Collection Systems 2011: Rehab or Roulette: Is our Environment at Risk?

June 12-15, 2011
Raleigh Convention Center 
Raleigh, North Carolina
Raleigh Convention Center Ballroom

Exhibitor Service Manual Page

Rules & Regulations

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License and Rules for Exhibitors

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 

IAEE Guidelines for Display Rules & Regulations

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 strictly be enforced.

Download the IAEE Guidelines

Please note: revisions in the guidelines have been made as they pertain to the Collection Systems 2011 Exhibition.


Cameras

Only the Exhibitor may grant permission to have his/her exhibit and/or product photographed or videotaped. 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. 


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 not permitted in the exhibit hall during installation, show days, and dismantling. Your cooperation is appreciated

Deadlines

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Are You On Schedule?

Download the Key Service Manual Deadlines to stay on schedule and make sure you don't miss any discount ordering dates. 


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 Associate Member rate will be charged if the Exhibitor has an Associate 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 April 13, 2011, 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 April 13, 2011, but prior to June 12, 2011, 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, June 12, 2011, 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. 

Exhibit Events and Hours

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The exhibition and events listed here will be held in the Raleigh Convention Center Ballroom.

Monday, June 13 10:00 am - 6:30 pm

Coffee Break             10:00 am - 10:45 am
Luncheon                 12:00 pm - 1:30 pm
Beverage Break          3:00 pm - 3:45 pm
Networking Reception 5:00 pm - 6:30 pm

 
Tuesday, June 14 10:00 am - 3:45 pm

Coffee Break             10:00 am - 10:45 am
Luncheon                  12:00 pm - 1:30 pm
Beverage Break           3:00 pm - 3:45 pm

Exhibit Benefits

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What's Included With the Booth?

Each 10' x 10' Booth Rental Includes

  • 8' tall draped back wall and 3' tall draped side rails
  • One (1) 7" x 44" identification sign
  • One (1) copy of the conference proceedings on CD-Rom
  • 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

Colors for the exhibit hall will be Gold and White back drape, and Gold side rails. The exhibit hall is carpeted, but in order to enhance the appearance of your booth, rental carpet is available through Freeman.

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

* Contingent upon receipt of reservation form by April 29, 2011.

Exhibitor Personnel Registration

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Complimentary Booth Personnel

Exhibitors are permitted to register two complimentary booth personnel per 100 square feet of booth space (10' x 10') rented. Complimentary Booth Personnel Badges are equivalent to full conference registrations, and include access to the exhibit hall during set-up and tear-down hours.

Exhibitors 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

Additional Booth Personnel Badges do not permit access to technical sessions. Exhibitors wishing to register additional personnel to attend technical sessions should use the appropriate attendee registration category.

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: Booth Number (example: 999)

Click Here to Register Exhibit Booth Personnel

All Booth Personnel Registrations must be completed by June 1, 2011.

Please note that badges are no longer printed and mailed. Individuals will be e-mailed a confirmation with a scannable bar code that should be brought onsite to the registration desk to obtain a badge and badge-holder.

Booth Personnel Registrations will not be accepted after the deadline date of June 1, 2011. 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 June 1, 2011. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by June 1, 2011, are liable for the full registration fee.

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

WEF - Collection Systems 2011
Attn: Registration
601 Wythe Street
Alexandria, VA 22314
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 April 29, 2011, to guarantee inclusion in the printed conference program. Submissions received after April 29, 2011, will be updated online, but cannot be guaranteed to be updated in the conference program. 

Attendee List

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Exhibitors will be provided with the pre- and post-conference 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-registered attendee list will be sent by e-mail only one time, approximately 28 days prior to the conference. The final list will be automatically sent by e-mail upon completion by the exhibitor of the exhibitor survey. The survey will become available approximately 14-21 days from the conclusion of the conference.

Please contact us if you believe that you are not receiving important correspondence from WEF regarding this exhibition. 

Conference Proceedings

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Exhibitors will receive one copy of the conference proceedings on CD-Rom per booth, as part of their booth package. The conference proceedings will be available to exhibitors on-site, and may be obtained by any on-site booth personnel by signing for the company's copy at the registration counter. No extra copies of the Proceedings CD will be provided, but additional copies may be purchased

Display Limitations

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Booth Furnishings, Carpeting & Utilities

  • The exhibit hall is carpeted.
  • Booth carpeting is not required.*
  • The Exhibitor is responsible for providing all booth furnishings, including protective coverings.
  • Exhibitors are permitted to bring their own booth furnishings and carpeting provided they are in good condition, meet all fire code requirements, and do not detract from the general professional appearance of the Exhibition.
  • Electricity and other utility connections are not provided with the space.
  • All utility orders must be placed by the Exhibitor through the appropriate provider.
* See water fill display restrictions

Display Limitations

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 strictly be enforced.

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.

The Fire Marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made with Freeman to store empty crates. Please refer to the Freight brochure in Freeman's service kit for information regarding the handling of empties, disposal of skids, etc.


Water Displays

The exhibit is being held in a carpeted ballroom.

Exhibitors wishing to display equipment which would require a water-fill must notify WEF Exhibitions Management no later than May 6, 2011. Displays which can be water-filled, and for which no advance notification has been received by May 6, 2011 may not be allowed in the hall. Exhibitors displaying a management-approved water-filled exhibit will be required to provide protective flooring, i.e., Visqueen, carpeting, or both, for their booth.  All carpet must be fully protected from any damage; this will be the exhibitors sole responsibility.

If, in the opinion of Exhibitions Management or Raleigh Convention Center, the display cannot reasonably be installed without guaranteeing protection of the carpet, the display will be denied. Exhibitors who do not notify Exhibitions Management in advance of a display item which contains water may be denied the right to exhibit such an item.


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.

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.

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.

WEF policy prohibits functions being scheduled during WEF Exhibition hours, Monday, June 13, 10:00 a.m. – 6:30 p.m.; Tuesday, June 14, 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.

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.

Insurance Requirements

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The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Collection Systems 2011 Conference and must maintain public liability insurance naming (i) Water Environment Federation and (ii) City of Raleigh as additional insureds.

Proof of insurance must be submitted to WEF no later than May 16, 2011. Faxed copies will not be accepted.

»Send Proof of Insurance to:


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

Required Coverage

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 Raleigh Convention Center. Coverage should include loading and unloading hazards.
    » Insurance protecting exhibitor’s assets and property brought to the exhibit is recommended.  

Shipping Directions

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Advance Shipments to Warehouse

Freeman will accept crated, boxed or skidded materials beginning Wednesday, May 11, 2011, at the below address. Material arriving after June 3, 2011, will be received at the warehouse with an additional after-deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 am - 4:00 pm.

Warehouse Shipping Address

Exhibiting Company Name / Booth # ________
WEF 2011 Collection Systems
C/O Freeman / UPS Freight
150 International Drive 
Morrisville, NC 27560


Direct Shipments to Show Site

Freeman will receive shipments at the exhibit facility beginning Sunday, June 12, 2011. 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 2011 Collection Systems
C/O Freeman 
Raleigh Convention Center 
500 S Salisbury Street 
Raleigh, NC 27601 

Please note: 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. 

Move-In and Move-Out of Exhibits

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Exhibitor Move-in/Installation of Exhibits

Sunday, June 12, 2011, 12:00 pm - 5:00 pm

Exhibitor freight delivered to the warehouse will be available in your booth by 12:00 pm. All exhibits must be fully installed by 5:00 pm on Sunday, June 12.

Overtime rates will be charged by the contractor where applicable. Please see the Service Manual Labor and Material Handling order forms for timing and rates.

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

The Fire Marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made with Freeman to store empty crates. Please refer to the Freight brochure in Freeman's service kit for information regarding the handling of empties, disposal of skids, etc.

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.  


Exhibitor Move-out/Dismantling of Exhibits

Tuesday, June 14, 3:45 pm - 7:00 pm

Dismantling of exhibits may begin only after the close of the exhibition at 3:46 pm. All displays must remain intact until the exhibits close. Freeman will return all empty containers from storage at the close of the show in random order. Please be patient regarding the return of your empty containers.

All exhibits and materials must be removed from the exhibit hall no later than 7:00 pm on Tuesday, June 14. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out Deadline, please have all carriers check-in by 5:30 pm, Tuesday, June 14.

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 thes show floor during move-in and move-out. 

Material Handling/Installation Labor Rules

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Material Handling

Freeman claims jurisdiction on the operation of all material handling equipment, all unloading and reloading, and handling of empty containers.

Freeman has the responsibility to manage docks and schedule vehicles for the smooth and efficient move-in/move-out of the trade show. The operation for use of all motorized lifts and motorized material handling equipment for installation/dismantle of exhibits is not permitted by exhibitors.

Exhibitors may hand-carry their own materials into the exhibit facility. The use or rental of dollies, flat trucks and other mechanical equipment, however, is not permitted. Only full time employees of the exhibiting company will be allowed to hand carry items.

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


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. Proof of full time employment status may be requested by the Union Steward of personnel working in a booth. 

Official Service Contractor Services

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Freeman

Freeman is the official service contractor for Collection Systems 2011. The discount deadline for ordering Freeman services is May 27, 2011.

The following PDF Order Forms are posted for your convience. Please use Freeman OnLine® to order Freeman services directly, print product catalogs, and more.

For service and ordering assistance or questions, please contact Freeman Exhibitor Services at 407.816.7900.

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 Exhibitor Services). For assistance creating an account, or with your existing account, please contact Freeman customer service at 888.508.5054, or at CustomerSupport@freemanco.com (7:00 am - 7:00 pm, CST, M-F; 8:00 am - 5:00 pm, Sat.).

Download the Complete Service Manual PDF (36 pages - 1,287 kb)


Lead Retrieval

Available through CompuSystems, Exhibitors may order hand-held lead retrieval units. Take advantage of the early bird ordering deadline date of April 29, 2011. The final discount deadline date is May 13, 2011.  Order online and save $10.00! 

You can also save money and order a la carte. Make certain you review the order form carefully.

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

Facility Services

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Electrical, Telecommunications, and Audio-Visual Service 

Electrical, Telecommunications and Audio-Visual Service is provided by Raleigh Convention Center. To receive the advance payment price, exhibitors must submit their order and payment in full no later than Friday, June 3, 2011. Please see the order form for complete pricing, terms, and conditions. 

Utilities Order Form

Use of Exhibitor-Appointed Contractors

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

General Information

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

Requests or substitutions to an EAC selection after the deadline of April 22, 2011 will not be considered.

Rules and Regulations

All Exhibitor-Appointed Contractors (EAC's) are required to read and adhere to all rules and regulations as listed in the License for Exhibitors document, and should 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, or 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 are 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 include (A) a comprehensive general liability insurance policy including public liability and property damages, covering One Million Dollars ($1,000,000.00) per occurrence; (B) One Million Dollars ($1,000,000.00) general aggregate; (C) One Million Dollars ($1,000,000.00) comprehensive automotive bodily injury and property damage; (D) workers compensation insurance; (E) employer's liability insurance with limits not less than $1,000,000.00 for each occurrence.

The EAC must name the following as additional insureds:(i) WEF, (ii) City of Raleigh, its facilities, agents, officers, board members and employees.

Copies of Certificate(s) of Insurance must be received by WEF before commencing work at the Raleigh Convention Center.

Required Forms and Deadlines for Receipt

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

All Collection Systems 2011 Exhibitors planning to use any 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 received by WEF no later than April 22, 2011.

IMPORTANT: Please inform your EAC that the WEF Exhibition Operations Group requires an original Certificate of Insurance and signed Exhibitor Appointed Contractor (EAC) Agreement no later than May 13, 2011. 

Contact List

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Freeman Exhibit Transportation

Toll-Free: (800) 995-3579
Fax: (817) 385-0983

Freeman Exhibitor Services Department 

841 Joseph E Lowry Boulevard NW 
Atlanta, GA 30318 
Phone: (404) 253-6494
Fax: (469) 621-5610
Email: FreemanAtlantaES@freemanco.com 

Raleigh Convention Center 

500 South Salisbury Street
Raleigh, NC 27601
(919) 996-8500 Phone
(919) 996-8550 Fax

Raleigh Convention Center Utility Services

Internet Questions: (919) 996.8519
Electrical Questions: (918) 996-8526
Fax: (919) 996-8552

WEF Exhibition Operations

601 Wythe Street
Alexandria, VA 22314
Phone: (703) 684-2443
E-Mail: expoinfo@wef.org
Toll-Free: 1-877-OPS-EXPO