Connect with colleagues and customers

Exhibitors, Member Associations, global delegations, and other affiliates are welcome to schedule meetings and gatherings during WEFTEC. See below for resources.

Private Meeting & Reception Space

Affiliate Private Event Policies:

  • Functions cannot be scheduled in direct conflict with official WEFTEC education and exhibition hours - updated for 2019
    • Monday, September 23 | 8:30 am - 5:30 pm
    • Tuesday, September 24 | 8:30 am - 5:30 pm
    • Wednesday, September 25 | 8:30 am – 3:30 pm
    • Exception: training meetings for exhibiting companies’ personnel or manufacturers’ representatives can be scheduled during core hours.
  • Product displays are prohibited in locations outside of the official exhibit halls at the convention center, including hotel suites and meeting rooms, as noted in the Exhibitor License Agreement.

WEF is managing affiliate meeting & reception space assignments at the Hilton Chicago (conference headquarter hotel) and the Hyatt Regency McCormick Place (adjacent to the convention center) until July 8. Exhibiting companies, Member Associations, and other affiliates may request meeting and/or reception space at these hotels via the application linked below. Function space is not available at McCormick Place convention center. You may contact other hotels and venues directly to inquire about function space availability and costs.

Submit a Request
Deadline: July 8, 2019

Assignments are processed in date-received order, according to the specifications selected when you complete the request form linked above. WEF's Conferences & Events Management staff will start to review, assign, and confirm space in early May, continuing through July 8.


The Huddle Room

Booth 1268, South - Hall A                                                                                        Booth 6161, North - Hall B

McCormick Place
Monday – Tuesday, September 23-24 | 9:00 am – 5:00 pm daily                   Wednesday, September 25 | 9:00 am - 3:30 pm

Accessibility: Conference registration is required to reserve space in the Huddle Room and/or to enter the Exhibition.

This service is exclusively available to WEF Members and WEFTEC Exhibitors. WEF Members and WEFTEC Exhibitors can reserve semi-private meeting space within the Huddle Room on a first-come, first-served basis, at no cost:

  • Appointments are limited to one per group per day.
  • Reservations are available by appointment only with a 2-hour maximum limit per meeting.  
  • Anticipate that each semi-private room includes a conference table seating 14, and a flat-screen monitor for presentations. The user must provide their own laptop computer.

Reserve a Huddle Room

Questions? Contact: Mutsa MedaCoordinator, Exhibition Operations

Expo Meeting Suites

An Expo Meeting Suite is a 10' x 20' space available for companies and organizations to rent for use on all three expo days during exhibit hall hours. Meeting suites are conveniently located in South Hall and are customizable, allowing for maximum flexibility to host customer meetings, internal sales meetings, hospitality, or use as staff lounges.

Includes: 8’ high hard wall with standard white panels and door, one identification sign with company name, carpet, and one electrical outlet 

Fee: $8,000.00 for WEF Members, $9,500 for Non-members; Full payment is due at contract.

Cancellation Policy: A refund minus a 10% cancellation fee is available until May 31, 2019. No refunds available after May 31, 2019.

See more details here

To reserve an Expo Meeting Suite, contact Sacha Carey at or +1-703-684-2434.

Exhibitor Hospitality Hours

Halls A and B | McCormick Place

Monday & Tuesday, September 23 & 24 | 5:00 pm - 6:00 pm each day

Accessibility: conference registration is required to enter the Exhibition.

Hospitality Hours are an opportunity for exhibitors to invite clients to hosted receptions, demonstrations, and other small events within their booth after published show hours. Exhibitors may schedule a hospitality hour and order catering from the official service provider without advance approval from exhibitions management.

Hotel Hospitality Suites

Availability: Saturday - Wednesday, September 21 - 25, 2019

Contact Convention Management Resources, Inc. (CMR) - WEF's official WEFTEC Housing partner - if you are interested in reserving a traditional hospitality suite, defined as a parlor attached to a sleeping room. CMR can check availability of and costs to rent suites, and can reserve a suite on your behalf at one of the official conference hotels (pdf).

Request Deadline: August 23, 2019