Exhibitor Rules & Regulations
WEFTEC Exhibitor rules and regulations as outlined by WEF and the New Orleans Ernest N. Morial Convention Center.
Services may be ordered through the Exhibitor Resource Center (ERC), formerly Exhibitor Dashboard; 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 WEF 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 Booth Space
All exhibitors must rent adequate booth space to accommodate their planned product display. Exhibitors shall arrange the displays to utilize only the booth 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 WEF.
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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. 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.
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Animals
Exhibitors who wish to have a live animal included in their exhibit must submit a request to the Director of Operations no later than August 30, 2024, with the following information:
- Type of animal
- Size and weight
- Age
- Detailed plans of pens, cages, or barriers that will contain them
The owner or handler is responsible for the animal(s) at all times. Animals must receive regularly scheduled breaks to be relieved and must be removed from the facility at the end of each day.
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Balloons
The use of helium balloons requires approval from the New Orleans Public Facility, Inc. Balloons must be secured and weighted. Exhibitors will be charged for the removal of balloons entangled in the New Orleans Ernest N. Morial Convention Center (NOENMCC) ceiling structure.
Balloons may not be distributed within the NOENMCC.
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Booth Personnel Registration
Exhibitor Booth Personnel Registration and Lead Retrieval Services will open via the Exhibitor Resource Center on June 4, 2024.
Booth space must be assigned before you can register for badges, download the attendee list or order lead retrieval.
Badge Allotment and Cost
Exhibiting companies are allocated four (4) complimentary booth personnel registrations per 100 square feet of booth space. Exhibitors may use their free badge allotment for booth personnel only. Additional booth personnel registrations above the complimentary allotment may be registered for the fees listed below.
| Super Saver (Through July 12) |
Standard (July 13 - Aug 30) |
Onsite (Aug 31 - Oct 9) |
|
| Additional Booth Personnel Fee | $155 | $155 | $195 |
Badge Access
Exhibitors must abide by the WEFTEC Code of Conduct and Terms and Conditions.
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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 Booth Share request. Booth Shares must be approved by the primary contracted exhibitor. Booth shares will only be approved by WEF 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.
The primary exhibiting company is responsible for registering booth personnel for the primary booth and all booth shares.
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Carpet/Flooring
WEF requires all exhibitors to provide flooring for their booth, except 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.
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Camera & Filming
No photography or electronic capture is permitted in session rooms.
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 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.
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Cancellation and No-Show Policy
All booth space deposits and payments become the sole property of WEF, and their return is subject to the cancellation and refund provisions as follows:
- Exhibitor shall provide WEF with a written notice of the 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 who provide a written cancellation on or before January 31, 2024, will receive a full refund.
- Exhibitors who provide a written cancellation between February 1, 2024, and May 31, 2024, will be liable for liquidated damages equal to 50% of the total contracted booth space fee; any fees paid that exceed the amount of liquidated damages due will be refunded.
- Exhibitors who provide written cancellation after May 31, 2024, but prior to 12:00 p.m. CT, October 1, 2024, will be liable for liquidated damages equal to 100% of the total contracted booth space fee, unless the Exhibition is sold out and in the sole judgment of WEF the space can be reassigned, in which case the Exhibitor will pay 50% of the total contracted booth space fee as liquidated damages.
- Exhibitors who do not claim their space or for which special arrangements have not been made by 12:00 p.m. CT on Sunday, October 1, 2024, will forfeit the space and pay as liquidated damages 100% of the total contracted booth space fee.
If the Exhibitor reduces the Exhibit Space reserved, cancellation fees will apply to the portion of the Exhibit Space canceled. WEF cannot guarantee the originally assigned space if Exhibitor reduces the originally reserved Exhibit Space and reserves the right to reassign the Exhibitor as necessary to maintain the integrity of the floor plan.
Any Exhibit Space unoccupied as of 12:00 p.m. will be regarded as a “no-show.” The Exhibitor will be deemed to have canceled the Exhibit Space Reservation and Contract and the Exhibit Space and must forfeit their Booth Personnel Registration Badges, rights to the attendee list and all other exhibiting benefits and must exit the Event 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.
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Cancellation of the Event
If, in the sole discretion of WEF, it is impossible or impractical to hold WEFTEC for any reason, including by way of illustration acts of God, war, specific threat of war, terrorist acts and/or specific threats of terrorism, government regulation, civil disorders, travel advisory, curtailment of transportation services, epidemics, fear for personal safety by attendees, disasters, fire, earthquakes or other weather conditions, shortages or disruption of the electrical power supply causing blackout in the city where services critical to the hosting or management of event services are located, internet service disruptions of any kind, strikes or threat of strike, nuclear hazard, WEF will not be obligated to hold the Event. Except as provided herein, a cancellation of the Event shall cause the return of payment(s) for Exhibit Space, less a proportional share as determined by WEF in its sole determination of actual expenses incurred in connection with the production of the Event. Except as specifically provided herein, WEF, its employees, and agents will have no further obligation to the Exhibitor and the risk of loss shall be solely that of the Exhibitor. If Exhibitor canceled this license prior to WEF canceling WEFTEC it will not be entitled to any refund beyond what was available under the original terms of their cancellation. The terms of this provision shall survive the termination or expiration of the Application and Contract for Exhibit Space.
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Catering Distribution
Exhibitors may not dispense food and/or beverages of any kind, including bottled water, without written permission from NOENMCC and Sodexo. All requests for cooking are to be submitted to Sodexo no later than September 23, 2024 at 5:00 p.m. CT.
Food and/or beverage purchased outside of the NOENMCC may not be brought into or consumed within the center.
The NOENMCC and Sodexo are solely licensed to sell, distribute, and/or serve alcoholic beverages.
Louisiana State Law prohibits alcoholic beverages from being brought into the NOENMCC. The NOENMCC rigorously enforces this law.
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Character and 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 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.
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Damage to the Building
Contracting Party is responsible for all damage(s) as well as reporting all damage that occurs as the result of the negligence or actions of Contracting Party’s staff, agents, contractors, exhibitors, invitees, and guests; or Contracting Party’s exhibitor’s agents and contractors during the occupancy period, normal wear and tear excepted. It will be the responsibility of Contracting Party to notify Contracting Party’s exhibitors, sub-contractors, agents, members, invitees, or guests of any requirement(s), restriction(s), or policy(s) regarding work to be performed, signage placement, operating policies of the Facility, etc.
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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, October 9, at 3:30 p.m. All display items and materials must be removed from the show floor by the end of day, Friday, October 11. Move-out hours:
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Wednesday, October 9 |
3:30 p.m. – 9:30 p.m. |
To ensure that all exhibit materials are removed from the show floor by Friday, October 11 at 5:00 p.m., it is strongly recommended that Exhibitors have all items packed by Thursday, October 10 at 5:00 pm and that all carriers check into the Marshalling Yard by 10:00 a.m. on Friday, October 11.
Note: Any exhibitor that dismantles (tear down) early will be penalized with the reduction of 5 priority points.
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Enclosed or Multi-level Booths (Including tents)
Detailed plans of multiple-story or enclosed booths must be submitted to the Director of Exhibit Operations no later than August 30, 2024.
Enclosed Booths
Ceiling clearances in the NOENMCC vary from 26’4” to 59’, with most areas having a minimum of 30’ clearance.
Multiple-story booths cannot be located under passenger or utility trussways. 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.
Tents
The use or display of tents, awnings, or canopies requires prior written approval of both the NOENMCC and the New Orleans Fire Prevention Division.
Written requests must be submitted to the NOENMCC at least 60 days in advance to move-in and must include detailed plans showing size, height, location, anchoring details, and certification of flame retardancy for all materials.
NOENMCC does not allow contractors to anchor tents, awnings, or canopies to the floor, walls, or columns of the facility.
A permit from the City of New Orleans is required. A Fire Watch or fire extinguisher may be required. Please contact the NOENMCC Event Manager for additional information.
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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 shall make final decisions on the acceptability of questionable booth activities.
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Equipment & Floor Load Capacity
New Orleans Ernest N. Morial Convention Center exhibit hall flooring is a concrete slab with a maximum load capacity of 350 pounds per square foot. Exhibitors with equipment that exceeds the stated weight limit must submit the below information to the Director of Exhibit Operations no later than July 8, 2024, regardless if approved in previous years.
- Exhibiting name
- Booth number
- Total weight in pounds
- How many bearings point the item/equipment has
- Weight capacity of the placement
- Description of the item or equipment
- Diagram of item or equipment placement in the booth space
NOENMCC reserves the right to require outside consultants at the exhibitor’s expense for field inspections and weight verifications.
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Exhibit Hall Hours
| Monday, October 7 | 8:30 a.m. - 5:30 p.m. | 10:00 a.m. - 12:00 p.m. |
| Tuesday, October 8 | 8:30 a.m. - 5:30 p.m. | 10:00 a.m. - 12:00 p.m. |
| Wednesday, October 9 | 8:30 a.m. - 3:30 p.m. | No designated power hours |
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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 WEF, 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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Fire & Safety
Emergency Equipment and Safety
- No emergency exits, phones, fire extinguishers, defibrillators, alarms, sprinkler valves, or hose connections may be obstructed by booths, drapes, stands, signs, displays, or any other items of decoration.
- Every required exit, exit access, or exit discharge must be continuously kept free of all obstruction or impediments to full and instant use in case of fire or any other emergency. No furnishings, decorations or other objects may be so placed as to obstruct exits or visibility to the exits. No hanging draperies, flags, or banners may be placed in front of or over exit doors or exit signs to conceal or obscure. Mirrors may not be placed next to or over exit doors in such a manner as to confuse the direction of the exit. There must be no railings, barriers, or gates that divide the open space from exit access. The required path of travel to exits must not be obstructed by furniture or other movable objects. NOENMCC has the right to request the addition of battery-operated exit signs for any areas where views to the exits are obstructed.
- NOENMCC service corridors are an integral part of the NOENMCC path of egress. No equipment, props, cases, etc., may be stored in NOENMCC service corridors.
- Decorations and Stage Scenery: Combustible materials must be treated with an effective flame retardant. Stage settings made of combustible materials must also be treated with flame retardant material. Only noncombustible materials or fire-retardant wood may be used for stage scenery or props. All curtains, drapes, carpet, carpet padding, and decorative materials must be made of flame-retardant materials or sprayed with a flame retardant. The NOENMCC rigorously enforces this regulation and may field flame test any questionable materials.
- Air-conditioning outlets and return air grills must not be blocked by equipment, drapes, props, etc.
- If permanent building graphics are blocked, the Event Organizer and/or general contractor must incorporate directional signage onto their graphic.
Open Flame
No open-flame lighting devices may be used in the NOENMCC. 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 alcohol gel. Proper precautions must be made to prevent ignition of combustible materials. Prior written approval and a Fire Watch is required. The Event Organizer must retain an Open Flame Permit. To obtain this permit, contact the Event Manager for additional information.
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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. New Orleans Ernest N. Morial Convention Center’s prior written authorization is required for any rigging installation that exceeds 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.
Any sign or equipment that does not meet the stated requirements must be reviewed and approved by the Director of Exhibition Operations. Requests must be made in writing by August 30, 2024.
All hanging signs must be shipped to the advanced warehouse. Shipping labels can be downloaded from the Exhibitor Service Manual.
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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, New Orleans Morial Convention Center – New Orleans, New Orleans Morial – New Orleans Exhibition Hall Authority, and New Orleans Public Facility Management, the City of New Orleans, other Event vendors, and their respective facilities, agents, 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 a part thereof; (ii) the performance or the breach of any term of this License, applicable laws and regulations, or directive 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 Contract.
Exhibitor must maintain Worker’s compensation and occupational disease 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 Louisiana and with an A.M. Best rating of A:VII 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, New Orleans Public Facility Management, Inc., New Orleans Morial - New Orleans Exhibition Hall Authority, New Orleans Morial Convention Center – New Orleans, City of New Orleans, and their 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
- Comprehensive Automobile Insurance covering any owned, not owned/hired and hired self-propelled vehicles of the type for use on and off the New Orleans Morial Convention Center – New Orleans. Coverage should include loading and unloading hazards.
- $500,000.00 for property damage for each occurrence.
- $500,000.00 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 to WEF by September 7, 2024, via email to ExpoInfo@wef.org or post to Exhibition Operations, Water Environment Federation, 601 Wythe Street, Alexandria, VA 22314. Faxed copies will not be accepted.
Failure to provide required proof of insurance may incur sanctions imposed on Exhibitor including, but not limited to, forfeiture of space at the Exhibition or prohibition of Exhibitor at any future WEF event.
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Installation of Displays (Move-in)
Installation is based on a target scheduled detailed in the Exhibitor Service Manual. A target move-in date and time is assigned to each company 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. If you need to change your date and time, contact the person listed on the Target Freight Move-in Schedule.
All displays must be completed by 4:00 p.m. on Sunday, October 6. Move-in hours:
| Wednesday, October 2 | 7:30 a.m. - 5:00 p.m. |
| Thursday, October 3 | 7:30 a.m. - 5:00 p.m. |
| Friday, October 4 | 7:30 a.m. - 5:00 p.m. |
| Saturday, October 5 | 7:30 a.m. - 5:00 p.m. |
| Sunday, October 6 | 7:30 a.m. - 4:00 p.m. |
Note: You will have the option to hire labor to assist with installation if needed. Details will be in the Exhibitor Service Manual.
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Limitation of Liability
In no event shall the exhibit facility, WEF, and their owners, managers, officers 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 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
Inline Booths
Inline Booths are also known as Linear Booths and have neighboring exhibitors on the 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 an 8' (2.44m) drape across the width of the back wall and a 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 be displayed forward to the aisle (perpendicular to neighboring booths).
Corner Booths
Corner Booths have one neighboring exhibitor on the 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 an 8’ (2.44m) drape across the width of the back wall and a 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 to neighboring booths).
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 to neighboring booths).
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, 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.
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 throughout 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.
Any booth that deviates from the above guidelines must submit drawings for review to the Director of Exhibitor Operations no later than August 30, 2024.
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 a 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.
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Minors Visiting the Exhibit Hall
People under the age of 18 are not permitted in the exhibit hall during move-in or move-out:
- Move-in: Wednesday, October 2 – Sunday, October 6
- Move-out: Wednesday, October 9 (beginning at 3:30 p.m.) – Friday, October 11
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, October 7: 8:30 a.m. – 5:30 p.m.
- Tuesday, October 8: 8:30 a.m. – 5:30 p.m.
- Wednesday, October 9: 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 for the minor.
Visit Attendee Customer Service in the convention center to obtain a badge for a minor.
WEF 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.
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Payment and Refunds
Assignment of Exhibit Space is contingent upon receipt of payment in accordance with the payment schedule.
Exhibitors who have been approved by WEF for an advance sales appointment for WEFTEC 2024 on or before October 4, 2023, will be eligible to reserve Exhibit Space during their appointed schedule and issued an invoice for 50% of the full booth fee, due January 31, 2024, followed by final payment due no later than May 31, 2024.
Between October 5, 2023, and March 31, 2024, Exhibit Space may be reserved by submitting a 50% deposit with the Exhibit Space Reservation and Contract followed by final payment due no later than May 31, 2024. Companies who were eligible for an advance space assignment but did not participate in the advance sales process at their appointed time through October 4, 2023, must pay a 50% deposit if submitting a reservation form after October 4, 2023.
On or after April 1, 2024, 100% payment is due with the Exhibit Space Reservation and Contract prior to the assignment of Exhibit Space.
Once final payment is received, Exhibit Space will be confirmed. If final payment is not received by May 31, 2024, WEF has the right to immediately release the selected Exhibit Space. Exhibitors who paid fees by credit card may not challenge cancellation fees charged to such credit card for cancellation fees as set forth in this provision.
Exhibit Space is not confirmed for Exhibitor until payment is received in full.
WEF Exhibitor Membership
WEF is a partner in equipping water professionals, suppliers, and service providers with access to the platforms and information to do business more effectively. Though WEF offers a variety of memberships, active WEF Exhibitor Membership is required to receive the WEFTEC member booth rate.
Exhibitor is eligible for the Exhibitor Member rate only if Exhibitor Membership has been requested at the time of booth application. For all sales periods, if the non-member rate is selected during the application process, it may not be retroactively changed unless the Exhibitor upgrades their space.
For the advance sales period, if 2024 Exhibitor Membership has been requested at the time of booth application, and is not renewed or activated by January 31, 2024, the booth rate will be changed to the non-member rate and the exhibitor is responsible to pay the full booth fee at the non-member rate. There will be no booth fee rebates for WEFTEC exhibitors who renew or activate their Exhibitor Memberships after January 31, 2024. Companies who renew or activate Exhibitor Membership after January 31, 2024, may still utilize their membership benefits for 2024 specialty conferences that take place after the membership renewal.
For the second advance and general sales period, exhibitor applicants who request the Exhibitor Member booth rate, whether current 2023 Exhibitor Members or new, must have an active (paid) 2024 Exhibitor Membership to be assigned at the Exhibitor Member rate. Booth applications requesting the Exhibitor Member booth rate will not be assigned until the 2024 Exhibitor Membership is renewed/activated.
Active Exhibitor membership must be maintained to retain the exhibitor member rate.
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Priority Point Policy
Dismantling your display prior to end of show Wednesday, October 9 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 onsite (advance) sales, second advance round, and during booth moves. During general sales, contracts received are assigned space 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 (Collections Systems, Innovation 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.
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 have exhibited 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 had 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.
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Raffles
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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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
WEF shall provide security for the Exhibit Hall from September 30, 2024, to October 11, 2024, 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, the New Orleans Morial Convention Center – New Orleans 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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Suitcasing
Suitcasing, the act of soliciting business in the aisles of the exhibit hall or in other public spaces, including hotels or other booth spaces, by any person or company that is not exhibiting at WEFTEC is prohibited. Any violation of this requirement will result in the termination of existing contract or registration without refund.
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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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Special Effects
- Pyrotechnics, lasers, smoke machines, satellites, etc., require prior written approval of the NOENMCC. Written requests must be submitted no later than August 23, 2024.
- A complete demonstration may be required in advance of the event. Additionally, a Fire Watch is required for pyrotechnics, and may be required for other special effects at contractor’s expense.
- Projectile-type pyrotechnic devices (comets, mines, etc.) are not allowed within the NOENMCC. If line rockets are used, the pyrotechnic company is responsible for coordinating demo and providing proper forms with Fire Marshall and hiring a Fire Watch. Please contact your Event Manager for additional information.
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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
WEF 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® 2024 (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
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 30, 2024. New Orleans Ernest N. Morial Convention Center 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, October 2, 2024.
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 the property.
- Exhibitors must provide Freeman with a copy of the vehicle’s key.
WEFTEC 2024
97th Annual
Technical Exhibition & Conference
Ernest N. Morial Convention Center
New Orleans, Louisiana USA
Conference: October 5 - 9, 2024
Exhibition: October 7 - 9, 2024
Code of Conduct
WEF is committed to providing a professional, safe, and welcoming environment during its in-person and virtual events for all water professionals and their guests. WEF expects all attendees, exhibitors, speakers, sponsors, media, and other participants to uphold our commitment to diversity and inclusion by helping us provide a positive conference environment for everyone.
Read the Code