Exhibitor Rules

Statement of Liability

It is agreed that the Northwest Public Power Association, or its officers or trustees, shall not be liable for any loss or damage from any cause whatsoever to exhibit materials while in transit to or from your premises to the exhibit area or while on display in said exhibit area. It is also agreed that the Northwest Public Power Association, or its officers or trustees, shall not be liable for any personal injury that may be sustained by an exhibitor, employee, or visitor while in the exhibit area. You and your organization also agree to fully indemnify and save harmless the Northwest Public Power Association, its officers and trustees, against any and all claims, damages, liability, and suits at law, by reason of any personal injury sustained by any person whatsoever within the exhibit space allotted to the applicant, or by reason of the acts of the applicant or any of their agents, or servants or employees.

Payments and Cancellation Policy

Any exhibitor not paid in full within 30 days of receiving their invoice can be reassigned or canceled. Exhibitors shall have the right to cancel their exhibitor space in writing to NWPPA. If the canceled exhibit space is resold, NWPPA may grant refunds until February 28, 2026. No refund will be made after February 28, 2026, even if the space is resold. Under all circumstances, NWPPA retains the right to resell booth space canceled by an exhibitor.

Removal of Exhibits

To help ensure a vibrant, professional environment for utility attendees and fellow vendors, we’re implementing a new three-tiered policy beginning in 2025. Exhibitors who pack up early, leave before the show ends, or encourage attendees to leave the floor for outside events during trade show hours—without prior approval—may face the following consequences:

First Instance – Booth Selection Delay
Your booth registration for the following year will be temporarily delayed. Upon attempting to purchase a booth, the exhibitor may receive an error message to contact NWPPA staff to proceed; this may affect your preferred booth placement.

Second Instance – Penalty Fee Applied
A second consecutive violation will again result in delayed registration and will include a $400 fee to secure your booth.

Third Instance – One-Year Ineligibility
A third consecutive violation will result in a one-year ineligibility to exhibit at the NWPPA E&O Trade Show.

These updates are designed to support a stronger overall experience for everyone on the show floor—from utility attendees to neighboring exhibitors. Enforcement will be managed by NWPPA staff and the E&O Committee.

Space Allocation

In the interest of sponsoring a well-balanced show, NWPPA will allocate display space after giving consideration to preferences of all exhibitors. NWPPA reserves the right to decline any application entirely, grant less space than requested, or place exhibitors in the trade show as necessary regardless of their preferences.

Reassignment of Exhibit Space

Exhibit space is sold for the exclusive use of the organization purchasing the space. The purchasing company may not allow its subsidiaries or affiliated companies (i.e., manufacturer represented by a local firm) to occupy the exhibit space. Under no circumstances may exhibit space be resold, given, provided, or transferred by an exhibitor to a non-subsidiary or affiliate without specific written permission from NWPPA. Exhibitors not receiving such written permission from NWPPA will be charged a fee of 100% of the rental booth space for the booth, in addition to the original cost of the booth.

Security

In-house security for exhibits is provided by NWPPA during closed hours, but neither the management of the Oregon Convention Center, NWPPA, the conference decorator, nor their agents will be responsible for any personal injury to the exhibitor or the exhibitor’s agent or the safety of exhibitors against theft or damage by fire, accidents, or other causes. Security service is limited to the perimeter. It is intended to limit and control access to the room but cannot monitor all areas of the floor at all times. All property of the exhibitor shall be deemed to remain under the exhibitor’s custody and control in storage, in transit to or from, and within the confines of the exhibit hall even though it may at any time be under the temporary control or direction of NWPPA or its service contractors.

Amendments

NWPPA may at any time amend these terms, conditions, and documents, included herein by references, and each exhibitor shall be bound thereby. NWPPA, through its representatives, shall have full power in the interpretation and enforcement of all rules contained herein, and the power to make such amendments thereto and such further Rules and Regulations as they shall consider necessary for the proper conduct of this conference.