Exhibitor Frequently Asked Questions (FAQs)
A list of the most frequently asked questions about exhibiting at WEFTEC.
Attendee List
Available Spring 2025
Per the Water Environment Federation’s privacy policy, the Attendee List does not include email addresses.
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Booth Personnel Registration
Exhibitors are allotted 4 complimentary Booth Personnel Registrations per 100 square feet of booth space. Exhibitors can register more personnel than the complimentary allotment for an additional fee via the ERC in Spring 2025.
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Carpet & Drape
Aisle Carpet: Tuxedo
WEF requires all exhibitors to provide flooring for their booth, except for exhibitors in the Innovation Showcase and Discovery Zone.
Linear Booths (10’ x 10’ – 10’ x 30’) receive 8' high grey back drape; 3' high grey side dividers and a one-line, text-only identification sign. Booths 300 square feet or less will receive an identification sign.
The aisles of the Advanced Technology Solutions, Circular Water Economy, New Exhibitor, Innovation, and Workforce Pavilions will be carpeted in Midnight Blue. 10' x 10' booths in the pavilion areas will be set with 8' high blue back drape, 3' high blue side dividers, and a one-line, text-only identification sign. Booths 300 square feet or less will receive an identification sign.
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Catering
All food and beverages must be ordered through OVG, the exclusive catering company for McCormick Place, no later than August 29, 2025.
Catering can be ordered using the Exhibitor Service Manual available in Spring 2025.
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Code of Conduct, Exhibitor License, and Future Dates
- View the WEFTEC Code of Conduct
- Download the WEFTEC 2025 Exhibitor License Agreement
- See the list of Future WEFTEC Dates
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WEFTEC Exhibit Operations |
WEFTEC Exhibit Sales |
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WEF Finance Team |
WEF Member Services |
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Monday, September 29, 2024 |
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| Exhibition Open | 8:30 a.m. to 5:30 p.m. |
| Power Hours | 10:00 a.m. to 12:00 p.m. |
| Exhibition Open | 8:30 a.m. to 5:30 p.m. |
| Power Hours | 10:00 a.m. to 12:00 p.m. |
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Wednesday, October 1, 2024 |
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| Exhibition Open | 8:30 a.m. to 3:30 p.m. |
Power Hours are times dedicated to visiting exhibitors and participating in product launches, equipment demonstrations, and Technology Spotlights.
*Any exhibitor that dismantles (tear down) prior to 3:30 p.m. on Wednesday, October 1, 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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Exhibitor Service Manual (ESM)
Available Spring 2025
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Hanging Signs
Island booths 600 square feet or larger may hang a sign.
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. Requests must be made in writing by August 15, 2025.
All hanging signs must be shipped to the advanced warehouse.
Shipping Labels coming Spring 2025
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Labor Jurisdictions
Information regarding labor jurisdictions are in the Exhibitor Service Manual (ESM) which will be available under Resources via the ERC in Spring 2025.
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Meeting Space Requests
Exhibitors can request private meeting space to hold events that do not conflict with WEFTEC core program hours.
Information regarding meeting space requests available Spring 2025
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December 2024
January 2025
February 2025
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| 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. |
All exhibits must be fully installed by 6:00 p.m., Sunday, September 28, 2025.
NOTE: Overtime rates will apply before 8:00 a.m. and after 5:00 p.m. during move-in and all-day Saturday, September 27, 2025. Double-time rates will apply all day on Sunday, September 28, 2025.
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| Wednesday, October 1 | 3:30 p.m. - 5:00 p.m.* |
| Thursday, October 2 | 7:30 a.m. - 5:00 p.m. |
| Friday, October 3 | 7:30 a.m. - 5:00 p.m. |
*Dismantling your display prior to the end of the show on 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.
NOTE: Overtime rates will apply before 8:00 a.m. and after 4:30 p.m. during move-out.
Dismantle and Move-out Information
Freeman will begin returning empty containers as soon as the aisle carpeting is removed from the exhibit floor - allow up to 8 hours for empty container return.
All exhibitor materials must be removed from the exhibit facility by Friday, October 3, 2025, at 5:00 p.m.
To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out deadline, please have all carriers check in by Friday, October 3, 2025, at 10:00 a.m.
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Required Insurance
All Exhibitors are required to submit a Certificate of Insurance (COI). More information regarding the submission of COI’s will be available Spring 2025.
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Sample Booth Budget
An estimation of costs for exhibiting as WEFTEC 2025.
Download a WEFTEC 2025 Sample Booth Budget
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Shipping Information
Exhibitors are recommended to ship to the Advanced Warehouse to ensure they receive their items on time. Exhibitors who ship to the Advanced Warehouse after the deadline will incur an additional fee.
Exhibitors can ship items through other carriers. However, they must label all items with the exhibiting company name and booth number.
Advance Warehouse Dates and Address: Available Spring 2025
Advanced Warehouse Shipping Labels: Available Spring 2025
All hanging signs must be shipped to the Advanced Warehouse.
Show Site Address: Available Spring 2025
Show Site Shipping Labels: Available Spring 2025
Show site shipments are accepted beginning September 24, 2025.
Exhibitors can only ship to the show site beginning September 24, 2025. It is preferred Exhibitors use the Targeted Move-In Schedule (Available Spring 2025) to plan their show site deliveries, which is available in the Exhibitor Resource Center (ERC).
Additional Shipping Information
Automobile and Small Utility Vehicle (ASUV) Program – Personal Vehicle Loading/Unloading
McCormick Place invites exhibitors to join the ASUV program using the options below. Only certain vehicles and transport devices are allowed for moving materials to the exhibitor area and booth space.
Marshalling Yard
ALL deliveries to the Exhibition Hall’s docks must check into the Marshalling Yard to get a dock assignment.
More information regarding the Marshalling Yard available Spring 2025
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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 Move-in Schedule.
Target Move-In Schedule – Available Spring 2025
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What's Included in the Booth Space
Inline and Perimeter Spaces:
- 8' back drape
- 3' side drape
- (1) 7" x 44" company sign
Shared Islands:
- 8' high back drape
Islands
- Drape or furnishings not included
Directory Listings
Includes listings in the Conference Announcement, WEFTEC Preview Issue of WE&T, Conference Program, as well as the official Mobile App and linked online Exhibitor Directory.
Conference Proceedings
Exhibitors have access to WEFTEC Conference Proceedings which are available online after the event.
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What's Not Included in the Booth Space
Booth space does not include, as an example:
- Carpet/Flooring and cleaning
- Booth furnishings (table, chairs, etc.)
- Shipping or Material Handling
- Labor
- Security
- Lead Retrieval
Log in to your ERC, to order these services.
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
