Odors and Air Pollutants 2012

April 15 –18, 2012
Kentucky International Convention Center
Louisville, Kentucky
Cascade Ballroom

Exhibitor Service Manual Page

Rules & Regulations

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Exhibitors are required to review the License for Exhibit Space prior to signing the Space Reservation and Contract. Additionally, the exhibitor agrees to all the terms and conditions of this License.

Download the License Agreement

NOTE: The License text has been streamlined to incorporate the Service Manual Rules and Regulations by reference, and language has been added to the Use of WEF Trademarks section to provide additional trademark uses for exhibitors. Please review the sections titled Use of WEF Trademarks, and Exhibition Rules and Regulations.

  • Booth Furnishings, Carpeting & Utilities 

    • Electricity and other utility connections are not provided with the space.
    • The Exhibitor is responsible for providing all booth furnishings and utilities.
    • Booth furnishings and carpeting will be available on a requisition basis from the official service contractor.
    • All utility orders must be placed by the Exhibitor through the appropriate provider.
    • Exhibitors are permitted to bring their own booth furnishings and carpeting or other floor covering provided they are in good condition, meet all fire code requirements, and do not detract from the general professional appearance of the Exhibition.
  • Booth Construction 


Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, or columns.

All exposed parts of displays must be finished or covered in a workmanlike fashion so that they will not present an unsightly appearance when viewed from adjoining booths or aisles. No carpet, overhead roofs, bridge-type structures or the like will be permitted across aisles.

Flashing lights or other distracting or annoying materials are prohibited. Working motors, air pumps, etc., used to power a display must be positioned within the display area to avoid discharging sound or air into adjoining booths. 

  • IAEE Guidelines for Display Rules & Regulations


All displays must conform to the Guidelines for Display Rules and Regulations as prepared by WEF and based upon the guidelines originally distributed by the International Association of Exhibitions and Events (IAEE). The display rules and regulations are provided to assist exhibitors with the information necessary to properly design and build exhibits as well as plan their booth layout.

Download the IAEE Guidelines for In-line Booths 

  • Cameras  


Only the Exhibitor may grant permission to have his/her exhibit and/or product photographed or videotaped. Exhibitor grants to WEF a perpetual non-exclusive license to photograph, display and otherwise use any likeness of the Exhibitor’s exhibit for the purpose of advertising future activities of WEF or future exhibitions. No videotaping or electronic recording of any exhibit or equipment in the exhibit halls may be done, except if the exhibitor is recording his/her own exhibit or equipment. Any exhibitor taking photographs or videotape 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 are solely responsible and liable for insuring adherence to this policy and agree to indemnify and hold WEF, its officers, directors, volunteers, employees and agents harmless from any and all claims arising from an Exhibitor’s failure to abide by this policy.

Nothing in the exhibit hall shall be broadcast, televised, or in any manner recorded for reproduction or rebroadcast without the written consent of WEF and the Kentucky International Convention Center. 

  • Age Requirements for Admittance to the Exhibition


Children under 18 entering the exhibit hall during show hours must be accompanied by a parent or guardian at all times. The parent or guardian assumes all risk and responsibility for the child(ren). Children are not allowed in the hall during move-in and move-out. 

  • Smoking


The Kentucky International Convention Center is a smoke-free facility. 

  • Terms of Payment


Full payment for the Exhibitor's assigned space must be received at the time of receipt of the Exhibit Space Reservation and Contract. Reservations will not be processed without payment in full of the booth rental fee. All invoices due to WEF must be paid prior to the assignment or occupation of exhibit space.

Exhibitor agrees that the Exhibitor Member rate will be charged if the Exhibitor has an Exhibitor Membership at the time of billing and at the time of the Exhibition.

Upon cancellation of exhibit space, Exhibitors are liable for liquidated damages up to 100% of the total contracted booth space fee.

  • Cancellations  


All 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 reservation & contract cancellation. Cancellations are not effective until received by WEF in writing. Written cancellations may be sent via FAX to 1-703-684-2482 or by EMAIL to sevans@wef.org.

Exhibitors who provide a written cancellation to WEF on or before February 16, 2012, will be liable for liquidated damages equal to 25% 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 February 16, 2012, but prior to April 15, 2012, 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 5:00 p.m., Sunday, April 15, 2012, the Exhibitor will forfeit the space and pay as liquidated damages 100% of the total contracted booth space fee.

Please note: If the Exhibitor reduces the space reserved, the cancellation clauses will apply to that portion of the space cancelled.  

See Display Limitations for additional Rules and Regulations. 


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Download the Key Service Manual Deadlines to stay on schedule with the deadlines included in this Service Manual and never miss a Discount Deadline!

Exhibit Events and Hours

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The exhibition and events listed here will be held in the Kentucky International Convention Center, Cascade Ballroom. 

  • Monday, April 16 10:00 am - 6:30 pm  

        Coffee Break              10:00 am 
        Luncheon                  12:00 pm 
        Beverage Break           3:00 pm 
        Networking Reception  5:00 pm

  • Tuesday, April 17 10:00 am - 3:45 pm 

        Coffee break              10:00 am 
        Luncheon                  12:00 pm 
        Beverage Break           3:00 pm

Note: Service events in the exhibit hall are available as sponsorship opportunities for greater recognition of your brand at the conference. 

Exhibit Benefits

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  • What's Included With the Booth?


Each Booth Rental Includes:   

    • One (1) 7" x 44" identification sign
    • One (1) copy of the conference proceedings on USB drive
    • Pre-registered* and final conference attendee lists in Excel® format
    • Inclusion in the online exhibitor listing
    • Listing in the printed conference program*
    • Two (2) complimentary booth personnel registrations per 100 square feet

Colors for the exhibit hall will be Blue and White back drape. The Exhibitor is responsible for providing booth carpeting or other appropriate flooring, electricity, furnishings, utility connections, and other services through the listed Official Contractors.

Exhibitor Personnel Registration

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  • Complimentary Booth Personnel 


Exhibitors are permitted to register two complimentary booth personnel per 100 square feet (10' x 10') of booth space rented. Complimentary Booth Personnel Badges include access to the exhibit hall during set-up and tear-down hours, all food service functions, including Monday and Tuesday luncheons, and technical sessions. Exhibitors are required to have their booth staffed by at least one booth personnel during breaks, luncheons, and networking receptions. 

  • Additional Booth Personnel


Exhibitors with larger booths may require more personnel to staff their booths, and may register a reasonable number of additional booth personnel for $175 each. Additional Booth Personnel Badges provide access to the exhibit hall for all food service functions, including Monday and Tuesday luncheons, and the exhibit hall during set-up and tear-down hours.

Additional Booth Personnel Badges do not permit access to technical sessions. Exhibitors who wish for their employees to attend technical sessions should register using the appropriate attendee registration category, as the Additional Booth Personnel Badges are not intended for this usage. 

Click Here to Register Exhibit Booth Personnel  

All Booth Personnel Registrations must be completed by April 4, 2012. 

Key contacts and individual registrants whose email addresses were supplied on the registration form will receive an emailed confirmation with a bar code that should be brought onsite to the registration desk to obtain a badge and badge-holder.

Booth Personnel Registrations can not be accepted after the deadline date of April 4, 2012. All personnel wishing to register after this date will need to register onsite. The additional booth personnel registration fee will be the same whether registrations are completed in advance or onsite.

Note: if a registration is required for personnel to work only for move-in or move-out, please contact show management to arrange for this badge type.

Registration Cancellation Policy 

All cancellations must be submitted in writing on company letterhead with a detailed explanation by April 4, 2012. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by April 4, are liable for the full registration fee.

Mail or fax cancellations or substitution requests on company letterhead to:

WEF Odors & Air Pollutants 2012
Attn: Registration
601 Wythe Street
Alexandria, VA 22314
Fax: 703.684.2471 

Change Exhibitor Key Contact

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Use the Change Information Form to inform WEF of your current primary contact, address, and associated information so that you are receiving all updates regarding the exhibition in a timely fashion.

Exhibitor Directory Submissions

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Use the online exhibitor directory update form to submit the following information for your directory listing.  

  • Company Directory Address  
  • Company Web Address  
  • 25 Word Company Description  
  • Exhibitor Product Category Codes 

All submissions are due no later than March 5, 2012, to guarantee inclusion in the printed conference program. Submissions received after March 5, 2012, will be updated online, but cannot be guaranteed to be updated in the printed conference program.

Attendee List

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Exhibitors will be provided with the pre-registered and final attendee lists in Excel® format. Attendee lists will be forwarded by e-mail, only to our primary contact on record, and only if a valid e-mail address has been provided. Attendee lists are an exclusive exhibitor benefit.

  • The pre-conference attendee list is typically e-mailed approximately 3 weeks prior to the conference to maximize the number of names sent.
  • The final attendee list is typically sent approximately sent 2-3 weeks from the closing date of the conference. Download the Exhibitor Survey in PDF format. Completed exhibitor surveys are required to receive the final attendee list.
  • Attendee lists do not include registered exhibitors; only full conference, expo only, and one-day attendee registration types are included in the Excel® attendee lists distributed to exhibitors.
  • Attendee lists do not include email addresses in accordance with WEF's privacy policy for members.

Please contact us if you believe that you are not receiving important correspondence from WEF regarding this exhibition, or submit the Change Information Form to change the primary contact receiving information.

Conference Proceedings

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Exhibitors will receive one copy of the conference proceedings per booth. The conference proceedings will be available onsite, and may be obtained by signing for the company's copy at the registration counter.

No extra copies of the Proceedings can be provided onsite, but additional data may be purchased after the conference.  

Display Limitations

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  •  Display Height, Equipment Guidelines and Limitations


Decorating height is limited to 8'3" for all standard (inline) booths, and 12' for all perimeter booths. Display fixtures over 4' high are limited to the rear half of the booth (5' back from the aisle line). Only free standing signage is available for standard and perimeter booths within the existing height limitations; hanging signs are not permitted.

Free-standing equipment may exceed the height limitation, but must be in its normal commercial form and cannot have additional display materials placed on it above the existing height limit, such as logos or signage. Equipment exceeding the facility specifications may not be displayed.

All displays must conform to the "Guidelines for Display Rules and Regulations" as prepared by WEF and based upon the guidelines originally distributed by the International Association of Exhibitions and Events (IAEE). The display rules and regulations are provided to assist Exhibitors with the information necessary to properly design and build exhibits as well as plan their booth layout. The rules outlined will be strictly enforced.

Please contact exhibitions management with any questions regarding your equipment or display.

Other Limitations
Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, or columns. Provided backwall drape may not be used to affix any portion of the Exhibitor's display.

All exposed parts of displays must be finished or covered in a workmanlike fashion so that they will not present an unsightly appearance when viewed from adjoining booths or aisles. No carpet, overhead roofs, bridge-type structures or the like will be permitted across aisles.

Flashing lights or other distracting or annoying materials are prohibited. Working motors, air pumps, etc., used to power a display must be positioned within the display area to avoid discharging sound or air into adjoining booths.  

  • Booth Activities  


Sound: 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 use of sound systems or equipment producing sound is an exception to the rule, not a right. The Federation reserves the right to determine at what point sound constitutes interference with others and must be discontinued.

Lights: Those displaying simulated UV lights must mask the lights with smoked plexiglass or drape so that the lights do not disturb neighboring exhibitors. UV lights are not permitted. Flashing lights are prohibited.

Selling in the Exhibition: The on-site sale and delivery of goods is not permitted.

Equipment Demonstrations and/or Entertainment: Equipment being demonstrated should be set at least 2' from the aisle line of the exhibit. Space must be left within the exhibit area to absorb the booth personnel and spectators. At the sole discretion of the Exhibitions Manager or her designee, should the spectators interfere with the normal traffic flow in the aisle, overflow into neighboring exhibits, or divert aisle traffic, the demonstration must be limited or eliminated.

If moving equipment or displays with moving parts are being used, it must be presented and function in a safe manner with appropriate safeguards to assure the safety of all present in the exhibition halls. The Exhibitor is solely liable for the operation of all displays 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.

WEF policy prohibits functions being scheduled during WEF Exhibition hours, Monday, April 16, 10:00 a.m. – 6:30 p.m.; Tuesday, April 17, 10:00 a.m. – 3:45 p.m. WEF policy also prohibits product displays 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.

WEF reserves the right, in its sole discretion, to restrict demonstrations or entertainment which is objectionable or disruptive to the overall character of the Exhibition.

Demonstrations and/or entertainment using models, professional demonstrators, or company personnel must be carried out within the boundaries of the Exhibitor’s rented space and in keeping with the decorum of the overall character of the Exhibition, both in content and in costuming.

Giveaways, Contests, Drawings: Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes the distribution of printed materials and the placement of signs. Drawings, lotteries, and/or contests that have prizes of substantial value (for example: cars, boats, etc.) are expressly prohibited. All giveaways, contests, drawings, etc., must comply with local legal requirements.

Food Service: Popcorn is not allowed in the Exhibit Hall. All food and beverages must be secured through the official caterer. Exhibitors are prohibited from procuring food services in their booths which conflict with existing services offered by show management, i.e.: Luncheon, Breaks, Networking Receptions.   

  • Fire Regulations at the Kentucky International Convention Center


General Regulations 

    • All exhibitors must comply with all applicable federal, state and local fire codes
    • All empty shipping cases, cartons or crates must be labeled and removed for storage, or they will be removed as trash
    • Fire lanes in and around the facility must remain clear and unobstrocte
    • The Kentucky International Convention Center is a smoke-free facility
    • Aisles must be kept clear of crates, easels, trailer tongues, or any exhibit materials at all times.
    • All decorations, including, but not limited to, drapes, curtains, table coverings, skirts, carpet, signs, banners, acoustical materials, plastic cloth fabric, linens and similar decorative materials, must be rendered flame-retardant. Proof of satisfactory flame-retardant treatment (certificate) is required for inspection by the Fire Inspector.

Electrical Equipment   

    • All electrical equipment must be UL listed and approved for its specific uses. Extension cords of 110 volt shall be grounded with 12/3 or larger awg copper wire
    • All temporary wiring must be accessible and shall not be covered. Hard-back booths must have power supplies dropped within
    • Any approved multi-plug adapter must be plugged directly into an approved receptacle.
    • Approved extension cords are for one appliance only. 

Hazardous Materials  

    • Hazardous materials are not permitted in the facility without approval of the Fire Marshal's Office
    • Exhibitors should submit in writing a list of any hazardous materials no later than March 30 for Fire Marshal approval. Contact Exhibitions Management if you require Fire Marshal Approval for hazardous materials prior to move-in.
    • All hazardous materials must be properly labeled.


    • Gas tanks shall have no more than 1/4 tank or five gallons of fuel, whichever is less. Motorcycle tanks cannot exceed 2.5 gallsons of fuel
    • Fuel caps must be taped shut or fitted with a locking cap
    • Battery cables need to be disconnected while in the facility
    • There should be no fueling or de-fueling of vehicles on facility property.
    • Combustible material must not be stored beneath display vehicles. All space beneath vehicles must be clear and visible. 

Insurance Requirements

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The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Odors and Air Pollutants 2012, and must maintain comprehensive general liability insurance in the amount not less than $1,000,000 single limit per occurrence, naming Water Environment Federation and Kentucky State Fair Board as Additional Insureds.

Exhibitors are required to have the following insurance coverage with limits of liability as follows:  

    • Comprehensive General Liability with limits not less than $1,000,000.00 each occurrence.
    • Worker’s compensation and occupational disease insurance in full compliance of all Federal and State laws covering all employees and Independent Contractors.
    • Employer’s Liability with limits not less than $100,000.00 per accident or death to any employee.
    • Comprehensive Automobile Liability with limits not less than $1,000,000.00 combined single limit for bodily injury and property damage, covering any owned, not owned and hired self-propelled vehicles of the type for use on and off the Kentucky International Convention Center. Coverage should include loading and unloading hazards.

»Insurance protecting exhibitor’s assets and property brought to the exhibit is recommended.

Proof of insurance must be submitted to WEF no later than March 12, 2012. Faxed copies cannot be accepted.

Proof of insurance may be emailed, or mailed to:

Exhibition Operations Management
Water Environment Federation
601 Wythe Street
Alexandria, VA 22314-1994 

Shipping Directions

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  • Advance Shipments to Warehouse


Fern Expo will accept crated, boxed or skidded materials beginning Monday, April 2, 2012, at the below address. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 am - 4:00 pm.

Material arriving after Friday, April 13, 2012, will be received at the warehouse with an additional after-deadline charge. If your shipment will be arriving after the deadline date, please contact Fern Expo at (502) 367-0254 for assistance with calculating your after-deadline charges.

Warehouse Shipping Address:

Exhibiting Company Name / Booth # _______________
Fern Exposition & Event Services
3752 Crittenden Drive  
Louisville, KY 40209 

WEF Odors and Air Pollutants 2012

Warehouse Shipping Labels

Warehouse freight will be delivered prior to exhibitor set up, and overtime charges may apply. See the Material Handling & Freight Services PDF for additional information.

  • Direct Shipments to Show Site


Fern Expo will receive shipments at the exhibit facility beginning 8:00 am, Sunday, April 15, 2012. Shipments arriving before this date will be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor.

Show Site Shipping Address:

Exhibiting Company Name / Booth # _______________
Fern Exposition & Event Services
c/o Kentucky International Convention Center
221 4th Avenue, 3rd Street Dock
Louisville, KY 40202

WEF Odors and Air Pollutants 2012

Show Site Shipping Labels

All items and materials that must be brought into the facility may be subject to Material Handling charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.

Please Note: Overtime rates for labor apply from 4:00 pm to 12:00 am, Monday - Friday, and all day on Saturdays and Sundays. Double Time rates apply Midnight to 8:00 am and recognized holidays. 

Move-In and Move-Out of Exhibits

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  • Exhibitor Move-in/Installation of Exhibits 


Sunday, April 15, 2012, 8:00 am - 5:00 pm

Exhibitor freight delivered to the warehouse will be available in your booth by 8:00 am. All exhibits must be fully installed by 5:00 pm on Sunday, April 15.

Exhibitors for whom there is no move-in activity by 5:00 pm, Sunday, April 15 will be considered to be a No-show. Please contact show management with any issues you may be having to avoid being listed as a no-show.

Overtime rates for material handling will be charged by the contractor where applicable. Please see the Material Handling order form for timing and rates.

Empty containers must be tagged with "EMPTY" labels, available from the onsite Exhibitor Services Desk, for removal for storage by the official contractor during the show. Affixing labels to the containers is the sole responsibility of the Exhibitor or its representative. Please do not place empty labels on containers until you are ready for their removal. All previous labels must be removed or obliterated.

Note: The Kentucky International Convention Center prohibits the storage of ALL crates and boxes (see: "Fire Regulations at the Kentucky International Convention Center"). Empties will be regularly removed from booths if found stored improperly.

  • Exhibitor Move-out/Dismantling of Exhibits  


Tuesday, April 17, 3:46 pm - 7:00 pm

Dismantling of exhibits may begin only after the close of the exhibition at 3:45 pm. All displays must remain intact until the exhibits close. Fern Expo will return all empty containers from storage at the close of the show once the aisle carpet has been removed. As you dismantle your booth, please be mindful of keeping the aisles clear to facilitate the most efficient removal of aisle carpet and return of empty crates.

All exhibits and materials must be removed from the exhibit hall no later than 7:00 pm on Tuesday, April 17. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out Deadline, please have all carriers check-in by 5:00 pm, Tuesday, April 17.

Children under the age of 18 are not allowed on thes show floor during move-in and move-out. 

Material Handling/Installation Labor Rules

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  • Material Handling


Fern Expo has the responsibility of receiving and handling all exhibit materials and empty crates. It is their responsibility to manage docks and schedule vehicles for the smooth and efficient move-in/move-out of the exhibition. Fern Expo will have complete control of the loading docks at all times. 

Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at owner's expense.

Exhibitors may hand-carry their own materials into the exhibit facility. 

  • Installation Labor


Full time employees of exhibiting companies may set their own exhibits without labor assistance. Any labor services that may be required beyond what regular full time employees can provide, must be rendered by Union Labor.

Labor can be ordered in advance by returning the Display Labor Form, or onsite, at the service desk. Advance orders are recommended.

Official Service Contractor Services

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  • George Fern Exposition & Event Services


Fern Expo is the official service contractor for Odors & Air Pollutants 2012.

Order Fern Expo services online at oe.fernexpo.com by April 2, 2012.

To place an order for Fern Expo services online, exhibitors will need an account.  Customer ID and Password will be sent to the key contact we have on file via email once Fern has received your exhibitor information. If you have not received your Customer ID and Password please call 888.621.3376 for details. 

The following PDF Order Forms are posted for your reference and convience.


Fern Expo Contact Information: 

Fern Expo Exhibitor Services
3752 Crittenden Drive
Louisville, KY 40209 
ph. (502) 367-0254
fax (502) 368-0284
email: louisville@fernexpo.com 

Facility Services

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  • Kentucky International Convention Center - Utilities Orders 


The following Utilities for Exhibitors are provided by the Kentucky International Convention Center:

    • Electric Power
    • Compressed Air
    • Water/Drain Service

The discount deadline date for ordering all Utilities Services from the Kentucky International Convention Center is March 26, 2012. Orders placed after this date will be charged the onsite price.

Kentucky International Convention Center Utilities Order Forms and Online Ordering 

Order Forms and contact information:

  • Smart City   


Use of Exhibitor-Appointed Contractors

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If you wish to use an Exhibitor Appointed Contractor please contact Yesha Bell at 703-684-2443 or ybell@wef.org.

Contact List

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  • Contact List


 WEF Exhibition Operations  

Yesha Bell
Exhibition Operations
email: ybell@wef.org
ph. (703) 684-2443
toll-free: (877) 677-3976

WEF Registration  

email: registration@wef.org  
ph. (703) 684-2441

Water Environment Federation Mailing Address 

601 Wythe Street
Alexandria, VA 22314-1994 

Fern Expo Contact Information  

email louisville@fernexpo.com
ph.    (502) 367-0254
fax    (502) 368-0284

Fern Expo Exhibit Transportation
ph. (800) 580.3735

Fern Expo Online Ordering

Kentucky International Convention Center 

221 Fourth Street
Louisville, KY 40202
ph: (502) 595-4381