Exhibitor Frequently Asked Questions

Thank you for exhibiting at NGWA’s Groundwater Week. This page contains important information and answers many FAQs regarding exhibiting at the show.

 What are the exhibit hall hours?
  • Wednesday, December 15, 10 a.m.-4:30 p.m.
  • Thursday, December 16, 10 a.m.-2:30 p.m.
What is included in with your booth?
  • Company listing in preconference brochure (booth must be reserved by 7/6/2021 to be included)
  • Company listing in on-site program (booth must be reserved by 10/11/2021 to be included)
  • Two free exhibitor registrations per 10′ X 10′ area (may purchase additional badges for $100 per person)
  • Pre- and postconference attendee list
  • Access to Groundwater Week’s VIP Invites program, which provides marketing materials and the opportunity to register your customers at a discounted rate
  • 8-foot-high pipe-and-drape back wall with 3-foot-high draped side rails
  • Identification sign
  • Exhibit hall security.
What is not included and must be purchased separately?
  • Booth furnishings
  • Carpet/flooring
  • Inbound and outbound shipping and freight handling costs
  • Electrical, Internet, and water services
  • Audiovisual equipment
  • Booth installation and dismantling
  • Booth cleaning
  • Individual booth security.

The exhibitor service kit will be available mid- to late-July so that you may order any booth furnishings and other needs

What are the set-up and tear-down times?
  • Bulk space/rig move-in will take place on Monday, December 13. Exhibitors with rigs and bulk spaces will be assigned specific move-in periods based on their location in the hall. Please be sure to read the important information below regarding union rules and material handling.
  • General exhibitor move-in:
    • Tuesday, December 14, 11 a.m.-7 p.m.
    • Wednesday, December 15, 7 a.m.-9 a.m.
  • Exhibitor move-out:
    • Thursday, December 16, 2:30 p.m.-9 p.m.
    • Friday, December 17, 7 a.m.-12 p.m.
What are material handling charges?
  • Material handling is the process of receiving your shipment from your carrier and managing it through the event cycle. It is a standard trade show process and it is a chargeable fee typically based on the weight of your shipment.
  • The material handling process includes —
    • Unloading the trade show freight from your carrier once it arrives at the receiving dock
    • Transporting your shipment to your booth space
    • Removing empty shipping containers (boxes, crates, and pallets) from your booth
    • Temporarily storing your empty shipping containers during the show
    • Returning empty shipping containers to your booth once the event is over
    • Transferring the freight back to the loading dock
    • Loading the items into your carrier’s delivery vehicle for return shipping.
  • One easy way to keep your material and handling charges lower is to consolidate. Skid items as much as possible so that they are sure to arrive together. Each shipment that arrives at a separate time is assessed the minimum charge.
  • The exhibitor service kit will be available mid- to late-July so that you may preorder for your material handling needs.
  • Important information for exhibitors with rigs and vehicles —
    • As part of your bulk exhibit space, NGWA pays the spotting fee to guide your vehicle to your respective exhibit space. This guidance is required and provided by Shepard to prevent damage that may occur to exhibitors, the property of others, or when necessary to move crates that may be in the aisles.
    • While moving your vehicle on to the show floor, your vehicle may only be loaded with any equipment that would be loaded during normal travel. It may not be loaded with any additional exhibit furnishings, such as carpeting, tables, chairs, and banner stands, or boxes/crates containing exhibit/display items.
What are the booth set-up and guidelines?
How many staff can I have in my booth?
  • Each exhibitor receives two free staff badges for each 10 x 10 of space purchased.
  • You may purchase additional badges for $100 each (click here to access the exhibitor staff registration form).
  • Both free and additional badges are good for the entire show and will allow your staff to attend all education sessions, general sessions, networking events, and provide early access to the exhibition hall for set-up hours.
  • Preregistered exhibitors may pick up their badges on-site at the self-service kiosk. Badges will not be mailed ahead of time. On-site registration will take place at the exhibitor registration desk in the lobby.
Do you offer any complimentary marketing materials, guest passes, and attendee lists?
  • We are pleased to once again be able to offer you a complimentary, and fully customized, preshow marketing and customer invite service. The program is a free and convenient exhibitor resource designed to give you everything you need to promote your presence at Groundwater Week to all of your customers and prospects, while inviting them to register as your guest with discounts up to $250 per attendee. Information regarding the Exhibitors VIP Invite program was emailed to the exhibiting company’s primary contact. Forms you may distribute to offer discounts to your customers were also emailed to the primary contact. If you did not receive this information, please reach out to David Evener at devener@ngwa.org.
  • NGWA will provide each exhibitor a preshow attendee list once the early registration cutoff date has passed. You can expect to receive it during the week of November 15.
  • NGWA will also provide each exhibitor a final attendee list after the show. This will be emailed during the week of December 20.
Are there any sponsorship opportunities?
  • There are numerous sponsorship opportunities available to help your company stand out at the show. Speak with an NGWA sales rep for details.
How can I protect my company from scams related to the show?
  • Unfortunately, there are many unscrupulous people trying to scam you out of your hard-earned money, so NGWA has created a web page at https://groundwaterweek.com/scams-to-avoid/ to keep you updated on scams to avoid.
  • NGWA does not, and never has, provided attendee information to anyone other than exhibitors and sponsors of the show. Any company that offers to sell you NGWA’s attendee list is a scammer. They will take your money and leave you with a worthless list.
  • NGWA does not work with any third-party travel agency. We encourage you to book your room at the headquarters hotel indicating you are attending NGWA’s 2021 Groundwater Week event.