The following Terms and Conditions apply to WASWUG Exhibitors and Sponsors. As a registered Exhibitor or Sponsor of WASWUG, you agree to these Terms and Conditions.
NAME BADGE
WASWUG name badges and the provided lanyard must be worn at all times by attendees, exhibitors, sponsors, and event staff during the conference. Name badges may be picked up only by the attendee, exhibitor, sponsor, or event staff as a requirement of the check-in process. For security reasons, you will need to show your ID to pick up your badge. Sharing badges is not permitted. Access to the conference facilities will not be granted to those without proper credentials.
A WASWUG conference badge allows an attendee entry to the overall conference but cannot guarantee admission to every session or meeting area, which is subject to venue capacity and other requirements (such as the additional fee required to attend a Pre-conference workshop).
To maintain a professional and productive environment, it is essential to ensure that our conference areas are reserved solely for conference-related activities. Family members and children are therefore not permitted in conference breakout rooms, general sessions, or other conference spaces.
Animals are not permitted in the conference venue with the exception of certified service animals. This policy is designed to accommodate individuals with special needs while maintaining a suitable environment for all participants.
PAYMENT
Payments accepted by VISA or MasterCard only. If you require another payment method, contact the WSIPC Account Manager prior to completing registration. Exhibitors or Sponsors with an "unpaid" status on February 7, 2025 will not be listed in the Program Guide, on the conference mobile app, or on the Attendee Hub platform.
CANCELLATION BY EXHIBITOR OR SPONSOR
If you are unable to participate in WASWUG, refunds will be honored for cancellations received via email, fax, or mail by February 7, 2025. Any refund due will be processed back to the original payment method, less the required 50% administrative processing fee of the total invoiced amount. No refunds will be offered after February 7, 2025. Contact WSIPC with questions.
SUBSTITUTIONS
In lieu of cancellation, substitutions for exhibit booth representatives will be accepted until 5pm on Thursday, March 6, 2025. Any participant who has replaced a previously registered exhibitor will receive a Registration Confirmation email that includes a link to the WASWUG 2025 Exhibitor Terms & Conditions. Reviewing and agreeing to this information is a requirement of participation in the event.
CANCELLATION BY WSIPC
WSIPC reserves the right to cancel any and all Exhibitor/Sponsor participation or to terminate the Exhibiting/Sponsoring Company’s participation in all or part of the Conference Events for any reason at any time upon written notice to the Exhibiting/Sponsoring Company. Upon WSIPC’s cancellation, there shall be a refund of the Fees paid by the Exhibitor’s or Sponsor’s Company under these Terms and Conditions for the Events in which the Exhibitor’s or Sponsor’s Company is unable to participate due to such cancellation. WSIPC will issue a refund upon approval of expenses, Net 30.
FORCE MAJEURE
WSIPC shall not be liable for delays or any failure to perform, due to events beyond its reasonable control. Such delays include but are not limited to, acts of God; governmental actions, acts, orders, or regulation; pandemic; fire; explosion; flood, hurricanes, earthquakes, or other natural catastrophe; strikes or labor difficulties. Any such excuse for delay shall last only as long as the event remains beyond the reasonable control of the delayed party. WSIPC has the right to postpone, reschedule, or cancel the event. WSIPC will notify the Exhibitor or Sponsor promptly upon the occurrence of any such event.
In the event that WASWUG cannot be held or is postponed due to events beyond the control of WSIPC, Exhibitor’s or Sponsor’s damages shall be limited to the costs of the reserved space paid to WSIPC. In no event shall WSIPC be liable to the Exhibitor or Sponsor for any damages, costs, or other losses incurred.
STAFFING
Registration for two exhibit booth staff is included in the cost of the booth. These two booth representatives must be the same pre-registered individuals throughout the course of the conference. Additional booth staff registrations are subject to approval by WSIPC and will incur a fee of $150.00 per representative.
EXHIBITOR HOURS
WSIPC shall determine the exhibit hours during which the show will be open to the public each day.
EXHIBITOR MERCHANDISE
On-site selling of merchandise is permitted only when approved by WSIPC and is conducted in a professional manner.
- All selling of Exhibitor’s merchandise is restricted to the space assigned to each Exhibitor.
- WSIPC reserves the right to restrict or halt sales activities that it, in its sole discretion, deems inappropriate or unprofessional.
- Exhibitors are solely responsible for complying fully with WA State business license and sales and use tax regulations.
- Exhibitors are solely responsible for complying fully with all applicable local, state, and federal laws.
Exhibitor agrees to protect, save, and hold WSIPC harmless for any damages or charges imposed for violation of any law or ordinance, resulting in the sale of any merchandise by the Exhibitor and save, and hold harmless the Indemnitees against and from any and all losses, costs, damage, by use of the exhibition premises, or any part thereof. It is further agreed that all merchandise brought by the Exhibitor is the responsibility of the Exhibitor and that WSIPC hereby disclaims all responsibility for these articles.
MERCHANDISE REMOVAL
No exhibits, part of an exhibit, or merchandise may be removed from the building(s) until 9:30am on Tuesday, March 11, 2025, without written permission from WSIPC. Early removal may result in a $100.00 charge.
DISPLAYS
No signs, partitions, apparatus, shelving, etc., may extend more than 10 feet above the floor along the rear of an exhibit without permission from WSIPC.
AISLES
The aisles, passageways, and overhead spaces remain under the control of WSIPC, and no signs, decorations, banners, advertising matter, or exhibits will be permitted in those areas except by permission of WSIPC. All exhibits and personnel must remain within the confines of their own spaces and no Exhibitor will be permitted to erect signs or display products obstructing the view or displays of other Exhibitors.
SPACE
The contracted space is to be used solely by the Exhibitor whose name appears on the contract and no portion can be sublet or assigned. If the Exhibitor has a business partner that they would like to share the space with they need to receive written approval from WSIPC. The Exhibitor shall forfeit their right to the space, all prepaid space costs and upon demand pay any balance owing to WSIPC if they fail to occupy or use the space or to have the exhibit completed and in place by the designated day/time. If the Exhibitor forfeits the space, WSIPC may re-let the space without liability. This agreement does not reserve for, nor guarantee any space, a specific area or space priority, right of first refusal or any other manner of participation in any future show.
RESTRICTIONS
WSIPC reserves the right to restrict or remove exhibits that have been falsely entered, violate this agreement, or are deemed by WSIPC, in its sole discretion, as unsuitable or objectionable. Exhibits deemed unsuitable or objectionable must be removed if the conditions are not immediately corrected after one verbal warning. Unsuitable and objectionable exhibits include, but are not limited to, noise, public address systems, persons, animals, conduct, printed matter, odors, food, or anything objectionable to WSIPC or the general public. Exhibitors who have an exhibit removed under this paragraph shall not qualify for a refund. No helium-inflated balloon may be distributed or sold. Food product giveaways must be no larger than bite-size and must be individually wrapped.
COMPLIANCE
All exhibits must comply with all city, state, and federal laws, ordinances, regulations, and fire marshal instructions. Any and all city, state, or federal licenses, inspections, or permits required by law of any exhibitor in the installation or operation of their display shall be obtained by the Exhibitor at their own expense prior to the opening of the show. Exhibitors must have in their possession at the show any licenses or permits required by the city or the state.
INSURANCE REQUIREMENTS
Exhibitor agrees to secure and maintain in full force and effect for the duration of this event including setup and tear down, policies of insurance, and in the minimum amount stated below:
Upon WSIPC’s request, Exhibitor shall provide WSIPC with certificates of insurance evidencing all of the above coverage, including all special requirements specifically noted above, if any, and shall provide WSIPC with certificates of insurance evidencing renewal or substitution of such insurance thirty (30) days prior to the effective date of such renewal or substitution.
LIABILITY OF EXHIBITOR
The Exhibitor is entirely responsible for the space they occupy and shall not injure, mar, or deface the premises. The Exhibitor shall not drive nor permit to be driven, any pins, nails, hooks, tacks, or screws in any part of the building(s). Furthermore, Exhibitor shall not affix to the walls or windows of the building(s) any advertisements, signs, etc., or use adhesive type material on painted surfaces. The Exhibitor agrees to reimburse WSIPC for any loss or damage occurring to the premises or equipment.
LIABILITY OF MANAGEMENT
In the event that the show is cancelled, delayed, interrupted, or not held as scheduled for any reason, Exhibitor's damages shall be limited to the cost of the reserved space paid to WSIPC and in no event shall WSIPC be liable for damages or expenses in excess of the cost of the reserved space paid to WSIPC. In the event of any breach of contract other than cancellation, delay, interruption, or show not held as scheduled, Exhibitor's damages shall be limited to the cost for the reserved space paid to WSIPC.
ACCEPTABLE USE AND CONDUCT
It is WSIPC’s policy that all employees, volunteers, attendees, exhibitors, sponsors, and any other participants are entitled to respectful treatment. Any form of abusive and unwanted communication; bullying; discrimination; or harassment, sexual or otherwise; is unacceptable and will not be tolerated. This policy applies to all aspects of the WASWUG event, both in person and on the Attendee Hub platform and app.
Unauthorized spamming or solicitation, with exception of personal, one-on-one communications through the WASWUG Attendee Hub platform or app, are prohibited. Exhibitors or Sponsors may be provided contact information for attendees who attend their session or watch the recording of the session. This contact information is for session follow-up communication only and may not be sold or transferred to any other party. Any requests by an attendee for removal from communication must be strictly followed. If WSIPC determines that an Exhibitor or Sponsor is using attendee contact information for unauthorized use, the Exhibitor or Sponsor will be removed from future event participation. Attendees will have the option to opt-out of sharing their contact information with Exhibitors/Sponsors. While WSIPC cannot guarantee a safe space, it is committed to providing a harassment- and discrimination-free experience for everyone at our events, an experience that embraces the richness of diversity where participants may exchange ideas, learn, network, and socialize in the company of colleagues in an environment of mutual respect.
REPORTING CONCERNS
To maintain a secure environment, exhibitors are encouraged to report any incident or concerns you may have.
In case of Emergency, call the Hotel, then dial 911 (if necessary). Dial 55 (Hyatt)from any house phone for assistance. The onsite conference contact phone number is: (206) 227-0669.
Submissions are confidential and will be handled with the utmost seriousness.
The Exhibitor or Sponsor likewise acknowledges that if they engage in prohibited behavior or violate these access and use restrictions, WSIPC reserves the right to take any action WSIPC deems appropriate, including immediately revoking access privileges to the WASWUG Event, without warning or refund.
ACCESS TO ATTENDEE HUB
Attendee Hub is the platform used after the conference to provide access to any recorded sessions. Each registered Exhibitor or Sponsor Representative must have a unique email address that identifies them as a registered Exhibitor/Sponsor Representative, and access is limited to that Representative only. URLs associated with an Exhibitor/Sponsor Representative registration cannot be shared with others.
CONTENT
The Exhibitor or Sponsor understands that some conference events may contain adult language and/or discuss mature themes. This content may not be suitable for all participants. The views and opinions expressed at the conference may not necessarily reflect the views of WSIPC staff, the WSIPC Board of Directors, or WSIPC Cooperative members. WSIPC reserves the right to modify the program, which is published as an indication only. Any recorded content is current for WASWUG 2025. If you are accessing this material after March 11, 2025, the software and instructions may have changed.
PUBLICITY AND IDENTIFICATION
The Exhibitor or Sponsor shall not release for publication any content, document, report, or other material of any nature produced at WASWUG without the prior written approval of WSIPC. The Exhibitor or Sponsor shall not, without WSIPC’s prior written consent, make use of any trade name, trademark, service mark, insignia, or logo of WSIPC.
UNAUTHORIZED DISTRIBUTION OF MATERIALS AND CONDITIONS OF ATTENDANCE
Pursuant to WAC 292-110-010, unauthorized solicitation that promotes the interests of an outside individual, group, or organization, by a participant at any WSIPC-sponsored WASWUG conference, may result in revocation of the credentials that allow that individual’s participation at future WSIPC-sponsored WASWUG events.
USE OF MULTIMEDIA
Professional photographs, audio, and video will be captured during the conference. Exhibitors and Sponsors hereby grant WSIPC and its representatives, permission to photograph and/or record them while participating in the conference, and to distribute (both now and in the future) the Exhibitor’s or Sponsor's image and/or voice in photographs, videotapes, electronic reproductions, audiotapes of such events and activities, and written comments in surveys.
WSIPC leverages social media to post real-time WASWUG photos and videos to its social media feeds and displays select submissions from those feeds on screens throughout the WASWUG website/app. Exhibitors and Sponsors are encouraged to capture their conference experiences in the permitted areas of the conference platform and to post their own social content from WASWUG (text, photos, audio, video, streaming, etc.), provided it does not defame other Attendees, Exhibitors or Sponsors, or infringe on copyrighted WSIPC branding and content. WSIPC will determine, in its sole discretion, which posted content will be displayed on the screens at WASWUG.
By participating in WASWUG, you acknowledge, grant permission, and agree as follows: (a) WSIPC may edit and use the footage it captures at WASWUG for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business, and (b) WSIPC disclaims all liability for the capture of your image by Attendees in any multimedia format at the conference.
PERSONAL DATA
The protection of your data and the observance of your right of informational self-determination about the collection, processing, and use of your personal data are important to WSIPC. WSIPC, or a third party designated by WSIPC, will collect and store all personal data for the preparation and execution of the WSIPC Event. In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history, and correspondence will be stored for the period prescribed by law. Your data will not be sold to third parties without your express permission.
INDEMNITY
To the extent permitted by law, the Exhibitor or Sponsor agrees to protect, indemnify, defend, and hold harmless WSIPC, and their respective employees, officers, directors, and agents, against all claims; losses, or damages to persons or property; governmental charges or fines; and costs (including reasonable attorney's fees) arising out of or connected to the actions or failure to act in accordance with the Terms and Conditions by the Exhibitor or Sponsor, its employees, officers, directors, or agents, except those claims arising out of the other party's gross negligence or willful misconduct.
If there is a determination that any part of these Terms and Conditions is ineffective or impracticable, then the validity of the remaining Terms and Conditions shall not in any way be affected or impaired.
*Acceptance of these Terms and Conditions will be required during the registration process.