VENDOR GENERAL INFORMATION AND RULES

ALL VENDORS: 
You must agree to these Rules and Regulations to be able to participate in the OSSA 2019 Annual Conference

Location
The vendor show will be held at Riverhouse on the Deschutes Convention Center located at: 2850 Rippling River Court, Bend, OR 97701

Set up and access to the Exhibit Hall
Vendor setup is Monday, December 2nd between the hours of 9:00 am and 4:00 pm. The trade show will open Monday evening, December 2nd, with a Welcoming Reception starting at 5:30 pm in the Vendor Hall. There are meetings and trainings during setup and when they have breaks the attendees may wonder through the Exhibit Hall.

Vendor tear down will occur on Wednesday, December 4th. We ask that all displays remain up until lunch on Wednesday the 4th, but need to be torn down and the area cleared out by 3:00 pm. 

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, 2 chairs and a wastebasket. You may request extra booths for an additional fee. 

Internet WIFI access is complementary, however screens, TV's or other requests need to be forwarded to Becca at becca@oregonsheriffs.org

Fees & Deadlines
*OSSA Business Member booth fee is $525, requires an active OSSA Business or Sponsor Membership 
*Non Member booth fee is $600, includes a one year OSSA Business Membership
*Non-Profit table fee is $200

Each booth/table registration 
includes one (1) vendor representative, lunch and all beverage breaks for Monday, Tuesday and Wednesday, and a name badge with lanyard for the representative. 

You can register additional representatives for $150 per representative and will include lunch and all beverage breaks for Monday, Tuesday and Wednesday, and a name badge with lanyard for the representative. 

Attendance to the Annual Banquet & Awards Dinner is not included in your registration. If you would like to attend it is $55 per person. 

Registration opens April 15, 2019 and will close November 1, 2019. Additional representatives can be registered through November 15, 2019.

Registration must be paid in full in order to be assigned to a booth. 

Payments & Refunds 
See registration and deadline section regarding costs. Cancellations need to be received
 prior to November 15, 2019 in order to receive a refund. Cancellations made after this time will not be issued a refund. 

Cancellations
Booth and Representative cancellations must be submitted in writing, email cancellations to Becca at becca@oregonsheriffs.org. 

Space Allocation
Returning vendors can request to be placed in the same booth as the previous year. All other booth assignments will be made on a first come first served basis. Booth assignments won't be made until registration closes to ensure competitors aren’t placed next to one another.  

Room Reservations
For reservations and rates contact Riverhouse on the Deschutes, 3075 N. Business 97, Bend, Oregon 97701. Their phone number is 800-547-3928 or 541-389-3111. When calling to reserve a room, indicate you are with the Vendors for the Oregon State Sheriffs’ Association. 

If you are flying, make your reservations early to avoid the higher priced flights. 

Electricity, Internet Access & Other Needs
If you require electricity or have other special needs for in your booth, you will need to contact Becca at becca@oregonsheriffs.org to coordinate your needs.

Shipping Information
If you are shipping items to the conference, Riverhouse on the Deschutes Convention Center will only receive packages 3-4 days before the conference. 
Ship your items 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 “VENDOR - your company name", and to the attention of the representative who will be picking up the package. 

After the conference to ship your items back, complete your own shipping form and attach it to your package leaving your contact phone number visible in the event that your package is not picked up. Contact your carrier to pick up your package at the above address. 

The Convention Center will have designated areas for each shipping carrier on Wednesday from 12 - 3.

Publishing Exhibitor Information 
Exhibitor information may be published unless the Exhibitor notifies OSSA that their information is not to be published to Attendees, Exhibitors or the General Public. 

Displaying of Vehicles
There are limited spaces inside the lobby to display vehicles, once you've registered email Becca at becca@oregonsheriffs.org to request a spot. 
Vehicles displayed in the lobby area are not allowed to have studded tires and need a drip cloth underneath. 

Other vehicles, trailers or other similar large items may be displayed outside during the conference. Please contact Becca if you are bringing a vehicle to coordinate its placement to allow you maximum exposure during the conference. 

No Shows
If you don't show up to the conference you will be considered a "No Show". No refunds will be issued for no shows. 

Give-A-Ways & Raffles
Giveaways & Raffles of value are not permitted. The Sheriff's have asked that you make a donation to the Charity Auction in lieu of a giveaway or raffle. 

Vendors are welcome to have items of de minimis value (pens, lanyards, etc) at their booths for attendees. Vendors may collect business cards, contact information, etc from attendees. 

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

Liability and Insurance
Insofar as liability is concerned, vendor 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 vendors or those holding under the vendor, and further, vendor 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 vendor, its agents’ employees, and business invitees, which arises from or out of or by any reason of said vendor’s occupancy and use of exhibition premises or a part thereof, except such as shall arise directly from the acts of the Indemnitees. Insurance on each vendor shall be obtained at the vendor’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. 

PHONE: 503-364-4204, toll-free 800-624-4405