PAYMENT POLICY FOR SPONSORS AND EXHIBITORS
All sponsorships and exhibit tables must be paid in full by 7am on Thursday, February 25. Admission to the conference will not be granted until payment is received. Submitting the registration form constitutes a binding agreement.



CANCELLATION AND REFUND POLICY FOR SPONSORS AND EXHIBITORS
There are no cancellations or refunds of any kind for sponsorships, exhibit spaces, or advertisements associated with the conference once the sponsor/exhibitor/advertiser has submitted the registration form. Submitting the registration form constitutes a binding agreement.

In the event that the WVSCA Conference is cancelled due to a force majeure event, a refund will be distributed.


EXHIBITOR/SPONSOR CONDUCT

• Sponsors and exhibitors must conduct business at their exhibit space only (unless sponsoring a meal function).
• Sponsor and exhibitor activities must not interfere with counselor learning.
• Sponsor and exhibitor activities must not impede another sponsor/exhibitor's ability to conduct business at their exhibit space.
• Sponsor and exhibitor name badges may not be exchanged between individuals.
• Sponsors and exhibitors will be served their included meals at their exhibit tables.

SUITCASING & OUTBOARDING POLICY
WVSCA is committed to creating a professional conference environment that supports meaningful engagement among attendees, sponsors, exhibitors, and presenters. To protect the value of official conference participation and sponsorship opportunities, WVSCA prohibits unauthorized marketing and promotional activities commonly known as suitcasing and outboarding.

This policy outlines WVSCA’s expectations regarding these activities and the steps the association may take to address violations.


What is Suitcasing?
Suitcasing occurs when an individual or organization uses attendance at the WVSCA Conference as an opportunity to promote products, services, programs, or business interests without being registered as an exhibitor or authorized sponsor. These activities undermine the investment made by official exhibitors and sponsors and are not permitted in conference or related event spaces.

Examples of suitcasing include:

• Soliciting attendees or promoting products or services on the exhibit floor without an authorized exhibit space
• Distributing or placing promotional materials in conference areas without approval
• Advertising or recruiting attendees for outside organizations, events, programs, or conferences
• Using another exhibitor’s booth or space to promote a company, organization, or individual that is not an approved exhibitor
• Conducting unauthorized sales or promotional activity in hotel rooms, hospitality suites, restaurants, lounges, or other spaces associated with the conference

What is Outboarding?
Outboarding occurs when an individual or organization organizes or promotes an event, meeting, presentation, demonstration, reception, or similar gathering that targets WVSCA Conference attendees without prior approval from WVSCA.

This restriction applies to activities held at the conference venue as well as nearby hotels, restaurants, businesses, or other locations. Exhibitors and sponsors are also expected to obtain WVSCA approval before planning activities intended to engage conference attendees outside of their authorized conference participation.

Examples of outboarding include:

• Hosting an educational or informational session for conference attendees without WVSCA approval
• Inviting attendees to an off-site or private gathering for a product or service demonstration
• Organizing a reception, meeting, networking event, or other gathering that competes with or overlaps official WVSCA Conference programming
• Using the WVSCA Conference or its attendee audience to promote an unaffiliated event without prior authorization

EXHIBIT DISPLAY POLICIES

• Exhibit displays are limited to the area of your exhibit table. Tabletop displays are permitted. Freestanding floor banners are acceptable depending upon table location and space and must not interfere with neighboring exhibits, impede access/traffic, or block safety exits/emergency equipment.
• Exhibitors are permitted to provide any type of literature, giveaways, raffle prizes, etc.
• Exhibitors may engage in any form of sales or promotions as long as it is not in conflict with the Suitcasing & Outboarding Policy above.
• Exhibits are expected to be set up by 7:30am on Thursday, February 25.
• Exhibits are expected to be set up and staffed for the duration of the conference. No exhibits should be torn-down before posted Exhibit Hours. Details on Exhibit Setup and Exhibit Hours are posted on our Exhibitor Information Page.

CONFLICTS OF INTEREST POLICY
The WVSCA reserves the right to cancel an exhibitor or sponsor registration if it deems the exhibitor or sponsor's services or mission are in conflict with the association. In the event the WVSCA deems an exhibitor or sponsor in conflict, the WVSCA will refund the amount paid less a $50 cancellation fee. If you are unsure if your organization meets these requirements, please email erin@wvschoolcounselor.org to inquire before registering.


LIABILITY POLICY
Exhibitors and sponsors agree to make no claim, for any reason whatsoever, against the WVSCA, the Morgantown Marriott, or any other contractors for loss, theft, damage, or destruction of goods, or for any injury to self or employees. Nor will claim be made for any damage of any nature or character, including damage by reason of failure to provide space for the exhibit, or for removal of the exhibit, or for failure to hold the conference as scheduled. No one under the age of 18 will be allowed in the exhibit hall or any conference space.


UNOCCUPIED SPACE POLICY
Should any rented exhibitor space remain unoccupied on the opening day or should any space be forfeited due to failure to make payment, the WVSCA reserves the right to rent that space to another exhibitor.


FIRE, SAFETY, AND HEALTH POLICY
The exhibitor agrees to accept full responsibility for compliance with local, city, and state fire, safety, and health ordinances.


DAMAGES TO PROPERTY POLICY
Exhibitors are liable for any damage to the floors, walls, columns, tables, chairs or other fixtures belonging to the Morgantown Marriott. Exhibitors are liable for any damage to other exhibitor's/sponsor's property.