Residuals and Biosolids 2013: Emerging Opportunities for Sustainable Resource Recovery

May 5 - 8, 2013
Nashville Convention Center
Nashville, Tennessee
East, Centeral, and West Halls

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  


 
Booth Furnishings, Carpeting & Utilities 
  • The exhibit hall is not carpeted.
  • Booth carpeting or appropriate floor covering is required to be provided by the exhibitor.
  • 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 


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

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

Assigned Exhibition Space and Exhibitor Functions 
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, the placement of signs, and booth personnel. WEF policy prohibits functions being scheduled outside of contracted exhibit space during WEF Exhibition hours, Monday, May 6, 5:00pm - 6:30pm; Tuesday, May 7, 10:00am - 4:45pm; and Wednesday, May 8, 10:00am - 3:45pm. WEF policy also prohibits product displays in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Violations of these requirements 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.

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 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. 


 
 
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 Nashville 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  

Smoking is prohibited in all areas except for Level Three outdoor terrace.


 
  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 March 1, 2013, 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 March 1, 2013, but prior to May 6, 2013, 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 2:00 p.m., Monday, May 6, 2013, 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.   

Deadlines

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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 Nashville Convention Center, Center and East Halls.  

Monday, May 6     5:00 pm- 6:30 pm   

Networking Reception   5:00 pm    

Tuesday, May 7     10:00 am - 4:45 pm    

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

Wednesday, May 8    10:00 am - 3:45 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 flash 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 flax and white back drape and flax side rails.  

The Exhibitor is responsible for providing booth carpeting or other appropriate flooring, electricity, furnishings, utility connections, and other services through the listed Official Contractors. 

 * Contingent upon receipt of reservation form by March 1, 2013

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.  

 

Register Booth Personnel Online 

Booth Personnel my register online using the following user name and password. All information may be found on your confirming Acknowledgement and Invoice from WEF.  

  •  User Name: Exhibitor ID# (example: 01112223 or 01B11223)  
  •  Password: Residuals and Biosolids 2013 Booth Number (example: 100)  

 Click Here to Register Exhibit Booth Personnel  

 All Booth Personnel Registrations must be completed by April 26, 2013.   

Key contacts and individual registrants whose email addresses were supplied during the registration process 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 26, 2013. 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. See below for additional information regarding Exhibitor-Appointed Contractors.  

 Registration Cancellation Policy  

All cancellations must be submitted in writing on company letterhead with a detailed explanation by April 26, 2013. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by April 26, are liable for the full registration fee. 

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

 WEF Residuals & Biosolids and
            Energy & Water 2013 
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 29, 2013, to guarantee inclusion in the printed conference program. Submissions received after March 29, 2013, 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 automatically 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. Click here for the Exhibitor Survey in PDF format. Completed exhibitor surveys are required to receive the final attendee list.
     
     
  • Attendee lists do not include registered exhibitors. To confirm registered exhibitor booth personnel, please log in to review your allotment.  
  • 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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Conference Proceedings will be available on Flash Drive, and one side of the drives are available to Exhibitors as a Sponsorship Opportunity. Sponsorships must be confirmed no later than April 5. Contact Sarah Evans for additional information on this opportunity! 

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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Booth Furnishings, Carpeting & Utilities  

  • The exhibit hall is not carpeted. 
  • Booths are required to have carpeting or other appropriate floor covering. 
  • Electricity and other utility connections (such as water or compressed air, etc.) are not provided with the space. 
  • 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 floor covering, provided they are in good condition, meet all fire code requirements, and are in keeping with the general professional appearance of the Exhibition.  


 

Display Height, Equipment Guidelines and Limitations   

Decorating height limits: 

  • 8'3" for all standard (inline) booths 
  • 12' for all perimeter booths  
  • 16' for all island 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.   

Assigned Exhibition Space and Exhibitor Functions: 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, the placement of signs, and booth personnel. WEF policy prohibits functions being scheduled outside of contracted exhibit space during WEF Exhibition hours, Monday, May 6, 5:00pm - 6:30pm; Tuesday, May 7, 10;100am - 4:45pm; and Wednesday, May 8, 10:00am - 3:45pm. WEF policy also prohibits product displays in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Violations of these requirements 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.   

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 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. 
 


Regulations at the Nashville Convention Center 

Exhibit Regulations   

  • During set-up and move-out “Freight Free Aisles” must be maintained and kept clear at all times. Exhibit crates, boxes and cartons cannot be placed in these aisles. The purpose is for emergency access to fire alarms, fire hoses, fire extinguishers and for life support equipment as quickly as possible.
  • The storage of packing materials and surplus literature must be confined to areas away from the display areas. (This is to lessen the fire loading in a given area.) However, what is considered to be a day’s supply is permitted.
  • No packing containers, wrapping materials or display materials may be stored under tables or behind booths; this material must be placed in storage.
  • All empty cartons or crates must be labeled and removed for storage or they will be removed as trash.

  Electrical Equipment   

  Electrical wiring must be the proper size to handle demand, and all extension cords must be UL listed, labeled and appropriately sized. Excessive use of extension cords is discouraged and shall be approved by the Fire Marshal before use. 

  • Use of two wire extension cords is prohibited unless approved by Fire Marshal. Cylinders must be secured in an upright position. 
  • Cube tap adapters are prohibited (Uniform Fire Code 85.107). Multi-plug adaptors must be UL approved and have built-in overload protection. 
  • All temporary electric wiring must be accessible and free from debris and storage. 

 Hazardous Materials    

  • Approval and/or permits are required in the Nashville Convention Center for the operation or use of products on display, which might be considered hazardous to the public or affecting life-safety requirements. Some areas of concern in operation or use requiring approval and/or permits consist of: powder-actuated tools, welding or heat producing products, decorative (votive) lit candles, small tanks of heavier-than-air compressed gas, etc.
     

 Vehicles   

  • Vehicles are not permitted in the Exhibit Hall for loading/unloading without the authorization of NCC Management. All equipment and freight will be loaded/unloaded at the loading dock area. Any vehicle that remains in the Exhibit Hall as part of a display must conform to all fire regulations. 

 Flammable Liquid/Gas 

  • Display of any motor vehicle, air craft, or any apparatus in which a fuel tank is attached will be safeguarded by disconnecting the battery and securing the fuel tank fill pipe with a locking device or other approved method.   
  • Liquid fuel tanks will contain no more than five (5) gallons or 25% fuel capacity, whichever is less.  
  • Aviation equipment tanks must be 100% full.  
  • All internal combustion engine drive vehicles or equipment on display must have fuel filler caps locked or taped and batteries disconnected.  
  • Fuel tanks shall not be more than one-half full, or contain more than 10 gallons (37.9L) of fuel whichever is less.  

 

Insurance Requirements

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The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Residuals and Biosolids 2013, and must maintain comprehensive general liability insurance in the amount not less than $1,000,000 single limit per occurrence, naming (i) the Water Environment Federation and (ii) the Convention Center Authority of the Metropolitan Government of Nashville and Davidson County as Additional Insured.  

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 Nashville 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 29, 2013. 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   

Freeman will accept crated, boxed or skidded materials beginning Friday, April 05, 2013 at the below
address. Warehouse materials are accepted at the warehouse Monday through Friday between
the hours of 8:00 AM – 3:30 PM

Material arriving after April 26, 2013 will be received at the warehouse with an additional after
deadline charge. If your shipment will be arriving after the deadline date, please contact Exhibitor Services at (615) 884-5785 for assistance with calculating your after-deadline charges.  

Warehouse Shipping Address
Exhibiting Company Name / Booth #________
WEF – RESIDUALS & BIOSOLIDS AND ENERGY & WATER CONFERENCE
c/o FREEMAN
1701 LEBANON PIKE CIRCLE
NASHVILLE, TN 37210
 

Warehouse freight will be delivered prior to exhibitor set up. 

 
 

Direct Shipments to Show Site   

Freeman will receive shipments at the exhibit facility beginning Monday, May 06, 2013. Shipments
arriving before this date may 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 #________
WEF – RESIDUALS & BIOSOLIDS AND ENERGY & WATER CONFERENCE
c/o FREEMAN
NASHVILLE CONVENTION CENTER
601 COMMERCE ST
NASHVILLE, TN 37203
 

 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: 5:00 P.M. to 8:00 A.M. Monday through Friday, all day Saturday, Sunday, and Holidays
(Overtime will be applied to all freight received at the warehouse and/or show site that must be
moved into or out of booth during above listed times.)

Move-In and Move-Out of Exhibits

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Exhibitor Move-in/Installation of Exhibits   

Monday, May 6, 2013, 8:00 am - 4:00 pm

Exhibitor freight delivered to the warehouse will be available in your booth by 8:00 am. All exhibits must be fully installed by 4:00 pm on Monday, May 6.
  

Exhibitors for whom there is no move-in activity by 4:00 pm, Monday, May 6 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 forms 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 Nashville Convention Center prohibits the storage of ALL crates and boxes (see: "Regulations at the Nashville Convention Center" under the "Exhibit Regulations" document, bullets 11-13). Empties will be removed from booths if found stored improperly.  

 For more information and helpful hints on Freeman pre-show procedures and move-in, please access the Freeman move-in FAQ at  www.freemanco.com/preshowFAQ.   

   Directions to the Nashville Convention Center   
 


Exhibitor Move-out/Dismantling of Exhibits    

Wednesday, May 8, 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. Freeman 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 Wednesday, May 8. 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, Wednesday, May 8.

For more information and helpful hints on post-show procedures and move-out, please access
 www.freemanco.com/postshowFAQ.

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

Material Handling/Installation Labor Rules

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Material Handling

Freeman 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. Freeman 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.  

   Labor Jurisdictions    

Official Service Contractor Services

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Freeman    

Freeman is the official service contractor for Residuals & Biosolids and Energy & Water 2013.

Order Freeman services online at 
www.freemanco.com/store by April 12, 2013 and receive an additional discount.   

 To place an order for Freeman services online using Freeman OnLine®, exhibitors will need an account (Username and Password, set by exhibitors, and not kept on file by WEF Exhibition Operations). For assistance creating an account, or with your existing account, please contact Freeman customer service at 888.508.5054 (7:00 am - 7:00 pm, CST, M-F; 8:00 am - 5:00 pm, Sat.).

The following PDF Order Forms are posted for your reference and convenience. Please use
 Freeman OnLine® to order Freeman services directly and receive the online discount, print product catalogs, and more.   

  Freeman Contact Information    

  Freeman Exhibitor Services 
ph.    (615) 884-5785
fax    (469) 621-5615
email
 FreemanNashvilleES@freemanco.com   

 Freeman Exhibit Transportation
ph. (800) 995-3579 or (817) 607-5100
fax (469) 621-5810 

Freeman OnLine© Customer Support
(888) 508-5054
      


   Lead Retrieval provided by CompuSystems 
  •  Early bird deadline date is March 22, 2013   
  •  Final discount deadline date is April 5, 2013   

 Services available at Residuals and Biosolids 2013 include CompuLEAD Mobile Qualifier Elite, CompuLEAD Mobile Qualifier, and CompuLEAD Smart App. Services are also available a la carte and with custom lead qualifiers.  

  •  All lead retrieval services provided at Residuals & Biosolids and Energy & Water 2013 included Buyer Connect, with enhanced broadcast email abilities to attendees. For assistance with lead retrieval services, or how to use Buyer Connect, contact CompuSystems Exhibitor Support.  

   Download Order Form   

 For assistance or questions, please contact CompuSystems at 866.600.5323 (866.600.LEAD), or 708.786.5565 


Floral Services provided by Teasley-Richards Convention Florist.  

Download Order Form 


Audio Visual provided by Renaissance Event Technology.  

Download Order Form 

Facility Services

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 Nashville Convention Center- Utilities Orders & Booth Guard Services   

 The following Utilities/Services for Exhibitors are provided by the Nashville Convention Center:  

  •  Electric Power  
  • Natural Gas 
  •  Compressed Air  
  •  Water/Drain Service  
  •  Telephone  
  •  Wired Internet  

 The discount deadline date for ordering all Utilities Services from the Nashville Convention Center is April 22, 2013. Orders placed after this date will be charged the Floor Price.  

   Nashville Convention Center Utilities Order Form   

   Nashville Convention Center Booth Guard Form    

 Contact Information at the Convention Center for Ordering Questions:  

  • Natural Gas, Compressed Air, Water & Drain Services: 615-742-2100   
  •  Electrical: 615-742-2100 
  • Telephone, Internet: 615-742-2021   
 

Use of Exhibitor-Appointed Contractors

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General Information  

An Exhibitor-Appointed Contractor (EAC) is any company other than the designated Official Service Contractors listed in this service manual, who provides a service (booth installation/dismantling, florists, photographers, etc.) and needs access to your exhibit any time during the installation and dismantling.

For services such as electrical, telephone, telecommunication, internet, cleaning, and drayage, no contractor other than the Official Service Contractors will be approved. This regulation is necessary of licensing, insurance, and work done on equipment and facilities owned by parties other than the Exhibitor. Exhibitors shall provide only the material and equipment they own and is to be used in their exhibit space.

Exhibitors may employ the service of independent contractors, Exhibitor-Appointed Contractors, to install and dismantle their display, providing all the Exhibitor-Appointed Contractor requirements set forth by WEF Exhibition Operations Management are followed. 


Rules and Regulations  

All Exhibitor-Appointed Contractors are required to read and adhere to all rules and regulations as listed in the License for Exhibitors document, and shall also review the IAEE Guidelines for In-line Booths.

Contractor approval will be based on the receipt of required documents from the exhibitor and contractor. For Exhibitors from whom WEF has not received the required Exhibitor-Appointed Contractor Notification of Intent, from those EAC's from whom WEF has not received all of the required documents by the established deadline dates, that EAC will be denied access at the show site. In this circumstance, the exhibitor will be required to use the Official Service Contractor(s) for labor.

Exhibitor Appointed Contractors ar required to check in with show management upon arriving at the exhibit hall.

It is the responsibility of the Exhibitor to see that each of the representatives of the EAC abides by the official rules and regulations of this event. 


 Insurance Requirements  

EAC's must maintain a policy or policies which shall contain limits 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 Nashville Convention Center. Coverage should include loading and unloading hazards.
  • The EAC must name the following Additional Insureds: (i) Water Environment Federation, (ii) the Convention Center Authority of the Metropolitan Government of Nashville and Davidson County , their officers, employees, and agents as Additional Insured.

Copies of Certificate(s) of Insurance must be received by WEF before the EAC may commence work at the Nashville Convention Center. The deadline for receipt of EAC's certificate of insurance is March 29, 2013.


Required Forms and Deadlines for Receipt  

Please review the complete Exhibitor-Appointed Contractor requirements prior to submitting paperwork.

All Residuals and Biosolids 2012 Exhibitors planning to use an contractor not identified as an Official Service Contractor must submit a Notice of Intent Form. This form must be completed by an employee of the exhibiting company and be received by WEF no later than March 15, 2013.  

Contact List

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 Contact List  

 WEF Exhibition Operations   

 Nicole Jackson
Exhibition Operations Coordinator
email: njackson@wef.org 
ph. (703) 684-2400 ext. 7741
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 
USA
 

 Freeman Contact Information    

  Freeman Exhibitor Services 
email
 FreemanNashvilleES@freemanco.com
ph.    (615) 884-5785
fax    (469) 621-5615 
 

 Freeman Exhibit Transportation
ph. (817) 607.5100
fax (469) 621-5810 

Freeman OnLine© Customer Support
888.508.5054   
  

 Nashville Convention Center 

601 Commerce Street
Nashville, TN 37203
ph. +1 615.742.2000
fax      615.742.2014 
 http://nashvilleconventionctr.com/
 

CompuSystems 

P.O. Box 6271
Broadview, IL 60155
 www.compusystems.com/order  
 

toll-free: (866) 600-5323
local: (708) 786-5565
email: exhibitor-support@compusystems.com