Collection Systems 2013: Gold Nuggets of Knowledge

June 9 - 12, 2013
Sacramento Convention Center
Sacramento, California

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 and Perimeter 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, June 10, 10:00 a.m. – 6:30 p.m.; Tuesday, June 11, 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. 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 Sacramento 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 Sacramento 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 April 10, 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 April 10, 2013, but prior to June 9, 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 5:00 p.m., Sunday, June 9, 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 Sacramento Convention Center, Exhibit Hall A.   

  Monday, June 10 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, June 11 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 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 Red and White back drape and Red 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 April 10, 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: Collection Systems 2013 Booth Number (example: 600)   

  Click Here to Register Exhibit Booth Personnel    

  All Booth Personnel Registrations must be completed by May 31, 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 May 31, 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 May 31, 2013. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by May 31, are liable for the full registration fee.  

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

WEF Collection Systems 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 May 3, 2013, to guarantee inclusion in the printed conference program. Submissions received after May 3, 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.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 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.    

 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, June 10, 10:00 a.m. – 6:30 p.m.; Tuesday, June 11, 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. 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.   
 


   Fire Regulations at the Sacramento Convention Center  

  General Regulations    

  • Wet standpipe hose cabinets, fire extinguisher locations, exits, exit lights, and fire alarm sending stations shall not be concealed, in whole or part, by any decorative material. 
  • The Sacramento Convention Center is a smoke-free facility.   
  • Aisles and exits, as designated on approved show plans, must be kept clean and free from obstruction. Fire lanes in and around the facility must remain clear and unobstructed. Adequate facility staff must be hired to guide vehicle traffic in these areas during move-in and move-out.
    Easels, signs, chairs, etc., cannot be placed beyond booth areas into aisles. Display literature is to be limited to reasonable quantities. Reserve supplies should be kept in closed containers and stored in a neat and compact manner.
  • All decorations, drapes, signs, banners, acoustical materials, moss, bamboo, plastic cloth and similar decorative materials must be flame retardant. (Hay, straw, oilcloth, tarpaper, sisal paper, nylon, orlon and certain other plastic materials cannot be made flame retardant, therefore their use is prohibited.)
  • Tents & Canopies must have the Fire Marshall stamp of approval.
  • Table coverings must be flame treated unless they lie flat, with an overhang of no greater than six inches.

  Electrical Equipment    

  • Electrical hook-ups CANNOT be made from the distribution panels located
  • All methods of electrical hook-up must have prior approval of the Event Services Section.  
  • Suppliers will install their own matting, which must be inspected by SCC prior to the event start date.  
  • Batteries shall be removed, or battery cables shall be disconnected from all motor powered vehicles displayed, and vehicles shall contain only 1/4 tank of fuel. All fuel tanks shall be furnished with a locking type gas cap or sealed with tape. Garden tractors, chain saws, power plants, and other fuel powered equipment shall be safeguarded in a similar manner.

 Flammable Liquids 

  • No open flames are allowed anywhere in the SCC. The only exception is Classique Catering, which has small decorative votive candles that have been approved by the Sacramento Fire Department. 

   Hazardous Materials    

  • Permits for the following shall be requested not less than ten days in advance of the show. Requests are to be directed to SCC Management in conjunction with the Sacramento City Fire Department.
  • Display and operate any heater, barbecue, heat producing device, lamps, lanterns, torches, pyrotechnics, etc. To display or operate any electrical, mechanical or chemical device which may be deemed hazardous by the Sacramento City Fire Department.  

   Plumbing 

For plumbing services contact Freeman. Cold-water service is available in the Exhibit Halls. Due to restricted access to water sources on the exhibit floor, it is crucial that all plumbing requirements are ordered well in advance of the move-in for your show. 

Vehicles 

All motorized vehicles owned by SCC are to be operated by authorized SCC personnel.
Vehicles which are on display are subject to the following conditions: gas tanks are less than ¼ full, gas caps locked or sealed, batteries disconnected, drip pans are required under all vehicles while inside the facility and keys are to be left with the Events Management. Consult your Events Management  if you have any concerns or questions.

Insurance Requirements

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 The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Collection Systems 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 City of Sacramento, (iii) the Sacramento City Public Facilities Financing Corporation, (iv) the Sacramento Convention and Visitors Bureau, and their officials, employees and volunteers 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 Sacramento 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 May 3, 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   

Don't have insurance?
Please click the following link, complete the short questionnaire and you will obtain this coverage for $65 plus tax. When complete, please email or mail the insurance using the instructions above.

Shipping Directions

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   Advance Shipments to Warehouse    

  Freeman will accept crated, boxed or skidded materials beginning Monday, May 13, 2013, 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 Monday, June 3, 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 (775) 335-4600 for assistance with calculating your after-deadline charges.   

     Warehouse Shipping Address
Exhibiting Company Name / Booth # _______________
WEF Collection Systems 2013
C/O Freeman / UPS Freight
900 E Street
West Sacramento, CA 95605   

 

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


   Direct Shipments to Show Site    

  Freeman will receive shipments at the exhibit facility beginning 8:00 am, Sunday, June 9, 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 Collection Systems 2013
Sacramento Convention Center 
C/O Freeman
1401 K Street
Sacramento, CA 95814 
   

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 5:00 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, June 9, 2013, 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, June 9.  
 

  Exhibitors for whom there is no move-in activity by 5:00 pm, Sunday, June 9 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.   

  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 Sacramento Convention Center   


Exhibitor Move-out/Dismantling of Exhibits        

 Tuesday, June 11, 3:46 pm - 6:00 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 6:00 pm on Tuesday, June 11. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out Deadline, please have all carriers check-in by 4:00 pm, Tuesday, June 11.

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 are allowed to perform their own material handling, provided they meet all of the following criteria:

  • Personnel performing the work must be bonafide, full-time company employees of the exhibiting company
  • Exhibitors must be off-load from a company owned truck or rental vehicle, or from a car, van or truck owned by personnel of the exhibiting company.  All trucks, including co-owned or rental vehicles, over 24' in length will be off-loaded or loaded by the official material handling contractor.
  • Exhibitors may use only hand-operated equipment, which they have provided; two-wheeled luggage carriers are permitted.  The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than the official drayage contractor.
  • When exhibitors choose to perform their own material handling, they may not be permitted access to the loading dock/freight door areas.

Freeman will not be responsible for any material it does not handle.   


 Installation Labor

Exhibitors are allowed to set-up and/or dismantle their own booths, provided they use their own bonafide, full-time employees.  The company employees should carry positive company identification, such as a medical identification card or a payroll stub.
 
 
 Jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products, nor the performance, testing, maintenance or repairs of your products. 

Official Service Contractor Services

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  Freeman     

  Freeman is the official service contractor for Collection Systems 2013.

Order Freeman services online at   
www.freemanco.com/store by May 20, 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.    

  Quick Facts and General Information     
  Terms and Conditions     
  Method of Payment     
  Third Party Authorization      
  Carpeting  
           Cleaning 
  Furnishing 
           Essential Furnishings   
           Select Showcases 
           Accessories
  Rental Exhibits     
  Totalflex     
  Graphics and Signs     
  Labor Jurisdictions     
  Installation & Dismantling      
  Forklift/Rigging 
  Freight Services    
           Material Handling 
           Outbound Shipping     
           Warehouse Shipping Labels     
           Show Site Shipping Labels    
           Exhibit Transportation    
   Utility Services
           Air, Water, Drain, Gas
           Electrical 
 

 

  Freeman Contact Information     

   Freeman Exhibitor Services 
ph.    (775) 355-4600
fax    (469) 621-5617
email   
FreemanRenoES@freemanco.com    

  Freeman Exhibit Transportation
ph. (800) 995-3579
fax (469) 621-5810 

Freeman OnLine© Customer Support
888.508.5054       
   


     Lead Retrieval provided by CompuSystems  

  •  Early bird deadline date is April 9, 2013.    
  • Final discount deadline date is May 9, 2013.   

  Services available at Collection Systems 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 Collection Systems 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 (U.S.) 866.600.5323 (866.600.LEAD), or (Outside U.S.) 708.786.5565. 


Floral Services are provided by Plants by Muranaka
                  Download Order form 

Facility Services

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Audio-Visual Services provided by Corporate Staging and Events / SCC
                   Download Order form
                                  (Discount price deadline: May 26, 2013)
 

 Phone & Internet Services provided by Wombo Incorporated / SCC
                  
Download Order form
                                   (Discount price deadline: May 19, 2013)

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, telecomuniccations, 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 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 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 Sacramento Convention Center. Coverage should include loading and unloading hazards.  
  • The EAC must name the following Additional Insureds: (i) Water Environment Federation, (ii) the City of Sacramento, (iii) Sacramento City Public Facilities Finance Corporation, (iv) Sacramento Convention and Visitors Bureau, and 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 Sacramento Convention Center. The deadline for receipt of EAC's certificate of insurance is May 3, 2013.    


  Required Forms and Deadlines for Receipt   

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

  •  Notice of Intent - Due April 5, 2013 
  •  EAC Agreement - Due May 3, 2013   
  •  EAC Certificate of Insurance - Due May 3, 2013 
All Collection Systems 2013 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 April 5, 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 x7741
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 
ph.    (775) 355-4600
fax    (469) 621-5617
email   
FreemanRenoES@freemanco.com    

  Freeman Exhibit Transportation
ph. (800) 995-3579
fax (469) 621-5810 

Freeman OnLine© Customer Support
888.508.5054    
 

Sacramento Convention Center
1400 J Street
Sacramento, CA 95814
ph. +1 615.742.2000
fax      615.742.2014 
http://www.sacramentoconventioncenter.com/ 

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

 toll-free: (866) 600-5323
local: (708) 786-5565

fax: 1 (708) 344-4444