Exhibitor Guidelines

Group’s Full Legal Name: Virginia Summer Institute for Addiction Studies

Name of Event: VA Summer Inst. for Addiction Studies

Event Dates: Arrival: 07-19-2026 Departure: 07-23-2026

Date/s of Exhibitor’s Show:

Exhibitor’s Name:

RULES AND PROHIBITIONS

Animals

Exhibitor will not use live animals for any purpose while on Hotel’s premises.

Audio Visual Equipment

Exhibitors are welcome to provide their own equipment or rent through the Hotel’s contracted provider. Exhibitor will submit the Hotel’s request form to Hotel fourteen (14) days in advance of the Show. The Hotel will endeavor to honor any request made day of Show, but equipment may be unavailable or limited. Any day of requests will also result in a price increase.

Backdrops/Drapes

Exhibitor will ensure that all curtains, buntings and drapes meet fire department standards.

Care of Premises

Exhibitor will not post, nail, tape or otherwise affix to walls, doors or floor surfaces any part of any exhibit, sign, or other item. By using the Hotel’s facilities, Exhibitor agrees to be responsible for any damage it causes.

Demonstrations

Exhibitor will organize all demos within the designated exhibit booth space. Should Exhibitor or spectators interfere with the normal traffic flow in aisles, as determined by the Hotel, the Hotel reserves the right to have Exhibitor discontinue or relocate the activity.

Electrical Services

Exhibitor will submit the Hotel’s electrical services request form to the Hotel no later than 15 days prior to the Show date. Electrical service request forms received by the Hotel inside of 15 days prior to the show date will be considered a floor order, and floor order rates will apply. The Hotel will endeavor to honor any request made day of Show, but service may be limited. All fees will be charged the day of the Show.

Fire and Safety

Exhibitor will comply with all federal, state and local fire and building codes that apply to the Hotel.

VA Summer Inst. for Addiction Studies

Block Code: 2607VASUMM

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Food and Beverage

Exhibitor will purchase all food and beverage through the Hotel. All fees will be charged the day of the Show.

Hanging Signs, Banners or Graphics

Exhibitor may display professionally designed banners at the back of its booth. If requested, Hotel may provide labor for assistance with banner set up. Exhibitor agrees to pay Hotel $65.00 for labor. The request for labor form must be submitted to the Hotel no later than 14 days prior to the Show. All charges will be charged the day of the Show.

Kitchen Use

Exhibitor’s use of the Hotel’s kitchen for any reason must be authorized in writing in advance by Hotel. Hotel must receive request in writing 30 days prior to the date of the show.

No-Smoking Policy

Use of tobacco products inside Hotel facilities is prohibited. Exhibitor is responsible for ensuring that all individuals associated with it comply with this policy.

Loading/Unloading

Exhibitors for events held at the Williamsburg Lodge are asked to NOT use the front entrance for the loading & unloading of show materials. For shows being held on the main level of the Lodge conference center, small loads (i.e. boxes, rolling cases, not pallets) may be taken through the conference arrival entrance located on South England Street. For shows being held on the lower level of the conference center and large loads, materials must be taken through the loading dock located off of Newport Ave.

Parking

Exhibitor will park in the designated parking areas only. Exhibitor may use the Hotel’s loading dock area for active loading and unloading only. Exhibitor agrees to bear the cost of towing its vehicles that are in violation of this requirement.

Security

Exhibitor is responsible for safeguarding its goods, materials, equipment and exhibit at all times. Depending on staffing availability, security can be arranged through the Hotel with at least 30 days’ notice prior to the Show. All charges will be charged the day of the Show. Any security arranged through an outside vendor must be approved 30 days in advance by the Hotel.

Shipping and Receiving

Because of limited storage space, Exhibitor may ship items to the Hotel no sooner than 3 days prior to the Show. The Exhibitor will pay a $5.00 handling charge per delivered box or item, boxes over 45 lbs and large cases with wheels with incur a $40 fee. There is a $200.00 handling fee per pallet.

Shipping Address:

Attn: Exhibitor’s Name, Name of Event

The Williamsburg Lodge

310F South England Street

Williamsburg, VA 23185

VA Summer Inst. for Addiction Studies

Block Code: 2607VASUMM

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The Hotel’s Business Center will provide reasonable assistance to Exhibitor when return shipping arrangements are needed.

Trash Removal and Clean-up

Exhibitor agrees to pay a clean-up fee for excessive trash removal and clean up, as determined by the Hotel. This fee does not include damage to the Hotel, the costs of which shall be paid by Exhibitor to the extent such damage is caused by Exhibitor.

Storage

Exhibitor acknowledges that the Hotel is not responsible to provide storage of crates, fiber cases, boxes or any other supplies. The Hotel may offer storage based on availability. Storage fees will apply.

Teardown

Exhibitor will remove all items associated with its exhibit immediately following the Show. Hotel is not responsible for any items left on the premises.

Telecommunications/Internet Services

The Williamsburg Lodge offers complimentary basic wireless internet service (sufficient for basic email reading and web surfing). If streaming or other heavy Wi-Fi demand is planned for your display, please purchase additional internet services or be prepared for possible disruptions. Exhibitor will request telecommunications and internet services with Hotel at least 30 days in advance of the Show.

Reservation of Rights

The Hotel reserves the right to remove from its premises any Exhibitor in violation of this Agreement as determined in the Hotel’s sole discretion.

Charges and Applicable Taxes

Exhibitor agrees to pay all charges and applicable taxes for rental items, goods and services as stated on Exhibit B, attached hereto and made a part of this Exhibitor Agreement.

Return completed Exhibit B to:

Conference Services Department

Attn: John Lee

email to: jlee@CWF.ORG

OR

The Williamsburg Lodge

P.O. Box 1776

Williamsburg, VA 23187-1776

An electronic payment link will be sent upon receipt.

VA Summer Inst. for Addiction Studies

Block Code: 2607VASUMM

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EXHIBIT B

Exhibitor Fee Schedule

Exhibitor’s Name: _____________________ Booth Number (if known):__N/A_______

Electrical Service

Please note: Power setup for 115V series includes one extension cord. 208V service is available with separate ground and neutral and provided to vendors distribution panel with standard C AM Lock fittings. Extension cords are not provided for 208V service. When electrical needs exceed standard wall outlets (115 V – 15/20 amp), then the following is required of the exhibitor: A picture of the plug along with the NEMA number from the existing plug (i.e. L2120-P) and the electrical specs of the equipment being setup. For non-standard receptacles, the exhibitor will be charged for the required receptacle, boxes, etc. in addition to standard fees.

Rental Items

Miscellaneous Services

Shipping and Handling

Audio Visual Equipment

**Floor Orders will result in a price increase.