Vendor FAQs

REGISTRATION

Q: What are the Rules and Regulations for exhibiting?

A: The Rules and Regulations for exhibiting at WVSTC 2020 are listed in the Vendor/Sponsor Information Packet and can also be downloaded from the main Vendor page.

Q: What is included in a standard booth package?

A: The standard booth package includes: A 10’ x 10’ booth area

  • One (1) 8’ x 3’ skirted table with two chairs, standard electrical service with one outlet (bring extension cords)
  • TWO (2) complimentary vendor registration badges, any conference provided meals and breaks for two (2) registered Reps
  • One (1) company listing in the conference program including company name, address, phone number, contact name with email address, and company web address
  • Wireless Internet communications
  • Opportunity to provide a raffle prize for giveaway during the Vendor Reception
  • Company logo displays with other vendors throughout the conference venue
Q: What methods of payment do you accept?

A:  We accept either credit card (Visa, MC, Discover, AMEX) or check payable to WVNET. Select your preferred method in the registration process.

Q: What meals are provided for the Vendor Reps?

A. Tuesday, July 14th begins with coffee/juice and pastries during Vendor move-in. Tuesday’s lunch will mark the opening of the Vendor Hall and Conference. Breakfast and lunch will be provided Wednesday, with a Vendor Reception Wednesday afternoon. If you plan to attend sessions, meetings, or the Closing Keynote on Thursday, your breakfast and lunch will also be provided. We encourage Vendors to attend the Closing Keynote Luncheon, which provides you a final opportunity to talk with the attendees.

Q: What if I need to cancel my vendor booth?

A: We hope you will reconsider because we really want you to be part of the greatest celebration of STEM within West Virginia!

If there is really no other option, please let us know as soon as possible.  A Cancellation Policy of 50% on or before June 30, 2020 will apply. Any cancellation in July, the registration fee is forfeited.

Q: When can I expect to receive my badge in the mail?

A: Badges will not be mailed in advance. Badges will be available for pickup at the Vendor Registration Desk located outside of the Expo Hall (North and West Hall2). All vendors Reps are required to be registered as Vendors and pay the appropriate registration fees. On-site check-in will open Tuesday, July 14th at 7:30AM.

Q: I already submitted my company Reps names at registration but need to add/remove/change someone. How do I add/remove/change someone?

A:  Please contact Karen Saffron at ksaffron@mail.wvnet.edu or 304-293-5192 x249 to edit an existing company registration. All Reps need to be registered under your company registration. Two (2) Reps are included with the registration. Each additional Rep will be assessed a $75 registration fee.

SESSIONS

Q: May I be a presenter?

A: Yes. If you submit a proposal and the conference committee selects your submission. All company Reps that are selected to present, MUST be registered with their company and pay the appropriate fees.

Q: Can I attend educational sessions?

A: Yes. Please note the following:

We ask that you give our conference attendees priority in seating. Many of them register for conference based on the content of these sessions.

Please turn off (or set to vibrate) all cellphones and other noise-making devices during all sessions

Q: What is an ‘in-booth’ session?

A: An ‘in-booth’ session is a 20 – 30 minute session that is scheduled during concurrent session times, but held at the Vendor’s booth. This will help drive foot traffic to the Vendor Hall and does not require vendors moving equipment from their booth into a different room for a session. These times are determined before the start of the conference and will be printed in the Program Book.

GENERAL

Q. Where and when may I ship my booth materials for WVSTC 2020?

A:  To ensure timely arrival of your booth materials at the WVSTC 2020 conference site, shipments must arrive after July 6, 2020 to the following address and include:

COMPANY NAME
For: WVSTC 2020 – July 14 & 15
c/o Charleston Coliseum & Convention Center
200 Civic Center Drive
Charleston WV 25301

Q: What is the schedule for vendors?

A: Vendor check-in begins Tuesday, July 14, 2020 at 7:30AM. All booths must be ready by 11:00AM for the opening of the Vendor Expo from 11:30AM – 5:00PM. Wednesday Vendor Hall hours are 8:00AM – 3:30PM. You may dismantle your booth following the Vendor Reception at 3:30PM.

Q: Is there a theme to WVSTC 2020?

A: As always, WVSTC will celebrate STEM!

Q: Can I use my own Wi-Fi?

A: We ask that you turn your Wi-Fi off to reduce interference with our Wi-Fi service.

Q: How can I increase my attendee exposure at the conference?

A: There are many ways to increase your imprint at the Conference!  

Advertising in the conference program book allows attendees to see your support for WVSTC 2020. The conference program book includes detailed course descriptions, a daily schedule and exhibit hall and consultant center descriptions. For ad rates and sizes, please see the Exhibitor Packet’s Advertising Sponsorships section.

Consider adding a sponsorship to supplement your exhibit participation!  

Adding a tote bag stuffer, room drop or other sponsorship will get your name in front of attendees and is sure to result in more booth traffic!  Email ksaffron@mail.wvnet.edu for more information!

Q: Can I sell product at the conference?

A: WVSTC 2020 is an educational event, and the Vendor Expo staged in conjunction with the professional conference is a vital element of this educational process. Selling, price posting, and order taking will be permitted on the floor during posted vendor hall hours.

Q: Can I organize a door prize giveaway raffle at my booth?

A. Yes. Door prize giveaways are welcomed and encouraged. You can provide a place for attendees to drop business cards/name or allow the conference committee to pull from a random collection of attendee’s names scanned at each break. Door prize names are selected at each break.

Here are a few rules of thumb:

1) If you are not an E-rate participant and the giveaway exceeds $25, it must be able to be used by, and ownership transferred to, the winner’s agency.

2) If you are not an E-rate participant, the giveaway for individual use must be <=$25.

3) If you participate or are seeking to participate in the E-rate program, please limit all giveaways to <= $20.

Q: When can I begin to dismantle my booth?

A: Early dismantling is disruptive to WVSTC 2020’s Vendor Expo and is strictly prohibited.

As a matter of policy, vendors may not pack, tear down, or dismantle any portion of their exhibit/booth prior to the official closing of the vendor area at 3:30PM, on Wednesday, July 15, 2020. Please keep this in mind when making staffing decisions and travel arrangements for the final day of the show.

Q: How do I ship packages out at the end of the conference?

A: Any packages that need to be mailed out, are to be boxed up with shipping information attached. You will need to call your carrier and make all the arrangements to have them shipped out. Please leave these items in your booth with the labels on. Try to have all shipments picked up by the end of the day, Thursday, July 16th. Here is the address you will need to supply to the shipping company:

Charleston Coliseum & Convention Center (CCCC) – 200 Civic Center Drive – Charleston WV 25301

MISCELLANEOUS

Q: How do I make a hotel reservation?

A: Hotel information can be found on the WVSTC 2020’s website: look for the Hotel Section. You are responsible for securing and/or cancelling your hotel reservations. Hotel expense is not included in the registration fee.

Q: Is there a fee to park at the Charleston Coliseum & Convention Center for WVSTC 2020?

A: Yes. The cost will be $3.00 per day.

Q: When and where is WVSTC 2021?

A: The WV Statewide Technology Conference (WVSTC) 2021 is TBA.