Residuals and Biosolids 2014 - Sustainability Made Simple: Facilitating Resource Recovery

May 18 – 21, 2014
Austin Convention Center   
Austin, Texas  
Exhibit Hall 5

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. 

 


 Booth Activities   

 

Sound
Public address systems are not permitted. The noise level from any demonstration or sound system should be kept to a minimum and should not interfere with others. Any speakers must be directed into the middle of the exhibitor’s booth space. The use of sound systems or equipment producing sound is an exception to the rule, not a right. The Federation reserves the right to determine at what point sound constitutes interference with others and must be discontinued. 

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

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

Assigned Exhibition Space and Exhibitor Functions 
Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes the distribution of printed materials, the placement of signs, and booth personnel. WEF policy prohibits functions being scheduled outside of contracted exhibit space during WEF Exhibition hours, Monday, May 19, 10:00am - 6:30pm; and Tuesday, May 20, 10:00am - 3:45pm. WEF policy also prohibits product displays in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Violations of these requirements will result in the termination of the existing contract for exhibit space. If the Exhibitor has a function in an official WEF hotel, signs for that function may be placed in the public space of that hotel only. No Exhibitor signs may be placed in any other official WEF hotel for any other reason. 
 

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

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

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

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

Giveaways, Contests, Drawings
Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes the distribution of printed materials and the placement of signs. Drawings, lotteries, and/or contests that have prizes of substantial value (for example: cars, boats, etc.) are expressly prohibited. All giveaways, contests, drawings, etc., must comply with local legal requirements.

Food Service
Popcorn is not allowed in the Exhibit Hall. All food and beverages must be secured through the official caterer. Exhibitors are prohibited from procuring food services in their booths which conflict with existing services offered by show management, i.e.: Luncheon, Breaks, Networking Receptions.   
 

 


Cameras   

 

Only the Exhibitor may grant permission to have his/her exhibit and/or product photographed or videotaped. Exhibitor grants to WEF a perpetual non-exclusive license to photograph, display and otherwise use any likeness of the Exhibitor’s exhibit for the purpose of advertising future activities of WEF or future exhibitions. No videotaping or electronic recording of any exhibit or equipment in the exhibit halls may be done, except if the exhibitor is recording his/her own exhibit or equipment. Any exhibitor taking photographs or videotape of another's exhibit or product without permission must relinquish the film or digital media upon request; the film or digital media will be disposed of one year after being relinquished. Exhibitors are solely responsible and liable for insuring adherence to this policy and agree to indemnify and hold WEF, its officers, directors, volunteers, employees and agents harmless from any and all claims arising from an Exhibitor’s failure to abide by this policy.

Nothing in the exhibit hall shall be broadcast, televised, or in any manner recorded for reproduction or rebroadcast without the written consent of WEF and the Austin 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 Austin Convention Center is a non-smoking 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 smoretti@wef.org.

Exhibitors who provide a written cancellation to WEF on or before March 24, 2014, will be liable for liquidated damages equal to 25% of the total contracted booth space fee; any fees paid that exceed the amount of liquidated damages due will be refunded.

Exhibitors who provide written cancellation after March 24, 2014, but prior to May 18, 2014, 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, May 18, 2014, 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 Austin Convention Center, Center and East Halls.   

Monday, May 19                       10:00 am - 7:00 pm    

Beverage Break                        10:00 am 
Luncheon                                  12:00 pm 
Beverage Break                          3:00 pm   
 
Networking Reception                 5:00 pm     

Tuesday, May 20                      10:00 am - 3:30  pm     

Beverage 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  

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

 

Colors for the exhibit hall will be purple and grey back drape, purple side rails, and grey aisle carpet. 

 * Contingent upon receipt of reservation form by March 25, 2014  

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.   

 

All Booth Personnel Registrations must be completed by May 9, 2014.    

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 cannot be accepted after the deadline date of May 9, 2014. 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 9, 2014. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by May 9, are liable for the full registration fee.  

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

WEF Residuals& Biosolids 2014
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 April 25, 2014, to guarantee inclusion in the printed conference program. Submissions received after April 25, 2014, 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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Exhibitors will receive one copy of the conference proceedings per booth. The conference proceedings will be available onsite, and may be obtained by signing for the company's copy at the registration counter.   

No extra copies of the Proceedings can be provided onsite, but additional data may be purchased after the conference. 

 

Display Limitations

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Booth Furnishings, Carpeting & Utilities   

 

  •  The exhibit hall is not carpeted.  
  •  Booths are required to have carpeting or other appropriate floor covering.  
  •  Electricity and other utility connections (such as water or compressed air, etc.) are not provided with the space.  
  •  Exhibitor is responsible for providing all booth furnishings and utilities.  
  •  Booth furnishings and carpeting will be available on a requisition basis from the official service contractor.  
  •  All utility orders must be placed by the Exhibitor through the appropriate provider.   

Exhibitors are permitted to bring their own booth furnishings and floor covering, provided they are in good condition, meet all fire code requirements, and are in keeping with the general professional appearance of the Exhibition.   


 

Display Height, Equipment Guidelines and Limitations    

Decorating height limits:  

 

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

 

Display fixtures over 4' high are limited to the rear half of the booth (5' back from the aisle line). Only free standing signage is available for standard and perimeter booths within the existing height limitations; hanging signs are not permitted.  

 

Free-standing equipment may exceed the height limitation, but must be in its normal commercial form and cannot have additional display materials placed on it above the existing height limit, such as logos or signage. Equipment exceeding the facility specifications may not be displayed.  

 

All displays must conform to the "Guidelines for Display Rules and Regulations" as prepared by WEF and based upon the guidelines originally distributed by the International Association of Exhibitions and Events (IAEE). The display rules and regulations are provided to assist Exhibitors with the information necessary to properly design and build exhibits as well as plan their booth layout. The rules outlined will be strictly enforced.   

Please contact exhibitions management with any questions regarding your equipment or display.

Other Limitations
Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, or columns. Provided backwall drape may not be used to affix any portion of the Exhibitor's display. 
 

All exposed parts of displays must be finished or covered in a workmanlike fashion so that they will not present an unsightly appearance when viewed from adjoining booths or aisles. No carpet, overhead roofs, bridge-type structures or the like will be permitted across aisles.

Flashing lights or other distracting or annoying materials are prohibited. Working motors, air pumps, etc., used to power a display must be positioned within the display area to avoid discharging sound or air into adjoining booths.   
 

 


 Booth Activities    

 

Sound 

Public address systems are not permitted. The noise level from any demonstration or sound system should be kept to a minimum and should not interfere with others. Any speakers must be directed into the middle of the exhibitor’s booth space. The use of sound systems or equipment producing sound is an exception to the rule, not a right. The Federation reserves the right to determine at what point sound constitutes interference with others and must be discontinued.

Lights
 

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

Selling in the Exhibition 

The on-site sale and delivery of goods is not permitted.    

Assigned Exhibition Space and Exhibitor Functions 

Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes the distribution of printed materials, the placement of signs, and booth personnel. WEF policy prohibits functions being scheduled outside of contracted exhibit space during WEF Exhibition hours, Monday, May 19, 10:00am - 6:30pm; and Tuesday, May 20, 10:00am - 3:45pm. WEF policy also prohibits product displays in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Violations of these requirements will result in the termination of the existing contract for exhibit space. If the Exhibitor has a function in an official WEF hotel, signs for that function may be placed in the public space of that hotel only. No Exhibitor signs may be placed in any other official WEF hotel for any other reason.     

Equipment Demonstrations and/or Entertainment 

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

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

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

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

Giveaways, Contests, Drawings
 

Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes the distribution of printed materials and the placement of signs. Drawings, lotteries, and/or contests that have prizes of substantial value (for example: cars, boats, etc.) are expressly prohibited. All giveaways, contests, drawings, etc., must comply with local legal requirements.

Food Service
 

Popcorn is not allowed in the Exhibit Hall. All food and beverages must be secured through the official caterer. Exhibitors are prohibited from procuring food services in their booths which conflict with existing services offered by show management, i.e.: Luncheon, Breaks, Networking Receptions.    

 


 

Regulations at the Austin Convention Center  

Exhibit Regulations    

  • The facility does not accept, store, or ship freight or packages for exhibitors, delegates or the Contractor before, during or after an event.  
  • The Department will decline receipt of any shipments arriving prior to the first contract day.  ACCD personnel are unable to sign for shipments. 
  • All freight must be shipped to the official service contractor before the event or delivered to Contractor or the official service contractor during the leased period specified on the contract.  
  • Parking is not allowed in the service yard area.   
  • Animals are not permitted in the facility, except those in compliance with ADA regulations.   
  • Heating, ventilation, air conditioning and house lighting is provided only during show hours. 

 

Electrical Equipment    

  • Utility services (electrical, water & drain, gas, compressed air and telephone services) are exclusive to the Department.   
  • A four (4) hour minimum is charged for labor unless otherwise specified.    
  • Credit will not be given for services ordered and not used.  A four (4) hour minimum may be required.    
  • Department determines the number and type of personnel required for an event.  Overtime fees may apply.   
  • Unscheduled labor may be subject to the overtime charges of one and one-half (1 1/2) the regular rate. 

 

 

Insurance Requirements

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The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Residuals and Biosolids 2014, and must maintain comprehensive general liability insurance in the amount not less than $1,000,000 single limit per occurrence, naming the (i) Water Environment Federation and (ii) the City of Austin, a municipal corporation of the State of Texas, its officials, employees and agents shall be named as additional insureds.   

 

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 Austin 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 2, 2014. 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? 

Also, it is advisable for Exhibitors to have insurance coverage on their products and exhibits.  Such coverage can usually be provided by requesting a rider to your company’s existing policy.  Below is a list of insurance providers that you may contact for all insurance coverage needs, if you do not already have such coverage.  You will need to include a copy of our insurance requirements when contacting the insurance group.


The Andersen Insurance Group
5870 Trinity Parkway, Suite 130
Centreville, VA 20120
Phone: 703-988-0101
Fax:  703-991-8994
frank@theandersengrp.com 

 
K&K Insurance Group, Inc.
P.O. Box 2338
Fort Wayne, IN 46801-2338
KK_General@kandkinsurance.com
Phone:  866-554-4636
Fax: 260-459-5800

 
John Buttine Inc. Insurance
125 Park Avenue
Third Floor
New York, NY 10017
kar@buttine.com
Phone: 212-697-1010
Fax: 212-504-8084

Shipping Directions

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Advance Shipments to Warehouse    

Freeman will accept crated, boxed or skidded materials beginning Friday, April 18, 2014 at the below
address. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM – 3:30 PM. Material arriving after May 09, 2014 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 (210) 227-0341 for assistance with calculating your after-deadline charges.  
 

 

Warehouse Shipping Address
Exhibiting Company Name / Booth # _________ 

WATER ENVIRONMENT FED - RESIDUALS & BIOSOLIDS MGMT 
C/O FREEMAN/AUSTIN WHSE DIST 
RACEWAY CROSSING BLDG 1, 16310 BRATTON LN STE 125 
AUSTIN, TX 78728 

 

Warehouse freight will be delivered prior to exhibitor set up.  

 


 Direct Shipments to Show Site    

 

Freeman will receive shipments at the exhibit facility beginning Sunday, May 18, 2014. 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 # _________ 

WATER ENVIRONMENT FED - RESIDUALS & BIOSOLIDS MGMT 
C/O FREEMAN 
AUSTIN CONVENTION CENTER 
500 E CESAR CHAVEZ ST 
AUSTIN, TX 78701 

 

All items and materials that must be brought into the facility may be subject to   Material Handling charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.    

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

 

Move-In and Move-Out of Exhibits

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Exhibitor Move-in/Installation of Exhibits    

Sunday, May 18, 2013, 8:00 am - 7:00 pm

Exhibitor freight delivered to the warehouse will be available in your booth by 8:00 am. All exhibits must be fully installed by 7:00 pm on Sunday, May 18.  
 

Exhibitors for whom there is no move-in activity by 7:00 pm, Sunday, May 18 will be considered to be a No-show. Please contact show management with any issues you may have 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 Handlingorder forms for timing and rates.

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

 

  • Note: The Austin Convention Center does not accept, store, or ship freight or packages for exhibitors, delegates or the Contractor before, during or after an event. Empties will be removed from booths if found stored improperly.   

 

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

 

Directions to the Austin Convention Center   
  
  


 Exhibitor Move-out/Dismantling of Exhibits     

 

Tuesday, May 20, 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, May 20. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out Deadline, please have all carriers check-in by 5:00 pm, Tuesday, May 20.

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

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

Material Handling/Installation Labor Rules

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Material Handling

Freeman has the responsibility of receiving and handling all exhibit materials and empty crates. It is their responsibility to manage docks and schedule vehicles for the smooth and efficient move-in/move-out of the exhibition. Freeman will have complete control of the loading docks at all times.    

 

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

 

Exhibitors may hand-carry their own materials into the exhibit facility.    

 


 Installation Labor

Full time employees of exhibiting companies may set their own exhibits without labor assistance. Any labor services that may be required beyond what regular full time employees can provide, must be rendered by Union Labor.

Labor can be ordered in advance by returning the 
Display Labor Form, or onsite, at the service desk. Note:Advance orders are recommended.   

 

Labor Jurisdictions   

Official Service Contractor Services

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Freeman     

 

Freeman is the official service contractor for Residuals & Biosolids 2014.

Order Freeman services online at  
www.freemanco.com/store by April 27, 2014 and receive an additional discount.    

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

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

 

 

Freeman Contact Information     

Freeman Exhibitor Services 
ph.    (210) 227-0341
fax    (469) 621-5611
email   FreemanSanAntonioES@freemanco.com   
 

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

Freeman OnLine© Customer Support
(888) 508-5054        

 


  Audio Visual provided by Freeman.   

 Download Order Form  

 


 Lead Retrieval provided by CompuSystems  

  • Early bird deadline date is April 18, 2014    
  • Final discount deadline date is April 25, 2014    

 

Services available at Residuals and Biosolids 2014 include CompuLEAD Mobile Qualifier Elite, CompuLEAD Mobile Qualifier, and CompuLEAD Smart App. Services are also available a la carte and with custom lead qualifiers.    

  • All lead retrieval services provided at Residuals & Biosolids 2014 included Buyer Connect, with enhanced broadcast email abilities to attendees. For assistance with lead retrieval services, or how to use Buyer Connect, contact CompuSystems Exhibitor Support.   

 

Download Order Form    

 

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

  

Facility Services

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Austin Convention Center- Utilities Orders & Booth Guard Services    

The Discount Deadline date for ordering all Utilities Services from the Austin Convention Center is May 2, 2014.  The Standard Rate deadline is May 13, 2014. Orders placed after May 13, will be charged the Floor Price.   

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

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

Download Order Form  

 

Use of Exhibitor-Appointed Contractors

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General Information   

 

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

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

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

 


 Rules and Regulations   

 

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

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

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

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

 


 Insurance Requirements   

 

EAC's must maintain a policy or policies which shall contain limits as follows:   

 

  • Comprehensive General Liability with limits not less than $1,000,000.00 each occurrence.  
  • Worker’s compensation and occupational disease insurance in full compliance of all Federal and State laws covering all employees and Independent Contractors.  
  • Employer’s Liability with limits not less than $100,000.00 per accident or death to any employee.  
  • Comprehensive Automobile Liability with limits not less than $1,000,000.00 combined single limit for bodily injury and property damage, covering any owned, not owned and hired self-propelled vehicles of the type for use on and off the Austin Convention Center. Coverage should include loading and unloading hazards.  
  • The EAC must name the following Additional Insureds: naming the (i) Water Environment Federation and (ii) the City of Austin, a municipal corporation of the State of Texas, its officials, employees and agents shall be named as additional insureds.   

 

Copies of Certificate(s) of Insurance must be received by WEF before the EAC may commence work at the Austin Convention Center. The deadline for receipt of EAC's certificate of insurance is April 25, 2014. 

 


 Required Forms and Deadlines for Receipt   

 

 

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

 

 

All Residuals and Biosolids 2014 Exhibitors planning to use a 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 11, 2014.  

 

Contact List

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Contact List   

 

WEF Exhibition Operations   Nicole Jackson
Exhibition Operations Coordinator
email: njackson@wef.org  
ph. (703) 684-2400 ext. 7741
toll-free: (877) 677-3976 
 

 

WEF Registration   email: registration@wef.org  
ph. 703.684.2441 
 

 

Water Environment Federation Mailing Address  
601 Wythe Street
Alexandria, VA 22314-1994 
USA 
 

 

Freeman Contact Information    
Freeman Exhibitor Services 
email   FreemanSanAntonioES@freemanco.com
ph.    (210) 227-0341
fax    (469) 621-5611  
Freeman Exhibit Transportation
ph. (817) 607.5100
fax (469) 621-5810 
Freeman OnLine© Customer Support
888.508.5054     
 

 

Austin Convention Center 
500 E Cesar Chavez St
Austin, TX 78701
ph. +1 512.404.4000 
www.austinconventioncenter.com   

 

CompuSystems 
P.O. Box 6271
Broadview, IL 60155
www.compusystems.com/order   
toll-free: (866) 600-5323
local: (708) 786-5565
email:
exhibitor-support@compusystems.com