Energy and Water 2011: Efficiency, Generation, Management, and Climate Impacts

July 31 - August 3, 2011
Hyatt Regency McCormick Place 
Chicago, Illinois
Hyatt Regency McCormick Place Room CC12

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 

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.


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.

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 June 1, 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 June 1, 2011, but prior to July 30, 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, July 31, 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.

Deadlines

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Exhibitor Service Manual Deadlines 

Download the Key Service Manual Deadlines to stay on schedule. 

Exhibit Events and Hours

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The exhibition and events listed here will be held in the Hyatt Regency McCormick Place Room CC12 at the Hyatt Regency McCormick Place.

  • Monday, August 1 · 10:00 am - 6:30 pm  

Coffee Break 10:00 am - 10:45 am
Luncheon 12:00 pm - 1:45 pm
Beverage Break 3:15 pm - 4:00 pm
Networking Reception 5:00 pm - 6:30 pm

  •  Tuesday, August 2 · 10:00 am - 3:45 pm  

Coffee Break 10:00 am - 10:45 am
Luncheon 12:00 pm - 1:45 pm
Beverage Break 3:15 pm - 4:00 pm

Note: All 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 Tabletop Space Rental?

Each Tabletop Space Rental Includes: 

  • One (1) Draped table, one (1) chair, and one (1) standard outlet
  • 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

The Exhibitor is responsible for providing any electricity required beyond the standard outlet, and additional services through the Hotel (please see forms in the utilities section of this service manual).

* Contingent upon receipt of reservation form by June 1, 2011.  

Exhibitor Personnel Registration

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Complimentary Booth Personnel  

Exhibitors are permitted to register two complimentary booth personnel per Tabletop Space 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.

No Additional (Paid) Booth Personnel registrations are available. Exhibitors wishing to register additional personnel to attend the conference should use the appropriate attendee registration category.

Click Here to Download the Complimentary Booth Reservation Form

Badges will not mailed in advance. 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.

All Booth Personnel Registrations must be completed by July 20, 2011.

Booth Personnel Registrations will not be accepted after the deadline date of July 20, 2011. All personnel wishing to register after this date will need to register 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 access to the exhibit hall during these hours.

Registration Cancellation Policy  

All cancellations must be submitted in writing on company letterhead with a detailed explanation by July 20, 2011. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by July 20, 2011 are liable for the full registration fee.

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

WEF - Energy & Water 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 change your exhibitor information on file and ensure you are receiving all materials from WEF regarding your exhibit.

  • Company Name
  • Primary Contact
  • Primary Contact Contact Information
    • Address
    • Phone/Fax/Email
     
  • Directory Address
  • Website

Please note that WEF can only maintain one key contact, and one key contact email address on file per exhibitor. Submitting this form will change the individual who receives all billing, service, and future marketing materials for your company. If you have any questions regarding changing your company information, please contact show management at expoinfo@wef.org or 1-703-684-2443. 

Exhibitor Directory Submissions

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Use the online exhibitor directory update form to submit your 25-word exhibitor directory description and category codes. This information is posted online in the exhibitor directory and used for the printed conference program.

Submissions are due no later than June 27, to guarantee inclusion in the printed conference program. Information received after June 27, 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 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 display area is carpeted.
  • Additional carpeting is not offered or required.*
  • The Exhibitor is responsible for providing any necessary protective coverings.*
  • A single power strip is provided with the space; additional utility orders must be placed by the Exhibitor through the Hotel.

    *See additional information regarding Water Displays, below.  

Display Limitations  

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.

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 adjacent table top display areas.

Displays for use behind table-tops are limited to a height of 8' and a width of 8'. Display models or equipment must be of a size and weight which can be moved without use of electrical dollies, and without causing damage to the carpeted ballroom, or requiring protective coverings for their move-in, move-out, or display. Such models or equipment must be of a size to place upon the provided tabletop. Exhibitor equipment will not be permitted to be placed upon the floor. Water-fill displays, defined as any display with more than 3 gallons of contained water, are prohibited.

Water Displays  

The exhibit is being held in a carpeted ballroom. There is no water fill/drain service available.

Water-fill displays may contain no more than 3 gallons of water. Exhibitors must request permission from WEF Exhibitions Management no later than July 5, 2011, to display any such item. Exhibitors will be responsible for obtaining protective covering for their display from the Hotel.

Exhibitors who do not notify WEF Exhibitions Management in advance of a display item which contains water may be denied the right to exhibit such an item.

Display 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, August 1, 10:00 a.m. – 6:30 p.m.; Tuesday, August 2, 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. 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 Energy & Water 2011 and must maintain public liability insurance naming (i) Water Environment Federation and (ii) Hyatt Regency McCormick Place as additional insureds.

Proof of insurance must be submitted to WEF no later than June 27, 2011. Faxed copies will not be accepted.

Send Proof of Insurance by Email

Click Here

Send Proof of Insurance by Mail

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

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.

Shipping Directions

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Advance Shipments to Show Site  

Hyatt Regency McCormick Place Package Shipping and Receiving Information and Policies
Hyatt Regency Credit Card Authorization Form

Hyatt Regency McCormick Place is a standard pickup station for UPS and Federal Express packages. Other shipping agencies will pick up or deliver packaes on a "will call" basis. Please note that WEF has not contracted a General Service Contractor for this event, so Exhibitors will need to work directly with the Hotel and their preferred carrier for shipping arrangements, both inbound and outbound.

The Hotel will accept shipments for Energy & Water 2011 in accordance with their shipping policy between Monday, July 25, and Friday, July 29, during their stated shipping hours. All package handling charges apply. Exhibitors are responsible for any charges related to the shipping, storage, and onsite transportation of freight. It is recommended that exhibitors contact the Hotel to confirm the charges to expect for the shipment and how these will be applied to your room billing.

Hyatt Regency McCormick Place Package Addressing Information 

Shipping Address

Hyatt Regency McCormick Place - Chicago
2233 South Martin Luther King Drive
Chicago, Illinois 60616

Additional Required Package Information: 

  • Name of Guest Receiving Property
  • Date of Guest Arrival
  • Organization Name shipping materials
  • Number of boxes (i.e., 1 of 3, 2 of 3, etc.)
  • WEF Energy & Water 2011 / Booth #

Return Shipments from Show Site 

Packages shipped from the hotel must be accompanied by a Hyatt Shipping Request Form and Loading Dock Office. Exhibitions Management will have the Shipping Request Form to distribute to exhibitors on Tuesday, August 2 for move out, or exhibitors may obtain the form from the front desk.

The Hotel is not equipped to box, wrap or tape multiple box shipments. Exhibitors are advised to bring all shipping materials, including shipping labels for Federal Express or UPS.  

Move-In and Move-Out of Exhibits

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Exhibitor Move-in/Installation of Exhibits  

Sunday, July 31, 12:00 pm - 5:00 pm

If freight was properly labeled in advance, and not collected by exhibitors upon check-in, packages delivered for your exhibit will be available in the exhibit hall at Noon, July 31.

Small empty containers may be stored under Exhibitors' tables, but must be kept out of sight. Larger empty containers will be held in storage by the Hotel and returned at the close of the exhibit.

All exhibits must be fully installed by 5:00 pm on Sunday, July 31.

Exhibitor Move-out/Dismantling of Exhibits  

Tuesday, August 2, 3:45 pm - 6:00 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. If storage of larger containers was done by the Hotel, these containers will be returned upon the close of the show.

All exhibits and materials must be removed from the exhibit hall no later than 6:00 pm on Tuesday, August 2.

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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Exhibitors may hand-carry their own materials into the exhibit facility. Full time employees of exhibiting companies may set their own displays without labor assistance.

Official Service Contractor Services

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No General Service Contractor has been contracted for services such as shipping, freight storage, freight handling, material handling, or labor. For most services, the Hotel will act in the capacity of the Official Service Contractor.

Facility Services

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Electrical Service 

Each Tabletop Space order includes one outlet. If additional electricity is required beyond the a standard outlet, exhibitors may order Electrical service, provided by Hyatt Regency McCormick Place. All orders are due no later than July 19, 2011. Advance pricing discounts are not available. Please review the form for pricing and applicable rules.

Audio/Visual Service 

Audio-Visual Service is provided by Hyatt Regency McCormick Place. Advance orders are due no later than July 19, 2011, to receive discount pricing.

Electrical and Audio Visual Order Form 

Use of Exhibitor-Appointed Contractors

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No Exhibitor-Appointed Contractors are approved for this show, and will not be granted access.

Contact List

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Hyatt Regency McCormick Place
2233 South Martin Luther King Drive 
Chicago, IL 60616 
Phone: (312) 567-1234
Fax: (312) 528-4000 

Electrical Exhibit Services
Hyatt Regency McCormick Place 
2233 South Martin Luther King Drive
Chicago, IL 60616
Phone: (312) 567-1234
Fax: (312) 528-4000 

Audio/Visual & Computer Services
Hyatt Regency McCormick Place 
2233 South Martin Luther King Drive
Chicago, IL 60616
Phone: (312) 567-1234
Fax: (312) 528-4000 

Exhibitor Registration
Phone: (703) 684-2441
Toll-Free: 1-877-WEF-4REG (1-877-933-4734)
Email: Registration@wef.org

WEF Exhibition Operations
Phone: (703) 684-2443
Toll-Free: 1-877-OPS-EXPO (1-877-677-3976)
Email: expoinfo@wef.org  

Yesha Bell, Exhibition Operations
Phone: (703) 684-2400 Ext. 7650
Email: ybell@wef.org

Water Environment Federation
601 Wythe Street
Alexandria, VA 22314