WEF/IWA Biofilm Reactor Technology Conference 2010

August 15 – 18, 2010
Marriott Portland Downtown Waterfront
Portland, Oregon, USA
Salon E

Exhibitor Service Manual Page

Rules & Regulations

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Exhibitor Directory

License and Rules for Exhibitors
Exhibitors are required to review the 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.

IAEE Guidelines for Display Rules & Regulations

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 strictly be enforced. Download the  IAEE Guidelines for In-line Booths

Ballroom Regulations
The exhibits are being held in Salon E, a carpeted ballroom. Exhibitors wishing to display either equipment or displays with water shall contact Exhibitions Management to receive approval. Upon receipt of approval for either an equipment display or display with water, Exhibitor will be required to procure protective covering for the floor: either Visqueen, carpeting, or both, depending on the nature of the display.

Exhibitors are responsible for any damages resulting from the display of equipment or displays with water. Please note that water fill and drain services are not available in Salon E.

Deadlines

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Deadlines: Are You on Schedule?

Download the Key Service Manual Deadlines to stay on schedule and make sure you don't miss any discount ordering dates.

Exhibit Events and Hours

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The exhibition and events listed here will be held in Salon E of the Portland Marriott Downtown Waterfront.

Monday, August 16, 10:00 am - 6:30 pm 

 

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

 

                                   
Tuesday, August 17, 10:00 am - 3:45 pm
 

10:00 am - 10:45 am Coffee Break
12:00 pm - 1:30 pm Luncheon
3:00 pm - 3:45 pm Beverage Break

 

Exhibit Benefits

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Exhibit Benefits: What's Included With the Booth?

Each 10' x 10' Booth Rental Includes:

  • 8' tall draped back wall and 3' tall draped side rails
  • One (1) 7" x 44" identification sign
  • One (1) copy of the conference proceedings on CD-Rom
  • Pre-registered* and final conference attendee lists in Excel® format
  • Listing in the printed conference program*
  • Two (2) complimentary booth personnel registrations
  • Colors for the exhibit hall will be Burgundy drape. Booths will not be carpeted.

The Exhibitor is responsible for providing electricity, furnishings, utility connections, and services through the listed Official Contractors. The Ballroom is carpeted.

* Contingent upon date of receipt of reservation form and print deadlines

Exhibitor Personnel Registration

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Exhibitors are permitted to register two complimentary booth personnel per 100 square feet of booth space (10' x 10') rented. Complimentary Booth Personnel Badges are equivalent to full conference registrations, and include access to the exhibit hall during set-up and tear-down hours.

Exhibitors 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 wishing to register additional personnel to attend technical sessions should use the appropriate attendee registration category.

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: Booth Number (example: 100)

Click Here to Register Exhibit Booth Personnel 

All Booth Personnel Registrations must be completed by August 4, 2010. Please note that badges will NOT be printed and mailed. Individuals will be e-mailed a confirmation with a scannable bar code that should be brought onsite to the registration desk to obtain a badge and badge-holder.

Booth Personnel Registrations will not be accepted after the deadline date of August 4, 2010. All personnel wishing to register after this date will need to register on-site. The additional booth personnel registration fee will be the same whether registrations are completed in advance or on-site.

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.

Cancellation Policy
All cancellations must be submitted in writing on company letterhead with a detailed explanation by August 4, 2010. A 25% administrative fee will be deducted from all refunds. Registrants who fail to notify WEF of cancellation by August 4, 2010, are liable for the full registration fee.

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

WEF - IWA Biofilm Reactor Technology Conference 2010
Attn: Registration
601 Wythe Street
Alexandria, VA 22314
703.684.2471

Change Exhibitor Key Contact

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Use the Change Information Form to 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.

Attendee List

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Exhibitors will be provided with the pre- and post-conference attendee lists in Excel® format. Attendee lists will be automatically forwarded by e-mail, only to our primary contact on record, and only if a valid e-mail address has been provided. Attendee lists are an exclusive exhibitor benefit.

The pre-registered attendee list will be sent by e-mail only one time, approximately 14 days prior to the conference. The final list will be automatically sent by e-mail upon completion by the exhibitor of the exhibitor survey. The survey will become available approximately 14-21 days from the conclusion of the conference.

Please contact us if you believe that you are not receiving important correspondence from WEF regarding this exhibition.

Conference Proceedings

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Exhibitors will receive one copy of the conference proceedings on CD-Rom per booth, as part of their booth package. The conference proceedings will be available to exhibitors on-site, and may be obtained by any on-site booth personnel by signing for the company's copy at the registration counter. No extra copies of the Proceedings CD will be provided, but additional copies may be purchased.

Display Limitations

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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).

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.

Ballroom Regulations
The exhibits are being held in Salon E, a carpeted ballroom. Exhibitors wishing to display either equipment or displays with water shall contact Exhibitions Management to receive approval. Upon receipt of approval for either an equipment display or display with water, Exhibitor will be required to procure protective covering for the floor: either Visqueen, carpeting, or both, depending on the nature of the display.

Exhibitors are responsible for any damages resulting from the display of equipment or displays with water. Please note that water fill and drain services are not available in Salon E.

Insurance Requirements

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The Exhibitor must maintain required worker’s compensation insurance on all employees on site at Biofilm Reactor Technology Conference 2010 and must maintain public liability insurance naming (i) WEF, (ii) Portland Marriott Downtown Waterfront, its facilities, agents, officers, board members and employees as additional insureds.

Exhibitors are required to have the following insurance coverage with limits of liability as follows.

Comprehensive General Liability

  • $1,000,000.00 combined single limit, for each occurrence: including public liability and property damage.
  • Employer’s Liability with limits not less than $100,000.00 per occurrence.
  • Worker’s compensation and occupational disease insurance in full compliance of all Federal and State laws covering all employees.
  • Comprehensive Automobile Liability with a combined single limit of not less than $1,000,000.00 covering any owned, not owned and hired self-propelled vehicles of the type for use on and off the Portland Marriott Downtown Waterfront.

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

Shipping Directions

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Advance Shipments to Warehouse

Pacific Exposition Decorating Company (PEDCO) will accept crated, boxed or skidded materials through Friday, August 13, 2010, at the below address.  Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 am - 3:30 pm.

 Warehouse Shipping Address

    Exhibiting Company Name / Booth # ________
    WEF IWA Biofilm Reactor Technology Conference 2010
    C/O Pacific Exposition Decorating Company
    2737 NW Nela Street
    Portland, OR 97210

Direct Shipments to Show Site

PEDCO will receive shipments at the exhibit facility beginning Sunday, August 15, 2010. 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 IWA Biofilm Reactor Technology Conference 2010
    C/O Pacific Exposition Decorating Company    
    Portland Marriott Downtown Waterfront    
    1401 SW Naito Parkway    
    Portland, OR 97201

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.

Move-In and Move-Out of Exhibits

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Exhibitor Move-in/Installation of Exhibits

    Sunday, August 15, 12:00 pm - 5:00 pm

Exhibitor freight delivered in advance to the warehouse will be available in your booth by 12:00 pm.

All exhibits must be fully installed by 5:00 pm on Sunday, August 15.

Overtime rates will be charged by the contractor where applicable. Please see the Service Manual Labor and Material Handling order forms for timing and rates.

The Fire Marshal prohibits storage of empty containers in the exhibit hall. Empty containers may be tagged with "EMPTY" labels, available from the on-site Exhibitor Services Desk, for removal by the official contractor for storage during the show. Please do not place empty labels on containers until you are ready for their removal. Note that failure to comply with the Fire Marshal regulation prohibiting empty container storage will compel show management to remove containers located within booths to appropriate storage.

Exhibitor Move-out/Dismantling of Exhibits

    Tuesday, August 17, 3:46 pm - 6:00 pm

Dismantling of exhibits may begin only after the close of the exhibition at 3:46 pm. All displays must remain intact until the exhibits close. PEDCO will return all empty containers from storage at the close of the show in random order. Please be patient regarding the return of your empty containers.

All exhibits and materials must be removed from the exhibit hall no later than 6:00 pm on Tuesday, August 17. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-out Deadline, please have all carriers check-in by 6:00 pm, Tuesday, August 17.

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

Material Handling/Installation Labor Rules

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Freight Handling Jurisdiction

PEDCO 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 and move-out of the exhibition. PEDCO will not be responsible, however, for any material they do not handle. PEDCO 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.


Installation Labor and Union Regulations

Union exhibit labor claims jurisdiction for the installation, dismantling, and first cleaning of prefabricated exhibits and displays when this work is done by persons other than company personnel. They may be employed by completion of the provided labor forms (see Official Service Contractor Services for forms). They are not required to put your products on display, to open cartons containing your products, nor to perform testing, maintenance or repairs on your products. If, however, you hire any labor to assist you, it must be through the Official Contractor.

The operation  or use of all motorized material handling equipment for installation/dismantle of exhibits is not permitted by exhibitors or by their exhibitor-appointed contractors.

Official Service Contractor Services

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Pacific Exposition Decorating Company (PEDCO)

PEDCO is the official service contractor for Biofilms Reactor Technology Conference 2010, providing the following services to Exhibitors. The discount deadline for ordering PEDCO services is Friday, August 13, 2010.

PEDCO Service Kit Order Forms

  • Furnishings
  • Accessories
  • Booth Carpet
  • Cleaning Services
  • Rental Exhibits/Exhibit Packages
  • Exhibit Accessories
  • Graphics & Signs
  • Installation & Dismantling
  • Material Handling
  • Forklift Labor
  • Outbound Shipping


For ordering assistance or questions, please contact PEDCO Exhibitor Services at 503.417.8000.

To place an order online for PEDCO services go to www.epedco.com.  Select E-Services "Exhibitors" WEF/IWA Biofilm Reactor Conference and then log in by entering: 

  • Username  wefiwa2010
  • Password  [your booth number]

Facility Services

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The following services are available to order from the Portland Marriott Downtown Waterfront.  For detailed rates, available services, and additional ordering information, please refer to each form.

Electrical and Utility Services Order Form
Telecommunications Services Order Form
 
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.

Contact List

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Pacific Exposition Decorating Company
    2737 NW Nela Street
    Portland, OR 97210
    Phone: (503) 417-8000   
    Fax: (503) 417-8001
    Email: csr@pacificexposition.com

Portland Marriott Downtown Waterfront  
  Security and Booth Cleaning
  Electrical & Utility Services
  Telecommunications
    1401 SW Naito Parkway    
    Portland, OR 97201
    Phone: (503) 499-6369
    Fax: (503) 226-1209

WEF Exhibition Operations
    Exhibition Operations Team
    601 Wythe Street
    Alexandria, VA 22314
    Direct: (703) 684-2414
    E-Mail: expoinfo@wef.org
    Toll-Free: 1-877-OPS-EXPO