Public Health and Water Conference & Wastewater Disease Surveillance Summit 2022 Exhibition

All exhibitors must maintain and provide proof of insurance coverage.
Due February 7.

Option 1 - Cost: $75
The Andersen Insurance Group offers WEF exhibitors a short-term policy, specific to this conference, which meets all insurance requirements. Complete and submit the Exhibitor Liability Coverage Application online. You'll receive a Confirmation of Coverage Certificate as soon as credit card payment is submitted.

Option 2
Obtain coverage through your company’s existing policy, which meets the requirements listed below. Submit proof of insurance/Certificate of Insurance (COI) by email: expoinfo@wef.org.

Policy terms must cover dates of occupancy, including move-in and move-out.

Commercial General Liability and Automobile Liability Insurances must name the following Additional Insureds: Water Environment Federation, Global Spectrum, L.P., Duke Energy Convention Center and the City, and their agents, trustees, officers, board members and employees.

• Comprehensive General Liability - $1,000,000 per occurrence/$2,000,000 annual aggregate
• Auto Liability - $500,000 combined single limit Bodily Injury & Property Damage or equivalent, covering operation of owned, leased, hired and non-owned vehicles.
• Worker’s compensation insurance in full compliance with all Federal and State laws and covering all employees and Independent Contractors on site.

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

Certificate Holder
Water Environment Federation
601 Wythe St
Alexandria, VA 22314

Submit Certificate
expoinfo@wef.org

WEF cannot accept insurance policies issued by agencies outside of the United States.

Obtain Insurance
Submission Deadline: February 7

Order Furniture, Labor, Material Handling
Advance Deadline: February 21

Order Electrical, Water, Internet, Audio Visual, Catering
Advance Deadline: February 21

Book Housing
Room block cut-off: March 1

Booth Personnel
Primary Contacts will receive an email from registration@wef.org
Advance Registration: March 4

Arrange Shipping
Warehouse Deadline: March 15

Download Full Service Manual PDF

Make sure attendees can find you, and find out about you!

• Complete your Directory Listing information online
• Cut Off for Printed Program: February 18
• Cut Off for Online Planner: March 14

Has your Exhibitor Key Contact, address, or other contact information changed?

• Update your Exhibitor Key Contact information online

Booth Carpet, Furnishings, Utilities

• You are NOT required to have carpet/flooring for this show. The exhibit hall is carpeted.
• Electricity and other utilities are not provided with the space, but can be ordered through the appropriate provider (order online)
• Booth furnishings are not provided, but are available on a requisition basis from the official service contractor (order online) *COMING SOON
• Exhibitors are permitted to bring their own booth furnishings 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
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.

Contact Exhibition 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.

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.

The rules outlined will be strictly enforced.

Warehouse shipping address (Printable labels)
EXHIBITING COMPANY NAME / BOOTH #
WEF PUBLIC HEALTH / WDS CONFERENCE
C/O TFORCE FREIGHT / FREEMAN
3250 E KEMPER RD
SHARONVILLE, OH 45241

Freeman will accept crated, boxed, or skidded materials beginning FRIDAY, FEBRUARY 18 at the above address. Materials arriving after TUESDAY, MARCH 15 will be received at the warehouse with an additional after deadline charge. Warehouse freight will be delivered prior to exhibitor set up. Warehouse materials are accepted Monday-Friday, 8:00am - 3:30pm. Certified weight tickets must accompany all shipments.
If required, provide your carrier with this phone number: (888) 508-5054

Show site shipping address (Printable Labels) 
EXHIBITING COMPANY NAME / BOOTH # 
WEF PUBLIC HEALTH / WDS CONFERENCE
C/O FREEMAN
DUKE ENERGY CONVENTION CENTER
525 ELM ST
CINCINNATI, OH 45202

Freeman will receive shipments at the exhibit facility beginning at 8:00am MONDAY, MARCH 21. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
If required, provide your carrier with this phone number: (888) 508-5054

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.

Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.

Overtime rates will apply on all shipments, inbound/outbound, from 4:30pm to 8:00am, Monday - Friday; ALL DAY on Saturdays, Sundays and Holidays.

What is an Exhibitor Appointed Contractor?
An Exhibitor Appointed Contractor (EAC) is any company other than designated official contractors listed in this service manual who provides a service (booth installation/dismantling, audio/visual, etc.), and requires access to your exhibit during standard labor hours.

Contact Exhibition Management if you wish to use an EAC.

All exhibitors must maintain and provide proof of insurance coverage.
Due February 7.

Option 1 - Cost: $75
The Andersen Insurance Group offers WEF exhibitors a short-term policy, specific to this conference, which meets all insurance requirements. Complete and submit the Exhibitor Liability Coverage Application online. You'll receive a Confirmation of Coverage Certificate as soon as credit card payment is submitted.

Option 2
Obtain coverage through your company’s existing policy, which meets the requirements listed below. Submit proof of insurance/Certificate of Insurance (COI) by email: expoinfo@wef.org.

Policy terms must cover dates of occupancy, including move-in and move-out.

Commercial General Liability and Automobile Liability Insurances must name the following Additional Insureds: Water Environment Federation, Global Spectrum, L.P., Duke Energy Convention Center and the City, and their agents, trustees, officers, board members and employees.

• Comprehensive General Liability - $1,000,000 per occurrence/$2,000,000 annual aggregate
• Auto Liability - $500,000 combined single limit Bodily Injury & Property Damage or equivalent, covering operation of owned, leased, hired and non-owned vehicles.
• Worker’s compensation insurance in full compliance with all Federal and State laws and covering all employees and Independent Contractors on site.

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

Certificate Holder
Water Environment Federation
601 Wythe St
Alexandria, VA 22314

Submit Certificate
expoinfo@wef.org

WEF cannot accept insurance policies issued by agencies outside of the United States.

Exhibitors are required to review the License Agreement prior to signing the Exhibit Space Reservation and Contract. The License terms are agreed to by the Exhibitor upon signing the Exhibit Space Reservation and Contract.

Download the License Agreement

Booth Carpet, Furnishings, Utilities

• You are NOT required to have carpet/flooring for this show. The exhibit hall is carpeted.
• Electricity and other utilities are not provided with the space, but can be ordered through the appropriate provider (order online)
• Booth furnishings are not provided, but are available on a requisition basis from the official service contractor (order online) *COMING SOON
• Exhibitors are permitted to bring their own booth furnishings 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
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.

Contact Exhibition 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.

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.

The rules outlined will be strictly enforced.

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.

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.

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, Tuesday, March 22, 10:00am – 6:15pm and Wednesday, March 23, 10:00am – 3:45pm. WEF policy also prohibits product displays in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Violations of these requirements will result in the termination of the existing contract for exhibit space. If the Exhibitor has a function in an official WEF hotel, signs for that function may be placed in the public space of that hotel only. No Exhibitor signs may be placed in any other official WEF hotel for any other reason.

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

If moving equipment or displays with moving parts are being used, it must be presented and function in a safe manner with appropriate safeguards to assure the safety of all present in the exhibition halls. The Exhibitor is solely liable for the operation of all displays and agrees to indemnify and hold WEF, its officers, directors, volunteers, employees, guests, invitees, and agents harmless from any and all claims of liability arising out of Exhibitor's exhibit, demonstrations and the like.

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

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

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.

Giveaways, Contests, Drawings
Federal, state and local laws heavily regulate drawings, lotteries, and/or contests that have prize giveaways. The laws of each state and location vary widely. Each Exhibitor is solely responsible to ensure that all giveaways, contests, drawings, etc. conducted as part of its exhibit comply with all federal, state and local laws. The Exhibitor agrees that it is solely responsible and liable for any government action or legal claims, fees, penalties or charges brought relating to the exhibitors’ promotional giveaway activities.

Helium Balloons
The use of helium balloons, or any other articles, which when released may become caught or lodged on the facility ceiling, are prohibited.

In general, photography and filming in the exhibit halls is prohibited. Exhibitors may take pictures strictly of their own booths, or of another exhibitor's booths only if they have received explicit permission to do so.

Any exhibitor taking photographs or videotape of another’s exhibit or product without permission may be required to relinquish the film or digital media upon request.

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 Oregon Convention Center.

Exhibitors at WEF events must abide by the WEF Camera Policy for Media

WEF Camera Policy for Media
Media representatives may not photograph, video, or record an exhibitor without written permission from the exhibitor and authorization from the Water Environment Federation. Media representatives must submit an authorization letter from the exhibitor and request authorization from WEF communications staff in advance of the conference or admittance to the exhibition floor. Media with cameras will not be permitted to enter the exhibition floor without a WEF escort and should make arrangements with WEF communications staff prior to March 18, 2022. Media may only film or photograph close-ups of the exhibitors they have received permission from and may only use wide angle shots of the exhibition floor. Continuous live streaming of the exhibition floor for web-based publications is not permitted. Any media representative taking photographs or video of an exhibitor or product without permission must relinquish the film or digital media upon request; the film or digital media will be disposed of after being relinquished. Media representatives are solely responsible and liable for ensuring 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 failure to abide by this policy. This opportunity is only available to credentialed members of the media. WEF policy defines this as accredited print (newspaper and magazine) and electronic (radio, television, and online journal, magazine, and newspaper) reporters, editors, and camera operators who have the sole purpose of covering the conference for their respective media outlet. Any photograph, video, or recording obtained through this opportunity must be used solely for journalistic purposes.

Security
Security provided in the exhibit hall and public areas is primarily to control access and to serve as an overall deterrent. Guards are not specifically contracted to watch over each exhibiting company's booths and goods. Neither WEF nor the security company are responsible for monitoring your belongings.
Exhibitors are advised to treat the exhibit hall as they would any large public area, and safeguard small valuables such as laptops, computer tablets, etc., and to be mindful of items like flash drives or memory cards and lead retrieval units. Whenever possible, small valuable items should be removed by the Exhibitor overnight for safekeeping.

Exhibitors are liable for all thefts, losses and claims related to their participation in the Exhibit and should obtain insurance and liability protection appropriate to their circumstances. If preferred or required, an exhibitor may hire a guard from the contracted security company to guard their booth and belongings.

At any time during move-in, show days, or move-out, if you have a security incident, such as materials damage or loss, please contact Show Management.

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.

Each Booth Rental Includes

• Raw booth space including pipe & drape and ID sign
• Pre-registered and final conference attendee lists
• Two (2) complimentary booth personnel registrations per 100 square feet
• Expanded directory listing in conference mobile site lising
• Ability to load PDF files to mobile app listing
• Listing in the printed conference program (Deadline: February 18)
• Online access to conference proceedings

Booth Rental Does Not Include

• Furnishing - tables, chairs, etc. (order carpet and furnishings online)
• Electricity and other utility connections (order utilities online)

Exhibit Hall Colors
Colors for the exhibit hall will be White and Gray back drape and Gray side rails.

Exhibit booths are required to be staffed by at least one booth personnel during all hours the exhibit hall is open: Tuesday, March 22, 10:00am-6:15pm and Wednesday, March 23, 10:00am-3:45pm.

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 (move-in) and tear-down (move-out), access to all food service functions, including Tuesday and Wednesday luncheons, and access to technical sessions.

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 Tuesday and Wednesday luncheons, and the exhibit hall during set-up and tear-down hours.

Register Booth Personnel Online
Primary Contacts will receive an email from registration@wef.org with details on how to register booth personnel.

All Booth Personnel Registrations must be completed by March 4.

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 badger.

After the deadline date of March 4, all personnel wishing to register 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 show floor access is required for personnel to work strictly for move-in or move-out, please contact show management.

Registration Cancellation Policy
All cancellations must be submitted in writing on company letterhead with a detailed explanation by March 4, 2022. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by March 4, 2022, are liable for the full registration fee.

Email cancellations or substitution requests to: registration@wef.org

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 should be sent to expoinfo@wef.org.

Exhibitors who provide a written cancellation to WEF on or before Monday December 21, 2021 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 December 21, 2021, but prior to 4:30pm, March 21, 2022, will be liable for liquidated damages equal to 100% of the total contracted booth space fee.

Exhibitors who do not claim their space, or for which special arrangements have not been made, by 4:30pm, Monday, March 21, 2022, 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.

The following are the only WEF approved vendors.
Be skeptical of any other vendors claiming to do work for our event!

Housing
Hyatt Regency Cincinnati
Online booking link
513-579-1234

Registration
CDS
Online Registration Link
Registration@wef.org

Attendee List - Only available from WEF!
Water Environment Federation
ExpoInfo@wef.org
703-684-2443

Decorator / Labor
Freeman Services
Online Service Ordering
ExhibitorSupport@freeman.com
888-508-5054

Utilities / Catering
Duke Energy Convention Center
Online Utilities Ordering
TBD

Freeman Services
ExhibitorSupport@freeman.com
888-508-5054

Exhibitor Registration
registration@wef.org
703-684-2441

The following are the only WEF approved vendors.
Be skeptical of any other vendors claiming to do work for our event!

Housing
Hyatt Regency Cincinnati
Online booking link
513-579-1234

Registration
CDS
Online Registration Link
Registration@wef.org

Attendee List - Only available from WEF!
Water Environment Federation
ExpoInfo@wef.org
703-684-2443

Decorator / Labor
Freeman Services
Online Service Ordering
ExhibitorSupport@freeman.com
888-508-5054

Utilities / Catering
Duke Energy Convention Center
Online Utilities Ordering
TBD