Exhibitor Rules & Regulations
Exhibitor Rules and Regulations outlined by the Water Environment Federation and the New Orleans Ernest N. Morial Convention Center.
Services may be ordered through the Exhibitor Resource Center (ERC), booth assignment and login are required.
Exhibitor Resource Center (ERC)
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Access to Personal Data
In connection with its participation in the Event, Exhibitor may have access to the personal data of members of the Water Environment Federation or participants in the Event. Exhibitor agrees that it shall be solely responsible for compliance with any applicable data protection laws and regulations in connection with such data including, but not limited to, the California Consumer Privacy Act (“CCPA”) and the European Union’s General Data Protection Regulations (“GDPR”).
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Adequate Exhibit Space
All exhibitors must adhere to the Water Environment Federations’s Rules and Regulations and rent adequate Exhibit Space to accommodate their planned product display and shall arrange the displays to utilize only the Exhibit Space area contracted for, to recognize the rights of other exhibitors and exhibition visitors, and to conform to the overall pattern developed by Event. No exhibit may interfere with the use of other exhibits, impede access to other exhibits, or impede the free use of the aisles between exhibits.
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Agreement to Conditions
Each Exhibitor, for themselves or their employees, agrees to abide by the Rules and Regulations, and by subsequent amendments or additions, understanding and agreeing that the sole control of the Exhibit Hall rests within the Water Environment Federaion.
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Aisles
Aisle space shall not be used for exhibit purposes, display signs, solicitation, or distribution of promotional material. Exhibits, signs, and displays are also prohibited in any of the common public spaces on the premises of the meeting facilities or in the guest rooms, lobbies, or hallways of the hotels. The Water Environment Federation also prohibits non-approved publications and/or advertising in any of the common public spaces on the premises of the meeting facilities or in the guest rooms, lobbies, or hallways of the hotels.
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Animals
Exhibitors with live animals as part of their exhibit booth must provide the following information to expoinfo@wef.org no later than July 24, 2026.
- Animal Type
- Size
- Weight
- Age of Animal
- Detailed plans of pens, cages, or barriers to contain animal
- Animal must be included on the exhibitor’s Certificate of Insurance (COI)
The owner or handler is responsible for the animal(s) at all times and must be removed from the convention center to be relieved.
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Attendee and Member List
The Water Environment Federation (WEF) does not sell its member list, and such list shall be deemed the confidential information of WEF. Any Exhibitors deemed by WEF to be using its member list shall receive a cease-and-desist letter from WEF prohibiting any further use of the list.
WEF does not sell the Attendee list. Exhibitors will receive access to the Attendee list via the Exhibitor Resource Center (ERC) once Exhibit Space fees are fully paid and Exhibitor Registration has opened. Use of the Attendee list is provided to Exhibitor as an exhibiting benefit for the sole purpose of communicating with Attendees regarding Exhibitor’s participation in the Event. The list is confidential and may not be shared, sold, or distributed to other parties.
The Attendee List includes only those attendees who have opted in and does not include exhibitors or email addresses.
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Balloons and other Decorations
Helium-filled ballons must be secured to the exhibit booth. Balloons may not be distributed.
Exhibitors are responsible for all expenses incurred during removal of ballons that become entangled in the ceiling trusses.
Compressed gas cylinders must be properly secured and removed during event hours.
Other Decorations
Glitter and adhesive-backed (stick-on) decals are strictly prohibited and may not be distributed for used for any purpose within the convention center.
All curtains, drapes, carpet, carpet padding, and decorative materials must be treated with a flame-retardant. The convention center rigorously enforces this regulation and may field flame test any questionable materials.
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Booth Construction
All combustible materials used in exhibit construction must be treated with an effective flame-retardant.
Only non-combustible materials or fire-retardant wood may be used for exhibits, scenery, or props.
All curtains, drapes, carpet, carpet padding, and decorative materials must be treated with a flame- retardant.
New Orleans Ernest N. Morial Convention Center rigorously enforces this regulation and may field flame test any questionable materials.
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Booth Moves
Booth moves will begin in November 2025 and end August 2026. The Booth Move Request form allows contracted exhibitors to relocate and/or adjust their current space. Companies must be in good financial standing with WEF and must be up to date on their booth deposits in coordination with the payment schedule. The cancellation policy, which includes booth space reductions, is detailed below.
Lateral moves are permitted through May 31, 2026. After May 31, 2026, booth moves are permitted only for upgrades or because of a requested downgrade.
Booth Move Request Process & Communication
- Booth move offers are determined by date received and upgrades receive precedence. Priority points and membership status will be used as a tie breaker. WEF will only reach out if a booth move offer is available. WEF is unable to provide a timeline on your request as the waitlist process is only activated when booths become available through booth moves or cancellations. WEFTEC Exhibition Sales will contact you directly if a booth becomes available to you on the waitlist. Once the offer is sent, you will have a limited time to accept the booth move before it is offered to the next exhibitor on the waitlist.
- We strongly suggest you designate a Secondary Contact so the booth move option can be sent to multiple contacts when available. Update your contact preferences in the WEFTEC 2026 Exhibitor Resource Center under Company Information & Contacts.
- Communications will come from service@mapyourshow.com and WEFTECSales@wef.org. Please add both email addresses to your safe senders list.
- his policy is subject to change pending WEFTEC exhibit space availability. All matters and questions not specifically covered by the policy are subject to the decision of Event Management and those decisions will be final.
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Booth Personnel Registration - Opens Spring 2026
Exhibitor’s register using the Maritz Registration Portal via the Exhibitor Resource Center (ERC).
Booth space must be paid in full before you can access your registration dashboard.
Maritz Global Event (MGE)
Maritz is the official registration and lead retrieval provider for WEFTEC 2026. Use the Registration Portal you can register for badges, download attendee lists, and order lead retrieval.
Primary Contact
Each Exhibitor must designate a person to act as the Primary Contact for their company. The Primary Contact is responsible for registering the Exhibitor’s Booth Personnel and the only person authorized to make changes or substitutions to badges, download lists and order retrieval via the exhibitor booth personnel registration dashboard.
Badge Allotment
Exhibitors are allotted 4 complimentary booth personnel registrations per 100 square feet. Exhibitors can purchase badges over and above their allotment.
Badge Delivery Options
Exhibitors can choose to have their badges delivered at their expense. Delivery options will be available exhibitor registration.
Exhibitors must choose to ship either all badges or no badges, and can only be shipped to one address.
Badge Access
The Exhibitor Badge allows exhibitors access to the Exhibit Hall and Technical Sessions.
Pre-Conference Workshops, Facility Tours, the WEF Community Service Project, and Jammin'4 Water are optional events and require an additional fee.
Badge Changes/Cancellations
There is no fee to cancel or replace names to a registration within the Exhibitor’s complimentary registration allotment.
Refund Requests
2026 Information Coming Soon
Badge Pickup
2026 Information Coming Soon
Policies
Exhibit booths must always be attended and maintained by at least one exhibitor or exhibitor representative during all exhibit hours. All representatives of the exhibitor must be registered and badged to be admitted to the exhibit hall and participate in the exhibitor’s booth.
Exhibitors must abide by the WEFTEC Code of Conduct.
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Booth Share
The Exhibitor may request one or more Booth Shares if Exhibitor has rented a Booth Space of 200 square feet or larger. The primary contracted exhibitor must hold enough space to allow each company to be represented in a booth space of at least 100 square feet per company. Booth Shares may be requested by submitting a Booth Share application and paying in full the listed fee for each request. Booth Shares must be approved by the primary contracted exhibitor. Shares will only be approved by the Water Environment Federation if the companies submitted are legally related to the primary exhibiting company and must have a parent or child relationship with the primary exhibitor.
Only primary exhibiting companies are awarded priority points for their exhibiting participation. Booth share companies are not awarded priority points for their exhibiting participation.
Information regarding Booth Share Personnel registration will be available in the Exhibitor Resource Center (ERC) Spring 2026.
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Booth Storage and Crates
New Orleans Ernest N. Morial Convention Center does not provide storage for crates or freight of any kind. Crates or any freight items will be stored off-site by Freeman until the end of show. It is the exhibitor’s responsibility to ensure crates or freight are empty prior to removal from the exhibit hall.
Freeman offers Access Storage for items that need to be accessible during the show such as giveaways, extra machine parts, extra AV equipment, etc. for a charge. For details view the Exhibitor Service Manual via the Exhibitor Resource Center (ERC).
Nothing may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. The convention center inspects all exhibits to ensure compliance.
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Carpet/Flooring
WEF requires all exhibitors to provide flooring for their booth, with the exception for exhibitors in the Innovation Showcase and Discovery Zone.
Carpet/Flooring must cover the entire booth space in one continuous piece. Interlocking flooring is permitted. Stick-on flooring is prohibited. Exhibitors may not use adhesive to adhere items to the floor. Show Management reserves the right to carpet booths without carpet or flooring at 6:00 p.m. Sunday, September 27, 2026 at the exhibitor’s expense.
If you plan to bring your own flooring, please notify us at expoinfo@wef.org for our records.
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Camera & Filming
No photography, recording, transcription, or electronic capture is permitted in session rooms including, but not limited to, live streaming. No photography or electronic capture of an exhibit booth is permitted without the permission of the exhibitor. Photos or recordings taken without the exhibitor’s permission must be relinquished and/or deleted. Media companies or representatives contracted to film or photograph an exhibit booth on behalf of an exhibitor, must complete the WEFTEC Camera Policy for Media form by August 21, 2026, and submit it to expoinfo@wef.org.
Exhibitor grants WEF an exclusive, royalty-free, non-revocable license to WEF to use the photographs, videos, or other likenesses taken by employees or agents of WEF at WEFTEC in any and all media of any and all nature, now or hereafter developed, including but not limited to print and electronic media, in and for all languages, for WEF’s educational and promotional purposes throughout the entire World.
Photo Release
WEF occasionally uses photographs, videos and audio recordings of the Exhibitors and the Exhibit Space personnel in promotional materials. By virtue of participation in the Event, Exhibitor, on behalf of its Exhibit Space personnel, automatically agrees to usage of its Exhibit Space personnel’s likenesses in such materials with no remuneration to Exhibitor or its Exhibit Space personnel.
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Cancellation and No-Show Policy
All Exhibit Space deposits and payments become the sole property of the Water Environment Federation (WEF) and their return is subject to the cancellation and refund provisions as follows:
- Exhibitor shall provide WEF with a written notice of the Exhibit Space cancellation. Cancellations are not effective until received by WEF in writing. Written cancellations may be sent by e-mail to WEFTECSales@wef.org.
- Exhibitors which provide a written cancellation on or before January 31, 2026, will receive a full refund.
- Exhibitors which provide a written cancellation between February 1, 2026, and April 30, 2026, will be liable for a cancellation fee equal to 50% of the Exhibit Space Fee; any fees paid that exceed the amount of the cancellation fee due will be refunded.
- Exhibitors which provide a written cancellation after May 1, 2026, but prior to 12:00 pm CT, September 27, 2026, will be liable for a cancellation fee equal to 100% of the total contracted Exhibit Space Fee.
- Exhibitors which do not claim their Exhibit Space by 6:00 pm CT on Sunday, September 27, 2026, or for which WEF has not approved special arrangements for claim of their Exhibit Space, will be considered a “no-show" and are liable for a cancellation fee in the amount of 100% of the Exhibit Space Fee. The Exhibitor will be deemed to have cancelled and must forfeit their Booth Personnel Registration Badges, rights to the attendee list and all exhibiting benefits; and must exit the Exhibition and WEFTEC immediately. WEF reserves the right to determine sanctions imposed on Exhibitor as a result of a no-show including, but not limited to, the prohibition of Exhibitor at any future WEF event.
- If Exhibitor reduces the Exhibit Space reserved, a cancellation fee will apply to the portion of the Exhibit Space cancelled. WEF cannot guarantee the originally assigned Exhibit Space if Exhibitor reduces the originally reserved Exhibit Space and reserves the right to reassign the Exhibit Space as necessary to maintain the integrity of the floor plan.
- If Exhibitor increases its Exhibit Space and then subsequently cancels its participation in the Event, a cancellation fee shall be assessed based on the increased Exhibit Space Fee.
- If, due to a merger and/or acquisition involving Exhibitor, such Exhibitor seeks to retain its Exhibit Space and/or cancels its participation in the Event or reduces the size of its Exhibit Space, any Exhibit Space or cancellation fees will be the responsibility of Exhibitor based on the cancellation policy above.
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Cancellation of the Event
Exhibitor acknowledges and agrees the Water Environment Federation (WEF) may cancel, delay, shorten, modify in format the Event for any reason including those beyond its control including, but not limited to, acts of God, shortage of commodities or supplies to be furnished by the facility, infectious or communicable diseases, governmental authority, terrorism, threats of terrorism, or war in the United States. Exhibitor understands and agrees that all losses and damages which it may suffer as a consequence thereof are its responsibility and not that of WEF, its trustees, officers, employees or agents. Exhibitor understands that it will lose all monies it has paid to WEF for Exhibit Space in the Event (no refunds will be given), as well as other costs and expenses it has incurred including, but not limited to, travel to the Event, setup, lodging, freight, banners, décor, and employee wages.
Exhibitor agrees to indemnify, defend, and hold harmless WEF, its officers, trustees, employees, agents, and each of them, from any and all loss which Exhibitor may suffer as a result of the cancellation of or changes to the Event. Further, Exhibitor releases WEF, its trustees, officers and employees and/or agents from any and all claims including, but not limited to, lost profits, out-of-pocket costs, and indirect and/or consequential damages. The terms of this provision shall survive the termination or expiration of the Application and License.
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Catering Distribution (Food and Beverage)
Sodexo Live! is the exclusive catering company for New Orleans Ernest N. Morial Convention Center. Exhibitors may not dispense food and/or beverages of any kind, including bottled water, without written permission from the Convention Center and Sodexo Live! Orders must be placed no later than 5:00 p.m. CT August 21, 2026.
Menu and catering information available in the Exhibitor Service Manual via the Exhibitor Resource Center (ERC) starting Spring 2026.
No outside food or beverage is permitted into or consumed within the convention center.
Louisiana State Law prohibits alcoholic beverages from being brought into the Convention Center. New Orleans Ernest N. Moral Convention Center rigorously enforces this law.
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Character and Conduct
WEFTEC Code of Conduct
The use of any method(s) to gain an advantage over a competitor, including but not limited to the use of such competitor’s tools or products, is strictly prohibited. Any Exhibit Space personnel or Exhibitor activities which the Water Environment Federation (WEF) deems to be outside the character and purpose of WEF shall be subject to immediate termination of its Exhibit Space without any refund for the Exhibit Space and may also be prohibited from participating in future WEF events.
Event Code of Conduct
As a condition to participating in the Event, each individual whether as an attendee, exhibitor, exhibit space personnel, sponsor, speaker, WEF member or non-member, vendor, or other capacity (each “Event Participant”) accepts and agrees to abide by the terms of the WEFTEC Event Code of Conduct as it may be amended by WEF along with any other terms and conditions relating to Event participation.
Any Event Participant who overhears, witnesses or experiences a violation of the Event Code of Conduct during the Event should contact a WEF team member. If you cannot find a WEF team member or would like to report a violation after the Event, you may email WEFTECSales@wef.org. Please remember that notifying WEF staff or security does not constitute or replace notification to local law enforcement.
Event Participants acknowledge that any violation of the Event Code of Conduct may result in WEF issuing them a warning, removing them from the Event without notice or refund and restricting them from attending future WEF events.
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Damage to the Building
Exhibitors are responsible for any damage(s) occurring within their assigned areas due to their negligence or actions, including those of their staff, agents, contractors, or guests, excluding normal wear and tear. It is also the exhibitor's responsibility to ensure that their staff, contractors, and agents are aware of and comply with all requirements, restrictions, and policies regarding work, signage placement, and the facility's operating guidelines.
Per New Orleans Ernest N. Morial Convention Center, nothing may be glued, taped, tacked, nailed, or in any way affixed to any interior or exterior surface of the convention center. Nothing may be attached to exhibit floor columns, even within booths.
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Dismantling of Displays (Tear Down)
Dismantling your display prior to the end of show is prohibited. Dismantling begins at the close of the show on Wednesday, September 30, at 3:30 p.m. All display items and materials must be removed from the show floor by 5:00 p.m., Friday, October 3. Move-out hours:
| Day | Date | Hours |
|---|---|---|
| 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. |
To ensure that all exhibit materials are removed from the show floor by the deadline, it is strongly recommended that Exhibitors have all items packed by Thursday, October 1 at 5:00 pm and that all carriers check into the Marshalling Yard by 10:00 a.m. on Friday, October 2. Freeman will not accept outbound material handling prior to show close.
*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.
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Drone/Unmanned Aerial Vehicles (UAV)
Drone operators must provide a current FAA Remote Airman Certificate, Certification of Insurance for General Liability coverage that specifically states coverage for drone exposures, Drone or Unmanned Ariel System (UAS) specifications (brand, model, dimensions, weight), and a description of intended use.
Additionally, prior to operating a drone or UAS on or over NOPFMI property, the Operator must furnish show management and NOPFMI with proof of insurance as follows: Evidence of General Liability coverage in the form of a Certificate of Insurance (COI) with minimum limits of $1,000,000 per occurrence shall be provided. Such coverage shall name and evidence the City of New
Orleans, New Orleans Public Facility Management, Inc., and Ernest N. Morial – New Orleans Exhibition Hall Authority as Additional Insureds for both on-going and completed operations. Further, the evidence of coverage shall contain a Waiver of Subrogation in favor of the Additional Insureds. The COI shall specifically confirm coverage for the drone exposure in the description section of the document.
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Enclosed or Multi-level Booths (Including tents)
Detailed plans of multiple-story or enclosed booths must be submitted to expoinfo@wef.org no later than July 24, 2026. Plans must include:
- If the exhibit is multi-story and/or enclosed with a ceiling
- Specify maximum number of occupants
- Structural engineer’s stamp certifying the maximum occupant load capacity
- Measurements
- Total weight
- Number of bearing points the item/equipment has
- Description of the item or equipment
- Diagram of item or equipment place in the booth
New Orleans Ernest N. Morial Convention Center reserves the right to require outside consultants at the exhibitor’s expense for field inspections and weight verifications.
Ceiling clearances in the convention center vary from 26 feet 6 inches to 59 feet, with most areas having a minimum of 30 feet clearance.
Multiple-story booths cannot be located under passenger or utility truss ways. Booth plans must specify the maximum number of occupants and must have a structural engineer’s stamp certifying the maximum occupant load capacity.
Certain booths may require fire watches, electrical ventilation, smoke detection devices, fire extinguishers, multiple exits, etc., as required by Fire Prevention Officials.
A permit from the City of New Orleans is required. A Fire Watch may be required. Please contact expoinfo@wef.org for more information.
It is strongly recommended to review Equipment & Floor Load Capacity
Tents, Awnings, and Canopies
The use or display of tents, awnings, or canopies requires written approval of Event Management, the convention center, and the New Orleans Fire Prevention Division.
Written requests must be submitted no later than July 24, 2026, regardless of approval from previous years.
A permit from the City of New Orleans is required. A Fire Watch or fire extinguisher may be required.
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Entertainment
All music and entertainment should be in good taste and not include content that is sexually explicit or verbally offensive. Show Management reserves the right to make final decisions on the acceptability of questionable booth activities.
View Lighting and Sound and Live Music for more information.
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Equipment & Floor Load Capacity
The flooring of the New Orleans Ernest N. Morial Convention Center exhibit halls is concrete slab with a maximum load capacity of 350 pounds per square foot; some areas in Halls H through J have a maximum floor load of 500 pounds per square foot.
If any equipment in an exhibit exceeds the stated weight limits, exhibitor must supply the convention center with detailed plans of original equipment and weight load on all points, as well as plans showing proposed method of weight redistribution. A licensed structural engineer must certify plans. These plans must be submitted to expoinfo@wef.org no later than June 18, 2026.
The convention center reserves the right to utilize outside consultants, at exhibitor’s expense, for field inspections and weight verifications.
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Exhibit Hall Hours
| Date | Time | Power Hours |
|---|---|---|
| Monday, September 28 | 8:30 a.m. – 5:30 p.m. | 10:00 a.m. – 12:00 p.m. |
| Tuesday, September 29 | 8:30 a.m. – 5:30 p.m. | 10:00 a.m. – 12:00 p.m. |
| Wednesday, September 30 | 8:30 a.m. – 3:30 p.m. | No designated power hours |
Power Hours are times dedicated to visiting exhibitors and participating in product launches, equipment demonstrations, and Technology Spotlights.
*Any exhibitor that dismantles (tear down or abandon the booth) prior to 3:30 p.m. on Wednesday, September 30, will be penalized with the reduction of 5 priority points.
Booth Personnel, with an Exhibitor badge, are permitted to enter the exhibit hall at 7:00 a.m. each show day. Expo Only badges are not permitted in the exhibit hall during set up, tear down, or early entry hours.
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Exhibit Space Accessibility
Exhibitors are responsible for compliance with the Americans with Disabilities Act, as mentioned in the Exhibitor License Agreement, to ensure event attendees with disabilities have access to all demonstrations, information, contests, giveaways, or other services offered in their booth.
Exhibit Space Accessibility Guidelines
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Exhibit Space Floor Layout and Design
The Water Environment Federation (WEF) reserves the right to assign, designate or change Exhibit Space locations. The aisles belong to WEF unless otherwise noted. Neither exhibits nor advertising material will be permitted to protrude into the aisles. End cap Exhibit Space is not permitted as the back wall blocks the line of sight to other in-line Exhibit Spaces in the same aisle. WEF reserves the right to control and prohibit any disruptive noises produced by an Exhibitor. Any unfinished portion of an Exhibit Space must be draped at the expense of the Exhibitor. Carpet and/or alternative floor covering is required in all Exhibit Spaces. The carpet or floor covering must fill the entire dimensions of the Exhibit Space. Carpet will be installed by WEF, at the Exhibitor’s expense, if the Exhibit Space is without carpeting and/or alternate floor covering on or before 6:00 p.m. CT, Sunday, September 27, 2026.
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Exhibitor Activities
Exhibitors are prohibited from displays or demonstration items outside the Exhibit Space or scheduling of private functions, cocktail parties, special events, etc., during the listed Event hours, Monday, September 28 to Wednesday, September 30, 2026. Neither hired models nor Exhibit Space personnel may walk the aisles of the Event representing or promoting a company product. No canvassing, advertising, displaying, demonstrating, or distributing items and/or literature will be permitted outside the Exhibitor’s Exhibit Space without written permission of the Water Environment Federdation (WEF). No materials or signs shall be posted, nailed, or tacked to drapes or walls of hotel hallways or the Event area. No printed material will be allowed to be delivered to or placed under hotel guestroom doors without WEF’s consent.
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Exhibitor Displays and Product Demonstrations
The Exhibitor is solely liable for the operation of all displays and its supplied materials and agrees to indemnify and hold the Water Environment Federation, its officers, directors, volunteers, employees, guests, invitees, and agents harmless from any and all claims of liability arising out of Exhibitor's exhibit, demonstrations and the like. Exhibitor warrants that it has all necessary rights and licenses to all content displayed at their exhibit. In the event of a claim of infringement based on intellectual property presented by Exhibitor, Exhibitor agrees to assume full liability for such a claim.
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Exhibitor Membership
Exhibitor is eligible for the Exhibitor Member Rate if Exhibitor has a paid the Water Environment Federation (WEF) Exhibitor Membership at the time of billing and continuously through the last date of the Event.
Exhibitor Membership is valid for the calendar year and expires on December 31 each year. For Advance Sales, if 2026 Exhibitor Membership is not renewed or activated by January 31, 2026, the Exhibit Space Fee will be changed to the non-member rate and the Exhibitor is responsible for paying the full Exhibit Space Fee at the non-member rate.
For the general sales period, applicants who request the Exhibitor Member Exhibit Space rate, whether current 2025 Exhibitor Members or new, must have an active (paid) 2026 Exhibitor Membership to be assigned at the Exhibitor Member rate. Exhibit Space applications requesting the Exhibitor Member Exhibit Space rate will not be assigned until the 2026 Exhibitor Membership is renewed/activated.
Active Exhibitor membership must be maintained to retain the exhibitor member rate.
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Exhibitor Personnel and Representatives
Exhibit Space must always be attended and maintained by at least one exhibitor or exhibitor representative during all exhibit hours. All representatives of the exhibitor must be registered and receive an Exhibitor badge to be admitted to the exhibit hall and participate in the Exhibitor’s Exhibit Space. Expo Only badges are not permitted to be used for Exhibit Space staff. Exhibitor representatives agree to follow any and all health and safety measures as may be established and communicated by WEF, Ernest N. Morial Convention Center – New Orleans, and the city of New Orleans while attending official WEFTEC events or on transportation provided by WEF for the purposes of traveling to or from WEFTEC, and on the premises of Ernest N. Morial Convention Center – New Orleans. Failure to abide by any such health and safety measures may result in expulsion from the Event, termination of this Application and License and loss of all rights granted to Exhibitor herein without refund.
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Exhibitor Responsibility
Exhibit Space must be staffed at all times during the regular Event. An Exhibitor of the Event and its affiliated agents or employees may not enter another Exhibitor’s Exhibit Space without the latter Exhibitor’s permission. Exhibitors shall abide by and observe all laws, rules, and regulations of the federal, state and city governments, as well as the convention and trade show facilities. This includes regulations regarding labor jurisdictions. All decorations and electrical wiring and fixtures must comply with local fire laws; state and local fire regulations must be followed.
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Fire & Safety
Compressed Gases
Compressed gases are not permitted inside New Orleans Ernest N. Morial Convention Center in other than approved containers. Only a one-day supply will be allowed in the display area and must be secured.
No storage of compressed gas is allowed in the convention center.
Exhibitors with compressed gases must display a “CAUTION” sign.
The amount of compressed gas used in a booth or display must be submitted for review to expoinfo@wef.org no later than August 21, 2026.
Heavier than air gases (propane, butane) or Liquefied Petroleum Gas (LPG) to be used or brought into the center.
Natural gas is available from the convention center upon request.
Emergency Equipment
No equipment, booth signs, displays, or other items can block or obstruct any emergency phones, alarms, sprinkler valves, or hose connection.
Exits
No furnishings decorations or other booth objects can obstruct exits, access to exits, or visibility of emergency exits. The convention center reserves the right to request battery operated exit signs to structures that obstruct the view of any exit.
Explosives
No one is allowed to bring into the convention center any substance of an explosive nature such as fireworks or Class B or Class A explosives without prior written approval from the convention center and the New Orleans Fire Prevention Division. A Fire Watch is required.
Flammable Liquids
Flammable liquids are not permitted withing the convention center. Filling of any tank or device with any flammable liquid inside the convention center is not permitted.
Open Flame
No open-flame lighting devices may be used in the convention center.
Portable cooking equipment not fuel connected is permitted if equipment is fueled by small heat sources that can be readily extinguished by water, such as alcohol or solid alcoholic gel.
Proper precautions must be made to prevent ignition of combustible materials. Prior written approval from both event management and the convention center is necessary.
A permit from the City of New Orleans is required. Fire water may be required.
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Giveaways, Contests, and Drawings
Federal, state, and local laws heavily regulate drawings, lotteries, and/or contests that have prize giveaways. The laws of each state and location vary widely. Each Exhibitor is solely responsible to ensure that all giveaways, contests, drawings, etc. conducted as part of its exhibit comply with all federal, state, and local laws. The Exhibitor agrees that it is solely responsible and liable for any government action or legal claims, fees, penalties, or charges brought relating to the Exhibitor’s promotional giveaway activities.
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Hanging Signs
Island booths that are 600 square feet or larger are permitted to hang a sign. Sign height is restricted to a maximum height of 20 at the top of the sign. Hanging signs and graphics must be rigged directly over contracted exhibit space and may not encroach into aisle space.
Only Freeman is authorized to rig within the facility. Exhibitors requiring hanging of signs, lights, equipment, etc. must conform to Show Management Rules and Regulations and facility limitations including:
- Set-up instructions must be provided for signs needing assembly.
- Hanging anchor points must be pre-fabricated and ready for use.
- Electrical signs must be in working order and accordance with the National Electrical Code.
- Electrical Service requirements must be ordered in advance using the Electrical Service Order Form.
- If any hanging point supports are over 250 lbs., notify Freeman immediately for special authorization.
Island Booths
The maximum height for hanging signs in Island Booths is 20’ at the top of the sign. Hanging Signs and Graphics for Island Booths must be directly over contracted exhibit space only and, if rotating, may not rotate into the aisles at any time.
Shared Island Booths
The maximum height for hanging a sign is 20' at the top of the sign. Hanging Signs and Graphics for Shared Island Booths must be set back 5’ (1.52 meters) from the shared 8' high drape line.
Any sign or equipment that does not meet the stated requirements must be reviewed and approved by the Director of Exhibition Operations.
All hanging signs must be shipped to the advanced warehouse. Shipping labels can be downloaded from the Exhibitor Service Manual available Spring 2026.
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Hazardous Materials
Occupational Safety and Health Administration (OSHA) requires that all containers of hazardous materials be labeled and display appropriate warnings.
Exhibitors displaying or using hazardous materials must submit Material Safety Data Sheets and manifests to expoinfo@wef.org no later than July 24, 2026.
Any container not clearly labeled and identified will be removed from within the convention center, tested, and disposed of at exhibitor’s expense.
Fluids, chemicals, petroleum-based products, medical and biological waste, hazardous waste, and contaminated materials must be identified and disposed of in the manner mandated by federal, state, and local regulations.
Exhibitors are responsible for making arrangements for the disposal of all hazardous materials.
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Haze/Fog/Smoke Machines
The Water Environment Federation permits haze, fog, or smoke with prior approval from show management and the convention center regardless of approval from previous years. Exhibitors must submit the below information to expoinfo@wef.org no later than August 21, 2026.
- Exhibiting Name
- Booth number
- Photo or Video demonstration
- Description of how the machine will be used
The convention center reserves the right to conduct onsite testing to verify compliance with fire and safety regulations.
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Indemnification and Insurance
Exhibitor agrees to indemnify, defend and hold the Water Environment Federation, its directors, officers, agents, representatives and employees, and each of them, Ernest N. Morial - New Orleans Exhibition Hall Authority; New Orleans Public Facility Management, Inc. (NOPFMI), and the President/General Manager of NOPFMI, or his authorized representative, other Event vendors, and their respective facilities, agents, trustees, officers, board members and employees harmless against all claims, losses, damages, liabilities, costs, and expenses (including attorneys’ fees), damages to persons or property and governmental charges or fines arising out of or caused by: (i) the installation, removal, maintenance, occupancy or use of the Event premises or any part thereof; (ii) the performance or the breach of any term of this Application and License, applicable laws and regulations, policies, or directives of WEF; or (iii) the negligence, gross negligence or willful misconduct of Exhibitor, its employees, agents or contractors. The terms of this provision shall survive the termination or expiration of this Application and License.
Exhibitor must maintain Worker’s compensation and employer’s liability insurance in full compliance of all Federal and State laws covering all employees and Independent Contractors.
The Exhibitor must maintain and provide proof of insurance issued by an insurance company duly authorized to conduct business in the State of Illinois and with an A.M. Best rating of A:VIII or better. Insurance policies issued outside of the United States cannot be accepted. Comprehensive General Liability or Commercial General Liability and Automobile Insurance must name the following Additional Insureds: Water Environment Federation, Ernest N. Morial - New Orleans Exhibition Hall Authority; New Orleans Public Facility Management, Inc., and the President/General Manager of NOPFMI, or his authorized representative, and their facilities, agents, trustees, officers, board members and employees.
- Comprehensive General Liability (Broad Form) or Commercial General Liability with limit of liability for bodily injury and property damage of not less than $1,000,000.00 per occurrence
- Comprehensive Automobile Insurance covering any owned, not owned/hired and hired self-propelled vehicles of the type for use on and off Ernest N. Morial - New Orleans Exhibition Hall. Coverage should include loading and unloading hazards
- $1,000,000 for property damage for each occurrence
- $1,000,000 for all injuries and/or deaths resulting from any one occurrence
- Fire Legal Liability in the amount of $100,000.00
Additional insurance protecting exhibitor’s assets and property brought to the exhibit is recommended.
Proof of insurance must be provided. Failure to provide required proof of insurance may incur sanctions imposed on Exhibitor including, but not limited to, forfeiture of Exhibit Space at the Event without refund or prohibition of Exhibitor at any future WEF event.
Proof of insurance must be provided. Failure to provide required proof of insurance may incur sanctions imposed on Exhibitor including, but not limited to, forfeiture of Exhibit Space at the Event without refund or prohibition of Exhibitor at any future WEF event.
Certificate of Insurances (COIs) are due no later than August 21, 2026.
Submission Details Coming Soon
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Installation of Displays (Move-in)
Installation is based on a target schedule detailed in the Exhibitor Service Manual (ESM). A target move-in date and time is assigned to each exhibitor and refers to the date and time the exhibitor may schedule on-site freight delivery. Exhibitors are not required to begin setting up on their target move-in date, but this is the first day they CAN begin. Exhibitors that need to update their target move-in date must submit a change request form.
Target Move-in Schedule and Change Request Form will be available in the ESM Spring 2026.
All displays must be completed by 6:00 p.m. on Sunday, September 28. Move-in hours:
| Date | Hours |
|---|---|
| Wednesday, September 24 | 7:30 a.m. – 5:00 p.m. |
| Thursday, September 25 | 7:30 a.m. – 5:00 p.m. |
| Friday, September 26 | 7:30 a.m. – 5:00 p.m. |
| Saturday, September 27 | 7:30 a.m. – 5:00 p.m. |
| Sunday, September 28 | 7:30 a.m. – 6:00 p.m. |
Notes:
- You will have the option to hire labor to assist with installation if needed. Details will be in the Exhibitor Service Manual via the Exhibitor Resource Center (ERC).
- On Saturday, September 27 and Sunday, September 28, exhibitors are allowed to remain in the Exhibit Hall to continue booth set-up if they are in the Exhibit Hall before 6:00 p.m. Reentry will not be permitted.
- Exhibitors anticipating a late arrival must notify expoinfo@wef.org no later than 6:00 p.m. CT on Sunday, September 28.
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Limitation of Liability
In no event shall the exhibit facility, the Water Environment Federation (WEF), and their owners, managers, officers, trustees, or directors, agents, employees, independent contractors, subsidiaries and affiliates (collectively “WEF parties”) be liable to the exhibitor or any third party hired by or otherwise engaged by the exhibitor for any lost profits or any other indirect, special, punitive, exemplary, incidental or consequential damages, including attorneys’ fees and costs, arising out of this application and license or connected in any way with use of or inability to use the services outlined in this application and license or for any claim by exhibitor, even if any of the WEF parties have been advised, are on notice, and/or should have been aware of the possibility of such damages. Exhibitor agrees that the WEF parties’ sole and maximum liability to exhibitor regardless of the circumstances shall be the refund of the exhibit space fee. Exhibitor agrees to indemnify and defend the WEF parties from any claims brought by a third party hired by or engaged by the exhibitor for any amount beyond the exhibit space fee. Further, exhibitor agrees to pay all attorney’s fees and costs incurred by WEF parties arising out of or in any way related to this application and exhibit. Exhibitor shall be solely responsible for its attorney’s fees and costs.
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Lighting & Sound
Booth Lighting
Exhibitors should adhere to the following guidelines when determining booth lighting:
- No lighting, fixtures or overhead lighting are allowed outside the boundaries of the exhibit space.
- Lighting including gobos should be directed to the inner confines of the booth space. Lighting cannot project onto other exhibits or show aisles.
- Lighting which is potentially harmful, such as lasers or ultraviolet lighting, is prohibited.
- Lighting that flashes, rotates, pulsates, or has other specialized effects is prohibited.
- Lighting simulating UV lights must be masked with smoked plexiglass or masked with drape so that the lights do not disturb neighboring exhibitors.
Sound and Presentations in Booths
Public address systems are not permitted. The noise level from any demonstration or sound system should be kept to a minimum and should not interfere with others. Any speakers must be directed into the middle of the exhibitor’s booth space. The Water Environment Federation reserves the right to determine at what point sound constitutes interference with others and must be discontinued.
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Line of Sight
2026 Information Coming Soon
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Live Music
Exhibitors planning to have a live music must notify expoinfo@wef.org no later than August 21, 2026. Music must be kept at a reasonable level to avoid disrupting neighboring exhibitors. Show Management reserves the right to determine when noise levels are excessive and may require a volume reduction.
It is strongly recommended to review Lighting and Sound.
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Local Laws
Exhibitor shall comply with all applicable laws and regulations including, but not limited to, those relating to health and safety, as well as the Water Environment Federation (WEF) directives relative to number of persons in their Exhibitor Space, social distancing, face coverings, and any other directives issued by the Water Environment Federation to Exhibitor.
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Minors Visiting the Exhibit Hall
No one under the age of 18 are not permitted in the exhibit hall during move-in or move-out:
- Move-in: Wednesday, September 23 – Sunday, September 27
- Move-out: Wednesday, September 30 (beginning at 3:30 p.m.) – Friday, October 2
People under the age of 18 may visit the exhibit hall after being issued a badge, and under the supervision of a badged adult during WEFTEC’s open hours:
- 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.
Children in strollers or carriers are permitted when under the direct supervision of a badged adult. The badged adult assumes all risks and responsibilities for the safety of the minor. Visit Attendee Customer Service in the convention center to obtain a badge for a minor.
The Water Environment Federation reserves the right to deny access or remove anyone it deems a disruption or safety risk.
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Official Service Contactor
Freeman is the official service contractor for WEFTEC for booth services including shipping, material handling, booth furnishings, flooring, and most utilities. The Exhibitor Service Manual will include all service contractors and order forms.
Visit Official Service Contactors for full list of official WEFTEC Vendors.
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Operation and Use of Exhibit Space
In accordance with the exhibitor display requirements, Exhibitor is not allowed to obstruct the view of, cause injury to, or otherwise adversely affect the displays of other exhibitors. Exhibitor personnel may not enter another’s Exhibit Space and at no time may enter an Exhibit Space that is not staffed, except their own. Exhibitor shall confine its activities to the Exhibit Space assigned.
Furthermore, attendants, models, robots, and employees must confine their activities to the Exhibit Space assigned to Exhibitor. WEF is the final authority on all matters relating to the operation and use of Exhibit Space.
Exhibitor may not mark, damage, or otherwise deface any part of the building or property belonging to the Venue. Smoke or fog-producing machines, pyrotechnics, and live animals are not allowed on the show floor. Exhibitors are responsible for all damages to persons or property caused by themselves, their hires, or anyone acting on their behalf. This responsibility extends to, without limitation, any damage to persons or property from any item distributed from their Exhibit Space to attendees. Should such damage occur, Exhibitor is solely liable to the injured person or owner of the damaged property. Exhibitor further agrees to indemnify, defend and hold WEF and its officers, trustees, members, employees, and agents harmless against any and all claims that may arise because of any damage, loss, or injury caused by Exhibitor’s acts, products, services, display, or promotional items.
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Payment and Refunds
Assignment of Exhibit Space is contingent upon the Water Environment Federation’s acceptance of this Application and License and its receipt of payment from Exhibitor in accordance with the payment schedule set forth below.
Advance Sales
For Exhibitors which have been notified by WEF that they are eligible for Advance Sales and reserve Exhibit Space on or before October 1, 2025, payment due as follows:
- January 31, 2026: 50% Exhibit Space Fee & 100% Booth Add-on Fees Due
- April 30, 2026: Final Payment Due
General Sales
For other Exhibitors which are not designated by WEF for Advance Sales, or Exhibitors designated by WEF for Advance Sales but do not reserve Exhibit Space on or before October 1, 2025, payment due as follows:
- After October 9, 2025: 50% Exhibit Space Fee & 100% Booth Add-on Fees Due
- April 30, 2026: Final payment Due
Once final payment is received, Exhibit Space will be confirmed. If final payment for any Exhibit Space is not received by WEF by April 30, 2026, WEF has the right to immediately release the selected Exhibit Space and to retain all payments made to it by the Exhibitor. Exhibitors which paid fees by credit card may not challenge cancellation fees charged to such credit card for cancellation fees as set forth in this provision.
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Priority Point Policy
Dismantling your display prior to end of show Wednesday, October 1 at 3:30 p.m. is not permitted. Any exhibitor that tears down early will receive a penalty of 5 priority points.
WEFTEC exhibit space is assigned according to an exhibitor’s earned priority points during advance sales and considered when reviewing Exhibit Space move requests. During general sales, contracts received are assigned on a date-received basis.
Priority points can be earned as follows:
- 1 point per year for exhibiting at WEFTEC.
- 1 point per year for holding active WEF Exhibitor Membership.
- 1 point per show for exhibiting at WEF Specialty Conferences.
- 1 point per show for exhibiting in WEF’s International Pavilion program. (1 additional point for signing up by October 31)
- 1 point for the winner of the WEFTEC Sustainable Booth Award (one award per year)
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 or abandonment.
All accrued points will be removed from an exhibitor’s record if the exhibitor misses two consecutive WEFTEC shows.
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 Exhibit Space points. Once received, the Water Environment Federation 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.
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Reservation of Right to Make Changes
Any matters not specifically covered in this document are subject to decision by WEF. WEF reserves the right to make changes, amendments and additions to these rules and regulations as considered available for the proper conduct of the exposition, with the provision that all exhibitors will be advised of any such change.
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Resolutions of Disputes
In the event that there is a dispute or disagreement between an exhibitor and an official contractor or another exhibitor(s) or labor union/representative, all interpretations of the Rules and Regulations managing the exposition, actions or decisions concerning the dispute by show management intended to resolve the dispute will be binding on the exhibitor.
Show Management reserves the right to remove exhibitors, employees, or representatives and/or remove a booth in cases of disorderly conduct without refund to the exhibitor.
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Security
The Water Environment Federation (WEF) shall provide security for the Exhibit Hall from September 22, 2026 – October 2, 2026, but WEF does not guarantee, nor insure the Exhibitor against loss of any kind for its Exhibit Space by any reason thereof. WEF, the official service contractor, and New Orleans Ernest N. Morial Convention Center, do not maintain insurance covering an Exhibitor’s property. It is the sole responsibility of the Exhibitor to obtain the appropriate amount and type of insurance to cover its property, agents or employees from theft, damage by fire, accident or any other cause. WEF will not be responsible for any injury that may occur at Event and/or any Exhibit Space, and/or to Exhibitor’s employees, contractors, or agents, or for the loss of, or damage to, any material from any cause whatsoever, whether in transit to or from, and/or during the Event, regardless of whether WEF furnishes attendants, guards or night watchpersons.
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.
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 Show Management as quickly as possible. You may contact the Exhibition Management Office, a Floor Manager, or the Security Office.
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Selling in the Exhibition
The on-site sale and/or delivery of goods is not permitted. Any violation of this requirement will result in the termination of the existing contract for exhibit space without refund.
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Suitcasing
Suitcasing, the act of soliciting business in exhibit hall aisles, public spaces, hotels, parking lots, or surrounding areas of New Orleans Ernest N. Morial Convention Center, is strictly prohibited for any person or company not exhibiting at WEFTEC. This includes solicitation in other booth spaces, open areas around the convention center, and hotels within the WEFTEC hotel block. Violators will face immediate termination of their contract or registration without refund.
Promotional Items
The Water Environment Federation prohibits distribution and/or sampling of (and you agree that you will not offer) any product(s) outside of your assigned Exhibit Space. The Water Environment Federation can confiscate and/or destroy any products and/or materials that do not comply with this Application and Exhibitor License. Exhibitor and all related entities are prohibited from distributing or permitting to be distributed any advertising pieces, literature, souvenirs, or promotional material in or around the exhibit areas or anywhere in the Event Facility except from their own allotted Exhibit Space.
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Unfinished Booths
All displays must have a professional appearance. If any part of the display is unfinished or detracts from neighboring booths and/or show, that portion of the display must be properly draped or covered with appropriate materials. Show Management has the right to order proper “covering” of the unsightly area at the expense of the exhibitor.
Carper/Flooring is required for all exhibit booths, with the exception of booths in the Innovation Showcase and Discovery Zone which are carpeted. Show Management reserves the right to force carpet/flooring at the expense of the exhibitor.
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Use of WEF Trademarks
The Water Environment Federation hereby grants to Exhibitor a non-exclusive, non-transferable, royalty-free right and license to use any and all trademarks that WEF has developed specifically to identify solely the Exhibition, including the trademark WEFTEC® 2026 (WEF Trademarks) strictly as provided in this license. This right does not include the use of any trademarks which WEF has developed to identify any of its other activities or publications. WEF has the right, at its sole discretion, to terminate this license at any time and for any reason, and Exhibitor agrees to cease all use of WEF Trademarks immediately upon receipt of such notice. The WEF Trademarks shall be used only by Exhibitor and for the sole purpose of indicating to the public that Exhibitor will be present and exhibiting at the Exhibition. The WEF Trademarks shall be used in print, online, email, and exhibit display materials only prior to and during the Exhibition itself. This license shall terminate automatically at the close of the Exhibition. WEF Trademarks appearing in pictures and/or video recordings of an Exhibitor’s demonstrations or booth created during the Exhibition may be used and shown after the Exhibition provided the picture(s) and/or video are used primarily to show Exhibitor’s booth and do not prominently feature or focus on the WEF Trademarks. The WEF Trademarks shall not be used on any promotional materials of Exhibitor, including without limitation: clothing and wearing apparel, stationery, writing instruments, jewelry and accessories, toys and novelty items, and luggage. Exhibitor agrees not to use the WEF Trademarks in a manner which may create the impression that WEF endorses, sponsors or is otherwise affiliated with Exhibitor. Exhibitor agrees to use the Trademarks in a form identical to that used by WEF and not to alter, amend or mutilate the WEF Trademarks. WEF shall determine, at its sole discretion, whether usage of any WEF Trademark by Exhibitor is inconsistent with the educational mission of the Exhibition, or creates a less than positive, wholesome image of WEF, and Exhibitor agrees to cease any such unacceptable use immediately upon receipt of notice from WEF of such unacceptable use.
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Vehicle Display
Vehicles permitted in island booth only. In accordance with the New Orleans Ernest N. Morial Convention Center policies, vehicles may not be displayed without prior written approval from the Convention Center, Campus Security Department, and Event Management, regardless of prior display at WEFTEC. All approvals must be secured by August 21, 2026. Provide the following information via email to expoinfo@wef.org:
- Vehicle type (e.g., van, commercial truck, trailer, etc.)
- Dimension (L/W/H)
- Weight
- Whether the vehicle is in its normal commercial form or has been modified for display (and if, so, how)
- Whether attendees will be invited/anticipated to enter the vehicle
- Diagram of how the vehicle will be placed in your booth
It is strongly recommended exhibitors also review Equipment & Floor Load Capacity.
Vehicle Display Requirements:
- Any vehicle or other apparatus that has a fuel tank and is part of a display is required to be equipped with a locking (or taped) gas cap and can contain no more than 1/8 tank of fuel.
- The gas cap must be sealed by tape
- Once the vehicle has been positioned, it cannot be moved until move‐out begins, without prior approval by the Fire Safety Manager or Designee.
- Battery cables must be disconnected once the vehicle is positioned. The engine cannot be operated during show hours.
- Refueling must be done off the property.
- Exhibitors must provide Freeman with a copy of the vehicle’s key.
- Vehicles may not be started, run, or move during event hours
Vehicle Move-in date coming soon.
WEFTEC 2025
WEFTEC 2025 to How Many Times Have YOU Been to WEFTEC?
Conference: September 27 - October 1, 2025
Exhibition: September 29 - October 1, 2025
