W3Fit NA Frequently Asked Questions

What are the event dates and location?
September 21-24, 2026
The Langham Huntington, Pasadena California

1401 S Oak Knoll Ave

Pasadena, CA 91106

What time does registration open on arrival day (September 21)?
Registration opens at 2:00 PM.

When can I depart after the event?
You may depart at any time on Thursday, September 24.

What is the official event schedule?
The full schedule will be available in the event portal. A general overview is below.

Monday, September 21
1:00–5:00 PM: Registration & Supplier Setup
7:00–9:00 PM: Welcome Reception & Dinner

Tuesday, September 22
7:00–8:00 AM: Wellness Classes
8:00–9:30 AM: Breakfast
9:30 AM–1:00 PM: One-to-One Meetings & Education

1:00–2:00 PM: Lunch
2:00–4:30 PM: One-to-One Meetings
5:30–7:30 PM: Team Building
7:30–9:30 PM: Team Building Dinner

Wednesday, September 23
7:00–8:00 AM: Wellness Classes
8:00–9:30 AM: Breakfast
9:30 AM–1:00 PM: One-to-One Meetings & Education
1:00–2:00 PM: Lunch
2:00–3:30 PM: One-to-One Meetings
3:30 - 5:00PM: Supplier Breakdown

3:30-4:15PM Buyers Boardroom

5:00 PM: Wellness Class
7:30–10:00 PM: Closing Reception & Dinner

What is the expected weather during the event dates?
September in Los Angeles area is typically warm and sunny, with daytime temperatures averaging 70–80°F. Evenings may be cooler; light layers are recommended.

What is the dress code for meetings and evening events?
We recommend lightweight, breathable fabrics and comfortable shoes, with a relaxed business-casual style for meetings. Please pack activewear for morning and afternoon Move Well sessions. For the team-building activity and dinner, dress casually — you will receive a We Work Well T-shirt, best paired with comfortable pants, shorts, leggings, or jeans, and sneakers or flats (no flip-flops, sandals, or heels). The event concludes with a Closing Party where cocktail attire is encouraged.

Do I book my own flights?
Buyers: Our travel agent will contact you directly to coordinate flight arrangements.
Suppliers: Suppliers are responsible for booking their own flights.

Which airport should I fly into?
Los Angeles Airport (LAX), approximately 27 miles / 45 minutes from the resort.

Is airport transportation provided?
Yes. Airport transfers are provided between LAX and The Langham Huntington Hotel & Spa on Monday, September 21 (arrival) and Thursday, September 24 (departure). To guarantee supplier transportation, please complete the W3 Travel Form by September 1.

Are there any limitations on airport transportation?
Transfers are provided only for registered attendees, on official event dates, and via LAX. Transportation cannot be guaranteed for alternate airports, late submissions, or travel outside official dates. Attendees traveling with oversized luggage or multiple large bags may be required to arrange their own transportation.

I am driving — should I valet or self-park?
Valet parking is available for attendees complimentary. Please note there is no self-parking allowed. If you are driving, please complete the W3 Driving Form: HERE

What is the guest policy?
Attendance is limited to registered participants only. Event services, programming, and access are not extended to non-registered guests.

Is my hotel stay included in registration?
Yes. Registration includes three nights: September 21, 22, 23

Do you offer a special rate for shoulder nights?
Attendees may request additional pre- or post-event nights at the group rate, subject to availability and at the attendee’s own expense.

How do I request shoulder nights?
To request shoulder nights, please complete the Hotel Shoulder Night Form HERE and our team will follow up with availability and next steps.

When will I receive my hotel confirmation?
Hotel confirmations are sent once travel details are finalized and rooms are submitted to the hotel, typically 2–3 weeks prior to arrival.

What if I need to modify or cancel my hotel stay?
Please contact support@weworkwellevents.com as soon as possible. Changes are subject to hotel policies and availability.

What is included in the room rate?
Guest room, Wi-Fi, and applicable resort amenities. Additional incidentals are the responsibility of the guest.

What meals are included in registration?
Breakfast, coffee breaks, lunch, dinner, and hosted beverages, including alcoholic beverages during scheduled events.

What if I have a dietary restriction or food allergy?
Dietary needs can be submitted in your profile. To update or confirm, email support@weworkwellevents.com.

How do I create my company profile?
Visit the W3FIT Event Platform: HERE, select Create Profile, and complete all required information.

How do I add additional attendees from my company?

If your company has registered additional attendees, please share the 'Add Additional Attendee' link available on your dashboard with each attendee. Each person must complete their own profile to gain access to the event platform and be linked to your company profile.

Why do I need to create a new profile instead of using my profile from a previous W3 event?

To ensure we have the most accurate and up-to-date information, all attendees are required to create a new profile for each event. Contact details, company information, travel plans, dietary requirements, and business priorities often change from year to year. Creating a new profile helps improve matchmaking, event communications, and the overall attendee experience.

Do I need to include a headshot?
Yes. A headshot is required for your online profile and the printed event directory. Please upload a high-resolution JPEG or TIFF (maximum 15 MB), minimum 300 dpi at 4” x 6”.

Can I add videos, media, or leaderboard ads to my company page?
Yes. Videos, media information, and leaderboard ads can be submitted directly through your company profile.

I forgot my password — what should I do?
Use the Recover Password option on the login page and enter the email associated with your account. For assistance, contact support@weworkwellevents.com.

Can I edit my profile after submitting it?
Yes. You may update your company and attendee profile at any time by selecting Edit Profile in your dashboard. Please notify support@weworkwellevents.com of any attendee substitutions.

Is there an event app?
Yes. The event app is the primary source for personalized meeting schedules, transfers, event details, and real-time notifications. Scan the QR code, log in using your registration email, and add the app to your home screen.

What dates are the one-to-one meetings?
September 22 & 23

How long is each meeting?
Each meeting is 20 minutes, followed by a 5-minute transition.

How many meetings will I have?
We guarantee 16 total meetings.

When does meeting selection open and close?
Opens September 5 | Closes September 14.

Is meeting selection first-come, first-served?
No. All attendees have the full selection window.

What happens if nobody requests to meet with me?
Our team actively monitors matchmaking to ensure balanced schedules. Meetings are prioritized by mutual requests, followed by buyer requests and supplier requests as needed.

I didn't receive a meeting I requested. What should I do? 

Due to the number of requests received, we cannot guarantee all requested meetings. If there is someone you would still like to meet, please speak with a member of the We Work Well team onsite and we will do our best to facilitate an introduction or alternate meeting opportunity.

When will I receive my final meeting schedule?
Your preliminary schedule will be available prior to the event, subject to last-minute changes. Real-time updates are available in the event app.

How are supplier tabletops organized?
Supplier tabletops are arranged alphabetically by company name and clearly labeled with table numbers.

How do the one-on-one meetings work?
Suppliers remain at their assigned tables while buyers rotate according to the pre-scheduled meeting schedule.

What happens if I am running late for a meeting or an activity? All scheduled activities begin promptly. Arriving late may result in reduced meeting time, missed content, or disruptions for fellow attendees. Please be respectful of the schedule and arrive on time.

Are there networking opportunities outside of meetings?
Yes. Networking takes place during meals, activities, receptions, and educational sessions. Lanyards are color-coded, and attendee photos are included in the event notebook.

Do I need to wear my badge? Yes. Event badges must be worn at all times during meetings, meals, educational sessions, and networking activities. Your badge serves as your credential for access to all official event activities.

Why doesn't the printed notebook reflect a recent attendee change? 

The event notebook is printed a few weeks prior to the event. Last-minute attendee substitutions or profile updates may not appear in the printed version. The event app always contains the most current attendee information.

What wellness activities are offered?
Daily Move Well sessions include HIIT, yoga-style workouts, group walks, breathwork, and stretch sessions. The full Move Well schedule will be available in your dashboard.

Do I need to sign up in advance?
We recommend signing up in advance so we can prepare accordingly. A sign-up sheet will be shared prior to the event.

Are activities optional?
Participation in Move Well wellness activities is optional. Networking functions, meals, meetings, and scheduled event activities are considered part of the event experience and attendees are encouraged to participate.  

What fitness level is required?
All classes are designed to be accessible and modifiable for all fitness levels.

Will there be a team-building activity?
Yes. On September 22, attendees will be divided into teams for a fun, interactive activity with the opportunity to win the W3 Medal. Participants will receive a We Work Well T-shirt. Please dress casually and wear comfortable shoes.

Who is the shipping contact?
All materials should be shipped to:

The Langham Huntington, Pasadena

1401 South Oak Knoll Avenue

Pasadena, CA 91106-4508

Attention: Linet Alexanian / CS

Company Name / Guest Name - W3Fit

Box ____ of ____

When should my shipment arrive?
Please schedule inbound shipments between Wednesday, September 16 and Monday, September 21.

How should my boxes be labeled?
Include your company name, group name (W3Fit), box numbering, and a return address.

Are there shipping or handling fees?
Yes. The following fees may apply: $5 per box and $50 per package over 50 pounds.Oversized items require advance approval. Contact support@weworkwellevents.com.

Who is responsible for setup and insurance?
Suppliers are responsible for setup, assembly, and insurance of all materials.

Do I need to share tracking information?
Yes. Please email tracking details to support@weworkwellevents.com.

When can I set up my tabletop?
Monday, September 21 between 1:00–4:00 PM. All pre-shipped boxes will be delivered to the meeting room and placed next to your assigned table.

What is included with my tabletop?
One 6 ft x 28 in table, white tablecloth, two chairs, and a table sign.

What are the tabletop display guidelines?
All displays must fit on top of the table. Gift bags may be stored underneath. Posters, banners, and pop-ups are not permitted unless pre-approved.

Is there a local florist?

Ixora Florist

Phone: 626.355.0040

ixoraflorist.com

When does dismantling begin?
Wednesday, September 23 at 4:00 PM.

How do I ship materials back?
Outbound shipments must have pre-paid labels and scheduled pickup with UPS or FedEx.

When should outbound shipments be scheduled?
Thursday, September 24 between 9:00 AM–5:00 PM.

Is Wi-Fi available?
Yes. A dedicated event Wi-Fi network will be available during meeting days.

How do I order power or additional AV at my table?
Power is provided by Encore Event Technology and must be ordered directly through them in advance. Specialty power or additional AV must also be coordinated through Encore.

How can I improve my visibility at the event?
Contact Event Director Cameron Close at cameron@weworkwellevents.com regarding sponsorship opportunities.

I booked an advertisement in the event directory — what are the specs and deadline?
Submit a print-ready PDF (6" x 8.25", CMYK, 300 DPI, 0.125" bleed, fonts outlined or embedded) by August 5 to support@weworkwellevents.com.

I am a room drop sponsor — what do I need to know?
Our team will contact you with guidelines, quantities, and delivery instructions. All items must be approved in advance.

I am a welcome bag sponsor — what are the logistics?
Sponsors may include a product in all welcome bags or buyer-only bags. Our team will provide guidelines and delivery instructions. All items must be approved in advance.

I am a product display sponsor - what are the logistics?

· Setup Day & Time: September 21 2:00-5:00PM 

· Live Product Demos: Conducted during one-on-one meetings on September 22 & 23 

· Approx. 10’x10’ of space for your product next to your meeting table

· Small, pop-up style banners are allowed, with the following size limits:

o Max height: 90 in 

o Max width: 40 in

Who do I contact if I have additional questions?

• W3Fit North America Event Director: Cameron Close cameron@weworkwellevents.com
• Billing Department billing@weworkwellevents.com
• Operations & Event Logistics support@weworkwellevents.com