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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

Installation and Dismantling 

 

 


 

Union Jurisdictions/Exhibitor Work Rights

 

Exhibitor Booth Set-Up

The Louisiana Carpenters Regional Council has jurisdiction over the installation/dismantle, clean up, touch-up, repair and building of all exhibits. Exhibits can include structures, walls, towers, headers, floor covering, hanging of decorative material from the ceilings, overheard rigging, painting, and hanging of all types of signs. Their work also covers repairing of all animations and cleaning of the exhibit prior to the show opening.

An exhibitor is permitted to work with an union installer on a one-to-one basis provided he/she is a permanent employee of the exhibiting company. This rule does not cover casual workers or a worker from an agency (EAC) or union company. An exhibitor may install/dismantle their own display. 

Exhibitors may hand-carry their own materials into the exhibit facility, provided it can be hand-carried by one person. The use or rental of dollies, flat trucks and other mechanical equipment is not permitted. Freeman will control access to the loading docks in order to provide for a safe and orderly move in/out. 

 


 

Exhibitor-Appointed Contractors (EACs)

 

An Exhibitor-Appointed Contractor (EAC) is any company other than the designated official contractors listed in this service manual, which provides a service (booth installation/dismantling, florists, photographers, audio/visual, etc.) and needs to access your exhibit during the installation, show dates, and dismantle.

Exhibitors who are installing/dismantling their own display without any hired labor, and who are ordering all services from contractors listed within this service manual do not need to submit EAC forms. 

If you are using a contractor other than Freeman, please be certain that they have the appropriate union contracts in place. The steps outlined on our EAC page must be followed in order to receive Exhibitions Management approval to have an EAC.

 

EAC Approval Process Deadlines (TBD - Information will be coming soon)

Freeman will be the only contractor moving freight into the hall and providing forklift and crane services. 

All orders for cleaning, material handling, forklift and crane services must be placed through Freeman ServicesTelecommunication, electrical, plumbing, and catering services must be placed through the designated Official Service Contractor. No EACs will be approved for these services.

 


Installation

 

Setup may take place after an exhibitor's freight has been delivered to the booth, provided it does not interfere with the movement of freight nor is in a location required for the unloading of other freight. Please refer to the Targeted Freight Delivery schedule for specifications:

Installation hours: 

Wednesday, September 27 

 7:30 am - 5:00 pm  

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 exhibits must be fully installed by 3:00 pm on Sunday, October 1, 2017. 


Aisle carpeting will be installed Saturday night. Any items in the aisles after 3:00 pm on Sunday will be placed in the exhibitor’s booth or if there is not sufficient space in the booth, it will be removed from the hall. If you are having skids of literature shipped to your booth, please arrange to have the boxes stored on Sunday.

*All vehicle displays MUST move-in on Wednesday, September 27. See additional vehicle information here.

 

Show Days:  

 Monday, October 2: Access 7:30 am - 6:00 pm 
Show Hours 8:30 am - 5:00 pm 
Hospitality Hour 5:00 pm - 6:00 pm
 Tuesday, October 3: Access 7:30 am - 6:00 pm 
Show Hours 8:30 am - 5:00 pm 
Hospitality Hour 5:00 pm - 6:00 pm
 Wednesday, October 4:    Access 7:30 am - 11:00 pm 
Hospitality Hour 8:30 am - 5:00 pm

 

If access is required during times not listed in "Installation" or "Dismantling and Move-out," approval must be secured from WEF Exhibition Management so that arrangements can be made with security personnel.

 


Crate Removal, Storage and Return

 

Exhibitors' empty crates, cartons, and cases must be available for removal by the time the exhibitor leaves on Sunday; they must all be labeled with “empty” stickers. "Empty" labels will be distributed at the Freeman Service Desk. Crates, cartons and boxes that are properly labeled will be removed, stored and returned at no additional charge to the exhibitor. Crates and cartons that are not properly marked may be destroyed.

Any exhibit not completed by 3:00 pm on Sunday, October 1, will be completed, including enforcing required carpet, additional drapes, etc. WEF Exhibition Management reserves the right to assemble at the exhibitor's expense or crates will be removed. 

At the close of the show on Wednesday, October 4, crate return will begin after aisle carpeting has been removed. Aisle carpet removal will take about two hours. Crate return will take approximately five hours.

 


Dismantling & Move-out

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

The dismantling and move-out schedule is as follows:

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

 

Note: 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. 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. 

 

Outbound Shipments

 

All exhibits must be packed and ready for removal no later than 5:00 pm on Friday, October 6. To assure that carriers are loaded on straight time, the exhibit must be packed; the exhibitor must submit a completed bill of lading and the carrier must check-in at the marshaling yard no later than 2:00 pm on Thursday for loading on Thursday or by 10:00 am on Friday for loading on Friday. If any of these take place after the specified times, overtime charges may be incurred. 

If exhibitors require flatbed trailers or other types of special equipment and would like Freeman Transportation to arrange for it, please notify the Freeman Transportation desk during installation. Exhibitors are responsible for removing ALL display materials by the move-out deadline including any items they do not wish to ship back. Excess trash fees will be charged to exhibitors when appropriate. 

 

Commercial Freight Forwarders 

 

Fill out a Material Handling form for each shipment showing correct count of pieces, weight, destination and billing. Return the bill to the Freeman Service Desk when your shipment is packed, labeled and ready for pickup. If you wish to ship by a specific carrier, you must name that carrier on the bill and contact that carrier to arrange pickup. Alert your carrier to check-in at the Marshalling Area. If your carrier does not pick-up your freight on schedule, Freeman will ship your freight by the best method available.

 

Returning Rented Equipment  
  • If you rented lead retrieval equipment, it should be returned immediately at the close of the show. 
  • If you secured a telephone, return it promptly to the service desk. 
  • Please monitor any audio-visual or computer equipment until it is picked up; you are responsible for its safekeeping until it is retrieved by the contractor. 
  • Disconnects electrical and plumbing will begin after the show closes. All tanks must be drained on Wednesday.

 
Note: Drain Orders must be received a minimum of twenty one (21) days prior to scheduled event opening for advance rates. Orders received less than twenty one (21) days prior to scheduled event opening will be charged at the standard rates. Orders received on site are subject to an additional 25% fee on the standard rates.

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