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

 Exhibit Hall Hours:
    • Wednesday, December 4, 10 a.m.-5 p.m.
    • Thursday, December 5, 10 a.m.-3 p.m.
Set-up and Tear-down Times:
    • Bulk Space/Rig Move-in will take place on Monday, December 2. 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 3, 11 a.m.-7 p.m.
      • Wednesday, December 4, 7 a.m.- 9 a.m.
    • Exhibitor Move-out:
      • Thursday, December 5, 3 p.m.-9 p.m.
      • Friday, December 6, 7 a.m.- 12 p.m.
Union Rules at the Convention Center:
    • The Las Vegas Convention Center is a union hall, which means there are union regulations that NGWA, Shepard Exposition Services, and each exhibitor must follow. Each year the biggest issues regarding union rules are related to what exhibitors can bring into the hall themselves. According to the union rules —
      • Can exhibitor carry in merchandise/items into hall by themselves? Yes, hand-carry ONLY.
      • Can exhibitor use a hand truck or dolly/wheeled cart to bring exhibit materials into the hall? No, exhibitors can only hand-carry items or use a two-wheeled personal cart. Otherwise, material must be handled by the General Contractor. Security will not allow you to bring in anything that is not hand-carried or on a two-wheeled personal cart.
      • Can exhibitor have food/beverage brought into facility? No, all food/beverages must be purchased from the Las Vegas Convention Center exclusive caterer.
    • You may click this link to read the full union FAQs —
Material Handling:
    • 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/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.
Booth Set-up and Guidelines:
Booth Staff:
    • Each exhibitor receives two free staff badges for each 10x10 of space purchased.
    • You may purchase additional badges for $75 each (click here to download the 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
    • New for 2019 — 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.
Complimentary Marketing Materials, Guest Passes, and Attendee Lists:
    • New for 2019 — we are excited 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 $200 off the exhibit or all-access pass.
    • NGWA will provide each exhibitor a pre-show attendee list once the early registration cut-off date has passed. You can expect to receive it during the week of November 3.
    • NGWA will also provide each exhibitor a final-attendee list after the show. This will be emailed during the week on December 8.
Sponsorship Opportunities and Exhibit Hall Scavenger Hunt:
    • There are numerous sponsorship opportunities available to help your company stand out at the show. Check out the opportunities in the Groundwater Week Marketing Kit.
    • Once again, the Groundwater Foundation will be hosting a scavenger hunt in the exhibit hall.
      • It is only $500 to participate, and your company will receive the following —
        • Announcements/notices that encourage attendees to participate in the game and visit your booth to complete the game
        • Your name and/or company name, and any other information you would like listed (special message, logo, booth number, etc.) on all signage and advertising relating to the scavenger hunt
        • Your company name, logo, and booth number listed on the app as part of the scavenger hunt game
        • A dedicated 22x36-inch sponsorship sign to be placed in your booth identifying you as a sponsor and to allow attendees to scan the barcode.
      • Click here to download the Scavenger Hunt sponsorship form.
    • Unfortunately, there are many unscrupulous people trying to scam you out of your hard-earned money, so NGWA has created a webpage at to keep you update 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 scam. They will take your money and leave you with a worthless list.
    • NGWA does not work with any 3rd-party travel agency. We encourage you to book your room at the Westgate using our room block online at or by calling (800) 635-7711 and provide the group code SNGW9R.