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About WEFTEC

WEFTEC 2017 will be held at McCormick Place in Chicago from Sept. 30 - Oct. 4, 2017. 

 

Visit www.wef.org for more training opportunities and technical resources from WEF.

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Exhibitor Service Manual

 

General Information

Pre-show

Show Site

 


Exhibitor Surveys

 

Exhibitor Reward & Recognition Survey: Two-question survey to provide input on how you would most prefer exhibitor reward and recognition for participation in programs like Exhibitor Invites and upcoming initiatives.

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Change of Exhibitor Contact Information

Change Information Form 

Use this form to tell us about a change of person, email, or address for the booth key contact.

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WEF Exhibitor Updates

PDF archive of regular emails sent to exhibitors. If you missed a mailing, find it here!

(February 6, 2017)

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Membership

 

Exhibitor membership is designed for firms and organizations that are suppliers and service providers to the water environment field and who decide to partner with the water quality community to do business more effectively. Exhibitor Members are typically companies that exhibit at WEFTEC and WEF specialty conferences.

  • Discounts on WEFTEC and Specialty Conference booths
  • Earn 1 Priority Point annually for WEFTEC
  • Exhibitor Members have electronic access to WEF Members who are Manufacturers’ Representatives 
  • New Exhibitor Members will receive a 10% discount off of your first advertisement in WE&T magazine and 10% off of your first Advertisement in World Water magazine
  • Exhibitor Membership includes one company contact who receives the included publications and benefits
Exhibitor Membership Dues

Annual Dues are based upon total gross annual revenue in the wastewater collection and treatment field.

  • Under $1 million per year - US $840
  • $1 million – $10 million per year - US $1,470
  • $10 million – $50 million per year - US $2,250
  • Over $50 million per year - US $3,150

In addition to all Professional Membership benefits, listed here, the Exhibitor Membership package benefits include subscriptions to World Water, Water Environment Research and Water Environment Regulation Watch.

Join Today! Download an Exhibitor Membership application 

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Priority Points

Why are Priority Points Important?
 

WEFTEC Exhibit space is assigned according to an exhibitor’s earned priority points during the advance assignment round and during booth moves. Space is assigned on a date-received basis during all other assignment periods. 

How are Points Earned?

Exhibitors can earn points the following ways. 

1 point per year for exhibiting at WEFTEC

1 point per year for being a WEF Exhibitor Member

1 point per show for exhibiting at WEF Specialty Conferences (Residuals and BiosolidsCollection SystemsOdors and Air PollutantsNutrient Recovery, etc.)

1 point per show for exhibiting in WEF's WIN Pavilion program

Can Points be Lost?

Exhibitors can lose points the following ways 

All accrued points lost if exhibitor does not exhibit in two consecutive WEFTEC shows

1 point per infraction for failure to adhere to show policy (Early tear-down, display out of compliance with show regulations, etc.)

 

Get Involved

 

Innovative Technology Award
Exclusively available to exhibiting members: get recognition for your cutting edge technology! Nominations are due April 1, annually, and accepted in four categories. Innovative Technology Award Winners are announced prior to WEFTEC, recognized in the Innovation Pavilion on the show floor, and awards are presented during the WEFTEC Awards celebration.

Manufacturers and Representatives Committee
The committee shall advise the Federation in policy matters and develop activities pertaining to and supporting the interests of manufacturers and their representatives.

Submit an abstract to give a presentation at WEFTEC

The 2017 Call for Abstracts closed December 1. You will be notified regarding the status of your submission in early April 2017. Please email speakers@wef.org if you have any questions. 

Open through January 18, 2017 - WEFTEC 2017 Call for IKEstracts 

The WEF Program Committee is now seeking submissions for our Interactive Knowledge Exchange Session through January 18! Curious what an IKE is? View the IKEs on YouTube and the list of IKE winners from WEFTEC 2016.

Before you start, take a moment to read the Call for IKEstracts. You will submit your IKE abstract using the same website as the abstracts above - click on the blue Submit Here button, then look for the IKE abstract submission option. You have until January 18, 2017 at 11:59 pm Eastern to complete the submission. Note: a video is NOT due until you have been selected to participate. This portion is just a written submission. 

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WEFTEC Logo and Use of WEF Trademarks

The WEFTEC logo will be available to exhibitors for inclusion in print, web, and email materials to promote their presence at WEFTEC in March 2017.  

The exhibitor signature file is specifically designed for exhibitors to use with their email signature, and will be available in March, 2017, along with access to the logo files. An example of the 2016 file is below. Request your custom signature file today

Requests will be held until the signature file is available, and all submissions will be mailed at once. 

W16 Exh Email Sig Example 

Exhibitors may only use the logo as outlined in the WEF Technical Exhibition and Conference License & Rules for WEFTEC Exhibitors.

WEFTEC License Agreement (Revised December, 2016)  

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What's Included in the Booth Space?

 

Inline and Perimeter Spaces*
     8' high back drape, 36" side dividers, 7" x 22" company sign
 
Shared Islands*
     8' high back drape
 
Islands*
     [do not include any drape or furnishings]
 
Booth personnel badges
     Allotment method: four per 100 square feet rented
    Separate registration is required 
Access to registration lists through the Experient Exhibitor Portal
     Pre-conference and Post-show, available once space is fully paid.
Company Listing in Conference Announcement
     Company must be assigned prior to submission of Announcement text
Directory Listings
     Includes official Mobile App and linked Exhibitor Directory,
     WEFTEC Preview issue of WE&T, printed
     Conference Program (7/7/17 Deadline), and onsite
     Wayfinders. Listings received after deadline will be included
     in next available format or publication.
 
Conference Proceedings 
    WEFTEC Conference Proceedings for exhibitors will be available
    online, post-show. Exhibitors will have access to this online system
    for five full years and may download the manuscripts from the     
    sessions at any point during this time.

    When will we have access to proceedings?
    All exhibiting contacts will receive an e-mail that includes login and
    password information, along with download instructions for accessing
    the Conference Proceedings. Please note that workshop proceedings
    are not included and some of the invited sessions do not have papers
    in the proceedings.
 
Exclusive access to the Exhibitor Toolkit
     Free marketing tools including complimentary registrant invitations,
     webinars, PDF uploads to the mobile app, and more. 
Exclusive advertising opportunities
     Includes select WEF publications, weftec.org, pre-conference emails
     sent to registered attendees, and Exhibitor Outreach.
Access to Huddle Room
     The Huddle Room, located in McCormick Place, South Hall,
     offers meeting space for exhibitors and WEF Members during
     show days – available by appointment only.
Invitation to Mix with Members Reception
     The Mix with Members Reception is an invitation-only reception for
     exhibitors, WEF members, and advertisers on Sunday, October 1.

*See IAEE Guidelines for definitions of booth types  
  

Common Services Not Included in the Booth Space**

 
  • Booth furnishings, including carpet, tables, chairs, etc.
  • Carpet cleaning
  • Material Handling
  • Labor
  • Shipping
  • Security

 **Additional services, which may not be included above, are available for order through the service manual, and are not part of the booth space. 

Estimated Booth Budget 

Estimated budget for a 10x10 booth based on the service manual rates from 2015 (prior Chicago exhibition) is coming soon. 

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Booth & Cancellation Fee Schedule 


 

September 29, 2016    

All new booth contracts must include a 
25% deposit 
 

January 31, 2017 

 25% deposit due for advance onsite
 reservations 

February 1, 2017 

10% cancellation/reduction fee in effect
Booth sales open to new exhibitors
    


May 1, 2017 

 
All new booth contracts must include
100% payment 
 

May 31, 2017    

Final 75% booth payments due
 

June 1, 2017    

100% cancellation/reduction fee in effect     

 


 


 


 

 


 


 


 


 

 


 

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Booth Moves, Changes, and Cancellation Policy


Changes to your booth reservation and contract, including moves, size changes or cancellations, are only effective when received in writing.

To request a move, change the size of your booth, or cancel your space reservation, contact us by EMAIL at weftecsales@wef.org, or by FAX at 1-703-684-2482. 


February 1 through May 31: Cancellations or space reductions received will be liable for 10% of the booth fee for space cancelled or reduced.

May 31: Cancellations or space reductions received after this date will be liable for 100% of the booth fee for the space cancelled or reduced

Click here to access the How to Exhibit page for more information about the booth assignment process.  

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How to Pay Your Invoice

With all payments, please include your Exhibitor ID Number and Order Number. 

Pay Online with our secure payment form

 Fax the credit card authorization form, with credit card information to: 1-703-684-2428

Email the credit card authorization form, with credit card information to: payments@wef.org

Mail your check to:
Water Environment Federation
Attention: WEFTEC Accounting (Exhibitions)
601 Wythe Street, Alexandria, VA 22314 USA

For additional information about payments, including wire transfer instructions, please contact payments@wef.org.

Please note, we do not accept payments by phone – refer to the online, fax and email instructions above.
 

 
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Exhibit Hall Floor Plan


 

Click here to view the WEFTEC 2017 Floor Plans  

 

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Liability and Insurance 

 

Exhibitors are required to maintain and submit proof of insurance as follows. Additional insureds must be included as listed. 

General Liability, Motor Vehicle Liability, and Fire Legal Liability must name the following Additional Insureds: Water Environment Federation, SMG, Metropolital Pier and Exposition Authority, the Chicago Park District, and their agents, trustees, officers, board members and employees.

  • Comprehensive General Liability (Broad Form) OR Commercial General Liability
    - $2,000,000.00 for bodily injury
    - $1,000,000.00 for property damage
  • Comprehensive Automobile Insurance covering any owned, not owned/hired and hired self-propelled vehicles of the type for use on and off the McCormick Place complex. Coverage should include loading and unloading hazards
    - $100,000,000.00 for property damage
  • Worker’s compensation and occupational disease insurance in full compliance of all Federal and State laws covering all employees and Independent Contractors.

 » Additional insurance protecting exhibitor’s assets and property brought to the exhibit is strongly recommended to protect display assets in transit and on the show floor, as neither WEF nor our contractors are liable for your display materials or equipment. 

» Note that WEF cannot accept insurance policies issued by agencies in countries other than the United States. Click here for the Exhibitor Liability Coverage Application (coming soon!).

Proof of insurance must be provided to WEF by August 18, 2017, 

Email: expoinfo@wef.org   

OR 

Mail:   Exhibition Operations Management 
            Water Environment Federation 
            601 Wythe Street 
            Alexandria, VA 22314-1994
 

Such coverage can usually be provided by requesting a rider to your company’s existing policy. Below is a list of insurance providers that you may contact, if you do not already have such coverage. 

Coming Soon! The Andersen Insurance Group is offering exhibitors the option to obtain liability coverage online specific to WEFTEC 2017 that meets all of the insurance requirements through a special group policy. Simply fill out and submit the Exhibitor Liability Coverage Application online and you will be able to download a Confirmation of Coverage Certificate as soon as credit card payment is submitted.    

The Andersen Insurance Group
5870 Trinity Parkway, Suite 130
Centreville, VA 20120
Phone: 703-988-0101
Fax: 703-991-8994
frank@theandersengrp.com  

K&K Insurance Group, Inc.
P.O. Box 2338
Fort Wayne, IN 46801-2338
KK_General@kandkinsurance.com  
Phone: 866-554-4636
Fax: 260-459-5800

John Buttine Inc. Insurance
125 Park Avenue
Third Floor
New York, NY 10017
kar@buttine.com  
Phone: 212-697-1010
Fax: 212-504-8084
 

 

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Housing and Meeting Room Space

Deadlines
 
November 7, 2016  Housing information sent to exhibitors
December 5, 2016    Deadline to submit advance housing requests  
Late January, 2017  CMR completes advance exhibitor housing
assignments and issues group block contracts
 
August 4, 2017 Deadline to submit group rooming lists (individual 
guest names) and deposit payments (as applicable)
September 1, 2017  Group cancellation deadline
Who is "WEFTEC Housing"?

 Convention Management Resources, Inc. (CMR) has managed WEFTEC hotel reservations on behalf of the Water Environment Federation (WEF) for over 15 years. Reservations at the negotiated WEFTEC rates can only be made through CMR. WEF does not authorize or endorse any other housing service or independent broker.

 CMR and WEF are routinely notified about other agencies that contact exhibitors and affiliates directly to solicit business. Neither WEF nor CMR can assist you with reservation problems if you book through another agency - reservations made through other agencies are not guaranteed by CMR or WEF, and could result in inflated room rates; additional service charges; placement in a hotel outside of the official block that is not serviced by the WEFTEC shuttle; unconfirmed/lost reservations upon arrival at the hotel; and/or lost deposits or pre-payments.


The following companies are NOT AFFILIATED with CMR, WEF, or WEFTEC:
 
Book My Rooms, LLC
Room Connections, Inc.
Exhibition Housing Management
Show Coordinators, Inc.
Global Housing Services
TradeShow Housing
National Travel Associates (NTA)  
What is the Process?

Exhibitors that participate in the WEFTEC Onsite Sales process are offered the opportunity to request hotel room blocks for next year’s show beginning in November. Requests received during the advance period are assigned according to a Priority Point System:

  • Companies that booked reservations through CMR the prior year are given priority.
  • Companies are then sorted according to their longevity as an exhibitor, advertiser, and/or sponsor.

Those companies that have engaged with WEF for the longest consecutive period of time are assigned first. Exhibiting companies that do not participate in the WEFTEC Onsite Sales process are invited to submit housing requests beginning in January through June. Room block requests submitted during the general request period processed in date received order. Assignments are made according to the available sleeping room inventory at the company’s preferred hotel(s) at the time their request is processed. If you have any questions or concerns about Exhibitor Housing, please contact WEFTEC Housing/CMR: weftechousing@cmrus.com

CMR is the only authorized hotel booking agency for WEFTEC, offering highly competitive rates at the official conference hotels and customer support in advance, on show site, and post-show.
 

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Huddle Rooms 

Huddle Room - Reservations Open June, 2017 - August 31, 2017 

McCormick Place, South Hall

Monday – Wednesday, October 2 – 4 | 8:30 am – 5:00 pm 

No catering is allowed in the Huddle Room.
 

WEF Members and WEFTEC Exhibitors can reserve a semi-private Huddle Room on a first-come, first-served basis, at no cost. The Huddle Room is open Monday-Wednesday, October 2 - 4, between 8:30 am – 5:00 pm (all meetings must end at 5:00 pm). 

Each room includes a 42” flat-screen monitor for presentations and an SVGA and HDMI cable; the user must provide their own laptop computer. 

The semiprivate Huddle Rooms will be available by appointment only with a 2-hour maximum limit per meeting. Space in 2016 once again booked completely, so reservations are required, and will be confirmed.

If you have any questions or concerns, please contact Stefanie Walter by email: swalter@wef.org or telephone: 703-684-2414.

 

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Show Colors

Main Hall
  • Carpeting - Aisles: Midnight (Blue & Black Speckle) 
  • Drape - Black 8' back drape; 3' Black 3' side rails
  • Example 
Stormwater Pavilion
  • Carpeting - Aisles: Black
  • Drape - White 8' back drape; White 3' side rails
  • Example 
Color Selector

Visit http://www.colorselectorbyfreeman.com/ to customize the carpet and table drape for your specific booth choices.

 

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Show Location, Days, and Hours 

 

The Exhibition will be held in the North and South Halls of McCormick Place during the following exhibit hours

Monday, October 2  8:30 am - 5:00 pm
Tuesday, October 3  8:30 am - 5:00 pm
Wednesday, October 4  8:30 am - 5:00 pm


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Hospitality Hour

 

The Hospitality Hour is scheduled on Monday and Tuesday, 5:00 pm - 6:00 pm to provide a quieter space for exhibitors to host invited events within their booth. Exhibitors may order catering, including food, beverages and alcohol service. Permission is not required to either host an event or order catering. 

Catering information available in the Service Manual April, 2017. 

Monday, October 2  5:00 pm - 6:00 pm
Tuesday, October 3  5:00 pm - 6:00 pm

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Move-in Days and Hours

 

Wednesday, September 27  7:30 am - 5:00 pm 
All vehicle displays must move in on Wednesday 
Thursday, September 28  7:30 am - 5:00 pm 
Friday, September 29  7:30 am - 5:00 pm 
Saturday, September 30  7:30 am - 5:00 pm     
Sunday, October 1

 7:30 am - 3:00 pm 

All booth installation must be complete by 3:00 pm on Sunday, October 1. The set-up of booths is not permitted during show hours.

Exhibitors who have not begun set-up or contacted show management by 3:00 pm, Sunday, October 1, will be considered no-shows. Companies identified as no-shows will be removed from the WEFTEC Mobile App, and will not have access to post-show registration lists or the conference proceedings. 

Wednesday, September 27 – Friday September 29, the Grand Concourse entrances are designated for exhibitor entry.

Full labor schedule available in the Service Manual April, 2017. 

During all move-in days, Exhibitors are expected to either complete work by 5:00 pm. If working beyond 5:00 pm, exhibitors or a designated contractor representative must inform a Floor Manager or the Exhibitions Management Office how many staff or contractors will be working beyond 5:00 pm, and to what estimated time.

No access will be permitted without an exhibitor badge or appropriate EAC credentials. Personnel registration is separate from booking your booth. EAC credentials are supplied by completing registration through both E2MA and McCormick Place.

  • Click here to register your booth personnel beginning June 7, 2017
  • Click here to see registration location hours and locations beginning March, 2017

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Where to Eat during Move-In 

 
Information to be posted September, 2017

 


 


Exhibitor Onsite Services

 

Exhibitor Onsite Service Desks  

Exhibitor Service Desks will be located primarily in the Service Areas beneath the floor in South Hall. Additional Service areas may be added.

Freeman Exhibitor Service Center Hours 

The Freeman Exhibitor Service Center will be available the following hours:

Wednesday September 27 8:00 AM - 5:00 PM
Thursday September 28 8:00 AM - 5:50 PM
Friday      September 29      8:00 AM - 5:00 PM
Saturday      September 30 8:00 AM - 5:00 PM
Sunday      October 1 8:00 AM - 5:00 PM
Monday October 2 7:30 AM - 5:00 PM
Tuesday      October 3 8:00 AM - 5:00 PM
Wednesday      October 4 8:30 AM - 11:00 PM
Thursday      October 5 7:30 AM - 5:00 PM
Friday      October 6 7:30 AM - 5:00 PM

 

Note the following times when Overtime rates apply:
  • Wednesday, September 27 - Friday, September 29 - before 8:00 am and after 4:30 pm
  • ALL DAY on Saturday, September 30
  • ALL DAY on Sunday, October 1
  • Thursday, October 5 and Friday, October 6 - before 8:00 a.m. and after 4:30 p.m. 
 


  Exhibitor Lounge 

Hours 

Monday - Wednesday, September 26 - 28, 2016, 8:30 am - 5:00 pm

Services in the Exhibitor Lounge include a TV and coffee, tea, iced tea, and lemonade service.

Location  

TBD 

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Exhibition Management Office

 

Hours 

Wednesday, September 27 - Friday, October 6, 7:30 am - 5:00 pm

Staff 

Stefanie Walter, Senior Manager, Exhibition Operations

Location  

TBD

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Floor Manager Stations

 

 
Floor Manager locations are TBD

 

Floor Managers can most easily be reached by calling the onsite Exhibition Management Office desk and requesting a visit from the Floor Manager for your area. 

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Security

 

Security is provided in the exhibit hall and public areas at WEFTEC primarily to control access and to serve as an overall deterrent. Guards are not specifically contracted to watch over each exhibiting company's booths and goods. Neither WEF nor the security company are responsible for monitoring your belongings.

Exhibitors are advised to treat the exhibit hall as they would any large public area, and safeguard small valuables such as laptops, computer tablets, etc., and to be mindful of items like flash drives or memory cards and lead retrieval units. Whenever possible, small valuable items should be removed by the Exhibitor overnight for safekeeping. 

Exhibitors are liable for all thefts, losses and claims related to their participation in the Exhibit and should obtain insurance and liability protection appropriate to their circumstances. If preferred or required, an exhibitor may hire a guard from the contracted security company to guard their booth and belongings. 


At any time during move-in, show days, or move-out, if you have a security incident, such as materials damage or loss, please contact the Exhibition Management Office, a Floor Manager, or the Security Office as quickly as possible in order to file a security report.

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Convention Center

 

McCormick Place
2301 S. King Drive
Chicago, IL 60616

The above mailing address is not the shipping address.  Please view Shipping and Material Handling for advance warehouse or direct shipping instructions.

Exhibitor Services
Online:  http://www.mccormickplace.com/exhibitors/1st-time-exhibitor.php
 

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Move-out Days and Hours

 

Dismantling of exhibits and packing of equipment may not begin until 5:01 pm, Wednesday, October 4, after the official closing of the exhibition.

The penalty for early dismantle is the loss of one priority point from the exhibitor's record, assessed immediately upon notification. 

In order to expedite crate return, exhibitors are advised to keep all aisles clear until the aisle carpet is removed. Crate return will begin once all aisle carpet has been removed, and will take approximately 3-5 hours.

To allow for aisle carpet removal and crate return time, exhibitors will be allowed to leave the hall on Wednesday, October 4 between 5:01 pm and return through 9:00 pm.

For re-entry to the hall and the remainder of move-out, exhibitor badges are required for entry into the hall. Non-badged exhibitors will be refused entry. Registration closes Wednesday, October 4, at 3:00 pm so exhibitors are advised to keep their badges for a smooth move-out process.

Wednesday, October 4  5:01 pm - 11:00 pm
Thursday, October 5  7:30 am - 5:00 pm
Friday, October 6  7:30 am - 5:00 pm

Exhibitors will be allowed into the hall at 7:30 am on all move-out days. 

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Parking and Transportation


 

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