Exhibitor FAQs

All Exhibitors are required to submit a Certificate of Insurance (COI). Insurance requirements and other information is listed in Rules and Regulations. 

Note: COIs must be submitted using the link below and are no longer accepted via fax, mail, or email. 

Submit COI

Yes, on the first Tuesday or Wednesday of each month your booth’s primary and secondary contact will receive a newsletter with important information regarding WEFTEC 2026.

View Previous Newsletters

Booth contacts can be updated using Company Information and Contacts via the Exhibitor Resource Center (ERC). 

No, all food and beverage or catering must go through Sodexo Live!, the exclusive catering company for New Orleans Ernest N. Morial Convention Center.

Ordering and menu details will be included in the Exhibitor Service Manual (ESM) via the Exhibitor Resource Center (ERC)

Yes, exhibitors may request a different target move-in date directly with Freeman.

Target move-in schedule and change request form available in the Exhibitor Service Manual (ESM) via the Exhibitor Resource Center (ERC)

Per our Rules and Regulations only Island booths 600 square feet or larger may have a hanging a sign.

Exhibitors may install and dismantle their own booths provided the work is performed by full-time company employees who are properly registered with an Exhibitor badge and no machinery is required. This means exhibitors may not install hanging signs, trusses, multi-level structures, or any elements requiring powered equipment.

All materials must be hand-carried into the exhibit hall; the use of dollies, flat trucks, or other mechanical equipment is not permitted.

Exhibitors may also hire a third-party contractor or an Exhibitor Appointed Contractor (EAC). All EACs must be registered through the EAC Portal.

Freeman, the official service contractor for WEFTEC, has a labor agreement with the Louisiana Carpenters Regional Council to provide installation and dismantling labor. Any labor services required beyond what an exhibitor’s full-time employees can perform must be provided by the local union. Labor may be ordered in advance online or onsite at the Freeman Service Desk.

Standing on chairs, tables, or other rental furniture is prohibited. The Water Environment Federation and Freeman cannot be responsible for injuries or falls caused by the improper use of furniture or equipment.

If your booth complies with the Rules and Regulations, you do not need to submit a design. However, the following features always require approval:

• Compressed Gas
• Drone/Unmanned Aerial Vehicle (UAV)
• Enclosed or Multi-level Booths (Including Tents)
• Equipment and Floor Load Capacity
• Hazardous Materials
• Haze/Fog/Smoke Machines
• Live Animals
• Vehicle Displays

Exhibitors can download the Attendee List at any time using the Registration Portal via the Exhibitor Resource Center (ERC).

Note: the Attendee List only includes those that opted-in and does not include exhibitors or emails. 

Exhibitors can request private meeting space to hold events that do not conflict with WEFTEC core program hours.

More information on Request a Meeting Space. Deadline for requests is July 10.

Exhibitors are allotted 4 complimentary Booth Personnel Registrations per 100 square feet of booth space.

Exhibitors can register additional personnel for a fee using the Registration Portal via Exhibitor Resource Center (ERC). 

Primary Booths are responsible for registering Booth Share personnel. 

Yes, per our Rules and Regulations, all exhibitors are required to provide flooring for their booth. The only exceptions are those located in the Innovation Showcase and Discovery Zone.

View Rules and Regulations for more details.

Yes, we have a sample booth budget that can be downloaded.

WEFTEC 2026 Sample Booth Budget

The booth budget does not include any discounts that may be available or taxes.

The Exhibit Hall is open to everyone during the hours below: 

Monday, September 28: 8:30 a.m. – 5:30 p.m.

Tuesday, September 29: 8:30 a.m. – 5:30 p.m.

Wednesday, September 30: 8:30 a.m. – 3:30 p.m.

• Any exhibitor that dismantles (tear down) prior to 3:30 p.m. on Wednesday, September 30, will be penalized with the reduction of 5 priority points.
• Only those with the Exhibitor badge type are permitted to enter the exhibit hall at 7:00 a.m. on show days.

Inline and Perimeter Booths

• 8′ back drape
• 3′ side drape
• 7″ x 44″ company sign

Shared Island Booth

• 8′ high back drape

Island Booths

• No drapes

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 Directory.

Conference Proceedings
Exhibitors have access to WEFTEC Conference Proceedings which are available online after the event.

Registration
Exhibitors are given four (4) complimentary booth personnel registrations per 100 square feet of their booth. (ex: 300 square feet equals 12 complimentary booth personnel registrations)

More Registration details are available in Rules and Regulations and Exhibitor Resource Center (ERC).

Marketing Tools 
Discover our full range of Marketing Tools, with many offered at no additional charge.

Booth space does not include:

• Carpet/Flooring and cleaning
• Booth furnishings (table, chairs, etc.)
• Utilities (electrical, internet, etc.)
• Shipping or Material Handling
• Labor
• Security
• Lead Retrieval

Services can be ordered using the Exhibitor Service Manual via the  Exhibitor Resource Center (ERC) available Spring 2026. 

View Official Service Contractors.

Move-out is not targeted and exhibitors may begin tearing down at 3:30 p.m. on Friday, October 3, 2026.

Exhibitors who begin tearing down prior to 3:30 p.m. will receive a penalty of 5 priority points.

Wednesday, September 30: 3:30 p.m. – 9:30 p.m.*

Thursday, October 1: 7:30 a.m. – 5:00 p.m.

Friday, October 2: 7:30 a.m. – 5:00 p.m.

NOTE: Overtime rates will apply before 8:00 a.m. and after 4:30 p.m. during move-out.

Additional 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 2, 2026, 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 2, 2026, at 10:00 a.m.

Carriers such as UPS and FedEx will not wait in the marshalling yard during move-out. To prevent shipments from being rerouted or incur additional fees, we highly recommend using an alternative carrier.

Move-in dates, times, and essential information are listed below:

Wednesday, September 23: 7:30 a.m. – 5:00 p.m.

Thursday, September 24: 7:30 a.m. – 5:00 p.m.
Friday, September 25: 7:30 a.m. – 5:00 p.m.
Saturday, September 26: 7:30 a.m. – 5:00 p.m.
Sunday, September 27: 7:30 a.m. – 6:00 p.m.

All exhibits must be fully installed by 6:00 p.m., Sunday, September 27, 2026.

IMPORTANT: WEFTEC uses a targeted move-in schedule, meaning exhibitors are assigned specific delivery dates and times to ensure a smooth move-in process.

Target Move-In Schedule Coming Soon.

Overtime rates will apply before 8:00 a.m. and after 5:00 p.m. during move-in and all-day Saturday, September 26, 2026. Double-time rates will apply all day on Sunday, September 27, 2026.

The Exhibitor Service Manual (ESM) is available via the Exhibitor Resource Center (ERC). 

Shipping information including, addresses, dates, labels, and more are available in the Exhibitor Service Manual (ESM) via the Exhibitor Resource Center (ERC).