Rules & Regulations
2008 Dates
Dates: August 21-23 (Thursday through Saturday)
Hours: 12:00 noon to 6:00 p.m. daily
Location: Oregon Convention Center, Portland, Oregon
Information: Call 800-342-6401 or 503-682-5089; Fax 503-682-5099
The Farwest Show strives to provide each exhibitor with a qualified buying audience and a positive exhibition experience. A full-time professional Farwest Show staff has created a strategic marketing plan designed to reach horticultural buyers of plants, products and services throughout North America.
The Farwest Show is produced by the Oregon Association of Nurseries. Its administrative offices are located at 29751 SW Town Center Loop W, Wilsonville, Oregon 97070.
Decorator/Drayage
The official Farwest Show decorator and drayage company is:
DWA Trade Show & Exposition Services
3720 NW Yeon Ave.
Portland, OR 97210
Phone 503-228-6800
Fax 503-595-1480
www.dwatradeshow.com
All questions regarding rental of equipment, shipment of freight to the show or special services required may be directed to this company.
Booth Rental Includes:
- 10' x 10' exhibit space.
- 8' high backdrop (not included with island booth).
- 3' side rails of flame retardant material (not included with island booth).
- One-line company identification sign, to include firm name and booth number.
- Fork lift service provided during move-in/out (please note - this service is free with your personal vehicle only. If you use a common carrier service, you will be charged for drayage service by DWA).
- Water/Ice for plant material.
- Name badges for exhibitors.
Extra Services
You will receive a mailing from DWA Trade Show & Exposition Services outlining all special services available. If you need electrical outlets/hook-ups, tables, chairs, booth cleaning or other special arrangements, make note of this on the decorator's checklist. All services not noted under BOOTH RENTAL INCLUDES are an additional cost on a rental basis. You will be able to order your material from DWA online at www.dwatradeshow.com.
Children During Move-In/Move-Out
Heavy equipment and machinery is prevalent on the show floor during move-in and move-out of the Farwest Show, and safety is a major concern of the Oregon Association of Nurseries. No children under the age of 11 will be allowed on the show floor during move-in and move-out hours, and all children between the ages of 12 and 15 will be required to be accompanied by an adult at all times. We appreciate the burden this may create for many of our exhibitors who have family-owned businesses, but safety concerns for all individuals on the show floor will require that we strictly enforce this regulation.
Move-In/Move-Out Logistics
Move-in will be conducted in phases, with each exhibitor being assigned a block of time between Monday, August 18, and Wednesday, August 20. To create an efficient move-in, each exhibitor will be designated a morning or afternoon move-in pass for their assigned move-in day. Move-in times will be assigned based on size and complexity of the exhibitor's display and location in the exhibit hall. Exhibitors who miss their assigned move-in time will lose their priority for availability to the loading dock and roll-up doors and may experience longer wait times. Exhibitors who will need loading dock space or forklift or pallet jack access will be required to check in at a Marshaling Yard located at Portland Meadows. » Map & directions to Portland Meadows...
All move-in must be completed by 8:00 p.m. on Wednesday, August 20 unless approved by the Farwest Show Director in advance. Booths not installed by 8:00 p.m. on Wednesday may be subject to resale. Move-out will not be permitted until 6 p.m. on closing day. Any exhibitor removing or dismantling exhibit display prior to 6 p.m. on closing day may be denied space in future Farwest Shows. Show management does its best to attract audiences for the exhibitor and expects to present a full show to all visitors during all scheduled hours of the show. This is the same reason we require somebody in your booth at all times during the show. Move-out will continue until 10:00 p.m. on Saturday and from 8:00 a.m. until 3:00 p.m. on Sunday, August 24. Trucks that will need access to the loading dock will be required to check in at the Marshaling Yard. Before entrance to the loading dock is allowed, all material must be palletized and ready to load.
Sales Limitations
The Farwest Show is a closed industry trade show. Direct, individualized sale of items that are taken from any exhibit booth prior to the close of the show is prohibited. This rule is necessary in order to provide all exhibitors balanced security, and to help ensure against theft of plant material and supplies. Items may be sold directly from the booth but may not be removed from the booth and/or exhibit hall until 6 p.m. on closing day (See Security).
Space Assignment
Any exhibiting firm occupying booth space in the Farwest Show is given first choice on that location for the subsequent year's show. Exhibitors desiring to upgrade their booth location(s) may request a location change by contacting the Farwest Show office in writing during the course of the year. While upgrading opportunities are limited, preference will be given to those desiring upgraded locations by exhibitor priority status, in order of receipt. » Download a booth expansion/relocation form (PDF).
An exhibit space "Wait List" is maintained by the Farwest Show. Your name will remain on the list until your place in order is reached or you request us to remove your name. Click here to complete an online wait list form. The "Wait List" for future Farwest Shows will be established in order based on the time that space request is received. The Farwest Show reserves the right to establish a formula for space allocation of "green goods" and "service/supply" exhibitors on the "wait list" in an effort to maintain a balanced show.
Exhibit space is owned solely by the Oregon Association of Nurseries and ownership is non-transferable.
2009 Booth Prices
Exhibitors signing an exhibit contract and paying for booth space for the 2009 Farwest Show will be given a 10% discount if paid IN FULL by cash, check or by Visa / MasterCard prior to the close of the 2008 show. 2009 exhibit space contracts will be available in the show office during the 2008 show.
Payments/Cancellations
The schedule of payments due for the 2008 Farwest Show booth space is as follows:
- First half of total amount due November 1, 2007.
- Second half due May 1, 2008.
Booth space of exhibitors failing to make full payment by May 1, 2008, may be considered vacant and subject to re-sale. New exhibitors entering the show after May 1 may make tentative reservations on available space for a period of fourteen (14) days, upon which time payment in full is due for final booth space confirmation. 2008 contracts cancelled prior to November 1, 2007, will be assessed a $25.00 handling fee; contracts cancelled after November 1, 2007, but prior to May 1, 2008, will be assessed a $100.00 handling fee; contracts cancelled after May 1, 2008, but prior to August 1, 2008, will be assessed a penalty equal to one-half of the exhibit space fee. No refunds will be given for the 2008 exhibit space contracts cancelled after August 1, 2008.
Sub-Leasing
No exhibitor may assign, sublet or apportion the whole or any part of the booth space assigned, nor permit any other party to exhibit therein, nor distribute any promotional or advertising materials in the assigned space other than those manufactured, grown or sold by exhibitor in the normal course of his/her business. Penalty for violation may be loss of exhibit space.
Exhibitor's Solicitations
Exhibitors must limit their activities to within the confines of the assigned booth space. Exhibitor activities must be conducted in a manner consistent with the non-interference of activities legitimately exercised by other exhibitors. The distribution of exhibitor's product, catalogs, pamphlets, printed material, souvenirs, etc., must remain within the confined area of the assigned booth space, and at no time should protrude, for any distance, into the exhibit hall aisles. No exhibitor's promotional activities will be permitted outside the confines of the assigned exhibit booth, except in such cases as approved by Show Management.
Non-Exhibitor Selling In Aisles
Show Management makes every effort to protect against unauthorized selling within the show exhibit area by individuals not booking space. The Farwest Show requests any individual attempting to sell or market in the aisle, or other areas of the Convention Center, be reported. These individuals are taking advantage of exhibitors who pay for their space and abide by show rules.
Character Of Exhibits
The Farwest Show retains the right to restrict exhibits to products and services of interest to and related to the nursery and horticultural trade. The management also reserves the right to restrict exhibits which, because of noise, method of operation, materials, or for any reason are deemed to be objectionable, and also to prohibit or evict any exhibit which, in the opinion of the management, may detract from the general character of the Farwest Show. This reservation includes persons, things, conduct, printed matter, or anything of a character which the management determines objectionable. In the event of such restriction or eviction, the Farwest Show is not liable for any refunds for rentals or other exhibit expense.
It is also required that each exhibit space have somebody attending the booth at all times. Exhibitors who fail to manage their booth may not be allowed to exhibit in future shows.
Display Configuration
Exhibit height in excess of three feet must be confined to the rear five feet of each booth. The five-foot set-back rule will be enforced. The Farwest Show will strictly enforce this rule, and any violation must be immediately corrected or loss of booth space may result. No signs, partitions, apparatus, shelving, display material, etc., may extend beyond eight feet above the exhibit space floor. Show management requires a written variance for any portion of your exhibit which extends beyond the eight-foot limit.
Island exhibits do allow for structures to be built up to 12'. In addition, all ISLAND BOOTHS can have signage as high as 12'. If the booth faces a series of 10' x 10' booths that are not island booths, then a 3' high restriction is in place for the first 3' of your booth. This requires that you only have "see-through" type material above the 3'. Booth sides that face another island booth or a wall can utilize the 12' height restriction to the edge of the booth. The diagram shown on page 10 will better demonstrate these regulations as they pertain to the island booths.
A request for a variance from the Farwest Show must be submitted no later than August 1, 2008, and will be approved only in the case where the extended height serves as an integral part of the display. Variances are not required for plant material that extends beyond eight feet. However, exhibitors may not use plant material which adversely impacts a neighboring exhibitor. Show Management reserves the right of final decision in determining the importance of the display material exceeding standard show rules and regulations.
Special Equipment Restrictions
The operation of oil, alcohol or gasoline engines is prohibited during show hours and all such engines must be free of all such fuels and fuel tank caps must be taped closed while on display in the exhibit area. In addition, all battery cables must be disconnected during exhibition of vehicles and cable ends must be taped to meet fire department regulations.
Audio-visual equipment is limited in its operation to sales demonstrations only and shall not be used for showings designed to attract or entertain visitors. All audio visual equipment shall be in accordance with the requirements of the fire prevention authorities and in harmony with any agreements entered into by the Farwest Show, the Oregon Convention Center and applicable labor unions. The use of loud speakers and public address equipment by exhibitors is absolutely prohibited. Exhibits which include the operation of musical instruments, radios or any noise-making equipment must be conducted or arranged so that the noise resulting from the demonstrations will not disturb adjacent exhibitors. All plans for installation and operation of special sound equipment must be approved by the Farwest Show prior to installation.
The Farwest Show does not have a performing rights license issued by ASCAP, thus, the performance or use of copyrighted music, whether live, tapes, CDs, videos, etc., is prohibited. Exhibitors are responsible for any action taken by ASCAP or other such organization. Failure to observe this rule may be grounds for removal from the Show.
Hazardous Materials
No exhibitor will be allowed to bring any hazardous material into the exhibit hall for any purpose during hours of move-in, show hours or move-out. The Farwest Show requires the use of empty display containers that have never been filled with hazardous materials. This rule will be strictly enforced. Hazardous materials are defined as follows:
- Any material packaged in a container that has the words "danger", "warning" or "poison" on it, accompanied by a phrase such as, but not limited to, "do not get on skin," "do not get in eyes," "do not breathe dust;"
- Live aerosol spray cans.
Rules and regulations set forth by the Portland Fire Bureau covering hazardous materials must be followed, or exhibits are subject to removal from the show.
Pets
With the exception of guide dogs, no animals or pets are permitted in exhibit hall or booths at any time without show management approval. It is also forbidden to house animals in automobiles or trucks parked on Convention Center property.
Security
The Farwest Show will attempt to provide adequate security service for the exhibit area during show hours as well as when the show is closed. As further protection, the Farwest Show encourages each exhibitor to have at least one employee in the booth during move-in and move-out hours. The ultimate responsibility of security lies with the exhibitor at all times and the Farwest Show shall not be held liable for the loss or theft of any or all items from an exhibit booth at any time.
Exhibitors are encouraged to secure and insure valuable items, including but not limited to televisions, VCRs, computers, small equipment and tools, and remove such items immediately upon the close of the show. Please note, during move-in and move-out hours it is impossible to assure total protection of exhibits and items within them. Exhibitors can assist the Farwest Show by securing items of value during these hours.
Exhibitors Credentials
In keeping with our efforts to provide exhibitors and show visitors with the best possible security, it is important that all exhibitors and guests wear, in clear view at all times, the appropriate name badges. Non-exhibitors will not be permitted in the exhibit halls other than during posted show hours. Exhibitors found distributing "exhibitor" passes to show guests may be denied exhibit space in future shows. Exhibitor badges are for exhibitors, show management and staff only; associates, clients and family members of exhibitors will be provided credentials upon request, but these should be designated other than "exhibitor." Remember, rules covering registration and security are for the protection and benefit of Farwest Show exhibitors.
Non-Compliance To Rules And Regulations
Each exhibitor, for himself/herself and his or her employees, substitutes or agents, agrees to abide by the rules and regulations given herein and by subsequent amendments and additions, considered by the Farwest Show to be in the best interest of all exhibitors. Upon non-compliance with the established rules, the Farwest Show reserves the right to prohibit, reject or eject any exhibitor, exhibitor's representative, exhibit (in whole or part) or visitor, with or without giving cause. In the event of restriction or eviction, the Farwest Show is not liable for any refunds on rentals or other exhibit expenses.
Amendments To Rules
These rules, regulations and conditions and the exhibitor's space agreements have been drawn for the purpose and intention of providing a well-balanced, regulated, attractive and successful exposition. Any and all matters, or questions not specifically covered by the preceding rules and regulations or the Exhibit Space Contract, shall be subject solely to the decision of the Farwest Show. The Farwest Show shall have full power to so interpret the rules and regulations, or make such judgments, as may appear to be for the best interests of the Farwest Show and the Oregon Association of Nurseries, and any and all amendments of the foregoing rules, regulations and conditions shall bind the exhibitors.
Limitation Of Liability
It is expressly understood and agreed, and the exhibitor agrees by accepting these rules and regulations, and by signing the Exhibit Space Contract, that he/she will make no claim of any kind against the Farwest Show, the Oregon Association of Nurseries, its members, employees or agents for any loss, damage or destruction of goods, nor for any injury or death that may occur to himself or his employees, associates, aides or guests while on the show grounds, nor for any damage of any nature or character whatsoever.
Rules and regulations contained above are considered to be in addition to rules and regulations printed on the Farwest Show Exhibit Space Contract. Signing of the exhibitor's contract accepts the conditions and limits listed above.
