Inquiries regarding the availablity of exhibit spaces should be directed to the Event Chair, Mike Claus at (207) 468-3020. Confirmation for exhibit booth(s) will be mailed in mid May upon receipt of the Exhibitor Application and payment in full. The deadline for reserving an exhibit space is Friday, May 30, 2008.

Each booth or site is intended to be occupied by one Exhibitor. Exhibitor's may not sublet or allow other vendors to display on their site. MCAPWA will glady assign adjacent sites if exhibitors wish to co-display with another vendor.

Set Up/Departure:
Exhibits should be set up early (the day before) and the Fairgrounds will be open on Wednesday, June 4th from 8:00 a.m. until 5:00 p.m. Each exhibitor is responsible for setting up their own displays and loading and unloading their display products. If a loader, fork lift or similar equipment is needed to off-load items to a site the exhibitor needs to make their own arrangements for such. MCAPWA has arranged for an overnight security detail on June 6th.

On June 5th, show day, all exhibitors must be on site and finalize their set up between 6:00 a.m. and 7:30 a.m. Vehicle access to the midway will not be allowed after 7:30 a.m. For the 40 tent booths, no vehicles are to be left on the midway next to the tents during the show. Plan to arrive early, unload all materials and then move the vehicle off the midway to one of the several remote parking areas before 7:30 a.m.

The tents, tables and chairs will be broken down and removed starting at 3:00 p.m. on June 5th. All exhibit materials and equipment must be removed from the Skowhegan Fairgrounds by 6:00 p.m. on June 5th. If an exhibitor has vehicles, equipment or large items that can't be picked up until the following day, arrangements to store such items off the midway must be made in advance with Steven Bradstreet. No overnight security will be provided on June 5th. The exhibit area will close down at 2:00 p.m. when the closing ceremonies begin. Exhibitors may begin taking down their displays then but are asked to be mindful of the closing ceremonies and to minimize noise until the ceremonies end at about 3 p.m.

Show Day - June 5th:
Exhibitors should be at their booths from 7:00 a.m. until 2:00 p.m. on Thursday, June 5th. The exhibits are the main focal point of the Congress. Because the exhibits are a vital part of the Congress, we have designed the program to encourage attendees to circulate and visit all the exhibit areas, including the Try-Out areas. An extended lunch period is provided for all attendees. For the exhibitors, "bag lunches" will be delivered to each exhibitor's booth so you won't have to leave your booth or stand in any concession line.

No outside food concessions are allowed on site during the show and all food and bevarages are being provided through the Skowhegan Lion's Club.

Name or identification tags are not provided by MCAPWA and we encourage each Exhibitor to bring their own. We are holding a grand prize drawing that requires an attendee to visit at least 25 Exhibitors and have you initial their drawing card. We are doing this to encourage attendees to stop and talk to you and we ask for your cooperation in this activity and hope it leads to your developing good contacts.

Cost/Cancellation:
The base price of an exhibit booth is $350 (same cost for either a tent site or an open air site). The price increases to $400 if registration is received after May 1st. Exhibitors who also provide equipment demos will receive a $50 discount in their registration fee. Payment for Exhibit Space Invoices will be mailed along with the confirmation of your exhibit space. Remittance in full by check or money order must be received by the Maine Chapter American Public Works Association (check can be made payable to "MCAPWA") by Friday, May 30, 2008. If payment is not received by that date, space cannot be guaranteed and will be released to the waiting list. Cancellations will be accepted until Friday, May 30, 2008. No refunds will be made after the cancellation deadline.

Two lunch tickets will be provided per booth and additional tickets can be purchased as noted on the registration application at a cost of $7 each.

Construction/Try-Out Demo's:
MCAPWA encourages exhibitors to sponsor or undertake doing a live demo of their product or service. Contact Mike Claus if you are interested in doing a demo on show day.

Several try-out areas are also available to allow attendees to operate your equipment or see it in action. Try-out areas must be reserved in advance and space for such is limited.

Booth Prizes:
Exhibitors are encouraged to offer drawings from their booths during the conference as an attraction for attendees. Exhibitors will provide their own means and devices for conducting prize contests. Exhibitors desiring to award prizes at their booths are encouraged to notify Mike Claus of their plans.

Liability and Protection:
The Maine Chapter American Public Works Association and its officers, employees and agents, will not be responsible for any injury to exhibits or for any loss by fire, theft, damages, delay, mechanical failure or labor trouble which may occur or which may otherwise affect exhibitors or exhibits or which may affect in any way the results exhibitors may expect to derive from or produce by their exhibits while exhibitors are utilizing the Skowhegan Fairgrounds.