GENERAL INFORMATION AND RULES

ALL VENDORS: 
You must agree to these Rules and Regulations to be able to participate in the 2018 OSSA 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 3rd between the hours of 9:00 am and 4:00 pm. The trade show opens Monday evening, December 3rd, with a Welcoming Reception starting at 5:30 pm in the Vendor Hall. Vendor tear down will occur on Wednesday, December 5th. We ask that all displays remain up until lunch on Wednesday the 5th, but need to be torn down and the area cleared out by 3:00 pm. 

Booths
Booths are 8x10 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 $495. Non Member booth fee is $545. Non-Profit table fee is $150.
Each booth/table includes registration for one (1) vendor representative. Registration includes lunch and all beverage breaks for Monday, Tuesday and Wednesday, (December 3rd thru 5th, 2018), and name badge and lanyard for one (1) vendor representative.
You can register additional representatives for $125 per representative.
Attendance to the Annual Banquet & Awards Dinner is not included in your registration. If you would like to attend it is $50 per person.
Registration opens April 16, 2017 and will close November 16, 2017. Registration must be paid in full in order to be assigned to a booth.


Payments & Refunds
See registration and deadline section regarding costs. Booth cancellation must be submitted in writing prior to November 26, 2018 in order to receive a refund. Cancellations after this time will not be issued a refund.

Space Allocation
Returning vendors will be placed in last year’s booth location unless otherwise requested. All other booth assignments will be made a week prior to the conference 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. Their shipping address is: Riverhouse on the Deschutes Convention Center, 2850 NW Rippling River Court, Bend, OR 97701. Please DO NOT send packages to the Hotel. Packages should be clearly marked “VENDOR” with your company name, and to the attention of the vendor who will be picking up the package. If you wish to ship items after the conference, complete your own shipping form and attach 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 General Public.

Displaying of Vehicles
Vehicles, trailers or other similar large items may be displayed during the conference in the adjacent gravel or hotel parking lot. Contact the Oregon State Sheriffs’ Association if you are bringing a vehicle to coordinate its placement to allow you maximum exposure during the conference. Vehicles displayed in the lobby area are not allowed to have studded tires and need a drip cloth underneath.

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 of value & Raffles are not permitted. We ask 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 are welcome to 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