Collection Systems 2014: Collection on the Chesapeake

March 11 - 14, 2014
Baltimore Convention Center
Baltimore, Maryland

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 

 

 


 

 

 

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, Wednesday, March 12, 10:00 a.m. – 6:30 p.m.; Thursday, March 13, 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 Hyatt Regency Indianapolis. 
 

 


 

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   

Baltimore City Ordinance #227 prohibits smoking in any and all areas inside of the Baltimore Convention Center. Ash urns have been provided at the main entrances of the facility. Employees and contracted staff are allowed to smoke outside on the loading dock and outside the Public Safety office.

 


 

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 January 10, 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 January 10, 2014, but prior to March 11, 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., Tuesday, March 11, 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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Wednesday, March 12 10:00 am - 6:30 pm     

 

       Coffee Break            10:00 am - 10:45 am
        Luncheon                   12:00 pm -  1:30 pm
        Beverage Break           2:45 pm -  3:30 pm
        Networking Reception  5:00 pm -  6:30 pm
 
 

 

Thursday, March 13 10:00 am - 3:45 pm     

 

       Coffee break             10:00 am - 10:45 am
        Luncheon                   12:00 pm -   1:30 pm
        Beverage Break           2:45 pm -   3:30 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 Burgundy and Flax back drape and Burgundy side rails.  The aisle carpet will be Latte.    

 

  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 February 10, 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.   
 

 

  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 2014 Booth Number (example: 800)    

 

    Click Here to Register Exhibit Booth Personnel     

 

   All Booth Personnel Registrations must be completed by March 4, 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 can not be accepted after the deadline date of March 4, 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 March 4, 2014. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by March 4, are liable for the full registration fee.   

 

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

 

 WEF Collection Systems 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 Formto 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 February 12, 2014, to guarantee inclusion in the printed conference program. Submissions received after February 12, 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 (survey will be available Post-Show) 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 Water Environment 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 Exhibition hours, Wednesday, March 12, 10:00 a.m. – 6:30 p.m.; Thursday, March 13, 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     

 

  • It is the exhibitor's responsibility to ensure safe exhibit booth construction. Drapes, signs, banners, acoustical materials, decorating materials, plastic cloth and similar materials must be flame retardant or fabricated from inherently fireproof materials. The exhibitor should have a certificate of flame retardant available for review by the Baltimore City Fire Department's Public Assembly Officer (BCFD-PAO). The Public Assembly Officer may at his or her sole discretion perform a flame test of exhibit materials. The use of any material that cannot be made flame retardant is prohibited.  
  • Exhibitors, service contractors, and all other event personnel shall comply with all federal and municipal fire codes, which apply to places of public assembly.  
  • Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closets built into the exhibit.  
  • Each enclosed or covered area must display a charged and approved fire extinguisher  
  • Tents are prohibited inside the building without prior written approval by the Center from the Baltimore City Fire Department's Public Assembly Officer  
  • No combustible materials, merchandise or signs shall be attached to, hung or draped over fire-resistant side and rear dividers of booths or attached to table skirting facing aisles, unless fire resistant. 

 

 

 

 

   Hazardous Materials are prohibited.  These include:     

 

  • Compressed flammable gases such as acetylene, hydrogen, propane. Flammable and combustible liquids such as gasoline, kerosene, cleaning solvents and other petroleum-based materials.  
  • Hazardous chemicals such as pool chemicals, pesticides, corrosives, herbicides, poisons, etc.  
  • Explosive material. Small arms ammunition may be allowed under certain circumstances.  
  • Cooking and/or warming devices in compliance with item "Cooking and Warming Devices".  
  • Oil cloth, tar paper, sisal paper, Spanish moss and burlap.  
  • As per section 31-1.4.5 of the NFPA 101 Life Safety Code, furnishings or decorations of an explosive or highly flammable character shall not be used. Natural cut trees as well as other Christmas decorations (wreaths, garland, etc) are strictly prohibited. Living trees in a "balled" condition with roots protected by an earth ball may be permitted provided they are maintained in a fresh condition and are not allowed to become dry.  

 

 Vehicles  

 

Vehicles which drip oil or other staining solutions must have drip pans or dry absorption powder under the parked vehicles and engines. Show management will be charged for cleaning and replacement costs for permanent stains or damage to the Center.

Only gas and electric motorized vehicles are allowed in the Center. Propane is prohibited.

Trained and certified personnel must operate all forklifts or material handling devices. The contractor operating this equipment must immediately report to the Center's Public Safety Department any damages caused by the operation of the equipment.

No vehicle operator shall leave operating motor vehicles unattended.

 

 

 

Insurance Requirements

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The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Collection Systems 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, (ii) the Mayor and City Council of Baltimore, and (iii) the Baltimore Convention Center, its employees and agents, 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 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 February 21, 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 Monday, February 10, 2014, 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, March 3, 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 (775) 335-4600 for assistance with calculating your after-deadline charges.    

 

       Warehouse Shipping Address
Exhibiting Company Name / Booth # _______________
WEF Collection Systems 2014
C/O Freeman
9900 Business Parkway
Lanham, MD 20706
 
 

 

   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, Tuesday, March 11, 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 # _______________
WEF Collection Systems 2013
Baltimore Convention Center
1 W Pratt Street
Baltimore, MD 21201


   
 

 

 All items and materials that must be brought into the facility may be subject to    Material Handlingcharges 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     

 

   Tuesday, March 11, 2014, 12:00 pm - 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 Tuesday, March 11.   
 

 

   Exhibitors for whom there is no move-in activity by 5:00 pm, Tuesday, March 11 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.     

 

 


 

 

 Exhibitor Move-out/Dismantling of Exhibits         

 

 Thursday, March 13, 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 Thursday, March 13. 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, Thursday, March 13.

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 is the official service contractor for Collection Systems 2014.

Order Freeman services online at    www.freemanco.com/store by February 18, 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.    
 

 

   Quick Facts and General Information
   Terms and Conditions
   Method of Payment
   Third Party Authorization
   Carpeting
           Cleaning
  Furnishing 
           Essential Furnishings
           Rental Exhibits  
           Accessories          
   Graphics and Signs     
   Union and Labor Jurisdictions     
   Installation& Dismantling      
  Forklift/Rigging 
   Freight Services    
           Material Handling 
           Outbound Shipping     
           Warehouse Shipping Labels     
           Show Site Shipping Labels    
           Exhibit Transportation    
 

   Freeman Contact Information      

 

    Freeman Exhibitor Services 
ph.    (301) 918-7918
fax    (469) 621-5609
email    FreemanWashingtonES@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 February 17, 2014.     
  •  Final discount deadline date is February 24, 2014.    

 

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

 

Facility Services

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Electrical Services provided by Elden Electrical Exhibitor Services
                   Download Order form 
                                  (Discount price deadline: February 18, 2013)

AV Services provided by Projection
 

                   Download Order form 
                                  (Discount price deadline: March 7, 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 Mayor and City Council of Baltimore, and (iii) the Baltimore Convention Center, its employees and agents, as additional insureds. .   

 

 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 February 21, 2014.     

 

 


 

 

  Required Forms and Deadlines for Receipt    

 

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

 

  •   EAC Agreement - Due February 21, 2014  Link coming soon!  
  •   EAC Certificate of Insurance - Due February 21, 2014  

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 February 21, 2014.