Exhibitor Frequently Asked Questions (FAQs)
A list of the most frequently asked questions about exhibiting at WEFTEC.
Monthly Exhibitor Newsletters
- December 2023 newsletter
- January 2024 newsletter
- February 2024 newsletter
- March 2024 newsletter
- April 2024 newsletter
- May 2024 newsletter
- June 2024 newsletter
- July 2024 newsletter
- August 2024 newsletter
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Carpet & Drape
Aisles Carpet: Tuxedo
Linear Booths (10’ x 10’ – 10’ x 30’) receive 8' high grey back drape; 3' high grey side dividers and a one-line, text-only identification sign. Booths 300 square feet or less will receive an identification sign.
The aisles of the Circular Water, Drinking Water, First-Time Exhibitor, Innovation, Intelligent Water and Cybersecurity, and Drone Pavilions will be carpeted in Midnight Blue. 10' x 10' booths in the pavilion areas will be set with 8' high blue back drape, 3' high blue side dividers, and a one-line, text-only identification sign. Booths 300 square feet or less will receive an identification sign.
WEF requires all exhibitors to provide flooring for their booth, except for exhibitors in the Innovation Showcase and Discovery Zone.
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Move-in Hours
| Wednesday, September 24, 2024 | 7:30 a.m. - 5:00 p.m. |
| Thursday, September 25, 2024 | 7:30 a.m. - 5:00 p.m. |
| Friday, September 26, 2024 | 7:30 a.m. - 5:00 p.m. |
| Saturday, September 27, 2024 | 7:30 a.m. - 5:00 p.m. |
| Sunday, September 28, 2024 | 7:30 a.m. - 6:00 p.m. |
All exhibits must be fully installed by 6:00 p.m., Sunday, September 28, 2025.
NOTE: Overtime rates will apply before 8:00 a.m. and after 5:00 p.m. during move-in and all day Saturday, September 27, 2025. Double-time rates will apply all day on Sunday, September 28, 2025.
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Targeted Move-in Schedule
A target move-in date and time is assigned to each company and refers to the date and time the exhibitor may schedule on-site freight delivery. Exhibitors are not required to begin setting up on their target move-in date, but this is the first day they CAN begin. If you need to change your date and time, contact the person listed on the Target Move-in Schedule.
WEFTEC 2025 Target Move-in Schedule Coming Soon
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Exhibiting Hours
|
Monday, September 29, 2024 |
|
| Exhibition Open | 8:30 a.m. to 5:30 p.m. |
| Power Hours | 10:00 a.m. to 12:00 p.m. |
| Exhibition Open | 8:30 a.m. to 5:30 p.m. |
| Power Hours | 10:00 a.m. to 12:00 p.m. |
|
Wednesday, October 1, 2024 |
|
| Exhibition Open | 8:30 a.m. to 3:30 p.m. |
Power Hours are times dedicated to visiting exhibitors and participating in product launches, equipment demonstrations, and Technology Spotlights.
Booth Personnel will be able to enter the exhibit hall at 7:00 a.m. to prep their booth.
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Shipping Information
Information for WEFTEC 2025 Coming Soon.
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Move-Out Hours
| Wednesday, October 1, 2024 | 3:30 p.m. - 9:30 p.m. |
| Thursday, October 2, 2024 | 7:30 a.m. - 5:00 p.m. |
| Friday, October 3, 2024 | 7:30 a.m. - 5:00 p.m. |
Dismantling your display prior to the end of the show on Wednesday, October 3 at 3:30 p.m. is not permitted. Any exhibitor that tears down early will receive a penalty of 5 priority points.
NOTE: Overtime rates will apply before 8:00 a.m. and after 4:30 p.m. during move-out.
Dismantle and Move-out Information
Freeman will begin returning empty containers as soon as the aisle carpeting is removed from the exhibit floor - allow up to 8 hours for empty container return.
All exhibitor materials must be removed from the exhibit facility by Friday, October 3, 2024, at 5:00 p.m.
To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out deadline, please have all carriers check-in by Friday, October 3, 2024, at 10:00 a.m.
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Catering
Information for WEFTEC 2025 Coming Soon.
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Hanging Signs
Island booths 600 square feet or larger may hang a sign.
Only Freeman is authorized to rig within the facility. Exhibitors requiring hanging of signs, lights, equipment, etc. must conform to Show Management Rules and Regulations and facility limitations including:
- Set-up instructions must be provided for signs needing assembly.
- Hanging anchor points must be pre-fabricated and ready for use.
- Electrical signs must be in working order and accordance with the National Electrical Code.
- Electrical Service requirements must be ordered in advance using the Electrical Service Order Form
- If any hanging point supports are over 250 lbs., notify Freeman immediately for special authorization. New Orleans Ernest N. Morial Convention Center’s prior written authorization is required for any rigging installation that exceeds 250 lbs. per hanging point in peaked-ceiling areas of the exhibit halls.
Island Booths
The maximum height for hanging signs in Island Booths is 20’ at the top of the sign. Hanging Signs and Graphics for Island Booths must be directly over contracted exhibit space only and, if rotating, may not rotate into the aisles at any time.
Shared Island Booths
The maximum height for hanging a sign is 20' at the top of the sign. Hanging Signs and Graphics for Shared Island Booths must be set back 5’ (1.52 meters) from the shared 8' high drape line.
Any sign or equipment that does not meet the stated requirements must be reviewed and approved by the Director of Exhibition Operations. Requests must be made in writing by August 15, 2024.
All hanging signs must be shipped to the advanced warehouse. View Shipping labels
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Exhibitor Service Manual (ESM)
The ESM contains order forms for booth services (carpet, utilities, catering, etc.), shipping labels, and other important information regarding exhibiting at WEFTEC.
The ESM will be available late Spring 2025
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Meeting Space Requests
Information for WEFTEC 2025 Coming Soon.
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Labor Jurisdictions
Information for WEFTEC 2025 Coming Soon.
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Booth Personnel Registration
Exhibitors are allotted 4 complimentary Booth Personnel Registrations per 100 square feet of booth space. Exhibitors can register more than the complimentary allotment for an additional fee via the ERC.
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Attendee List
Information for WEFTEC 2025 Coming Soon.
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Required Insurance
All Exhibitors are required to submit a Certificate of Insurance (COI) to expoinfo@wef.org by August 29, 2025.
Option 1: Order Insurance: $75 - Coming Soon
The Andersen Insurance Group offers WEF exhibitors a short-term policy, specific to this conference, which meets all insurance requirements. Complete and submit the Exhibitor Liability Coverage Application online.
You'll receive a Confirmation of Coverage Certificate as soon as credit card payment is submitted.
Obtain coverage through your company’s existing policy, which meets the requirements listed below. Submit proof of insurance/Certificate of Insurance (COI) by email: expoinfo@wef.org
Policy terms must cover dates of occupancy, including move-in and move-out.
Comprehensive General Liability or Commercial General Liability and Automobile Insurance must name the following Additional Insureds: Water Environment Federation, Oak View Group, Owner, Chicago Park District, and their facilities, agents, trustees, officers, board members and employees.
Comprehensive or Commercial General Liability - $1,000,000 per occurrence/$2,000,000 aggregate
Auto Liability - $1,000,000 per occurrence covering operation of owned, leased, hired and non-owned vehicles
Worker’s compensation insurance in full compliance with all Federal and State laws and covering all employees and Independent Contractors on site.
Insurance protecting exhibitor’s assets and property brought to the exhibit is recommended.
Certificate Holder
Water Environment Federation
601 Wythe St
Alexandria, VA 22314
WEF cannot accept insurance policies issued by agencies outside of the United States.
Sample COI Coming Soon.
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What's Included in the Booth Space
Inline and Perimeter Spaces:
- 8' back drape
- 3' side drape
- (1) 7" x 44" company sign
- 8' high back drape
Islands
- Drape or furnishings not included
Directory Listings
Includes listings in the Conference Announcement, WEFTEC Preview Issue of WE&T, Conference Program, as well as the official Mobile App and linked online Exhibitor Directory.
Conference Proceedings
Exhibitors have access to WEFTEC Conference Proceedings which are available online after the event.
Free Marketing Tools Exclusive Advertising Opportunities
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What's Not Included in the Booth Space
Booth space does not include, as an example:
- Carpet/Flooring and cleaning
- Booth furnishings (table, chairs, etc.)
- Shipping or Material Handling
- Labor
- Security
- Lead Retrieval
Log in to your ERC, to order these services.
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Sample Booth Budget
WEFTEC 2025 Information Coming Soon
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Code of Conduct, Exhibitor License, and Future Dates
- View the WEFTEC Code of Conduct
- Download the WEFTEC 2025 Exhibitor License Agreement
- See the list of Future WEFTEC Dates
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Contact Information
| WEFTEC Exhibit Operations Booth services, carpet, catering, signage, etc. +1.703.684.2443 expoinfo@wef.org |
WEFTEC Exhibit Sales Booth space inquiries +1.703.684.2437 WEFTECSales@wef.org |
| WEF Finance Team Invoices +1.703.684.2427 Payments@wef.org |
WEF Member Services Membership Inquiries +1.800.666.0206 CSC@wef.org |
Code of Conduct
WEF is committed to providing a professional, safe and welcoming environment during its in-person and virtual events for all water professionals and their guests. WEF expects all attendees, exhibitors, speakers, sponsors, media, and other participants to uphold our commitment to diversity and inclusion by helping us provide a positive conference environment for everyone.
Read the Code
