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About WEFTEC

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

 

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Exhibitor Service Manual

Shipping and Material Handling

  

 


 

Targeted Freight Delivery and Move-In

 

WEFTEC uses a targeted move‑in for all freight shipped to the New Orleans Morial Convention Center (NOMCC). Advanced shipments sent to the Freeman warehouse must be received no later than September 14 and will be delivered according to the targeted schedule below. When freight is shipped in advance to the Freeman warehouse, it will be delivered to your booth by your targeted freight date at 8:00am. When shipping direct to show site, use the target schedule to determine when your freight should arrive. To receive a straight-time rate for freight delivered directly to the convention center, trucks must check into the marshalling yard no later than the target time, Wednesday through Friday. 

All exhibitors requiring the use of a crane must schedule the work in advance with The Freeman Companies.  All crane work should be scheduled for Wednesday, September 21. 

Refer to the floor plan and/or the booth freight schedule to determine the targeted move-in times for all booths and special times for booths requiring crane work or mobile units.  The plan is based upon the booth's size of space and location in the halls.

Complete freight and shipping information can be found in Freeman Services

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Advanced/Warehouse Shipments

 

If you ship your freight in advance to the Freeman warehouse, your freight will be in your booth by 8:00 am on your target date. This is one of the benefits of shipping in advance.Your freight will be there when you arrive and you are able to schedule labor to work the full day.

Freeman will begin accepting freight August 22. The warehouse receiving hours are 8:00 am - 4:00 pm, Monday through Friday.

NOTE: The warehouse will be closed Monday, September 5, 2016  in observance of the holiday.    

Advanced shipments to the warehouse must be delivered by Wednesday, September 14.  Advanced shipments to Warehouse labels are available below or you may address your packages with the following information:

Advanced Warehouse Shipping Labels  

Warehouse Shipping Address: 

WEFTEC 2016
Exhibitor Company Name / Booth #
C/O: Freeman
905 Sams Avenue
New Orleans, LA 70123-3128
 

No. of Pieces_____________
Carrier __________________
Rush Delivery must deliver by:  09/14/16
 

 

For materials shipped to the Freeman warehouse, we recommend confirming with Freeman that they have been received. If you arrive in New Orleans to find that your shipment was not received, it can be more expensive to arrange for rush shipping on short notice. Always arrive prepared with shipping confirmation numbers and payment receipts to assist in tracking your freight.  

Crates, cartons, skids, trunks/cases and carpets will be accepted at the warehouse. Loose or pad-wrapped material must be sent directly to the show site. 

All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight. Certified weight tickets must accompany all shipments. 

Complete freight and shipping information can be found in Freeman Services

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Direct to Show Site Shipments

 

For freight shipped directly to show site, you should schedule your freight delivery for your target day. See target delivery information. Shipments scheduled for a delivery other than your target date may incur charges. Contact Freeman for a possible change in target date if you cannot ship for arrival on that date.     

Your carrier may check-in starting at 6:00 am at the designated marshalling yard. Please keep in mind that freight receiving is an all-day process and it may take several hours for your truck to move through the marshalling line, and then for your freight to be unloaded and delivered to your booth. We strongly encourage you to schedule labor for 8:00 am on the morning following your target date.

Marshalling Yard Directions  

 
Direct to Show Site Shipping Labels 

WEFTEC 2016 

Exhibitor Company Name / Booth #
c/o Freeman
Morial Convention Center 
900 Convention Center Blvd
New Orleans, LA 70130-1755
 

No. of Pieces___________
Carrier ________________ 

Freeman will receive shipments at the above address beginning Wednesday, September 21, 2016 at 8:00 am. Shipments arriving before this date may be refused by the facility. Any changes incurred for early freight accepted by the facility will be the responsibility of the exhibitor.

Exhibitors who will be bringing items in their privately owned vehicle (POV) must check in with Freeman at the marshallling yard to receive a dock pass. The vehicle will be directed to the appropriate dock area. The vehicle may remain at the dock only for the time it takes for Freeman to unload the materials from the vehicle. Those parking at any gate or dock area will be towed.  No materials may be moved in through the lobby area and vehicles may not be parked in the front of the building or they will be towed.   

All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight.  Certified weight tickets must accompany all shipments. 

Please note: All items and materials that must be brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. 

Complete freight and shipping information can be found in Freeman Services.

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Privately Owned Vehicles (POV)

 

Please note that all vehicles delivering materials to the Ernest N. Morial Convention Center must report to the marshalling area at 1221 South Peters Street, Lot B, to obtain a dock pass. This includes privately owned vehicles (cars, trucks, vans, etc.) who choose to unload their own materials at the established unloading area. No vehicle will be allowed to the dock area without a pass. 

DIRECTIONS:
APPROACH FROM THE WEST
Take Hwy. 90 and exit on Tchoupitoulas/S
Peters Exit - Continue on the right side to the third street light (S. Peters) and turn left. The Marshalling Yard will be on the left and parking will be on the right.

APPROACH FROM THE EAST
Take exit 234C (West Bank/Hwy 90). Continue on Hwy 90 and exit on Tchoupitoulas/S Peters
Exit - Continue on the right side to the third street light (S. Peters) and turn left. The
Marshalling Yard will be on the left and parking will be on the right.

Please see Marshaling Yard map for more information

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Hand Carry

 

You may hand-carry your own materials into the exhibit hall from the lobby provided you do not use material handling equipment to assist you.  

Two-wheel luggage carts are acceptable, however, hand-carts, motorized vehicles, forklifts, pallet jacks and other wheeled vehicles are prohibited. None of these items, including luggage carts, are allowed on escalators. 

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Overnight /Small Package Delivery

 

All overnight deliveries will be routed through Freeman. Federal Express, UPS, US Mail and other like carriers will deliver directly to the freight entrance. Freeman will then sort and log these items for delivery to your booth. This process can take several hours.  

If you are planning an overnight delivery, please allow for the sorting time when estimating your need for the package.

Please note: Commercial carriers may be required to wait in line to deliver packages; most are on a firm schedule and may decide not to deliver your package(s) to adhere to their established deadline.

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Limit of Liability

 

All materials handled by Freeman are subject to specific terms and conditions. Visit Freeman Services for additional forms and information.

Damaged or Lost Freight 

Any damage or loss must be reported to Freeman by the exhibitor prior to the close of the show to receive verification for your insurance broker. Damage should be reported as soon as it is noted. It is highly recommended that exhibitors insure their exhibit and product, taking out a rider policy to cover from the time such materials leave exhibitor's possession until the time such materials return from the show.

Freeman will take damage and loss reports on-site, but it is the exhibitors responsibility to contact Freeman after returning from the show to initiate the claims process.

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Outbound Shipments

 

Arrangements for outbound freight can be made in advance or at the show site at the Freeman Service Desk. 

Service representatives will assist in scheduling, filling out Outbound Shipment Forms and general coordination of all outbound freight activities.

Inform your designated carrier with pickup information. 

Please note:  In the event that your selected carrier fails to show on the final move-out day, your shipment will be either rerouted to Freeman’s carrier choice or delivered back to the warehouse at the exhibitor’s expense. 

For your convenience, Freeman Transportation representative will be onsite to handle outbound transportation. Complete shipping information can be found in Freeman Services

Outbound Shipping Form 

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Official Shipping Carriers 

  • Air Freight
    Freeman Exhibit Transportation
    Attn: Ronell Redira
    1000 Elmwood Park Blvd
    New Orleans, LA 70123
    Phone: 504-731-6135
    Fax: 504-731-1290
    ronell.redira@freemanco.com
  • Truck Line
    Freeman Exhibit Transportation
    Attn: Ronell Redira
    1000 Elmwood Park Blvd
    New Orleans, LA 70123
    Phone: 504-731-6135
    Fax: 504-731-1290
    ronell.redira@freemanco.com
  • International Shipping/Customs Clearance
    Kuehne + Nagel, Inc.
    Attn: Debbie Amrein
    810 Landmark Drive, Suite 221-229
    Glen Burnie, MD 21061
    Phone: 1-704-499-5935
    Cell: 1-410-804-5707
    Fax: 1-410-412-7327 
    debbie.amrein@kuehne-nagel.com 
    www.kuehne-nagel.com 

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International Shipping/Customs Clearance

 

If you will be shipping items to the show from outside of the United States, you will have to arrange custom clearance.    

Kuehne + Nagel has been appointed by the Water Environment Federation as the official import customs broker for delivery on international shipments designated for WEFTEC 2016.  No other broker can access the bond. 

The information contained in the Kuehne + Nagel guidelines includes important information including shipping deadlines and documentation requirements for the importation of your exhibition materials into the United States of America.

Kuehne + Nagel, Inc.
Attn: Debbie Amrein
810 Landmark Drive, Suite 221-229
Glen Burnie, MD 21061
Phone: 1-704-499-5935
Cell: 1-410-804-5707
Fax: 1-410-412-7327 
debbie.amrein@kuehne-nagel.com 

www.kuehne-nagel.com 

Kuehne + Nagel Guidelines 

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Material Handling & Cost Savings Tips

 

See Freeman Material Handling FAQ 

One of the largest expenses associated with exhibiting at tradeshows is transporting your exhibit and marketing materials to the show and back home again. This movement is known in the tradeshow world as material handling.

Shipping Tips 

  • Be sure to read the entire exhibitor manual. It contains valuable information to save you money and assure a smooth, worry-free move-in. The discount deadline ordering dates are an easy way to save money.
  • Make sure your goods are insured from the time they leave your facility until they return following the show. 
  • When making your shipping plans, also plan for the return shipment. Make sure that someone from your company will be on-site to oversee the outbound shipment of your display and product.
  • To ensure the maximum set up time, ship early to the warehouse. Ship to arrive on or before the published deadline for warehouse receiving to avoid incurring a “late to warehouse” surcharge.
  • Before sending anything to the warehouse or show site, remove all old shipping (and empty storage) labels and attach clean, accurate labels with your company name, the show name and your booth number clearly identified.
  • Take the time to ensure that your display and products are packed neatly and securely.
  • Ship all hanging signs in advance to the warehouse so they can be installed prior to your arrival.
  • Confirm receipt of advanced warehouse shipments before you leave for the show.
  • Advise your carrier that each shipment will be required to have certified weight tickets at the time of check in for unloading. If your driver arrives without weight tickets, you could incur delays in unloading.
  • If you ship directly to the show site, make sure your carrier is given explicit information as to where and when to check in at the marshalling yard in order to meet your delivery target and avoid potential surcharges.  Select a carrier with experience in handling exhibition materials.
  • Delivery and pick up times are often out of the range of “normal” delivery hours, and usually require some waiting time. Make sure your carrier is committed to meeting your target date and time.
  • Make sure the items needed first, such as your carpet, are loaded last on your truck so they can be unloaded first.  This will provide you with the opportunity to start your installation while the remainder of your shipment is being unloaded.
  • If your shipment consists of both crated and uncrated materials, ship uncrated materials on a separate bill of lading with separate weight tickets and physically separate the materials on the truck.
  • For on-site deliveries, confirm delivery date and time 24 hours in advance with your carrier.  Don’t forget to get names and contact information.
  • Make sure that someone representing your company has all shipping information available at show site (carrier, tracking number, carrier contact, etc.)

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Contact WEF Exhibitions Management