Reserve Booth View Booth Application Guide

Onsite (Advance) Sales | Virtual Appointments September 22-29, 2022 

Remaining Appointments | Onsite Sales Office, Booth 143, Hall B1 | October 9-12, 2022 

WEFTEC 2022 exhibiting companies are eligible to select WEFTEC 2023 booth space during Onsite (Advance) Sales at WEFTEC 2022. 

• Companies are assigned an Onsite Sales appointment time to select space in order of priority points, from highest to lowest. The top 100 companies (approximate) will have the opportunity to select their space via a virtual appointment September 22 – 29. All remaining companies can reserve their space at the Onsite Sales office at WEFTEC.  
• If a company is unable to make its appointment time, the company must complete their WEFTEC 2023 application by referencing the customized application link sent from service@mapyourshow.com. A WEF staff member will secure a booth space on behalf of the company at their designated appointment time. 
• For more information on Onsite Sales including the appointment schedule, visit www.weftec.org/2023OnsiteSales. 

Second Round Sales | Booth Applications Accepted December 1-31, 2022 | Booth Assignments January – February 2023. 

Companies who exhibited at WEFTEC 2021 are eligible to participate in Second Round Sales. Also, WEFTEC 2022 exhibitors who did not participate in Onsite Sales are eligible to participate in Second Round Sales. 

• Eligible companies for Second Round Sales will receive an email on December 1 from service@mapyourshow.com with a link to their unique, pre-populated application. When completing the application, companies will provide their preferred booth space size and up to eight (8) booth preferences. 
• Applications will be accepted beginning December 1, 2022, through December 31, 2022, with a required 50% booth deposit. 
• A 50% deposit must accompany the application to be reviewed for booth assignment. Companies with an available credit will be able to apply their credit to their booth space deposit and/or additional items during the application process. 
• Beginning January 2023, WEF will review/assign Second Round Sales booth space applications received in priority point order. All Second Round Sales assignments will be notified by February 2023. 

General Sales | Booth Applications Accepted Beginning December 1 | Booth Assignments March 2023 

Exhibitors who are ineligible for Onsite (Advance) Sales or Second Round Sales periods are eligible for General Sales. 

• General Sales is for companies who exhibited in WEFTEC 2020 (virtual event) or prior or are a new WEFTEC exhibitor. 
• General Sales applications are available for submission beginning December 1, 2022. A 50% deposit must accompany the application to be reviewed. After April 1, any applications submitted require a 100% booth deposit to be reviewed/assigned. 
• General Sales applications will be reviewed in date receipt order following the conclusion of Second Round Sales, estimated beginning March 2023. 

Click here to view the floorplan

Payment Schedules 

Onsite (Advance) Sales 

• A 50% deposit is due no later than January 31, 2023. Full payment of the balance is due no later than May 31, 2023. Exhibitors with a WEFTEC 2022 credit on file may use this towards their deposit and will be invoiced for the remaining balance, if applicable. 
• Exhibitors will receive a countersigned contract and invoice following their onsite sales appointment. It is strongly recommended payments be made by credit card, ACH, or wire transfer. If check payment is required, please note invoice instructions and processing time to receive your payment by the required deadline. 

Second Round Sales & General Sales 

• A 50% deposit is due with the exhibitor’s signed contract. Booth applications will not be reviewed/assigned without the required deposit. Full payment of the balance is due no later than May 31, 2023. After April 1, any applications submitted require a 100% booth deposit to be reviewed/assigned.  

Cancellation Policy 

• Exhibitors cancelling or reducing space reservations before January 31, 2023, will receive a full refund. Exhibitors cancelling or reducing space reservations between February 1, 2023, and May 31, 2022, are subject to liquidated damages of 50% of total booth fees of the cancelled space. Cancellation/reductions after May 31, 2023, are subject to liquidated damages of 100% of total booth fees. 
• Any cancellations or reductions in booth space must be received in writing to WEFTECSales @wef.org. 
• View the Exhibitor License Agreement for the full cancellation policy. 

Why are Priority Points Important? 

WEFTEC Exhibit space is assigned according to an exhibitor’s earned priority points during onsite (advance) sales, second advance round, and during booth moves. During general sales, contracts received are assigned space on a date-received basis. 

How are Points Earned? 

Exhibitors can earn points as follows: 

• 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 (Collection Systems, Innovations in Process Engineering, Odors and Air Pollutants, Public Health, Residuals and Biosolids, Stormwater Summit, etc.) 
• 1 point per show for exhibiting in WEF's WIN Pavilion program 
• Exhibitors who received 1 point for transferring a WEFTEC 2020 booth deposit to WEFTEC 2021 then subsequently: 
  • Cancelled prior to contracting space and refunded – 1 point removed 
  • Cancelled prior to contracting space and money kept on file – no points removed/awarded 
  • Cancelled after contracting space, cancellation fee applied and remaining monies refunded – 1 point removed 
  • Cancelled after contracting space, cancellation fee applied, and remaining monies transferred to WEFTEC 2022 – no points removed/awarded 

Can Points be Lost? 

As a result of the pandemic, WEF did not remove any points for companies who did not exhibit at WEFTEC 2021 or WEFTEC 2020's online event, except for actions executed by companies outlined in the above priority point policy. Companies could still earn points during 2020 and 2021, based on their above actions. 

In 2022, WEF resumed its normal priority point removal policy: All accrued points will be removed from an exhibitor's record if the exhibitor misses two consecutive WEFTEC shows. If a company last exhibited at WEFTEC 2018, WEFTEC 2019, or WEFTEC 2020 (online event), they must exhibit at WEFTEC 2022 to retain their points. If a company last exhibited at WEFTEC 2021, they could miss exhibiting at WEFTEC 2022, yet would have to exhibit at WEFTEC 2023 to retain their points. 

Exhibitors may lose 1 point per infraction for failure to adhere to show policy such as exhibitor display out of compliance with show regulations. Exhibitors will lose 5 points per infraction for early tear-down.  

Mergers and Acquisitions: When a WEFTEC exhibiting company is part of a merger or acquisition, the acquired company may transfer its higher priority points to the acquiring company. To do so, legal documentation must be presented to WEF that shows all assets were sold to the acquiring company, including booth points. Once received, WEF can transfer the points to the acquiring company. The new points will supersede the acquiring company’s existing points, if any. Points cannot be combined.  

WEFTEC 2023 Call for Content

WEFTEC exhibiting partners are encouraged to submit abstracts for inclusion in the WEFTEC program. Gain exposure for your work as you increase your industry knowledge. All abstract submissions must be educational/informative in nature and not focused on company promotion. Check back for updates at https://www.weftec.org/speak/call-for-abstracts/

WEFTEC 2023 Technology Spotlights
Closed May 15, 2023
Acceptance/rejection notifications will be emailed mid-June.

Technology Spotlights, which are focused on specific topics, allow WEF to bring attendees to selected booths to hear and see technical, educational presentations by exhibitor experts. There is no better way to share your technical knowledge to a group of interested participants. View WEFTEC 2022 Technology Spotlights programming

WEFTEC 2023 SDG Theater, Innovation Theater, and Global Center | Call for Content
Closed June 1, 2023
Acceptance/rejection notifications will be emailed mid-July.

• The SDG Theater sessions are centered around the United Nation’s Sustainable Development Goals (SDGs), including SDG 6 – Clean Water and Sanitation, complementing its location in the Drinking Water Pavilion. View WEFTEC 2022 SDG Theater programming
• The Innovation Pavilion sessions are focused on newest trends, opportunities, technologies, and implementations in the water industry. More details and submission requirements will be released in Spring 2023. View the WEFTEC 2022 Innovation Theater programming
• The Global Center features sessions and networking from over a dozen countries every year. Sessions include topics of global relevance, including those related to stormwater. View the WEFTEC 2022 Global Center programming

WEFTEC 2023 Technical Program | Call for Content

• Opened: September 30, 2022
• Closed: December 15, 2022
• Acceptance/rejection notifications will be emailed by June 1.

Booth Shares

Increase your companies’ brand presence at WEFTEC, making it easier for attendees to find your related companies, through the booth share program.

What is a Booth Share?

A booth share is an opportunity to promote the brands of legally related companies in a single exhibit space. This opportunity is only available to companies who are legally related to the primary exhibiting company, such as a parent or child company.

• Booth shares “share” the exhibit space with the primary, contracted exhibitor.
• The primary contracted exhibitor must hold enough space to allow each company represented in a booth space at least 100 square feet per company.
• All booth shares must be approved by the primary exhibiting company.
• Only primary exhibiting companies are awarded priority points for their exhibiting participation. Booth share companies are not awarded priority points for their exhibiting participation.

What are the Booth Share Benefits? 

Booth shares help companies who are legally related to leverage their relationships by advertising their brands at WEFTEC.

• Basic listing in exhibitor directory (company and contact information, booth number w/ active link to floorplan, website, company description, 30 product categories);
• Searchable by company name on the floorplan.

What is the Cost of a Booth Share?

• Booth share fee are $500 per share;
• Booth share applications will be processed once fees are paid in full.

How Do I Sign Up?

To begin the booth share proces, send an email to WEFTECSales@wef.org with the following information for each of your booth share companies: 

• Company name;
• Billing address;
• Primary contact first name, last name, email, office and/or mobile number (please specify);
• Indicate if you would like to be added as a secondary contact on the booth share account.

For WEFTEC exhibit sales questions, please contact the below staff. If you are new to WEFTEC and would like to receive regular email updates from us, please contact the appropriate staff member below: 

North America 
Kate Hawley, Senior Manager, WEFTEC Exhibition Sales 
khawley@wef.org | +1.703.684.2423 

Outside North America 
Nic Christy, Director, International Business Development 
nchristy@wef.org | +44 (0) 789 992 7926