About This Event
CWFleet re-imagines the glory days of COPSWEST, brings new conversations and new connections to the show floor, and in the meeting rooms. CWFleet is your best opportunity to be in front of a captive relevant audience of fleet managers who are specifically interested in your products and services.
ONLY vendors in fleet related services will be APPROVED. Manufacturers - leasing and finance - remarketers - shop supplier - fleet consultants - tire suppliers - safety and driver training - lights and sirens - fleet consultants.
Booth Size and Prices: Before October 31, 2019, booth spaces are sold at a cost of $1,550 for each 10’x10’ space purchased. CPOA Affiliate members receive a 5% discount of total booth purchase. After October 31, 2019, booth fees increase by $200 per 10’X10’. Each booth includes an 8’ high back wall, 3’ high sidewall dividers, a one or two-line company identification sign. Note that all carpet, booth furniture, electricity, dedicated Wi-Fi & lead retrieval are sold separately. More info provided once your submission has been approved by the event organizer
Deposit: A fifty percent (50%) non-refundable deposit per 10’x10’ booth space is due upon booth selection. Total booth fee must be received by CPOA prior to June 30, 2019. If the total booth fees are not paid by June 30, 2019, CPOA/CWFleet may, at its option, consider the agreement canceled by exhibitor, and retain the deposit. In such case, the parties agree that the amount of the deposit is a reasonable estimate of the damages/losses incurred by CPOA/CWFleet and is not a penalty. After June 30, 2019, full booth payment is due upon selection.
Targeting all levels of public sector fleets, CW Fleet is designed for fleet managers, maintenance supervisors and department heads who work with and manage fleets.
Past or Current Sponsors and Vendors
Previous Year Total Exhibitors, Vendors and Sponsors: 200
CPOA's 2 show special: Reserve space at both shows and receive $500* off your total invoice. Click "YES" to the 2SHOW question in your vendor application and a discount code will be emailed to you once your full payment is received for CPOA ADVANCE.
Event Terms and Cancellation Policy
Exhibit Space: Neither the Exhibitor Agreement nor any booth or display space request or allocation will be binding on CPOA/CWFleet unless and until the exhibitor signs the Terms Agreement, whether it be signature or digital acceptance; and issues payment in accordance with said agreement, and said agreement is executed by the exhibits staff on behalf of CPOA/CWFleet. CPOA/CWFleet is hereby authorized to assign exhibit space based on availability and in accordance with the Exhibitor’s top choices whenever possible. CPOA/CWFleet reserves the right to alter the location of exhibit spaces, at its sole discretion, in the best interest of the exhibition. CPOA/CWFleet will do its best to accommodate exhibitor requests not to be placed near a competitor, but such requests cannot be guaranteed.
Use of Space: Exhibitors shall arrange their exhibits, so they do not obstruct other exhibits. Aisles must be kept clear. All exhibits and related demonstrations and presentations shall serve the interest of CPOA members. CPOA reserves the right to determine the eligibility of any company, product, or service for inclusion in the exhibition. To this end, exhibits should be so arranged that exhibitor representatives will be inside the space assigned. Display material or equipment at the sides of the booth should not exceed the height of the sidewalls. All material used for decoration shall be a flame-retardant type. Fire exits and safety equipment within the exhibit hall must be left accessible and in view always. Display material or equipment of significant size must be approved in writing by CPOA/CWFleet management. Exhibitors wishing to hang signs or banners must contact CPOA staff to obtain prior approval from CPOA/CWFleet management. All signs over 50 lbs. must be hung by the Ontario Convention Center’s in-house production company, order forms will be included in the exhibitor kit. Use of equipment with gasoline, natural gas or other non-electrical power must meet additional fire code standards and must be approved in advance by CPOA/CWFleet. Please contact CPOA/CWFleet office for these regulations. A two-story exhibit or display must have available the original plans for the structure stamped by a California Structural Engineer. A fire extinguisher is always required on the lower level of a two-story structure. The structural plans must be reviewed by the City of Long Ontario and must be submitted to the event manager 60 days prior to move-in for review and approval by the City of Ontario. CPOA Reserves the right to remove or prohibit any exhibit in whole, in part, or any exhibitor or representatives those in its opinion are not in keeping with the character and purpose of the trade show.
Subletting or Assignment: CPOA/CWFleet strictly prohibits the sharing or “co-opting” of exhibit space unless the two companies are officially affiliated (proof required). Contracted exhibitors shall not assign, sublet, or share any space allocated to them without prior written permission from CPOA/CWFleet and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business. Space assigned to the Exhibitor is for their exclusive use.
Exhibit Staff: Exhibits shall be staffed by technical, qualified individuals who are bona fide company employees or legitimate representatives. All personnel who are representatives of the exhibiting company must register as an “Exhibitor”. Exhibitor badges are allocated based on square footage of the exhibit space purchased. Exhibitors receive 2 complimentary name badges per 10’ x 10’ booth. Exhibitors may then purchase more booth personnel for $25.00 each. There is a $25 fee to generate replacement badges.
Occupancy of Space: Only the Exhibitor/Company as listed on this contract may occupy the exhibit space. Exhibitor agrees not to assign, sublease, or otherwise share all or any portion of the contracted exhibit space to or with any other party except a wholly owned subsidiary, or firms for which the Exhibitor is the sole distributor or worldwide agent. Exhibitor agrees not to display the products, literature, or advertising of any company other than that listed on the front of this contract. Companies found to have sublet existing or expansion space will forfeit future priority status.
Noise, Music, Video: Public address sound producing and amplifying devices that project sound (e.g. music, singing) beyond the exhibitors’ space are prohibited. Use of music, video other such element that may include copyrighted materials must be appropriately licensed by exhibitor. Exhibitor shall be solely responsible for said usage and shall indemnify and defend CPOA/CWFleet organizers for any loss or claims filed as a result of use of noise, music or video by exhibitor at the expo.
Suitcasing/Outboarding: CPOA/CWFleet considers the practices of Suitcasing and/or Outboarding to be unethical business conduct and strictly prohibits both practices. Suitcasing refers to the practice of companies or persons who go to expos as attendees but “work the aisles” from their suitcase (briefcase), soliciting business from other attendees and exhibitors. Outboarding refers to non-supporting companies who set up exhibits or events at off-site locations, such as hotel hospitality suites or nearby restaurants, and encourages attendees to leave the expo floor and spend time with them. For the good of the expo and the exhibitors supporting the expo, the only legitimate place to conduct business during expo hours is within a contracted exhibit space on the expo floor. Only official exhibitors and sponsors can conduct other hospitality events during non-expo hours. All violations will be directed to the Exhibitor Subcommittee for penalties and sanctions against the violating company. Exhibiting companies are encouraged to protect their investment and report any violations to Expo Management.
Liability: It is agreed that CPOA/CWFleet, the Ontario Convention Center, The City of Ontario and Alliance shall not be liable to an exhibitor, its officers, employees, agents or volunteers, for any damage to, or for the loss or destruction of, an exhibit or the property of an exhibitor, or for personal or bodily injuries to an exhibitor, its officers, employees, agents or volunteers, resulting from any cause. All claims for any such loss, damage or injury are expressly waived by the exhibitor. Exhibitor will maintain insurance at exhibitor’s own expense to cover against said losses. Exhibitor must exercise reasonable diligence in protecting and/or securing its exhibits, displays and other property. In no event will CPOA/CWFleet, the Ontario Convention Center, The City of Ontario be held responsible for the property of an exhibitor, its officers, employees, agents or volunteers. Exhibitor will produce an Insurance Certificate according to the terms designated and outlined by the show Decorator, Alliance. Exhibitors shall produce proof of insurance to show management upon request should Alliance state no certificate had been received.
Security: CPOA/CWFleet shall provide a reasonable level of security service throughout the hours of installation, exhibit hours and dismantling, and shall exercise reasonable care for the protection of the exhibitor’s materials and displays. Beyond this, neither CPOA/ CWFleet, the expo facility, nor any officer, director or staff member thereof will be responsible for the safety of the property or the exhibitor from any cause. If desired, exhibitor should obtain, at its own expense, appropriate insurance to cover against said losses.
Failure to Occupy: Any space not occupied by 10:00 a.m. Tuesday, November 5, 2019 will be forfeited by exhibitor without refund, unless previous arrangements have been made in writing with CPOA staff. All booths are always to be staffed during expo hours. Any booth left unattended for more than two hours during the expo may be closed by CPOA/CWFleet management. There will be no refunds for closed booths and said exhibitor shall lose priority placing for future expos. No displays may be dismantled before the official closing of the exhibits. To do so will be considered failure to occupy and be subject to the terms of “failure to occupy” as well as possible refusal to exhibit in future expos. Exhibits not set-up by Tuesday, November 5 at 10:00a.m. will be assigned labor to install or removed from the hall. Labor expense for booths not installed by this time will be borne by the exhibitor. CPOA/CWFleet is not responsible for any damage to the Exhibitor’s product due to setup or removal of the Exhibitor’s booth.
Restrictions: CPOA/CWFleet is a professional expo. Exhibitors and their staff and/or subcontractors should always be dressed appropriately (i.e. business apparel). CPOA/CWFleet, in its sole and absolute discretion, may refuse to permit exhibition of any products, services, and/or materials which are deemed by the CPOA/CWFleet organizers to be substantially inappropriate, in poor taste, or otherwise objectionable to expo attendees. Anything potentially lewd, discriminatory, or that may be deemed sexual harassment is prohibited. Under no circumstances will any exhibitor be given access to the exhibit hall until the expo doors have been opened by expo management for exhibitor entry.
Cancellation/Termination: Payment is refundable, less the 50% deposit if notified in writing prior to March 31, 2019. No refunds or credits will be granted, under any circumstance after June 30, 2019. Failure to appear at the exposition does not release the exhibitor from the responsibility of payment of the full cost of space rented.
Downsizing by Exhibitor: An exhibitor may be required to move to a new location if the downsizing of exhibit space is requested. Exhibitors downsizing after June 30, 2019 will be financially liable for the original booth cost originally contracted.
Exhibit Decorator: Booth carpet, booth furnishings, electrical needs, floral arrangements, additional signage, and labor to set up and dismantle is to be ordered on the forms provided in the exhibitor’s kit. The exhibitor service kit will be available exclusively online to order furnishings or services. Fern is appointed by CPOA and is responsible for maintaining in-and-out traffic schedules at the expo site.
Exhibitor Appointed Contractor: If you will be appointing an Exhibitor Appointed Contractor (EAC) for installation & dismantling services in your booth, you must complete and submit the EAC notification form that will be included in the service kit. This will allow you to use the union decorating contractor of your choice for display installation and dismantling labor and will allow Fern to communicate important information directly to your appointed contractor.
Weaponry: Displaying operational guns is not allowed. The firing pin must be removed, or the gun(s) must be secured in some fashion; trigger locks or locked in or on a display.
Shipping and Storage: Information on shipping and storage will be outlined in the exhibitor’s service kit provided by expo decorator. All exhibit materials must be shipped to the drayage company designated by Alliance. Any exhibits shipped directly to the Long Beach Convention Center will be refused if they arrive prior to Tuesday, November 5, 2019. Exhibitors agree to ship at their own risk and expense.
Food and Beverage: Exhibitors may not dispense food or beverage from their booth(s). will provide order forms.
Hospitality: Exhibitors agree not to offer hospitality rooms or off-site training during CPOA/CWFleet Expo hours. To assist in the coordination of after-hours functions, exhibitors agree to contact CWFleet show management to secure approval for any hosted functions.
Exhibitor Rules, Regulations and Information: It is the exhibitor’s responsibility to read and understand all rules, regulations and information. Contracts will be considered incomplete without signature. We strongly encourage you to register all booth personnel in advance. Anyone choosing to register on-site will require proof of employment. The following are the only acceptable proofs of employment: company business card, company ID, written letter on the exhibiting company’s letterhead, or an email from the exhibiting company’s Primary Booth Contact.
Violations: Violations of these rules and regulations may result in ejection of exhibitor from the expo without refund or compensation for damages or expenses incurred in exhibiting at the expo, drop in priority and/or disqualification from future CPOA/CWFleet Expos. Any penalties or fees related to violations noted within these terms and conditions must be paid in full before the exhibitor may select space for future CPOA/CWFleet events.
Indemnification: The Exhibitor agrees to indemnify, defend and hold harmless CPOA/CWFleet, its officers, employees, agents and volunteers, the Ontario Convention Center, The City of Ontario from and against any and all damages to property or injuries to or death of any person or persons, including attorneys’ fees; and shall defend, indemnify, save and hold harmless CPOA/CWFleet, its officers, employees, agents and volunteers, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, all civil claims, workers’ compensation claims, and all other claims resulting from or arising out of the intentional or negligent acts, errors or omissions of the Exhibitor, its officers, employees, agents, in any way related to Exhibitors duties and obligations under this Agreement and/or its use of a booth at CPOA/CWFleet. CPOA the Ontario Convention Center, The City of Ontario shall not in any manner or for any cause be liable or responsible to any exhibitor or other person for any injury or damage to any person, business or property in any way related to or arising in connection with the exhibition; any and all claims for such injuries or damages are hereby waived and each Exhibitor agrees to indemnify and hold harmless CPOA and its directors, officers, employees, committee members, and agents, the Ontario Convention Center, The City of Ontario (the “Indemnified Parties”) against any and all claims, liabilities, losses and expenses, including reasonable attorney’s fees, imposed on, incurred by, or asserted against the indemnified parties caused by any act or omission of that exhibitor, or occurring within the exhibit space leased by that exhibitor or arising in conjunction with the activities conducted by that exhibitor in connection with the exhibition. The exhibitor acknowledges that CPOA and the Ontario Convention Center do not maintain insurance covering the Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance covering such losses by the Exhibitor.
Other: All matters and questions not specifically covered by these terms and conditions and the Exhibitor agreement are subject to the decision of CPOA/CWFleet show management, whose decisions will be final.
Force Majeure and Substitute Facilities: In the event that the exhibit facility is damaged or destroyed prior to the event, the organizer may, at its option, obtain a comparable facility, to hold the event. However, CPOA/CWFleet shall not be liable if space is not available due to fire, earthquake, storm, riot, civil insurrection or related force beyond the control of CPOA/CWFleet.