Exhibitor Terms & Conditions

  1. WHEN CONTRACT IS EFFECTIVE
  2. NWHE TERMS & EXHIBITORS SHOW INFORMATION GOVERN
  3. USE OF SPACE; EXHIBIT HOURS
  4. PRODUCT AUTHENTICITY & MFG. RESTRICTIONS
  5. Organizational Scope Compliance
  6. BOOTH CONSTRUCTION, AESTHETIC STANDARDS & INSPECTIONS
  7. FLOOR ADHESIVES & TAPE POLICY
  8. DRESS CODE & PROFESSIONAL APPEARANCE
  9. SHIPPING & REMOVAL OF EXHIBITS
  10. PROHIBITION OF LIVE ANIMALS, ENCLOSURES & LIQUID DISPLAYS
  11. COMPLIANCE WITH LAWS & FIRE REGULATIONS
  12. PROPERTY DAMAGE; NO RUNNING OF ENGINES
  13. DELIVERY; MERCHANDISE REMOVAL
  14. AISLES & DISPLAYS
  15. UTILITY INSTALLATIONS
  16. ALCOHOLIC BEVERAGES
  17. RETAIL SALES & LOCAL TAX COMPLIANCE
  18. BOOTH BOUNDARIES, NO-SOLICITATION & STAFF POACHING POLICY
  19. PHOTOGRAPHY & MEDIA RIGHTS
  20. REASSIGNMENT OF SPACE; NO RESERVATION OR GUARANTEE
  21. RIGHT TO REQUIRE REMOVAL
  22. CANCELLATION OF CONTRACT ON BREACH OR BY EXHIBITOR
  23. LIABILITY OF NWHE ON OTHER CANCELLATION
  24. WAIVER OF LIABILITY & INSURANCE
  25. INDEMNIFICATION (HOLD HARMLESS)

WHEN CONTRACT IS EFFECTIVE

There is an effective agreement between the parties only when the acknowledgment copy of this Exhibitor Booth Contract (this “Contract”) is signed by Exhibitor, returned to NWHE and signed by NW Hunt Expo (NWHE), and the paid booth deposit (50% of total booth fee). NWHE is under no obligation whatsoever until the signed acknowledgment copy and booth deposit is accepted by NWHE. Final booth payments are due by January 1, 2027. NWHE reserves the right to reject applications with or without cause if in the best interests of the Event.

NWHE TERMS & EXHIBITORS SHOW INFORMATION GOVERN

Only the terms and conditions stated in this Contract are binding on NWHE, and acceptance of this Contract is expressly limited to these terms and conditions, which include the Exhibitor Show Information, as established in writing for all exhibitors by NWHE, and which is incorporated into and made a part of this Contract. Exhibitor will conclusively be deemed to have accepted all of the foregoing terms and conditions as the final, complete, and exclusive statement of the terms and conditions of the transaction described in this Contract. No additional or different terms or conditions are or will be accepted by NWHE or obligate NWHE unless signed by NWHE’s authorized representative. Any and all additional or different terms and conditions not so agreed to by NWHE are not, and will not be deemed to be, accepted.

USE OF SPACE; EXHIBIT HOURS

The contracted space is to be used solely by Exhibitor for the products, services, manufacturers, and brands identified in writing in this Contract. No portion can be sublet or reassigned. Exhibitor shall forfeit all rights to the space, all prepaid space costs, and upon demand will pay any balance owing to NWHE, if Exhibitor fails to occupy or use the space as specified and required herein, or fails to have the exhibit completed by the designated event setup deadline.

PRODUCT AUTHENTICITY & MFG. RESTRICTIONS

Exhibitors registering as manufacturers are strictly permitted to display, promote, and sell only products that they directly manufacture, design, or brand under their own corporate identity. The exhibition, sale, or distribution of third-party products, wholesale goods from secondary sources, or competitive brands not owned by the contracting Exhibitor is strictly prohibited. Show Management reserves the right to audit booth inventory at any time during the Event. Any unauthorized third-party merchandise must be removed immediately upon request, and continued non-compliance may result in booth closure without a refund.

Organizational Scope Compliance

Participating conservation groups must restrict all onsite activities, presentations, and promotional materials to the specific mission and legal scope of their respective organizations. Side campaigns or unauthorized advocacy outside of your group's stated purpose are strictly prohibited.

BOOTH CONSTRUCTION, AESTHETIC STANDARDS & INSPECTIONS

All exhibit booths and displays shall be professionally designed and constructed, adhering to high standards of quality, safety, and aesthetic appeal. All booth designs must complement the overall professional image of the NW Hunt Expo and align with the guidelines outlined in the Show Terms & Conditions. To maintain this professional environment, all tables within the exhibit area must feature full fabric draping, and no raw or visible plywood may be exposed on any part of the display.

Additionally, no exposed cords, wires, or cables are permitted within or around the exhibit space. All electrical, lighting, and AV cords must be bundled, safely routed, and secured neatly out of public view to maintain clean sightlines and prevent tripping hazards.

All exhibit spaces are subject to mandatory inspection by NWHE management prior to the official opening of the Event. NWHE reserves the right to demand immediate modifications to any display that does not strictly comply with these rules. If an Exhibitor fails or refuses to correct the deficiencies to the satisfaction of Show Management, NWHE reserves the right to revoke booth access and require the Exhibitor to vacate the premises immediately. In the event of such removal, all prepaid booth fees and deposits shall be completely forfeited.

FLOOR ADHESIVES & TAPE POLICY

To protect the venue’s surfaces, the use of duct tape is strictly prohibited on the expo floor. Exhibitors must use professional-grade gaffer’s tape to secure booth carpets, cables, and displays. Gaff tape prevents floor damage and leaves no sticky, hard-to-clean residue. Exhibitor shall be billed for any floor restoration, cleaning fees, or surface damage resulting from the use of duct tape or other unapproved adhesives.

DRESS CODE & PROFESSIONAL APPEARANCE

To maintain the high professional standards of the NW Fish Expo, all exhibitors, booth staff, and representatives must dress in professional attire (such as business casual or company-branded apparel) during all show hours. Clothing that is overly casual, provocative, or contains offensive graphics or language is strictly prohibited. The Event Management team reserves the right to request that any staff member change their attire or leave the exhibit floor if their appearance does not align with the professional image of the exposition.

SHIPPING & REMOVAL OF EXHIBITS

All shipments of Exhibitor’s exhibits and merchandise must be PREPAID. No exhibits, part of an exhibit, or merchandise may be removed from the Building(s) until the end of Show’s closing day without a Removal Contract signed by NWHE.

Because the Event concludes on a Saturday, under no circumstances may outbound shipments or freight be left behind on the expo floor or loading docks for later pickup.

All drop shipments, carrier scheduling, and material handling must be coordinated and executed directly through the official Event Contractor prior to the mandatory venue clear-out deadline. NWHE assumes no responsibility for abandoned property, and any items left behind will be disposed of or forced shipped at the Exhibitor’s sole expense.

PROHIBITION OF LIVE ANIMALS, ENCLOSURES & LIQUID DISPLAYS

The use of live animals, game, hunting hounds, livestock, or animal containment pens and tanks is strictly prohibited within the exhibition facility without prior express written consent from NWHE. Exhibitors are fully and solely liable for any unauthorized introduction of liquids, leaks, spills, or resulting damage to the venue facility, NWHE property, or neighboring booths caused by displays. Any unapproved animal structures or containment units found on the expo floor will be subject to immediate removal at the Exhibitor’s sole expense.

COMPLIANCE WITH LAWS & FIRE REGULATIONS

Any and all city, state, or federal licenses, inspections, or permits required by law of any exhibitor in the installation or operation of Exhibitor’s display must be obtained by Exhibitor at Exhibitor’s own expense prior to the opening of the show. Exhibitor must have in Exhibitor’s possession at the show any licenses or permits required by the city or the state. All exhibits must comply with all City, State, and Federal laws, ordinances, regulations, and Fire Marshal instructions.

Additionally, any booth featuring a tent, canopy, or overhead structural covering of any kind is strictly required to have a visible, accessible, and fully charged fire extinguisher with a minimum rating of 2A:10B:C within the booth space at all times. Furthermore, such booths must be equipped with an independent, fully operational, battery-powered smoke detector mounted in a visible and effective location within the structure. It is the sole responsibility of the Exhibitor to provide, install, and test these fire safety devices prior to the mandatory pre-show inspection.

PROPERTY DAMAGE; NO RUNNING OF ENGINES

Exhibitor is entirely responsible for the space it occupies and must not injure, mar, or deface the premises. Exhibitor must not drive, nor permit to be driven, any pins, nails, hooks, tacks, or screws in any part of the Building(s). Furthermore, Exhibitor must not affix to the walls or windows of the Building(s) any advertisements, signs, etc., or use adhesive type material on painted surfaces. Automobiles, trucks, and similar conveyances must have drip pans and/or protective material under them to safeguard the floor from oil stains, etc., and all landscaped areas must have a similar barrier under to safeguard the floor. Oil, propane, diesel, or gasoline engines cannot be operated. Exhibitor will reimburse NWHE and WASHINGTON COUNTY for any loss or damage occurring to the premises or equipment.

DELIVERY; MERCHANDISE REMOVAL

All shipments of Exhibitor’s exhibits and merchandise must be PREPAID. No exhibits, part of an exhibit, or merchandise may be removed from the Building(s) until the end of Show’s closing day without a Removal Contract signed by NWHE.

AISLES & DISPLAYS

The aisles, passageways, and overhead spaces remain under the control of NWHE, and no signs, decorations, banners, advertising matter, or exhibits will be permitted in those areas except by written permission of NWHE.

Under no circumstances may any signage, banners, lighting fixtures, or decorations be suspended or hung from the venue ceiling grid or overhead building structures.

All promotional materials and structural elements must be completely self-supporting from the booth floor. All exhibits and personnel must remain within the confines of their own spaces, and Exhibitor will not erect signs or display products obstructing the view, cause injury, or adversely affect the display of any other exhibitors. No signs, partitions, apparatus, shelving, etc., may extend more than ten feet above the floor along the rear of an exhibit without prior approval of NWHE.

UTILITY INSTALLATIONS

Any special wiring, electrical, or other work shall be installed at Exhibitor’s expense, by the Event Appointed Contractor (EAC), and in accordance with the direction and requirements of WASHINGTON COUNTY.

ALCOHOLIC BEVERAGES

Exhibitors and their employees, agents, and guests must not consume any alcoholic beverages except in designated areas. NWHE, in its discretion, may remove Exhibitor and the exhibit from the Show without refund for violation of this restriction.

RETAIL SALES & LOCAL TAX COMPLIANCE

Exhibitors conducting retail sales on the show floor are solely responsible for obtaining all necessary local business licenses and complying with all state tax regulations and collection requirements. NWHE assumes no responsibility or liability for any transactional disputes, warranties, or financial exchanges between Exhibitors and attendees.

BOOTH BOUNDARIES, NO-SOLICITATION & STAFF POACHING POLICY

Exhibitors are strictly prohibited from conducting business outside their assigned space or poaching staff from other companies. Unless approved by NW Hunt Expo, selling, marketing, or recruiting outside your booth boundaries will result in immediate removal.
 
Staff Poaching & Recruitment Restrictions
  • No Employee Stealing: Exhibitors must not solicit, recruit, or attempt to hire employees, contractors, or staff from other exhibitors during the event.
  • Professional Conduct: Staff poaching on the show floor disrupts expo operations and is strictly forbidden.
Space Restrictions & Staffing
  • Stay in Your Booth: All sales, product demos, and interactions must happen inside your booth boundaries.
  • No Roaming: You cannot walk through the grounds, buildings, or aisles to hand out materials or pitch products.
  • Mandatory Staffing: Your booth must be attended by at least one representative at all times during show hours.
Strict Anti-Poaching & Solicitation Rules
  • Prohibited Conduct: Staff and agents may not solicit attendees or other exhibitors for outside business, services, fundraisers, or donations.
  • Enforcement: The NW Hunt Expo reserves the right to remove any exhibitor violating this policy.
  • Penalties: Removal for solicitation or poaching violations will be executed immediately without any refund.

PHOTOGRAPHY & MEDIA RIGHTS

NWHE reserves the right to photograph, film, or video-record the exhibit floor, including all booths, displays, signage, and personnel, for future promotional, marketing, commercial, and educational use. By participating, Exhibitor grants NWHE a royalty-free, perpetual, worldwide license to use these visuals.

REASSIGNMENT OF SPACE; NO RESERVATION OR GUARANTEE

NWHE has the right and privilege of moving Exhibitor to another location in order to conform to all City, State, and Federal laws and regulations and the general display requirements and guidelines of NWHE. This Contract does not reserve for, or guarantee to, Exhibitor any space, a specific area or space priority, right of first refusal, or any other manner of participation in any future show.

RIGHT TO REQUIRE REMOVAL

On breach of this Contract by Exhibitor, NWHE reserves the right to require removal of all items of merchandise or service not described on the first page of this Contract, and to restrict or remove exhibits that have been falsely entered, violate this Contract, or are deemed by NWHE, 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 oral or written warning. Unsuitable and objectionable exhibits include, but are not limited to, unspecified uses, noise, public address systems, obstructed sight lines, persons, animals, birds, things, conduct, printed matter, odors, food, or anything deemed objectionable by NWHE, WASHINGTON COUNTY, or the general public. The exhibits removed under this paragraph shall not receive a refund.

CANCELLATION OF CONTRACT ON BREACH OR BY EXHIBITOR

If Exhibitor defaults or violates this Contract or any other agreement with NWHE, NWHE may cancel this Contract and other agreements with Exhibitor including any for future shows and may refuse to enter into any agreement with Exhibitor for future shows. If NWHE cancels this Contract for breach by Exhibitor, or Exhibitor cancels this Contract for any reason, monies paid to NWHE by Exhibitor shall be retained as follows: if cancellation occurs before September 1, 2026, NWHE will issue a full refund minus a $100 administrative fee; if cancellation occurs before December 31, 2026, NWHE will return fifty percent (50%) of the deposit to Exhibitor; if cancellation occurs after December 31, 2026, no refunds or credits will be issued. Any retained monies shall be liquidated damages for the direct and indirect costs incurred by NWHE for organizing, setting up, and providing space for Exhibitor, and losses and additional expenses caused by Exhibitor’s withdrawal including resale of the space.

Any cancellation by the Exhibitor must be submitted in writing.

LIABILITY OF NWHE ON OTHER CANCELLATION

Except as provided in paragraph 19 above, if the show is canceled, delayed, interrupted, or not held as scheduled for any reason beyond the control of NWHE, Exhibitor’s damages shall be refunded one hundred percent (100%) of the total cost of the reserved space paid to NWHE by Exhibitor, and NWHE shall not be liable for any other additional refunds, damages, or expenses whatsoever, whether direct, indirect, or consequential.

WAIVER OF LIABILITY & INSURANCE

Under no circumstances will Show Management (NWHE) or the Washington County venue facility be liable for any lost profits, or any incidental, special, indirect, punitive, or consequential damages. Exhibitors must maintain Commercial General Liability Insurance with a minimum coverage of $1,000,000 per occurrence, naming NW Hunt Expo and Washington County as additional insureds. Proof of insurance (Certificate of Insurance) must be submitted to NWHE by January 1, 2027.

INDEMNIFICATION (HOLD HARMLESS)

Exhibitor agrees to indemnify, defend, and hold harmless NWHE, its officers, employees, agents, and Washington County against any and all claims, demands, suits, liabilities, losses, damages, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to the Exhibitor’s participation in the Show, including but not limited to booth setup, tear-down, active operations, or any negligent actions or omissions of Exhibitor’s personnel.