Nichole Pittman is your Exhibitor Services Manager for HYDROVISION International 2020. She is available to answer your questions and assist you as you prepare for the show. If you can't find what you need on the pages below, please contact Nichole at Nichole.Pittman@clarionevents.com or 918-832-9227.

The exhibitor manual contains important documents, such as the Event Contacts page and the Preferred Vendor Contacts page (coming soon!). The exhibitor manual is an easily accessable tool that is designed to answer most if not all of your exhibiting questions and will be live at the beginning of 2020. 

  • First step: Go to the Exhibitor Resource Center and click Exhibitor Login to access your company’s profile – This log in information was sent to your booths main contact via the confirmation email. 
  • Next: Click ‘Edit Booth Info. This is where you will be able to add or update your company’s details, profile, logo, keywords, social links and select the appropriate categories for your company
    • Keep in mind that the length of your profile is limited to a character count based on your exhibitor listing level. Want more characters? Consider upgrading your listing by contacting Nichole Pittman at nichole.pittman@clarionevents.com.
    • It’s important to utilize your product categories! These along with keywords are how our attendees find YOUR COMPANY on the floor!
  • Click SAVE and you’re all done! IF there are any errors the system will let you know what needs to be fixed
  • The final stage in building out a COMPLETE listing is to upload your products or services. To do so, click ‘Manage Products’
    • Here you can upload an image for each product or service and include a description
    • This is another great way to get found on the exhibit floor

With your booth space, you purchase a Basic Listing Package, which offers a 250 characters in your company profile, three product categories, brands/keywords (200 characters), and social media icons in the listing with link. 

How do you get more? GREAT QUESTION! You can upgrade your listing to Select or Preferred at ANY time. Upgrading provides you an extension on all that we have discussed today, PLUS an opportunity to add show specials, press releases, videos, and even social media shout outs! 

Your company has already made a sizable investment into the show, so we want to be sure you see the ROI you’re looking for. If you need help with your listing or have questions about upgrading your listing contact Nichole Pittman at nichole.pittman@clarionevents.com or 918-832-9227.

Exhibitors receive TWO (2) complimentary booth staff registrations per 100 square feet (does not include lunches inside the exhibit hall) - Lunch is available for a nominal fee.

We've recently changed how you access exhibitor registration. This is done by using the Exhibitor Login (where you also manage your listing). Click on "Register Staff."

To find out more information on Registration, CLICK HERE. 

Exhibitors will receive two complimentary exhibitor booth personnel passes per 100 sq. ft. of exhibit space. 

Pipe and draping is only included with non-island booth space. Items such as carpet/floor covering (which is required and will be forced if you do not have any flooring in your booth), furniture and electrical services can be ordered through Freeman or the Convention Center. Carpet will be FORCED if you do not have flooring in your booth. 

Order forms are available in the exhibitor manual, HERE.

Carpet is mandatory for all exhibitors at HYDROVISION International 2020. You can order carpet or custom carpet through Freeman Services. If you are providing your own carpeting or flooring installation you must notify Freeman Services.

Carpet will be forced at the exhibitor's expense if not installed by July 14th, 2020.

Carpet order forms are be available in the exhibitor manual, HERE.

Only exhibitors with an Island Booth need to submit a booth plan for approval to the Exhibit Services Manager. Please see the exhibit space guidelines in the exhibitor manual,coming soon, for more information.

Nichole Pittman | Exhibit Services Manager
E: nichole.pittman@clarionevents.com
P: 918-832-9227

Exhibitor certificate of liability insurance is required for all exhibitors. A requirement of exhibiting at HYDROVISION International 2020 is for ALL exhibitors to carry liability insurance throughout the Exhibition. The deadline for submitting the Certificate indicating adequate insurance coverage is June 12th, 2020. Exhibitor's insurance carrier must issue such Certificate of Liability Insurance. Clarion does not require a certain form. * Even if Exhibitor hires a Non-Official Exhibitor Appointed Contractor (EAC), Exhibitor still must supply its own Certificate of Liability Insurance. *(See EAC page) 

Full insurance requirements can be found HERE. 

Yes! Freeman Services is the official service contractor for HYDROVISION International 2020 and they offer online ordering for all services. Online ordering and order forms will be available through the exhibitor manual, HERE

Need more information on online ordering? Freeman Services provides great tutorials on their online ordering processes, see below!

Freeman Online
Freeman YouTube Channel 
 

Do you need more information on terms used during the ordering process of your booth services? Freeman Services provides great tutorials on their online ordering processes and services, see below! Additionally, they provide more information on commonly confusing terms such as material handling and tips to help you exhibit like a pro!

Freeman Online
Freeman YouTube Channel 
Material Handling FAQs

  • Booth space is purchased in square feet (sq ft) in 100 block increments and is $USD.
  • The minimum booth size is a 10x10 (100 sq ft)
  • Booth space is raw meaning nothing is included with your booth other than the US standard pipe and drape. Pipe and drape is not included on island booths.
  • Carpet is required. You can order carpet through the exhibitor manual, coming soon.
  • Insurance is required. Requirements can be found HERE.
  • Additional Exhibit Space Guidelines can be found HERE.

The first item on your list should be to visit the exhibitor manual, HERE. The exhibitor manual contains all the information you need to prepare for a successful event. 

  • Visit the exhibitor manual and order items for your exhibit space. Items include:
  • Log in to the exhibitor portal, HERE, and complete the following:
    • Make sure your company listing is up-to-date
    • Register your staff 
    • Order Lead Retrieval services
    • Upload your insurance 
With the purchase of exhibit space, each company receive two (2) complimentary booth staff registrations per 100 sq.ft. 
Do you need more information on terms used during the ordering process of your booth services? Freeman Services provides great tutorials on their online ordering processes and services, see below! Additionally, they provide more information on commonly confusing terms such as material handling and tips to help you exhibit like a pro!

Freeman Online
Freeman YouTube Channel 
Material Handling FAQs

Please go to www.hydroevent.com and select Speaker Hub from the Program dropdown menu. Click on Speaker Login, enter your email address and password if you know it.  If you do not know your password, click on the word "retrieve" under Forgot password?  If you do not receive an email within minutes containing your password then we have a different email listed in our system than you are trying to use.  Contact Sarah Toews or Debbi Wells at sarah.toews@clarionevents.com. or debbi.wells@clarionevents.com and we can correct it.

Summit conference sessions will be held in Rooms 300-402 of the Spokane Convention Center. Session room numbers can be found on the HYDROVISION website listing the conference program, 

Each Summit session is 1.5 hours long.  For technical paper sessions you will have roughly 20 minutes to present, if you are participating in a panel session the amount of time you have will be determined by your panel moderator.

Knowledge Hub sessions in theatres on the exhibit floor are 20 minutes to present and 5 minutes Q&A. 

Speakers should be in the room where they are scheduled to speak at least 30 minutes before their presentation to download it onto the computer BEFORE the session starts.  

Speakers should bring their presentation on USB. The presentation should be downloaded to the desktop in the room where you are scheduled to speak and accessed from there. Show management will not be able to provide access to any previously loaded presentations. 

Nothing formal is planned but you should consult with your session chair or panel moderator when they contact you. 

Screen, projector, podium microphone, pointer and a laptop.

On USB for the presentation.  Beforehand you'll be asked to upload a draft of the presentation to our password protected website for your moderator to review. 

With electronic access to your presentation via our password protected site you can upload your handouts before or after your presentation for attendees to download.

We have found the internet in most convention centers to be unreliable for use in making presentations and therefore internet cannot be guaranteed in session rooms.

Yes.  The speaker ready room is currently TBD.

Generally, speakers present in the order in which they are listed on the website unless your session chair instructs you otherwise.

Yes.  The template can be found on the Speaker Hub page.
Your information will be given to the session chair/moderator of your session about 30 days out from the conference.  They will be instructed to contact you within 2 weeks of the show with feedback regarding the draft of your presentation.  If you do not hear from your session chair or moderator by July 12 please notify Sarah Toews or Debbi Wells at sarah.toews@clarionevents.com or debbi.wells@clarionevents.com. 
You can upload it the same way you uploaded your draft, however you will not be able to delete the draft.  To get the draft removed send an email to Sarah Toews or Debbi Wells at sarah.toews@clarionevents.com or debbi.wells@clarionevents.com and ask that the draft be removed.  Remember always upload a pdf version of the presentation.
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