Exhibitor Rules & Guidelines

EXHIBIT HALL HOURS
Tuesday, December 5, 2023 10:00am - 7:00pm (New Extended Hours) President's Reception 5:30pm - 7:00pm
Wednesday, December 6, 2023 8:00am - 5:00pm
Thursday, December 7, 2023 8:00am - 1:00pm
SET UP/TAKEDOWN AND ACCESS TO THE EXHIBIT HALL

Exhibitor move-in is Monday, December 4 between 8 am and 5 pm or Tuesday, December 5 between 8 am and 10:00.

Exhibitor move-out will occur on Thursday, December 7 between 1 pm and 3 pm. The Exhibit Hall needs to be cleared out no later than 3 pm to set up for the awards banquet.

BOOTHS

Booths are 8’x10’ carpeted spaces with pipe and drape. They come equipped with an 8-foot table that can be moved within the booth area, two chairs, and a wastebasket. You may request extra booths for an additional fee.

Screens, TVs, electricity, or other special requests need to be requested during the registration process. Internet WIFI access is available and complimentary.

Registration must be paid in full in order to be assigned to a booth. Booth assignments are done on a first-come, first-served basis and will not be made until one week prior to the event date to ensure competitors are not placed next to one another. Returning exhibitors can request the same booth location as the previous year.

LODGING RESERVATIONS

For lodging reservations and rates, contact Riverhouse on the Deschutes at 800-547-3928 or 541-389-3111. When calling to reserve a room, indicate you are an exhibitor for the Oregon State Sheriffs’ Association conference.

Booth and Representative cancellations must be submitted in writing. Please email cancellations to Natalia at [email protected]

Cancellations received October 31 or earlier receive a full refund.

Cancellations received from November 1 through November 30 receive a 50% refund.

Cancellations received December 1 or later and "No-Shows" will not receive a refund.

SHIPPING INFORMATION

Ship your items to arrive 3-4 days before the conference to: Riverhouse on the Deschutes Convention Center, 2850 NW Rippling River Court, Bend, OR 97701. Please DO NOT send packages to the Hotel. Your packages should be clearly marked “EXHIBITOR - your company name” and to the attention of the representative who will be picking up the package.

After the conference, complete your own shipping form and attach it to your package with your own packing materials. Please leave your contact phone number visible. Contact your carrier to pick up your package at the above address. The Convention Center will have designated areas for each shipping carrier on Thursday between 1 pm and 3 pm.

PASSPORTS

This contest will run the course of the conference and bring more attendees directly to exhibitors’ booths. In order to complete the passport, attendees must visit each participating exhibitor booth. If you are interested in participating, please make sure to check the passport option during registration.

Exhibitors are welcome to give away items of de Minimis value; however, exhibitors may not give away or raffle any item that exceeds $50 in value at their booths. Exhibitors are welcome to collect business cards or otherwise solicit contact information from conferees.

All operable firearms displayed by an exhibitor shall be unloaded and secured by a “gun-tie” in such a manner that the firearm cannot be operated during the Trade Show. Exhibitors shall take any and all actions to secure firearms and/or other items that are under his/her control that might cause death or injury to the public and/or other exhibitors and any other person(s) at the Oregon State Sheriffs’ Association Annual Conference.

PUBLISHING EXHIBITOR INFORMATION

Company name and information may be published unless OSSA is notified that their information is not to be published to attendees, exhibitors, or the general public.

FRATERNIZATION

Exhibitors are advised that they are expected to treat everyone at the conference with civility and respect, including hotel and wait staff, OSSA staff, other exhibitors, and conference attendees. Complaints about exhibitors engaging in rude, harassing, or disrespectful conduct or language will result in the person or persons involved being asked to leave the conference. A finding of sexual harassment may result in the person or persons involved being banned from OSSA conferences for life. Depending upon the seriousness of the incident, it may also result in a criminal investigation and/or the company that the person or persons work for being unable to participate in future conferences.

OSSA will be having a privately-sponsored hospitality suite. Only conference attendees, their guests, and the sponsors of the event are allowed in the hospitality suite.

LIABILITY & INSURANCE

Insofar as liability is concerned, exhibitor agrees to protect, save, and hold the Oregon State Sheriffs’ Association and Riverhouse on the Deschutes and Convention Center, and its employees and all beneficiaries and agents thereof (hereinafter collectively called Indemnitees), forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the exhibitors or those holding under the exhibitor, and further, exhibitor shall at all times protect, indemnify, save and hold harmless the Indemnitees against and from any and all losses, costs (including attorney’s fees), damage, liability, or expense arising from or out of or by any reason of any accident or bodily injury or other occurrence to any person or persons or to the property of same, including the exhibitor, its agents’ employees, and business invitees, which arises from or out of or by any reason of said exhibitor’s occupancy and use of exhibition premises or a part thereof, except such as shall arise directly from the acts of the Indemnitees. Insurance for each exhibitor shall be obtained at the exhibitor’s own expense.

OSSA reserves the right to cancel or refuse rental of display space to any person or company whose conduct or display of goods is, in the opinion of the show manager, incompatible with the general character and objectives of the conference.

INTERESTED IN BECOMING A SUPPORTER?

Your membership or sponsorship with the Oregon State Sheriffs' Association provides the means for OSSA to continue supporting Oregon's 36 elected sheriffs and their offices through leadership development, training opportunities, and much more.
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