All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name ONLY.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 100 sqf booked and one additional badge for each 100 sqf after.

Any additional exhibitor’s badges will be charged an exhibitor registration fee of 199$ and can be purchised usig the following link https://kenes.eventsair.com/ipvc23/ipvcexhibitors23 

Companies can purchase a maximum number of exhibitor registrations as follows:

• Stands of up to 650sqf – 15 exhibitor registrations
• Stands larger than 650sqf – 25 exhibitor registrations

Exhibitor registrations allow access to the exhibition area and shall be used by company staff only.

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition.

Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk.

WHAT IS K-LEAD APP?

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or attend your symposium. The information obtained by lead retrieval system enables Exhibitors and symposium to enhance their database by securing valuable leads for further marketing and communication.

HOW DOES IT WORK?

Exhibitors and supporters can download the “K-Lead” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge (Exact operational guidelines will be shared in due course).

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “K-Lead App”.

Cost per unit – 600 USD + VAT. You can order through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Please Note:

In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy. You can view our updated privacy notice here.

Kenes will not share delegate’s personal data with third parties without their consent. Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.

Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.

In addition, please note that neither Kenes Group nor the Organizing Committee is responsible for the content of the information. in some cases, the participant does not give his permission to transfer his contact details to any other party.

Therefore, although participant visited your booth, and name badge was scanned by your barcode reader, we are unable to forward you his contact details.

Venue

Walter E. Washington Convention Center in Washington DC, USA.

HOW TO GET TO WALTER E. WASHINGTON CONVENTION CENTER

Exhibition Area

• The Exhibition Area will be located on the Ballroom AB.
• The Maximum build up height allowed is 16’ (feet).

For most updated floor plan and list of partners, please click here.

Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands.

Any part facing neighboring stands that is above 8 feet in height needs to be designed with neutral Surfaces (white).

Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health.

Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Click HERE for hall visuals!

Floor

Floor type: Carpet

Maximum floor load: 100 lbs/sqf

All floor coverings must be secured and maintained so that they do not cause any hazard. Fixing of floor covering to the hall floor may only be carried out using approved tape.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage.

Rigging/Overhead Hanging Procedures

The Center has designated its service partners Hi-Tech Electric and projection and its partner GLP as official providers of all rigging except for lightweight loads such as banners and signs under 200 pounds. GLP is the only source allowed to rig any materials from the ceiling of the Ballroom. All rigging and hanging from hang points in the Center must conform to all national and local safety codes and is subject to mandatory approval by the Center. The following general procedures have been established to ensure the safe installation of overhead rigging (including hanging of banners, signs, or equipment), and to ensure the protection of the structure and finished surfaces of the building. The Center reserves the right to stop any installation of rigging if in our opinion the installation is not proceeding in a safe and prudent manner.

• All attachments to the interior or exterior building must be temporary, and of a type and process approved in advance by the Center.
• Overhead rigging or hanging of equipment may only be performed by persons who have been certified in all safe hanging procedures, including the use of OSHA certified personal fall arrest systems, and the safe use and operation of overhead rigging, powered work platforms and man-lifts for overhead work.
• All equipment used for overhead rigging installations must be certified as safe for intended application.
• An effective two-way voice communication system between overhead installation crew and supervisor must be used during all overhead installations.
• All areas below overhead hanging installations must be properly protected from damage caused by overhead working platforms.
• Visible public notice of overhead work being installed in common areas, such as cautionary signage, barricades, orange traffic cones or similar systems must be in place before overhead work may begin. All crews performing overhead rigging installations must include at least one ground person to direct personnel away from the work area while overhead work is performed.
• All work performed on the Center’s roof must be done under the supervision of Center personnel. Damage to the roof and other resulting damages is the responsibility of the customer. All equipment, cables, connections, etc., must be removed from roof at conclusion of the event. Any items left on roof will be removed and costs to be charged to the installer.
• Each person working on the roof of the Center must walk or perform work only from the roof path system.
• Each person working on the roof of the Center must utilize an OSHA-approved personal fall arrest system that is properly secured to the roof anchors and tie-off points.
• Exterior rigging installations on the L Street facades may be secured to the vertical aluminium truss work provided that the truss work is protected by approved protective padding.
• Lifts to be used for exterior hanging must be driven to and from the jobsites only from the M Street loading dock entrances. Lifts may not be driven through glass doors.
• Proposed installation schedule must be included in production schedule and submitted to your event manager for Center approval. The event manager will confirm the approved times for installation in writing.

Space Only Booths

Exhibitors using independent contractors are required to submit the following for the organizer approval:

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
• Utility connections: electrical, water and drainage – a list of all appliances
• The name and contact details of their construction company and the AEC form filled for each person accessing the Exhibition Area!

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com  or through email to vmota@kenes.com.

Deadline: MARCH 1, 2023

Technical Information and Regulations

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved.
• Screens or any kind of equipment to be shown or demonstrated may notbe placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
• Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).
• Coffee bars or other F&B-stations have to be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.
• Island Booths should be partly accessible on all “open” sides. Requests to be partially exempted from this rule should be submitted in writing to the Exhibition Manager
• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• The maximum build up height for the top of all elements is 16’ (feet).
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Any part facing neighboring stands that is above 8’ in height needs to be designed with neutral surfaces (white).
• Ceiling Rigging is permitted and must be requested to GLP/HIGH TEC, the official contractor. The maximum height of the rigging shall be 20 feet from the ground to the top of the sign.

Kindly note

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organizers.
• The used spaces must be left completely clear of all items and the Exhibition areas restored to their original state.

We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact the Exhibition Manager to coordinate a visit.

Please make sure you are following the Washington DC Labor Union Rules & Regulations

https://eventsdc.com/venue/walter-e-washington-convention-center/venue-policies

https://eventsdc.com/venue/walter-e-washington-convention-center/exhibitor-services

Pipe and Drape Booths

To ensure the smooth and efficient installation and dismantling of your Booth, an official Booth contractor has been appointed: Freeman

The Pipe & drape booth includes the following:

• Pipe& drape booth construction
• 8’ high back drape
• 3’ high side drape
• ID sign: the ID sign text will be the Company Name submitted to the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Booth Package does not include the following services. You will be able to order them through the online form.

• Stand cleaning
• Electricity
• Furniture

*For illustrative purposes only

*Please be informed that Corner Pipe & Drapes will have no side drape.

Technical Information and Regulations for Pipe & Drape Booths

• All basic Pipe & Drape booth will be designed and built by the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before March 15, 2023.
• No free-standing stand-fitting or display(s) may exceed a height of 2.44 m (8ft) or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• An exhibitor occupying a corner Pipe & Drape will have no side drape.
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may contact the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).

According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official contractor (Hi-Tech Electric).

Only the official contractor is authorized to provide the electrical switchboard for the power points.

Thus, every exhibitor should order an electrical switchboard from Hi-Tech and to pay for the electrical consumption according to its power needs.

It is essential that exhibitor give the power needed in the stand. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors.

Exhibitors who require 24 hours electricity supply should contact the official contractor. Also, if electricity supply for the set-up or dismantling is needed you should contact the official contractor.

If you require electricity for your stand, please send the order kit to HI-TECH. Dcexhibitorservices@hi-techelectric.com

• Electrical switchboards provided cannot be manipulated, adjusted, or damaged. The cost of a damaged Electrical box will be charge to the company who has ordered it.
• The Venue staff is authorized to unplug the whole booth electrical installation if they detected that it is not properly done, with a possible danger.

Booth Cleaning

• The organizers will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays). For ordering daily stand cleaning, please refer to the online ordering form.
• Any company cannot clean the venue facilities surfaces to avoid damage on them.

Internet & Wi-Fi

Wired internet and private Wi-Fi connection es exclusive for the venue and may be ordered via Smartcity through their Order form

Important:

• Please be advised the Private Wi-Fi networks installations in the stand is not allowed – only by the supplier.
• The Venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.
• The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.

Complimentary Wi-Fi will be provided by the Venue during official congress days at most areas.

This public Wi-Fi connection is limited for basic web browsing or checking emails. Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the Venue nor the organizers can accept responsibility for the security of the stands and their contents. The Venue, as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

If you wish to hire security for your stand, this can be done via email: vmota@kenes.com

Booth Catering

Food & Beverages service is an exclusivity of ARAMARK.

Exhibitors who wish to order food and beverages for their stand are welcome to do so directly with ARAMARK.

You can contact Katrina Huey, huey-katrina@aramark.com

Important: 

• It is not allowed to enter any kind of Food & Beverages including coffee machines from outside the venue.
• This exclusivity also includes all types of catering equipment such as coffee makers, juicers, popcorn machines, etc
• The exhibitor must consider the space available on the booth to store and display the requested deliveries.

In case you have any other doubt about F&B, please contact the organizers or Katrina Huey, huey-katrina@aramark.com to avoid misunderstandings once the event stared.

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the venue and/or the organizers at the expense of the exhibitor concerned.

For ordering waste removal please contact ARAMARK through the online form.

Storage

The Venue has no storage facilities. Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with Freeman team ordering through the order web page.

Under no circumstances may packing materials of any kind be left in the aisles, on the stands, around or behind the stands.

Please contact Freeman with information on sizes and number of parcels, size, and storage period.  

Access for the Goods/ lobby entrance/ Lifts

Please note that Freeman is the exclusive agent for move in and move out.

It is imperative that unloading times are strictly adhered to and that vehicles are removed as soon as unloading is complete.

Parking is not allowed at the loading dock. If exhibitors want to hand-carry items, they cannot go through the loading dock due to union regulations. The loading dock representative can service any truck or privately owned vehicle, but there will be material handling charges.

Exhibitor Hand-Carry Procedures

We have designated the entrance at 9th St and Mt. Vernon Place for exhibitors who wish to hand-carry materials to their booth. Exhibitors may use this entrance to transport materials they can carry in one trip to their booths.

Examples of acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons, portable displays on wheels and small luggage racks.

The following items are not considered hand-carry items: two wheel dolly loads, hotel Bellman’s carts, boxes or crates requiring two people to carry.

Traffic Regulations

To ensure that traffic flows smoothly during the construction and dismantling periods as well as during the event itself, the rules for regulating and directing traffic as well as the instructions of Venue traffic supervisors/security personnel must be strictly observed.

The provisions, definitions and restrictions set out in the house rules apply in full and without exception to the entire exhibition grounds. Parking of vehicles is only permitted with an appropriate entry permit and on the specially identified parking lots and spaces. Before moving or transporting loads on Venues exhibition grounds and/or in the exhibition halls, exhibitors / customers or the companies commissioned by them shall enquire about permitted ground loads and the nature of the ground and surface and whether the respective area can be negotiated by vehicles.

Access to the exhibition area

The delivery and removal of materials and goods for the exhibition stands should be coordinated with FREEMAN. One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. Freeman will control access to the trade show floor which includes access from the loading docks and/ or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Freeman. Rates for material handling services are enclosed in the Freeman exhibitor service manual.

Access for Deliveries during the Conference

Please be advised that neither the Organizers nor the Venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Freeman will receive shipments at the exhibit facility beginning Sunday, April 16, 2023. 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. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054.

Please note: All materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the service working hours, will not be accepted.

As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.

It is recommended that all contractors, drivers and exhibitors bring their own trolleys to transport goods to and from their stand.

Loading docks: All trucks must enter the docks from the west at 9th and M Streets.

We are offering exhibitors specially reduced rates for various hotels around the Congress venue. Information, pictures, location and rates are available on the hotel accommodation page: https://hotels.kenes.com/congress/IPVC23 or email us to: rangelova@kenes.com to group booking.

*Different payment and cancellation conditions may apply

Animals

Animals are not permitted in the Center except in conjunction with an approved exhibit, as service animals for individuals with disabilities, or to assist law enforcement personnel. Animals that are approved must be on a leash, within a pen, or under similar control. The owner is fully responsible for obtaining all appropriate permits and for all sanitary needs for the animals.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Partners and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff.

Children

No person under the age of 18 years can be admitted to the Exhibition Area, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the Exhibition Area.

Damage to the Building

Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars, etc.) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material

It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind.

Any costs incurred by the builder and venue in removing this property will be charged to the exhibitor.

Fire Regulations

• Material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers, or the venue.
• Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.

Fire Insurance (compulsory)
Partners must be insured against fire.

Heavy Weight Element / Large Machinery
In case the exhibitor brings large machinery, any kind of heavy weight element or structure up to 100 lbs/sqf inside the Exhibition Area, it is mandatory that venue will be provided with a detailed project describing the unload procedure inside the Exhibition area:

• Access used.
• Transportation used to bring the element inside the Venue and weight.
• Plan for weight distribution (number of platforms, dimensions, and weight resistance)
• Forklifts, cranes, or any other machinery used for the unloading / uploading of the element.
• How the element is going to be unloaded and how is going to be brought inside the exhibition area.

Once the Venue has the complete information, the unloading of the element will be approved or rejected.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the Venue are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the Venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurancethat covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.

The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the Venue or any part thereof in any manner whatsoever.

Sound equipment and Music

In general, the use of sound equipment/music in booths must be requested in writing to the exhibition manager, in order to evaluate the viability.

In case the request gets a positive answer, please take into consideration the following specs. Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).

It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.

Please note the further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials.
• Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the Venue cannot accept liability for loss of or damage to private property or goods.
• Neither the Venue, nor the organizers can accept responsibility for the security of the booths and their contents. The Venue, as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed. This can be done via service order form.

Personal Transportation Vehicles

Bikes, skates, electric scooter, and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Special Effects

Special effects lighting, live music, smoke and laser projection can’t be used in the booths.
No permission will be given for projection in the aisles or on the walls of the booths.

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance through the online form.
• Any discarded waste, including promotional material, left behind will be removed by the venue and/or the organizers at the expense of the exhibitor concerned.

The Venue reserves the right to access inside the booth in order to check the compliance with the venue regulations.

At all times you must consider the staff’s logistics Venue indications.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

IMPORTANT

Exhibitors must comply with the Venue technical guidelines including operation, fire safety, construction and other security regulations.

Exhibitors must also comply with rules and regulations as specified by work health safety laws.

These technical guidelines are contractually binding and are to be followed by the exhibitors, including the exhibition service and stand construction companies commissioned by them to perform work on site.

Venue Technical Guidelines can be found online at: 

https://eventsdc.com/venue/walter-e-washington-convention-center/venue-policies

https://eventsdc.com/venue/walter-e-washington-convention-center/exhibitor-services

Washington DC Labor Union Rules & Regulations

Exhibit Installation & Dismantling

The installation and dismantling of prefabricated displays come under the jurisdiction of the carpenters’ union. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10’ x 10’. Exhibitors may work in booths 10’ x 10’ or smaller without the use of union labor. >Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or Freeman.

One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. Freeman will control access to the trade show floor which includes access from the loading docks and/ or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Freeman. Rates for material handling services are enclosed in this exhibitor service manual.

Freeman shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment. Any conflicts or disagreements regarding the union jurisdictions or interpretations thereof should be resolved with representatives of Freeman and Show Management.

Safety

Standing on chairs, tables or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. Freeman cannot be responsible for injuries or falls caused by the improper use of rental furniture. Please assist in our efforts to provide a SAFE WORKING ENVIRONMENT for everyone.

Delivery & Logistic Services

FREEMAN has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons, FREEMAN is the sole official agent to handle cargo inside the venue.

Booth builders are prohibited from using trolleys during set-up and dismantling periods.

Kindly note that the official agent is the exclusive agent for move in and move out of the venue.

Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. Freeman will control access to the trade show floor which includes access from the loading docks and/ or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Freeman. Rates for material handling services are enclosed in this exhibitor service manual. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

In order to assure receipt of sent materials, please contact FREEMAN

Phone nº: 888-508-5054

For shipping instructions and tariff please click here.

Shipments before the Conference

• Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.
• Ship early to avoid delays and save money.
• Freeman will accept crated, boxed or skidded material beginning March 17, 2023 at the above address.
• Material arriving after April 10, 2023 will be received at the warehouse with an additional after deadline charge.
• Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108″H x 93″W x 92″L.
• Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM – 3:30 PM.
• Certified weight tickets must accompany all shipments.
• If required, provide your carrier with this phone number: (888) 508-5054.

Access for the Goods/ lobby entrance/ Lifts

Please note that Freeman is the exclusive agent for move in and move out.

It is imperative that unloading times are strictly adhered to and that vehicles are removed as soon as unloading is complete.

Parking is not allowed at the loading dock. If exhibitors want to hand-carry items, they cannot go through the loading dock due to union regulations. The loading dock representative can service any truck or privately owned vehicle, but there will be material handling charges.

Exhibitor Hand-Carry Procedures

We have designated the entrance at 9th St and Mt. Vernon Place for exhibitors who wish to hand-carry materials to their booth. Exhibitors may use this entrance to transport materials they can carry in one trip to their booths.

Examples of acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons, portable displays on wheels and small luggage racks.

The following items are not considered hand-carry items: two wheel dolly loads, hotel Bellman’s carts, boxes or crates requiring two people to carry.

 

Freight Handling & Onsite Logistic Agent

FREEMAN

Tel: 888-508-5054

Order web page

MERKUR (for non-US companies only)

Name: Irit Sofer

Tel: +972-52-8890129

E-Mail: irit.sofer@merkur-expo.com

Contact Information

Exhibition & Industry Coordinator

Mr. Víctor Mota
Kenes Group
Tel: +34 661 34 80 09
Email: vmota@kenes.com 

Sponsorship and Exhibition Sales

Mr. Sherwin Gentle
Kenes Group
Tel: +31 20 763 01 08
Email: sgentle@kenes.com

Hotel Accommodation

Ms. Ralitza Angelova
Kenes Group
Tel: +359888379159 Ext: 279
Email: rangelova@kenes.com
BOOK YOUR HOTEL HERE!

Furniture rental

FREEMAN
Tel: 888-508-5054
Order web page

Internet/ WiFi

SmartCity (exclusive)
Order form
Name: Donnita Butler
E-mail: dbutler@smartcity.com

Electricity

HI-TECH (exclusive)
202-249-3600
E-mail: Dcexhibitorservices@hi-techelectric.com

Booth cleaning

ARAMARK (exclusive)
202-249-3980
E-mail: aramarkevs@aramark.com

Catering

ARAMARK (exclusive)
Name: Katrina Huey
E-mail: huey-katrina@aramark.com

Flower decoration

URBAN JUNGLE
703-241-8545
info@urbanjungleinc.com

Riggings (“Space only” Stands)

GLP/HI-TECH (exclusive)
202-249-3600
E-mail: Dcexhibitorservices@hi-techelectric.com

AV

PROJECTION
202-249-3711
E-mail: wccadmin@projection.com

Hostess Services

TBC

Graphics & Signage

FREEMAN
Tel: 888-508-5054
Order web page

FREEMAN is the official contractor and the only logistic company allowed to move goods within the venue. If you have a “space only” booth, we strongly recommend working with them since they have plenty of experience working on the venue. 

For Online Shop and following services as: Booth contruction \ Aditional Booth Fittings \ Furniture Rental \ Graphics and signage please contact them through solutions@freemanco.com or order through the Order web page

FREEMAN

Tel: 888-508-5054

solutions@freemanco.com

Order web page

To place online orders you will be required to enter your unique Username and Password. If this is your first time to use Freeman Online, click on the “Create an Account” link. To access Freeman Online without using the email link, visit Freeman Online.