Assigned Space & Activities

Adequate Space
All exhibitors must rent adequate space to accommodate their planned product display and shall arrange the displays to utilize only the booth area contracted for, to recognize the rights of other exhibitors and show visitors, and to conform to the overall pattern developed by the Show Management. 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.

Exhibition Space & Exhibitor Functions
Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes booth personnel, the distribution of printed materials and the placement of signs. WEF policy prohibits functions being scheduled during WEFTEC Exhibition hours:

• Monday, October 2 - 8:30 AM – 5:30 PM
• Tuesday, October 3 - 8:30 AM – 5:30 PM
• Wednesday, October 4 - 8:30 AM – 3:30 PM

Product displays are prohibited in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Any violation of this requirement will result in the termination of the existing contract for exhibit space.

If the Exhibitor has a function in an official WEF hotel, signs for that function may be placed in the public space of that hotel only. No exhibitor signs may be placed in any other official WEF hotel for any other reason.

No soliciting of attendees is permitted in the aisles or in other exhibitors’ booths.

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. WEF 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.

Balloons & Other Decorations

Balloons

• Helium-filled balloons are allowed in McCormick Place but must be secured.
• The exhibitor is responsible for all expenses incurred for removal of balloons that become entangled in the ceiling trusses.
• Balloons may not be given out within McCormick Place.
• Mylar balloons are prohibited due to their effect on the fire detection systems.

Other decorations

• Glitter is prohibited in McCormick Place
• Pressure-adhesive stickers or decals or similar promotional items cannot be distributed or sold within the facility.
• All materials must be made of fire-retardant materials as specified in the NFPA Fire Codes 

Booth Height & Line of Sight

Inline Booths
Inline Booths also known as Linear Booths have neighboring exhibitors on their immediate right and left, leaving only the front exposed to the aisle.

• Inline booths are typically 10' deep and can be between 10' - 40' wide.
• Inline booths are set with 8' (2.44m) drape across the width of the backwall and 3' (.91m) side rail on each side of the booth.
• The maximum height of 8' (2.44m) is allowed only in the rear 5' (1.52m)/back half of the booth.
• The maximum height allowed in the front 5’ (1.52m)/front half of the booth is 4' (1.22m).
• No hanging signs or other materials requiring the use of ceiling rigging are permitted.
• Display materials should be arranged in such a manner so as not to obstruct neighboring booths' line-of-sight. Be a good neighbor!
• Graphics and signage must display forward to the aisle (perpendicular from neighboring booths).
• Consult the IAEE Guidelines  for more detail.

Corner Booths
Corner Booths have a one neighboring exhibitor on their right or left, leaving the front and one side exposed to the aisle.

• Corner booths are typically 10' deep and can be between 10' - 40' wide.
• Corner booths are set with 8’ (2.44m) drape across the width of the backwall and 3' (.91m) side rail on one side of the booth.
• The maximum height of 8' (2.44m) is allowed only in the rear 5' (1.52m)/back half of the booth.
• The maximum height allowed in the front 5’ (1.52m)/front half of the booth is 4' (1.22m).
• No hanging signs or other materials requiring the use of ceiling rigging are permitted.
• Display materials should be arranged in such a manner so as not to obstruct neighboring booths' line-of-sight. Be a good neighbor!
• Graphics and signage must be displayed forward to the aisle (perpendicular from neighboring booths).
• Consult the IAEE Guidelines  for more detail.

Perimeter Booths
Perimeter booths are inline booths against a wall.  

• The maximum height of 12' is allowed in the rear 5' (1.52m)/back half of the booth.
• The maximum height allowed in the front 5' (1.52m)/front half of the booth is 4' (1.22m).
• No hanging signs or other materials requiring the use of ceiling rigging are allowed.
• Display materials should be arranged in such a manner so as not to obstruct neighboring booths' line-of-sight. Be a good neighbor!
• Graphics and signage must be displayed forward to the aisle (perpendicular from neighboring booths).
• Consult the IAEE Guidelines for more detail.

Island Booths
Island Booths are exposed to aisles on all four sides and must be 20’ x 20’ or larger.

• Maximum Display Height is 20’ and includes both freestanding display items and hanging signs at the top of the sign.
• Electrical/lighting truss or other support truss may be higher than the 20' maximum height, but may not exceed the booth's floor dimensions, and may not display any logo or other design elements and may not be solid or opaque.
• Equipment in island booths must allow for a minimum of 2' from the aisle to foot traffic.
• Consult the IAEE Guidelines for more detail.

Shared Islands
Shared Island booths share a common back wall with a neighboring exhibitor.

• 8’ (2.44m) of drape separates the two booth spaces.
• The maximum height of 20' may be used through the entire booth space, including both freestanding display items and hanging signs at the top of the sign.
• Graphics within a Shared Island booth must be set back 5' from the established shared drape line.
• Any signage or graphics facing the drape and closer than 5’ will be moved or removed at the Exhibitor’s expense.
• Electrical/lighting truss or other support truss may be higher than the 20' maximum height, but may not exceed the booth's floor dimensions, and may not display any logo or other design elements.
• Consult the IAEE Guidelines  for more detail.

Any booth which deviates from the above guidelines must submit drawings for review to the Director of Exhibitor Operations no later than August 14, 2023.

Additional Line of Sight Guidelines
All exhibit display elements, including opening doors, moving display parts, hanging signs, etc. must always be entirely within the confines of the cubic content of the booth space and may not overhang or rotate into the aisle at any time.

Pipe & Drape
Exhibitors whose booths are set with pipe and drape (Inline, Corner, Perimeter, and Shared Island) are permitted to use the pipe only to hang items comparable to the existing drape such as similar drape or a banner. No other use of either the pipe or drape is permitted.

Only S-hooks may be used to hang exhibitor materials from the pipe.

The use of zip ties or any other hanging hardware is prohibited.

Items hung from the pipe as part of the exhibitor's display must be solely visible within the contracted exhibitor's space and may not interfere with any other exhibitor's contracted space.

Camera & Filming

Only the Exhibitor may grant permission to have his/her exhibit and/or product photographed or videotaped. Exhibitor grants to 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.

The only videotaping or electronic recording of any exhibit or equipment in the WEFTEC exhibit halls which may take place is by the Exhibitor recording his/her own exhibit or equipment. Any exhibitor taking photographs, videos, or other electronic recording of another's exhibit or product without permission must relinquish the film or digital media upon request; the film or digital media will be disposed of one year after being relinquished. Exhibitors shall comply with the WEFTEC Camera Policy for Media.

WEFTEC Camera Policy

Enclosed or Multi-level Booths (Including tents)
All Multi-level, Enclosed Booths, and tents must follow the below guidelines and must be approved by WEF Exhibitions Management and the Convention Center

• McCormick Place’s Fire and Safey Regulations developed by McCormick Place’s Fire Safety Department and the Chicago Fire Department.
• Multi-Level Booths can only be constructed in Island or Shared Island booths
• Must adhere to the 20-foot height limit.

Tents
All tents must follow fire and safety guidelines. If the tent does not meet the fire and safety requirements of WEF and McCormick Place you will be asked to remove the tent.

Detailed Plans of Multi-Level or Enclosed booths must be submitted to Director of Exhibit Operations by August 14, 2023.

Include the following information when submitting approval:

1. Rendering or Diagrams of the booth plan including dimensions of all major structures and the weight.
2. Specify if the exhibit is multi-level or enclosed with a ceiling.
3. Specify the maximum number of occupants.
4. Booth plans must have structural engineer’s stamp certifying the maximum occupant load capacity.

Entertainment

All music and entertainment should be in good taste and not include content that is sexually explicit or verbally offensive. Show Management shall make final decisions on the acceptability of questionable booth activities.

Sound presentations, slides or movies will be permitted if tuned to conversational levels (in no event greater than 85 decibels) that do not interfere with other exhibitor activities. Exhibits also may not use lighting effects which interfere with other exhibits.

All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make the required payment directly to the applicable copyright agency.

Equipment & Floor Load Capacity

Equipment planned for display in an exhibitor's booth which exceeds the stated weight limits, the exhibitor must supply detailed plans of original equipment and weight load on all points, in accordance with the center requirements, as well as plans showing proposed method of weight redistribution. A licensed structural engineer must certify plans. McCormick Place reserves the right to require outside consultants, at exhibitor or contracting party's expense, for field inspections and weight certifications.

Detailed Plans of Equipment & Floor Load Capacity must be submitted to the Director of Exhibit Operations by August 14, 2023

Fire & Safety Regulations

Booth Staging
In addition to equipment and furniture placed within a booth space, Exhibitors can stage the following items:

• Boxed or loose product, materials, or literature
• Fiber cases used to ship pop‐up displays.
• Personal items such as luggage, purses, briefcases, or coats

The following restrictions must be observed when staging these additional items:

• The amount of product, materials or literature that may be staged within a booth space must not exceed a one‐day supply.
• Items may be placed either in a display case, on a counter, on a shelving unit, in a closet, on a table, under a table or stacked neatly within the booth space.
• Items that are placed under a table must not protrude outside the dimensions of the table.
• Items that are stacked must not create a tripping hazard or hamper easy movement within the booth space.
• Items may not be placed on or within six inches of floor ports, electrical wiring, or cabling.
• Items may not be placed behind drape within the booth.
• Pallets, empty crates, cartons, and boxes may not be stored in the booth space.
• Staging will not be allowed behind the back wall of the booth and behind the drape within the booth.

Fire Safety personnel will patrol the exhibit area. If an Exhibitor is in violation, a written notice will be given. Exhibitor.

Emergency Equipment and Exits

• Each of must always be visible and accessible. Adjustments to space and equipment may be required.
• Fire Hose Cabinets
• Pull Stations
• Aisles and Exits
• Chairs, tables, and other display equipment must be clear of all aisles, corridors, stairways, and other exit areas.

Fire Retardancy
Booth construction and decoration materials must be fire retardant. It is suggested that a certificate of retardancy be available at the show to prevent the need for possible on‐ site testing of the material. Fabrics must pass the NFPA‐701 Code, and all other construction and decoration materials must pass the NFPA‐703 Code as well as the UL‐ 1975 test.

General guidelines for material fire retardancy include:

• Backdrops, tents, canopies, dust, and table covers, drapes and similar fabrics: these fabrics can often be made fire retardant by a dry cleaner that can issue a certificate of fire retardancy.
• Suppliers and/or display manufacturers can also provide a certificate included with the materials.
• Corrugated cardboard/display boxes: these materials can best be made fire retardant at a factory.
•  Wood and wood by‐products: if wood materials are not sufficiently fire retardant, a certified fire-retardant specialist using pressure impregnation or similar impregnation method must treat them.
•  Polyurethane foam, plastic and similar products need to be treated as well.

Open Flame Devices
Used for illumination or decorations, such as candles, gelled alcohol fuel fire bowls, firepots or fireplaces must comply with the following:

• Prior notification and review by McCormick Place Fire Safety Manager, the Fire Prevention Bureau, Fire Marshal, and Event Organizer.
• Must be contained inside a non-combustible enclosure that totally encapsulates the flame providing a measure of safety to the public.
• Must be positioned on a non-combustible surface with 24-inch clearance for the flame device from any combustibles and booth back wall.
• Must have a mechanism available to extinguish the flame quickly and safely.
• Must have at least one multipurpose fire extinguisher rated minimum 2–A: 10–BC strategically located within the booth.
• Booth personnel should be familiar with the operation of the fire extinguisher.
• Booth personnel must be in attendance whenever the device is in use.
• A maximum of one day supply of the replacement fuel is allowed in the booth.
• Device must be allowed to cool before refueling.
• Flame must be extinguished ½ hour prior to show closing.

Hazardous Materials
Neither McCormick Place Housekeeping Department nor your general service contractor manages hazardous material removal. It is your responsibility to hire a vendor to handle these hazardous materials.

Prohibited Materials
The following items are fire‐hazardous and prohibited in McCormick Place:

• All flammable compressed gases, such as propane and butane
• Explosives and live ammunition
• Untreated Christmas trees, cut evergreens or similar trees.
• Fireplace logs and similar materials
• Charcoal
• Untreated mulch, Hay Straw, Bamboo and Spanish moss

Personal Property
Exhibitors should not leave valuables or personal items (laptops, cell phones, purses, cameras, briefcases, etc.) on tabletops, behind booth drape, or in any unsecured areas of the exhibit. Please remove all such items from the building at the close of show each day. During move-out, please do not leave your booth unattended until all of your display materials have been packed and crated.

Flooring

Booth flooring is required for all booths, except for those in the Discovery Zone and the Innovation Showcase. Exhibitors may order carpet from Freeman, have carpet or alternative-type flooring provided by a third-party, or provide their own flooring.

Stick-on flooring is prohibited. Exhibitors may not use adhesive to adhere items to the center floor.

Exhibitors providing their own flooring must cover the full square footage of the booth.

Order Flooring through the Exhibitor Dashboard

Food & Beverage Dispensing

SAVOR…Chicago is the exclusive food and beverage provider for McCormick Place Convention Center. All food and beverage items must be supplied and prepared by SAVOR…Chicago.

No outside food or beverage is permitted.

Food items may not be taken off the premises; however, excess prepared food is donated.

Catering order form and deadline coming soon

Hanging Signs & Display Items

Island booths are the only exhibit booths that may hang a sign.

Only Freeman is authorized to rig within the facility. Exhibitors requiring hanging of signs, lights, equipment, etc., must submit a structural integrity form to Freeman. All ceiling rigging 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 in 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. McCormick Place’s prior written authorization is required for any rigging installation that exceeds the 250 lbs. per hanging point in peaked-ceiling areas of the exhibit halls.

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.

Fog/Smoke Machines

The level of fog/smoke used as part of an event may set off the fire alarm system. To eliminate this fire safety issue, McCormick Place restricts usage of fog/smoke machines to water-based chemicals. The Fire Safety Department must obtain advance approval. A copy of the Material Safety Data Sheet (MSDS) covering the machine along with an outline of where it will be used, and a schedule including rehearsal and show times must be given to your Event Manager for review.

Director of Exhibition Operations must separately approve the use of fog/smoke machines.

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 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.

Personnel & Representatives

Exhibit booths must be attended by at least one exhibitor or exhibitor representative at all times during show hours. All representatives of the exhibitor must be registered and receive a badge to be admitted to the exhibit hall and participate in the vendor’s booth.

Booth representatives and exhibitor’s officers, agents, and employees may not wear clothing that WEF deems excessively scanty or revealing, or otherwise inappropriate or not in keeping with the character of the Exhibition. Prohibited apparel includes, but is not limited to, bathing suits, lingerie, excessively short skirts, or shorts and/or other attire WEF deems scanty or revealing.

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.

Vehicle Display

WEF Show Management must be advised of all vehicles that will be displayed (regardless of whether they have previously been displayed at WEFTEC) by August 14, 2023. The McCormick Place must also approve all vehicles to be displayed. Provide the following information via email to the Director of Exhibition Operations

The following information must be included:

• 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

Please also review the Equipment & Floor Load Capacity section. 

All vehicles must move in on Wednesday, September 27.

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.
• 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 property.
• Exhibitors must provide Freeman with a copy of the vehicle’s key.