Exhibitor Info - Environmental Justice 2023
| Location | Registration | Technical Program | Sponsor | Exhibit | Author Resources |
EXHIBITOR INFORMATION SHEET
1. Tabletop Exhibit Area Schedule-at-a-Glance
Move-in, Move-out
- Exhibitor Move-in is available beginning at 7:00 am on Monday, October 23, 2023, in the pre-function space adjacent to the registration desk. We will not be assigning exhibitor tables so you’ll be free to select one upon your arrival on October 23rd. All breakfasts, breaks, and the networking reception will be held in the exhibit/registration area so there will be plenty of networking opportunities available throughout the conference.
- Exhibitor Move-out should be completed by 6:00 pm on Wednesday, Tuesday, October 24, 2023.
The Exhibit area is open throughout the conference with dedicated exhibit area activities during morning and afternoon refreshment breaks, and Exhibitor Reception. In addition, the exhibit area will be open to visitors before and after each day's technical program in an unofficial capacity. Attendees are encouraged to visit the exhibitors during these times; exhibitors are encouraged to enjoy the many technical sessions, and social events, throughout the conference.
2. Tabletop Displays
- Each skirted exhibitor table is 6'x30" and includes 2 chairs
- Exhibit tables will be set up in the Fitzgerald Foyer outside of Ballroom C
- Exhibitors may utilize standard 110/120-volt wall outlets to power laptops, printers, etc.
- Encore Global, Inc., the hotel's in-house Audio-Visual provider, will be the main point of contact regarding audio-visual rentals. Contact Chris Letelier (chris.letelier@encoreglobal.com) for pricing and availability.
3. Shipping Instructions
Deliveries and Handling
Due to the limited storage space, packages may be delivered to the Hotel three working days prior to the date of the function. The 3 business day requirement calculation does not include weekends.
Should special arrangements for delivery be necessary, please contact the hotel at least a week in advance of your event. No COD packages will be accepted. The hotel policies on safe package handling are based on advice from the United States Postal Service (USPS) and the federal Centers for Disease Control and Prevention (CDC).
The following information must be included on all packages to ensure proper delivery:
ATTENTION: Nicole
On-Site Contact Name – [Company/Group Name]
Name of the Event - A&WMA 2023 Environmental Justice Conference
801 N. Glebe Rd.
Arlington VA 22203
The customer is responsible for the arrangements and all expenses of shipping materials, merchandise, exhibits or any other items to and from the Hotel. Reach out to Event Manager: Nicole Feldman at nfeldman@westin-arlington.com for your package(s) arrangements.
Incoming Packages are handled as follows:
* Pallets/crate: TBD by weight
* Over 50lbs: $75.00 per package (in/out)
* Under 50lbs, $20.00 per package (in/out)
Overnight Package Delivery
Exhibitors are encouraged to use either FedEx or UPS, which regularly deliver and pick up packages to and from the hotel. However, exhibitors should make their own return-shipment arrangements. Please be sure to bring a sufficient quantiy of shippinig labels needed to return outbound shipments to their proper destination.
Return Shipments
Exhibitors must arrange for the pickup of their FedEx/UPS packages at the hotel front desk at the conclusion of the event. Packages may either be dropped off at the front desk, or by communicating with the banquet staff members that that FedEx or UPS has been contacted to pick the packages up. The banquet staff is happy to assist but requests advance notice of the need for assistance.
4. After-Hours Security
Since the exhibit area is in the pre-function, it cannot be locked overnight. The meeting space will be locked overnight though so exhibitors may move materials into the meeting space overnight if needed. Neither the hotel nor A&WMA will assume responsibility for lost or stolen items.
5. Conference Location and Travel Information
The Westin Arlington
801 North Glebe Road
Arlington, VA 22203
(703) 717-6200
Our block is currently sold out. Contact the hotel directly by phone or online to check availability for reservations.
Additional hotels within walking distance:
Hilton Arlington
950 North Stafford Street, Arlington, VA 22203
Residence Inn by Marriott Arlington Ballston
650 North Quincy Street, Arlington, VA 22203
Holiday Inn Arlington at Ballston
4610 North Fairfax Drive, Arlington, VA 22203
As with all of our conferences, A&WMA does not engage third-party hotel reservation booking agencies. If you receive a communication from an individual or firm purporting to be affiliated with or authorized by A&WMA to book your hotel reservation, understand that they are not authorized agents. A&WMA assumes no liability for any losses resulting from an individual or organization engaging a third-party hotel reservation agent.
