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Northwest Event Show
Exhibitor Information

Thank you for being a part of the Northwest Event Show. It’s very important that you read the following information thoroughly for show details as well as requirements from the SCC and Fire Marshal.

You will find the following information in this packet:

Distribution of Attendee Lists

You may already have or will receive emails from companies or individuals stating that you can order a list of attendees/participants from the 2024 Northwest Event Show. You can’t. It’s a SCAM. Due to European Union GDPR compliance, we are NOT allowed to distribute the attendee list to Exhibitors.

The good news is that the NWES has invested heavily into our event app from EventMobi. Attendees, sponsors and exhibitors will have access until April 2025 to a list of all people they’ve connected with in the app, as well as the ability to see attendees and connect with them using the Connect button on someone’s profile. (Please do not spam attendees). 

For more details, read the section about our NWES platform, EventMobi, which is included in this packet.

Show Dates & Times

Tuesday, April 2, 2024

3:00PM – 5:00PM Climate Pledge Tour (invite only)
5:00PM – 8:00PM Planner/Sponsor Reception at Queen Anne Beer Hall (invite only)

Wednesday, April 3, 2024

8:00AM Registration Opens
8:45AM – 9:30AM Keynote
9:45AM – 10:40AM Breakout Sessions (Education Floor)
10:00AM – 4:00PM Expo Floor Open
11:40AM – 12:35PM Breakout Sessions (Education Floor)
12:45PM – 1:40PM Breakout Sessions (Education Floor)
2:15PM – 3:00PM Keynote
4:00PM – 6:00PM Welcome Reception

 

Thursday, April 4, 2024

8:00AM Registration Opens
8:45AM – 9:30AM Keynote
9:45AM – 10:40AM Breakout Sessions (Education Floor)
10:00AM – 4:00PM Expo Floor Open
11:40AM – 12:35PM Breakout Sessions (Education Floor)
12:45PM – 1:40PM Breakout Sessions (Education Floor)
2:15PM – 3:00PM Keynote
4:00PM – 8:00PM Exhibitor Move-Out

Exhibitor Portal

We are utilizing an online Exhibitor portal through Sessionboard to make it easier for you to track your to-do’s before the show. Please choose one person from your company to create your company listing in the portal. (you can add additional users to your existing portal listing later)

Here is a list of items you will find in your online Exhibitor Portal.  

  • Review Health Safety Protocols: Stay informed about the latest health and safety guidelines to ensure a safe experience for all.
  • Review the Exhibitor Information Packet: Get detailed insights and tips for a successful show experience.
  • Review the SCC Exhibitor Guidelines: Familiarize yourself with the venue’s policies and procedures.
  • Review Fire Marshal Requirements: Ensure your booth meets all safety standards.
  • Provide Certificate of Liability Insurance or Waiver of Insurance: Ensure compliance with our insurance requirements.
  • Register Booth Personnel: Make sure your team is all set to represent your brand.
  • Review Move-in Schedule and Instructions: Plan your setup efficiently by understanding the move-in logistics.
  • Schedule Loading Dock Time: Coordinate your booth setup seamlessly by scheduling your loading dock time.
  • Review SCC Exhibitor Kit: Explore all the tools and services available to enhance your booth.
  • Share the Event on Social Media: Spread the word and amplify your presence.
  • Update Your Company Listing on the Digital Map: Make it easy for attendees to find and learn about your business.
  • Log into EventMobi to Build Your Virtual Booth: Extend your reach beyond the physical space.
  • Review Show Decorator Options: Customize your space to stand out.
  • Caterers: Complete the Aramark Form for Samples: If you’re offering samples, make sure to comply with Aramark’s requirements.
  • Complete Your Booth Signage Form: Ensure your brand shines brightly.
  • Choose Lead Retrieval Option (optional): Optimize your lead generation and follow-up process.
  • Upgrade your Exhibitor Tickets (optional): Elevate your NWES experience.
  • Become a Sustainable Exhibitor Partner (optional): Join our initiative to make NWES a greener event.
  • Book Hotel Rooms (if needed): Secure your accommodation early for convenience and peace of mind.

Move-In Schedule & Instructions

Monday, April 1, 2024

  • Flex Hall – Draping: 10:00am – 4:00pm
  • Flex Hall – Sponsor Early Access: 4:00PM – 8:00PM
  • Exhibit Hall –  Vehicle Early Access: 6:00PM – 9:00PM
    Please see vehicle requirements below.

*Sponsor early access through SCC Summit Loading Dock (by appointment only)

Tuesday, April 2, 2024 

  • Exhibit Hall – Draping: 6:00am – 8:00am
  • Flex Hall –  Exhibitor Move-In: 8:00AM – 8:00PM
  • Exhibit Hall – Move-In (non-vehicle): 8:00AM – 8:00PM

*General exhibitor move-in through SCC Summit Loading Dock (by appointment only) or hand-carried freight.

Wednesday, April 3, 2024

  • Show floor open 9:30am – 4pm
  • NO Move-In on this date. We will allow you to bring in small floral arrangements, food, or other small, last-minute hand carry items from 7-8AM in the morning. No exceptions.

Thursday, April 4, 2024

  • Show floor open 9:30am – 4pm
  • Exhibitor Move-Out: 4:00 PM – 8:00 PM* 

*The Northwest Event Show move-out begins at 4:00 p.m. on Thursday, April 4, 2024. Exhibitors who tear down their booth prior to that time will be fined $750. Carts will not be available until your booth is entirely torn down. All exhibitors must be completely torn down and out of the convention center by 8:00PM. Exhibitors are responsible for taking all trash to the appropriate receptacles at the loading dock. Northwest Event Show and Butler Events are not responsible for any vendor materials left in the booth.

Directions and Instructions 

DIRECTIONS TO LOADING DOCK 

DIRECTIONS TO SUMMIT FOR HAND CARRIED FREIGHT 

WSCC HAND-CARRIED FREIGHT GUIDELINES

Booth Packages

Flex Hall Booths: For booths located on the Flex Hall floor, NWES will provide the Exhibitor’s booth(s) with:

  • one 8’ tall draped backdrop, two 3’ tall side drapes except in the case of free standing island booths and/or activity areas (i.e. 20’ x 20’ booths), and one single line 7” by 44” identification sign.
  • 5 amps of electricity
  • One 8’ draped table per 10’ by 10’, two 8’ draped tables per 10’ by 20’ booth space, or one 8’ draped table per all other sized booths not described above.

Exhibit Hall Booths: For booths located on the Exhibit Hall floor, NWES will provide the Exhibitor’s booth(s) with:

  • one 8’ tall draped backdrop, two 3’ tall side drapes except in the case of free standing island booths and/or activity areas (i.e. 20’ x 20’ booths), and one single line 7” by 44” identification sign.
  • One 8’ draped table per 10’ by 10’, two 8’ draped tables per 10’ by 20’ booth space, or one 8’ draped table per all other sized booths not described above.

(20’x20’ and 20’x30’ booths are free-standing areas and are designed to showcase your business/service from all four sides)

Exhibitor Registration & Check-In

All exhibitor booth staff must be pre-registered and check-in at the main registration to receive their badge. Each booth has up to six (6) booth staff tickets included with their booth. You can register your booth staff from with the exhibitor portal.

Check in will be on the main lobby floor during load-in or before 8am on Wednesday, April 3, 2024. 

Please note: Each member of your staff will be required to check in and pick up their own badge. 

Northwest Event Show Rules & Guidelines

Be sure to carefully review for details on booth height restrictions, dispensing of advertising materials, sound volume, waste removal and more.

SEE RULES

Event Platform

Maximize Your Reach with EventMobi: Your Gateway to Prolonged Engagement

We are excited to announce that EventMobi, a cutting-edge event platform, will be the backbone of our upcoming hybrid event. As an exhibitor, you will not only have a physical presence at the show but also a dynamic virtual booth, extending your reach beyond the event venue to a global audience.

Your Virtual Booth: A Year-Long Opportunity

  • Extended Access: Your virtual booth on EventMobi will be accessible until April 2025, giving you an unprecedented opportunity to continue interactions with attendees for a full year post-event.
  • Engage Anytime, Anywhere: Attendees can visit your booth, learn about your products, and interact with you long after the event concludes.

Customization is Key

  • Brand Presence: Customize your virtual booth with your logo, company description, and branding elements to make a lasting impression.
  • Connect and Network: Provide your website link, phone number, and social media links to make it easy for attendees to connect with you.
  • Showcase Your Offerings: Upload brochures, videos, and other promotional materials that attendees can view and download.
  • Schedule Meetings: Integrate a calendar link to allow attendees to schedule meetings with you directly.

Login Access and Support

  • Getting Started: We will provide you with login access to EventMobi, where you can set up and customize your virtual booth.
  • Technical Support: Our team will be available to assist you in maximizing the potential of your virtual presence on the platform.

A Year of Engagement This extended access to EventMobi is not just about maintaining a digital presence; it’s about fostering ongoing relationships, generating leads, and building a community around your brand. We encourage you to take full advantage of this unique feature to enhance your business prospects and maintain momentum well beyond the event.

Fire Marshal Rules

Take a minute and review the Fire Marshal rules so that your booth complies. The Fire Marshal rules include guidelines for:

  • Booths and Displays
  • Extension Cords and Plugs
  • Tenting, Canopies or Awnings
  • Open Flames
  • Portable Fire Extinguishers
  • Vehicle Display Requirements

For pre-treatment of fabrics (backdrops or linens) in advance of the Northwest Event Show, please contact: American Flamecoat. Please see this document for more information.

ABSOLUTELY NO PAPER OR COMBUSTIBLE ITEMS CAN BE PLACED WITHIN 18 INCHES OF ANY ELECTRICAL OUTLET!

MOTOR VEHICLES ON THE SHOW FLOOR MAY NOT HAVE MORE THAN 5 GALLONS OF GAS OR 1/4 TANK, WHICHEVER IS LESS. NO EXCEPTIONS!!

FIRE MARSHAL RULES

Food Sampling – Health Department Rules

All exhibitors serving food must submit a completed Aramark form to Aramark prior to the show. The form can be found in the exhibitor portal.

Alcohol sampling requires a Class 8 Permit obtained from the WSLCB and we are still waiting for a permit from the WSLCB. More details to come. visit WSLB website

All exhibitors serving food are reminded to follow Seattle & King County Health Department guidelines for permitting, handwashing and food service. – link to this.

Health Department personnel will be inspecting the show.

No person who is sick, vomiting, has diarrhea or who has open sores or infected cuts on his/her hands, shall work in any temporary food establishment.

Handwashing must be available in each booth. A minimum of a 5-gallon insulated container with a continuous-flow spigot of warm running water at 100ºF to 120ºF must be provided. A bucket for wastewater, pump soap and paper towels must be set up and available at all times. 

Use it often!

Helpful Links

Aramark Food Sampling Form

WSLCB Class 8 Permit for Alcohol Sampling

Floor Plan & Booth Assignments

We are utilizing a digital floor plan from ExpoFP for our event. We are assigning booths as contracts are finalized.

Maximize your presence at our event with the dynamic features of ExpoFP, our chosen digital floor plan solution. When attendees navigate the floor plan, they’ll have immediate access to your interactive booth listing. This isn’t just a static display; it’s an engaging, clickable portal directly to your business.

Here’s what you can showcase:

  • A detailed description of your products and services.
  • Custom call-to-action buttons, leading attendees to your website, product pages, or promotional materials.
  • Rich media content to make your listing stand out.
  • and more!

To update your business information, simply log into your ExpoFP listing. The login link is conveniently located in the Exhibitor Portal.

We strongly encourage you to take advantage of this feature. It’s not just a listing; it’s an opportunity to captivate attendees’ attention and stand out in a crowded space. Remember, the more complete and engaging your listing is, the easier it is for attendees to find and interact with your business. Don’t miss out on this value-added benefit to enhance your exhibition experience.

FLOOR PLAN

Wi-Fi Network

Wi-Fi can be purchased if needed. If you need Wi-Fi or dedicated internet service, place your order through the SCC exhibitor kit included in the online exhibitor portal. 

NWES Welcome Reception

Come celebrate with us at the NWES Welcome Reception! We invite you to join us on Wednesday, April 3rd at 4:00 pm as we kick off the show with an amazing celebration on the Garden Terrace of the Seattle Convention Center! Don’t miss this exclusive opportunity to engage one-on-one with event and tradeshow experts, rub elbows with some of the best industry vendors in the business, connect with esteemed speakers, and interact with fellow attendees. 

Welcome Reception requires a VIP badge or additional paid admission and is exclusive for registered attendees, speakers, exhibitors and sponsors of the Northwest Event Show only. To add the Welcome Reception to your badge, please visit the upgrade options in the exhibitor portal.

The Details:
Wednesday, April 3, 2024
4:00PM – 6:00PM
Garden Terrace – Seattle Convention Center

NWES badge must be worn for admittance

Northwest Event Show Lead Retrieval

There are two options for Lead Retrieval this year for you to choose from:

GetRegistered – GetRegistered is our registration provider and they have a built in lead retrieval option. Click here to learn more.

ZENUS – Zenus provides automatic lead retrieval using a hands-free solution to scan badges. They also provide AI-powered booth analytics. Click here to learn more.

Social Media Toolkit

Help us build an event of significance! Invite your clients to come see you at the Northwest Event Show by posting and blogging about it. 

Share on LinkedIn

Share on Facebook

Send an Email Blast (Link to Template)

Sustainability

We are excited to tell you about some of the sustainability initiatives we have been working on for the Northwest Event Show. We recognize the importance of being leaders in our industry and stewards of our community, so to that end, we have given significant focus toward ensuring we reduce our environmental footprint for this year’s show. 

Exhibitors have the opportunity to sign a sustainability pledge in the exhibitor portal. Exhibitors who sign the pledge will be recognized on the event website as well as on signage at the event.

A few of the things we are working on this year to increase our focus on the topic sustainability:

  • Reducing our landfill waste by using compostable & recyclable materials throughout the show. 
  • We will provide information, education, and solutions that attendees will be able to take away to help make their events more sustainable.
  • We will work with the SCC to measure our waste stream to better understand how much waste the show produces, to help us better understand how to make reductions in future years.

We are excited to be on this journey and look forward to sharing what we learn.

For our wonderful catering partners:

Thank you so much for being a partner in this year’s Northwest Event Show. The Northwest Event Show is taking steps to creating a more sustainable and earth friendly show this year. We have partnered with the Seattle Convention Center to provide a more robust waste management solution for this year’s show and will have ample compost and recycling stations throughout. In order to meet our environmental goals we are working to facilitate change in the waste stream created by our conference. A typical conference attendee creates 4.5 LBS of waste per day (meetgreen).  We at Butler Seattle would like to change that statistic with your help. We are asking all of our catering exhibitors to consider using service ware items made of compostable materials. Items to consider include drinkware cups, picks, plates, mini-plates, forks, knives, spoons, and napkins. For more information on what is a compostable service ware product, view here. We hope we can count on you to support this important element of our show. Questions?

CONTACT US

Still have questions? Contact us at info@nweventshow.com