August 15 19, 2020 Snowshoe Mountain Resort Conference... · 2. Sequencing Batch Reactor Treatment...

WEST VIRGINIA RURAL WATER ASSOCIATION

100 YOUNG STREET, SCOTT DEPOT, WV 25560

PHONE (304) 201-1689 FAX (304) 201-1694

WWW.WVRWA.ORG

August 15-19, 2020

Snowshoe Mountain Resort

Online registrations and payment are available at www.wvrwa.org

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The staff and board of West Virginia Water Association welcomes you back to Snowshoe Mountain Resort

for our 35th Annual Training and Technical Conference. Once again, our conference is offering a wide variety

of topics, which includes classes for water, wastewater, sourcewater, and office personnel. Plan your

schedule to make the most of our concurrent classes in order to ensure that you receive the maximum number

of training credits towards your certification renewal.

The conference will start up with the golfing tournament on Saturday at the Raven Golf Course. Teams will be

set-up in groups of four. Remember that this tournament funds our scholarships!

Join us on Sunday to relax and socialize with your peers as WVRWA and its sponsors host the 35th annual

picnic. Enjoy good food and beverages, along with even better company. Register to participate in one or

more of our exciting activities and competitions.

Vendors will be exhibiting in the “Big Top” on Monday evening and again on Tuesday morning. Make sure

to come out and show your support to all of our vendors. Monday evening will include the Exhibitors’

Reception, a cash bar, and complimentary Hors D’oeuvres. Tuesday morning includes a continental breakfast

at no charge. Please make sure to thank all of our vendor partners who help make this conference possible

every year.

$100 to be Given Away!!

Full conference registrants who register by June 29 will be automatically entered into

the $100 drawing to be held at the close of the Opening Session on Monday, August

17. Be sure to take advantage of the early registration discount and get your name in

for the drawing. YOU MUST BE PRESENT TO WIN. Good luck!

WEST VIRGINIA RURAL WATER ASSOCIATION 35th ANNUAL TECHNICAL CONFERENCE

SNOWSHOE LODGING INFORMATION

1-877-441-4386

WVRWA has a block of rooms located in the Village at Snowshoe in the following units:

• Allegheny Springs

• Seneca Lodge

• Rimfire

• Highland House

• Expedition Station

• Mountain Lodge

• The Inn at Snowshoe (located at the bottom of the hill)

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AGENDA

SATURDAY, AUGUST 15, 2020

1:00 p.m. Golf Tournament

Please arrive by 12:00 noon to ensure a timely start

Please note – the Golf Tournament may be moved to Sunday. Because of the COVID-19 pandemic, we have

been unable to contact Snowshoe. We have made a request that the tournament be moved to Sunday.

Please keep this possibility in mind as you make your plans.

SUNDAY, AUGUST 16, 2020 12:00 p.m. Cornhole Competition

12:30 p.m. Track Hoe Competition

1:00 p.m. - 7:00 p.m. Early Registration

1:30 p.m. Horseshoe Competition

2:30 p.m. Water Tapping Competition

3:30 p.m. Meter Toss Competition

4:00 p.m. - 7:00 p.m. Picnic

7:30 p.m. - 9:30 p.m. Exhibitors’ Early Set-up

7:30 p.m. - 9:30 p.m. Bingo

8:00 p.m. - 1:00 a.m. Junction Restaurant Gathering Place (DJ/Karaoke)

MONDAY, AUGUST 17, 2020

8:00 a.m. - 4:00 p.m. Registration

9:00 a.m. - 10:15 a.m. 1. Opening Session (W/WW)

9:00 a.m. - 2:00 p.m. Exhibitors’ Booths Set-up

10:30 a.m. - 12:00 p.m.

Concurrent Training Sessions

2. Sequencing Batch Reactor Treatment Applications (WW) W.C. Weil Co./Aqua Aerobic

A closer look at AquaPrime/AquaStorm, wet weather applications, and AquaSBRs

3. Public Service Commission Round Table (W/WW) WV Public Service Commission

Open forum discussion with commissioners and staff of the WV PSC

4. Locating Your Underground Utilities (W/WW) WV 811

Your responsibility of locating your infrastructure

5. Ready Set Pump (W/WW) Buchanan Pump Service & Supply Co.

Basic pump selection, introduction to pump curves, maintenance, and troubleshooting

12:00 p.m. Lunch Outside Training Rooms

12:00 p.m. Delegates’ Luncheon/Business Meeting

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AGENDA

MONDAY, AUGUST 17, 2020

1:00 p.m. - 2:30 p.m.


6. Things You Should Know About Your Annual Audit (W/WW) Lowe & Associates

Preparation for an annual audit with review of recent changes and additions

7. 19A Rate Cases Addressing Plant Operations & Maintenance (W/WW) WV Public Service

Commission

Addressing plant operations and maintenance items in 19A rate cases

8. How National Legislation Affects Your Utility (W/WW) National Rural Water Association

A look at national legislation as it relates to local utilities and the WVRWA

9. 2020 Legislative Update and Importance of Complying with PSC Orders (W/WW) Kay Casto &

Chaney

Review of 2020 WV legislative activity with PSC order compliance

2:45 p.m. - 4:15 p.m.


10. Living with Your Bonds (W/WW) Steptoe & Johnson

Bond requirements explained

11. Apprenticeship, a Good Solution to the Growing Operator Shortage (W/WW) West Virginia Rural

Water Association

Introduction to the operator specialist apprenticeship programs in WV

12. TBA

13. Office Refresher on PSC Rules and Requirements (WW) WV Public Service Commission

A look into rules and requirements as related to the utility office

3:00 p.m. Water Taste Test Judging

4:30 p.m. - 7:30 p.m. Exhibit Hall Opens

5:00 p.m. - 7:00 p.m. Exhibitors’ Reception (Cash bar, Hors D’oeuvres)

8:00 p.m. - 1:00 a.m. Junction Restaurant Gathering Place (DJ/Karaoke)

TUESDAY, AUGUST 18, 2020

9:00 a.m. Board Meeting

9:00 a.m. - 12:00 p.m. Exhibit Hall Opens

9:30 a.m. - 11:00 a.m. Exhibitors’ Continental Breakfast

12:00 p.m. - 2:00 p.m. Exhibitors Tear-Down Booths

12:30 p.m. - 4:00 p.m. Registration


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AGENDA

TUESDAY, AUGUST 18, 2020

1:00 p.m. - 2:30 p.m.


14. American Infrastructure Act 2018 New Requirements… What Does It Mean to You (W/WW)

The Thrasher Group

An in-depth look into the American Infrastructure Act of 2018

15. Keeping a System Financially Healthy and Post Funding Requirements (W/WW) WV Infrastructure

and Jobs Development Council

The Infrastructure and Jobs Development Council explains the requirements of maintaining renewal

and replacement and maintenance accounts; requirements for state grant recipients and audits

16. Knowing Your Source Water Protection Plan, Operator Certification, and Training Programs (W)

WV Bureau for Public Health

Bureau for Public Health and Office of Environmental Health Services discussion of source water

protection plan approvals and electronic submittal and schedule changes; certification and training

program updates; review of CEHs, exams, and recertification

17. Do You Maintain Your Facility in Accordance to DEP Requirements? (WW) WV Department of

Environmental Protection

How you should be maintaining your plants to comply with the DEP site inspection

2:45 p.m. - 4:15 p.m.


18. Expanding Your System Footprint! (W/WW) WV Infrastructure and Jobs Development Council

Understanding extension of services, PSD boundary adjustments, and local rate jurisdiction criteria

and process

19. Funding for a Water Project (W) WV Bureau for Public Health

Exploring changes to the Drinking Water State Revolving Fund (DWSRF) and capacity development

20. Were You Prepared for a Pandemic? (W/WW) West Virginia Rural Water Association

A healthy discussion on preparedness for a pandemic

21. Wastewater Collection System Analysis—Why Not Put Money Back in Your Pocket! (WW) E. L.

Robinson Engineering Co.

Get an overview on how to perform analysis on your wastewater system to make it more efficient

5:30 p.m. Reception

6:00 p.m. Banquet with Awards Presentation and Raffle Drawings

Speaker: David Browning, The Mayberry Deputy


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AGENDA

WEDNESDAY, AUGUST 19, 2020

8:00 a.m. - 12:00 p.m. Registration

9:00 a.m. - 10:30 a.m.


22. Understanding the Insurance Service Office (ISO) Fire Suppression Rating—Water Evaluation (W)

Insurance Service Office

Understand the impact a water service provider has in the community it serves as pertaining to

property insurance

23. Getting the Most Out of Your Pump (WW) Fluidyne

Wastewater pumping applications and solutions

24. Overview of Water & Sewer Projects from Surface Mines to the Ohio River (W/WW) Potesta &

Associates

An overview of various water and sewer projects and how they can apply to you

25. Networking with Your Fellow Water Operators (W) West Virginia Rural Water Association

Round table discussion about various topics that are important to water operations specialists

10:45 a.m. - 12:15 p.m.


26. Get Some Exercise for Those Valves! (W/WW) Lewis Municipal Sales

Valve exercising equipment to maintain a useable system

27. Water Security, What You Should Know! (W) US Environmental Protection Agency

US EPA Water Security Division guidelines to keeping your water system secure

28. Impact of Upgraded Polymer Mix/Feed on Sludge—Two Case Studies (WW) UGSI Solutions

A look at applications of sludge dewatering using polymers

29. Wastewater Operators Learning From Each Other (WW) West Virginia Rural Water Association

Round table discussion about various topics that are important to wastewater operations specialists

12:30 p.m. Conference Concludes


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REGISTRATION FORM

Name: Phone:

System/Company/Agency:

Email Address:

Mailing Address: City, State, Zip:

FULL REGISTRATION—Includes: Sunday Picnic, Monday Lunch, Monday Exhibitors’ Reception, Tuesday Exhibitors’ Break-fast, and Tuesday Banquet (**Registrations postmarked after June 29 must pay the after June 29 rate**) Registration Registration with Banquet

SYSTEMS SERVING LESS THAN 500 CUSTOMERS: □$0.00 □$60.00 Prior to June 29 After June 29

MEMBERS: □$150.00 □$187.50

NON-MEMBERS: □$300.00 □$337.50 Please fill out how many will be attending the following events to ensure we plan accordingly: Sunday Picnic Monday Exhibitors’ Reception Monday Lunch Tuesday Exhibitors’ Breakfast Tuesday Banquet *If you need more than one banquet ticket, then you will need to purchase additional ticket(s)

FOR OFFICE USE ONLY Date Rec’d: Check #: Amount:

SINGLE DAY REGISTRATION (**Registrations postmarked after June 29 must pay the after June 29 rate**) Monday Only Tuesday Only

EXHIBIT HALL ONLY: □$50.00 □$50.00 Prior to June 29 After June 29 MONDAY 8/17/20—Includes: Lunch and Exhibitors’ Reception

MEMBERS: □$90.00 □$127.50

NON-MEMBERS: □$150.00 □$187.50 TUESDAY 8/18/20—Includes Exhibitors’ Breakfast

MEMBERS: □$60.00 □$97.50

NON-MEMBERS: □$105.00 □$142.50 WEDNESDAY 8/19/20

MEMBERS: □$30.00 □$67.50

NON-MEMBERS: □$75.00 □$112.50 Please fill out how many will be attending the following events to ensure we plan accordingly: Sunday Picnic Monday Exhibitors’ Reception Monday Lunch Tuesday Exhibitors’ Breakfast Tuesday Banquet *If you need more than one banquet ticket, then you will need to purchase additional ticket(s)


Registration and payment are available online with a 3% convenience fee

Name of Guest(s):

EXTRA BANQUET TICKETS (One ticket included with full registration) Number of tickets X $60.00 = $

TOTAL AMOUNT ENCLOSED WITH REGISTRATION: $

Please mail form and payment to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Cancellation Policy: $37.50 Administrative Fee prior to Friday, July 31, 2020 No refunds after Friday, July 31, 2020

An event membership of one-cent per person is included in your registration

fee(s) allowing participation in WVRWA fundraising activities. This is required

by Federal Election Commission laws. If you wish to opt-out, please go to the

registration booth at the conference for your refund of this one-cent fee.

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WEST VIRGINIA RURAL WATER ASSOCIATION’S ANNUAL AWARDS

Purpose: The Annual Awards Presentation is a way for WVRWA to honor and recognize its members. Although only one person or system is annually awarded, the awards are intended to praise all individuals and systems associated with the organization. Award recipients will be announced at the Banquet during the WVRWA Annual Technical Conference on Tuesday, August 18, 2020. Eligibility & Selection: All Voting and Individual Members of the association are qualified to be nominees, subject to the detailed criteria for each category outlined in the enclosed Awards Nomination Information. Winners from the previous year (2019) will not be eligible for the 2020 awards. The WVRWA Awards/Scholarship Committee, composed of WVRWA Board Members, reviews all nominations and makes the final selections for the awards. The awards will be considered in relation to a written set of criteria for each category. An award will not be given for the year if no nominations are received for a category. All nominations need to include answers to the pertinent questions on the 2020 Awards Nomination Form, including a brief letter that explains why the individual or system is thought to be deserving of the award. When listing the primary reasons for nomination, the nominator can choose to make a simple list of reasons or create a detailed narrative. Nominations submitted without this letter will not be considered. Nomination Procedures: · Nominations may be made by any WVRWA member in good standing. · Nominations must include a 2020 Awards Nomination Form with a brief written explanation of the reasons

the nominator feels the nominee deserves the award. The letter needs to provide enough background on the nominee for the Awards Committee to make an informed decision.

· Nominations received after the deadline of July 20, 2020 will not be considered. · Members of the Awards Committee can also nominate member systems and individuals. Selection Procedures: · Nomination forms will be copied and distributed to each member of the Awards Committee, and a date will

be set for a meeting of the committee. · The WVRWA Awards Committee will meet, discuss nominations, and select winners. Each member will

have a single vote and can vote on any and all nominations, even those that they themselves nominated. · If a consensus cannot be achieved regarding each award recipient, a majority vote will determine the

recipient. The chair of the Awards Committee may vote to break a tie.


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AWARDS NOMINATION INFORMATION

2020 Nomination Categories

• Collection System Operator of the Year—Must currently be operating a system with a wastewater collection system only (no plant)

• Distribution System Operator of the Year—Must currently be operating a system with a water distribution system only (no plant)

• Office Manager of the Year—Must currently be employed as an office manager of a water/wastewater system

• Rookie Operator of the Year—Must have acquired an operator’s license in the State of West Virginia (water/wastewater) within the last 2 years and have made significant improvements or modifications to any part of the system that saved a substantial amount of time or money

• Water Operator of the Year—Must currently be employed as a certified water operator

• Water System of the Year—Must treat and/or distribute potable water for community consumption

• Wastewater Operator of the Year—Must currently be employed as a certified wastewater operator

• Wastewater System of the Year—Must treat and/or collect wastewater

• West Virginia Rural Water Association System Manager of the Year—Must currently be employed as a water/wastewater system manager


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2020 AWARDS NOMINATION FORM—INDIVIDUAL

Person Submitting Nomination Name:

Person Submitting Nomination Phone:

Award Category:

Individual Nominee Name:

System Name:

Nominee Phone:

Nominee Address:

How long has individual nominee been employed for the system:

How long has individual nominee been employed in present position:

Is individual nominee certified? (If yes, what certifications do they hold?):

Has individual ever won an award from WVRWA in the past?

If yes, what award and year received?

Submit a short letter of support explaining the reasons for the nomination to provide valuable information to the

Awards Committee during the selection process.


Deadline for Submission of Nominations: July 20, 2020

2020 AWARDS NOMINATION FORM—SYSTEM

Person Submitting Nomination Name:

Person Submitting Nomination Phone:

Award Category:

System Nominee Name:

Nominee Phone:

Nominee Address:

How long has system nominee been in operation? How many persons are employed?

How many customers are served by system? Has system ever been out of compliance?

(If yes, for what reason?):

Has System or Individual Ever Won an Award from WVRWA in the past? If yes, what award and

year received?

Submit a short letter of support explaining the reasons for the nomination to provide valuable information to the

Awards Committee during the selection process.

Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560

Fax form to: (304) 201-1694

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BOARD ELECTIONS

REGION I Seat currently held by Ed Moats, Mt. View Water Association Brooke, Hancock, Harrison, Marion, Marshall, Monongalia, Ohio, Preston, Taylor, Wetzel REGION II Seat currently held by Brian Shade, Berkeley County Public Service Water District Berkeley, Grant, Hampshire, Hardy, Jefferson, Mineral, Morgan, Pendleton REGION IV Seat currently held by Jason Myers, City of Parsons Barbour, Braxton, Gilmer, Lewis, Pocahontas, Randolph, Tucker, Upshur, Webster REGION V Seat currently held by Mike McNulty, Putnam Public Service District Boone, Cabell, Clay, Kanawha, Lincoln, Logan, Mingo, Putnam, Wayne

2020 WVRWA BOARD OF DIRECTORS NOMINATION FORM ________________________________________ is hereby nominated to serve as a Candidate for the office of Director of West Virginia Rural Water Association (WVRWA) representing Region . This nominee has been selected as our Voting Delegate at the next WVRWA Annual Meeting and during the interim. Directors will be elected from Delegates or Alternate Delegates attending the Annual Business Meeting. The voting delegates in attendance at the Annual Business Meeting can determine by simple majority vote that the absence of a candidate nominated for the position of Board of Director is due to an emergency situation and waive the attendance requirement. ___________________________________ ___________________________________ ______________ (Name of Voting Member System) Authorized Official (Mayor, Board Date or City Council Member) NOMINEE’S RESUME Name: Phone: Address: Relationship to Voting Member System (Officer, Employee, User, etc.): Record of Experience in Water/Waste Water Operations: Other Related Experiences, Qualifications or Certifications: ________________________________________________________________________________________ ________________________________________________________________________________________ Please use additional pages as necessary.

Note: nominations will also be accepted from the floor

WEST VIRGINIA RURAL WATER ASSOCIATION 35th ANNUAL TECHNICAL CONFERENCE Mail form to: 100 Young St., Scott Depot, WV 25560 Fax form to: 304-201-1694

2020 VOTING CREDENTIAL FORM ____________________________________authorizes ________________________________as its Voting Delegate (Name of Member System) (Name of Voting Delegate) to the Thirty Fifth Annual Business Meeting of the West Virginia Rural Water Association to be held at Snowshoe Mountain on Monday, August 17, 2020 at 12:00 p.m.

The Authorized Alternate Delegate is: ___________________________________________________

Mayor, General Manager, or Other Authorized Official

Date Signed

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WVRWA ANNUAL GOLF TOURNAMENT

Deadline for submissions is August 7, 2020. If there aren’t enough participants at

this time, then the tournament will be cancelled and money will be refunded.

Format: Shotgun start—scramble format

Time: Saturday, August 15, 2020 at 1:00 p.m. (please arrive by 12:00 noon to ensure

timely start)

Please note – the Golf Tournament may be moved to Sunday. Because of the COVID-19 pandemic, we have

been unable to contact Snowshoe. We have made a request that the tournament be moved to Sunday.

Please keep this possibility in mind as you make your plans.

Cost: $112.50 per person (includes green fees and cart)

Mulligans: Available for purchase at $10. All proceeds go towards the WVRWA Scholarship Fund

Hole Sponsor: $75 per hole

Those who are not registering as a team will be placed on a team. All players who are registering as a team

must be placed on one form and the $450 fee must accompany this form.

Payor Information

Company: Attention:

Mailing Address:

City: State: Zip:

Phone: E-mail Address:

Player Information

Name: Name:

Company: Company:

Name: Name:

Company: Company:

Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax form to: (304) 201-1694


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WVRWA ANNUAL CORNHOLE COMPETITION

Format: Single elimination with winners advancing to the finals

Time: Sunday, August 16, 2020 at 12:00 p.m.

Teams: 2 person teams—if you have a partner, fill out the form below with both

names. If you don’t have a partner, fill in your name on the form below and we will

place you with a partner.

Name: Name:

System: System:

Cutoff for participation will be 15 minutes before the start time


Mail form to: 100 Young St., Scott Depot, WV 25560 Fax form to: 304-201-1694

WVRWA ANNUAL HORSESHOE COMPETITION






Name: Name:

System: System:


WVRWA ANNUAL METER TOSS COMPETITION



Name: System:


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WVRWA ANNUAL TRACK HOE COMPETITION


Equipment: John Deere 50G or 60G

Name:

System:



Mail form to: 100 Young St., Scott Depot, WV 25560 Fax form to: 304-201-1694

WVRWA ANNUAL WATER TAPPING COMPETITION


Scoring: The event will be judged on safety, accuracy, penalty defects, and total time




Participants are required to bring the appropriate safety apparel.

Name: System:

Name: System:


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WVRWA Annual Taste Test Competition

**Congratulations to our 2019 Taste Test Winner: Putnam PSD**

WVRWA is sponsoring its Annual Water Taste Test Competition at the 2020 Annual Technical Conference at Snowshoe Mountain. If there are more than 10 participating systems, then the event will be done in two phases. Phase One will be held on Monday, August 17 at 10:00 a.m. and Phase Two will be held on Monday, August 17 at 3:00 p.m. During Phase One, the water samples will go through a series of analytical testing with the top 75% from each division advancing to the next level. The first round of sampling will be turbidity, the second round will be chlorine residual, and the final round will be pH. All samples that qualify from the final round will automatically advance to Phase Two. A select panel of 3 judges will evaluate based on: appearance – 5 points maximum, odor – 5 points maximum; flavor – 10 points maximum; mouth feel – 5 points maximum; aftertaste – 5 points maximum; and overall impression – 4 points maximum. The utility judged to have the best tasting water will be announced at the Banquet on Tuesday evening, August 19. Requirements: • All water sample entries must be turned in at the registration desk in the Mountain Lodge by 10:00

a.m. on Monday, August 17. No exceptions! • Samples should be submitted in a one (1) quart glass jar with a lid and clearly tagged using a removable

label with the utility name on it. • A system representative must accompany the entry. • Systems entering the competition must not have incurred any state or federal drinking water violations

during the previous 12 months. Winning Water System: • The winning water system will receive a traveling trophy. The winning system will receive the trophy

within 2 months of winning and will be able to display the trophy until it is returned to WVRWA at the following conference.

• The winning water system will be awarded a plaque for Water Taste Excellence. • The winning water system will be entered to compete in the Great American Water Taste Test that is held

in Washington D.C. at the 2021 NRWA Water Rally. WVRWA System Member Name:

Contact Person and Phone Number:

Local Newspaper Name:

Newspaper Address:

Utilities MUST submit the entry form to the WVRWA office by August 3, 2020.

No entries will be accepted at the conference.

Mail form to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Fax Form to: (304) 201-1694


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Exhibitor Registration

Exhibit Set-Up: Exhibits Open: Exhibit Tear Down:

Sunday, August 16 Monday, August 17 Tuesday, August 18

7:30 p.m.—9:30 p.m. 4:30 p.m.—7:30 p.m. 12:00 p.m.—2:00 p.m.

Monday, August 17 Tuesday, August 18

9:00 a.m.—2:00 p.m. 9:00 a.m.—12:00 p.m.

Exhibitor’s Reception Exhibitor’s Continental Breakfast

Monday, August 17 Tuesday, August 18

5:00 p.m.—7:00 p.m. 9:30 a.m.—11:00 a.m.

Door Prize Drawings

Door prize drawings will be held at the vendor’s booth and winners will be announced by WVRWA.

Please let a WVRWA staff member know during exhibit set-up what item(s) you will have available for

the drawings during the exhibit hours.

Raffle Items

WVRWA will be offering our attendees the chance at winning from the items donated by our vendors.

If you have an item ($50 or more in value) that you would like to donate to the WVRWA Raffle, please

give WVRWA a call at 1-800-339-4513 so that we can list the item(s) to be raffled and give your

company credit for the donation. Drop off raffle item(s) at the Registration Desk.

RECEPTION Tuesday, August 18 5:30 p.m.

BANQUET

Tuesday, August 18 6:00 p.m.

Speaker: David Browning, The Mayberry Deputy


Attend the banquet to partake in good food, award presentations, and raffle drawings

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Exhibit Space Agreement Terms and Conditions

1. Contract The following terms and conditions become binding upon acceptance and assignment of exhibit booth by the applicant, its employees, and West Virginia Rural Water Association. 2. Exhibit Booth Assignment Booth location will be assigned at the sole discretion of West Virginia Rural Water Association and booths will not be placed until payment is received in full. 3. Exhibit Booth Specifications Indoor exhibit booth space is approximately 10’ x 10’, including a table, tablecloth, and two chairs. Outdoor exhibit space is approximately 15’ x 10’. If additional equipment space is needed, please notify WVRWA and we will do our best to accommodate. 4. Installation and Removal of Exhibit Booth Exhibitor move-in: Sunday, August 16, 2020 7:30 p.m. —9:30 p.m. or Monday, August 17, 2020 9:00 a.m.— 2:00 p.m. Exhibitor move-out: Tuesday, August 18, 2020 starting at 12:00 p.m. No early tear down of exhibits is permitted. Exhibitors who tear down early will not be invited back to next year’s conference. 5. Use of Booth Space Exhibitors shall reflect their company’s highest standards of professionalism while maintaining and staffing their booths. No exhibitor shall assign, sublet, or share booth space. Exhibitors must have a representative at their booth during all published exhibit hall hours. 6. Unoccupied Booth Space WVRWA reserves the right, should any rented space remain unoccupied after the first hour of the show’s opening, to rent or occupy said space. 7. Payments and Refunds All exhibitor booths must be paid for in advance of the show; no booth will be assigned unless payment has been received. Refunds for booth space will be made when the request is received in writing, following the preceding schedule: Prior to May 25, 2020 a full refund will be given. May 25, 2020 to June 22, 2020 a 50% refund will be given. June 22, 2020 to July 20, 2020 a 25% refund will be given. After July 20, 2020 there will be no refunds.

8. Damage to Property A) Nothing shall be nailed, stapled, taped, or otherwise affixed to walls, floors, or any part of the building without permission. B) No gasoline, kerosene, acetylene, or other flammable or explosive substances will be permitted. C) All pertinent fire codes, laws, ordinances, and regulations pertaining to health, fire prevention, and public safety shall be strictly obeyed. D) Exhibitors agree not to sell or serve any wine, beer, ale, liquor, or other intoxicants. A violation of this agreement will entitle WVRWA to close the exhibitor’s display for the duration of the show. 9. Insurance and Liability West Virginia Rural Water Association will not be responsible for the safety of exhibits, exhibitors, or their employees against robbery, damage by fire, accident, or any other cause or injury of any character to any person or article. In all cases, exhibitors wishing to insure their goods must do so at their own expense. Should any loss or theft occur, the cooperation of the exhibitor is requested in reporting it immediately to the Snowshoe Mountain Resort and WVRWA. The exhibitor agrees to assume responsibility for damages to persons or property arising out of the use of the exhibit center space by the exhibitor due to its fault or fault attributable to it and shall hold harmless the WVRWA for any claim so arising. 10. Exhibition Sales Policy In order to comply with IRS Ruling 75716 regarding trade shows, it is necessary to request that you abide by the following clause: “The purpose of the Technical Conference and Exhibit Show is to provide an educational and informational experience for our delegates. In order to comply with IRS Ruling 75716, sales may not be made nor orders executed by exhibitors at any of the conference facilities. This does NOT prohibit selling in the sense of discussing your product or services with delegates; it merely states that the sale cannot be consummated or an order made firm at the conference.” **Exhibit Space Agreement Terms and Conditions continued on page 18**

For the latest information on what WVRWA is up to, follow

us on Twitter, Facebook, and LinkedIn.

• Twitter: WV Rural Water

• Facebook: WV Rural Water Association

• LinkedIn: West Virginia Rural Water Association


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Exhibit Space Agreement Terms and Conditions Continued

11. Loading/Unloading Area The loading/unloading area by the parking lot doors has a 15-minute parking limit. Once your exhibit items have been unloaded, please move your vehicle to the back gravel lot and then return to the exhibit hall to unpack and set-up your exhibit space. 12. Equipment Must Fit in Space Exhibitors should set up no more equipment than what will fit in their assigned space(s). Any exhibitor who brings more equipment than will fit in their space must move the excess equipment from the exhibit. There will be no exceptions to this policy. 13. Operation of Displays WVRWA staff reserves the right to restrict the operation of, or evict completely, any exhibit which, in its sole opinion, detracts from the general character of the exposition as a whole. All demonstrations or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles uncongested and safe. Displays may not obstruct the view of adjacent booths. Exhibits which include the operation of musical instruments, radios, sound projection equipment, public address systems, or any noise making machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons.

14. Americans with Disabilities Act Exhibitors acknowledge their responsibilities under the Americans with Disabilities Act to make their booths accessible to handicapped persons. Exhibitors shall also indemnify and hold harmless WVRWA staff, service contractors, and the management of the exhibit hall against cost, expense, liability, or damage which may be incident to arise out of or be caused by the exhibitor’s failure to comply. 15. Smoking Policy Smoking is prohibited inside the exhibit hall. 16. Consent for Use of Photographic Images Your registration and participation in any West Virginia Rural Water Association (WVRWA) function hereby grants WVRWA to take and use photographs and/or digital images for use in news releases and/or educational materials. These materials might include printed or electronic publications, websites, and other electronic communications. Your name and identity may be revealed in descriptive text or commentary in connection with the image(s). No compensation will be given for the use of images. All negatives, prints, and digital reproductions will be property of WVRWA.

Company Name:

Contact Name:

Office Phone:

Cell Phone:

Fax Number:

E-mail:

I have read and understand the West Virginia Rural Water Association Conference Exhibitor Rules and Policies.

X

Print Name:

Please return to: WVRWA, 100 Young Street, Scott Depot, WV 25560 Phone: 304-201-1689 Fax: 304-201-1694


19

CONTACT INFORMATION

Contact Name: Company Name: Address: Phone: E-Mail:

Exhibitor Name(s) for Badges O I will have a door prize Yes No **Door prizes will be given away at the vendor’s exhibit booth** Top 5 choices for my booth space(s) are:

WVRWA Raffle Prize Drawings

Listed below is the item that I will provide for the raffle prize drawing. This item

will be raffled off at the Banquet on Tuesday, August 18, 2020. Please drop off at

the Registration Desk.

For WVRWA Use Only

Amount Received Check #

Date Received: Exhibit #

Members 10’ Booth $675

Non-Members 10’ Booth $975

Additional Equipment Space $37.50 per linear foot

Exhibitors:

If you are attending classes, then you must purchase a general registration.

Exhibitors are limited to the Exhibit Hall.

Banquet Tickets #_________ X $60

Registrations postmarked after June 29

must pay the Late Registration Fee add $150

TOTAL AMOUNT ENCLOSED $_____________

An event membership of one-cent per person is

included in your registration fee(s) allowing

participation in WVRWA fundraising activities. This is

required by Federal Election Commission laws. If you

wish to opt-out, please go to the registration booth at

the conference for your refund of this one-cent fee.


Gold Sponsor $900

Silver Sponsor $600

Bronze Sponsor $300

Golf Tournament Lunch Sponsors (any amount)

Golf Hole Sponsor $75

Beer Sponsor (call for pricing and availability)

Picnic Sponsors (any amount)

Cup Sponsor (call for pricing and availability)

Lanyard Sponsor (call for pricing and availability)

Tote Bag Sponsor (call for pricing and availability)

Program Booklet Sponsors $37.50

Adopt-A-Training Room Sponsors $750

Banquet Entertainment Sponsors (any amount)

Friend of WVRWA Award Sponsor $150

Registration and payment are available online with a 3% convenience fee

Mail Registration & Payment to: West Virginia Rural Water Association Phone: 304-201-1689 100 Young Street, Scott Depot, WV 25560

20

Exhibit Hall Layout

To see which booths are available, please check the Conference section on our

website, www.wvrwa.org, for an up-to-date, interactive exhibit hall layout.


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