Hello Alcohol Exhibitor Family Member!
Thank you for participating in the 2017 Portland Women’s Expo! This event wouldn’t be the same without you. The goal of this document is to provide you with the information and resources needed to make the Expo a success for everyone involved. Please read through this carefully and let us know if you have any questions. Contact Chico Warren (Beverage Mgr) at 503-504-5581
Exhibitor Booths, Credentials
1. Standard Booth Set-up.
Booths are 10’ x 10’ (unless you ordered a larger size), each are provided with 8’ft high pipe & drape back-wall, and 3’ft high piped & draped side rail dividers, and 1 booth identification sign.
2. Exhibitor Credentials.
A total of four (4) exhibitor credentials w/lanyards will be available for pick up during Move-In on Friday March 10th, located at the Exhibitor Services desk near Loading Bay B.
3. Comp Tickets.
Each exhibitor receives ten (10) Comp Tickets to be used by family, friends, or VIP customers. These tickets are available here by clicking this link. Directions - Click the green ticket button and proceed to click on Enter Promotional Code in the upper right. Then enter in the box the word(s) "exhibitorcomp". After choosing your quantity proceed to checkout. Receive printable tickets directly to your email or a designated email(s)..
4. Exhibitor Booth location - see Exhibitor Map & Exhibitor List below. Locate your business name and space number, then locate on exhibitor map.
Click here for exhibitor list with booth numbers, then view floor map here to locate placement.
5. Exhibitor Move In/Move Out
- Move-in Friday March 10th, Noon – 8pm. View map of the Loading Area + Exhibit Hall below.
- Late Arrival Move-in: Please contact our office to inform us & make arrangements
- Move-out will take place immediately after the Expo, on March 11th beginning at 5:01PM. We will enforce early move-out penalties - early tear down is not allowed.
Exhibitors will use Loading Bay B to move in. It is located on NE First Ave on the backside of the Convention Center. Exhibit Hall C is highlighted in white below: Click image to enlarge
Required Special Event Applications (Important - Please Read)
Please follow the special instructions below to complete Beer/Wine/Spirits applications for the Portland Women's Expo Event. To ensure a smooth process, we ask that you work from a "Due Now" position so we can expedite this process and concentrate on a successful exhibition experience.
Our goal with this process is to eliminate legwork on your behalf by submitting the liquor permitting/licensing as a group. If you have already started the process to complete OLCC/City of PDX Liquor permitting/licensing req'mts . . .please let us know that you would like to finish what you've started. .. we will monitor from afar :)
Select your Special Event Application
After selecting your license/application type (below), please fill out completely, scan and return via email to pdxwomensexpo@gmail.com. You may also return via snail mail (see address below). The OLCC requires a $10 Application fee. The City of Portland requires a $35 permitting fee. Please make separate checks payable to OLCC and the City of Portland . . . then forward checks to the Women's Expo offices. We will deliver all applications and fees to the OLCC offices in Portland.
Important - Please Do Not Fill Out a Separate "Plan To Manage". You are only required to READ the master "Plan To Manage" and acknowledge with a signature. I will send a separate email containing the master "Plan to Manage" for your signature.
Please select your application type: Fill out all portions of the application:
Our Mailing Address
Portland Women's Expo
3535 N. Vancouver Ave
Portland Ore 97227
After all applications become licenses, they will be filed and a hard copy will be on hand
at the event. That's it!
Beer and Wine Garden Rules
1. Admission to the Beer and Wine Garden is free and open to all ages. Vendors are responsible for identifying patrons of legal serving age.
2. Vendors are responsible for their own sample/tasting containers.
3. We strongly encourage Alcohol Exhibitors to bring in their own Ice and Water if needed.
4. THIS IS A TASTING/SAMPLING EVENT ONLY. FACTORY SEALED CONTAINER SALES ARE ALLOWED (SEALED BOTTLES) FOR CONSUMPTION AWAY FROM EVENT PREMISES.
Required Donation
All Beer-Wine-Spirits vendors MUST DONATE A CASE of their product to the Women's Expo Foundation. The Foundation will raffle or sell these cases to benefit the "Building Hope Campaign." The drop-off of these cases must be confirmed prior to Move-In day on Friday March 10th 2017.
Exhibitor Cancellations - IMPORTANT PLEASE READ
No refunds will be issued by PWE under any circumstances. In the event of an exhibitor cancellation, Cancelling party has the right to assign and sell its interest in the booth to a prospective exhibitor that it finds as a replacement exhibitor. PWE must be notified of this assignment and give final approval of the transaction and prospective new exhibitor.
What if PWE finds a replacement exhibitor? Once notified by a cancelling exhibitor, PWE will use its best efforts to find a replacement exhibitor to purchase exhibition contract from cancelling party, but is under no contractual obligation to find a replacement exhibitor. If exhibitor cancels and PWE successfully finds a replacement exhibitor, PWE will return the cancelling exhibitor's monies minus the following administrative re-sell fees; If exhibitor cancels within 60 days prior to the event, they will incur a $150 re-sell fee. If exhibitor cancels within 30 days prior to the event, they will incur a $250 re-sell fee. If exhibitor cancels within 7 days prior to the event, this will be considered a forfeiture of all monies paid.
Insurance Requirements - IMPORTANT PLEASE READ
ALL Exhibitors are required to provide proof of commercial general liability Insurance in the minimum amount of $1,000,000.00 per occurrence to cover liability for bodily injury, property damage, death and advertising injuries arising out of Vendor’s activities in connection with the Portland Women’s Expo Event. This insurance must be in force during the lease dates of the event, March 10-11, 2017, naming Free Gift Bags LLC DBA Portland Women’s Expo (3535 N. Vancouver Ave, Portland OR 97227) as the certificate holder. Portland Metro and MERC must be named as additional insured.
Please forward this information to your insurance agent, broker or company in order that they can issue the proper certificate of Insurance. Your normal business insurance should meet the requirements without any need for a special policy. Make sure that the policy covers all days of the show plus move in and move out days. Your Insurance Company should be able to issue the proper certificate at no charge or a nominal fee.
If you do not have insurance coverage in place, exhibitors can buy insurance online by researching "Exhibitor Event Insurance". Or as a convenience, you may click the link below and complete a short questionnaire to purchase the required Liability Insurance for just $84: EXHIBITORS MAY NOT MOVE INTO THE SHOW UNTIL THESE REQUIREMENTS ARE MET.
Rent Tables & Chairs & Booth Furnishings from The Official Expo Decorator
ORDER ONLINE: Click HERE, and then from the Business List located on the lower right, click on the link to PORTLAND WOMEN’S EXPO 2017
(or copy and paste this link into your browser: http://www.triumphexpo.com/exhibitor.shtml).
Use the following to log in;
Username: 8940
Password: Efficient (case-sensitive)
After login, click link located on the right "Triumph Online Ordering". It will direct you to set up an account to begin online ordering.
Electricity, Internet, & Audio/Visual Services
These services are available by ordering directly from the Oregon Convention Center. Should you require any of these services for your booth click here to order online. If you have questions feel free to contact the Exhibitor Services Desk at the Convention Center 503-235-7578
Driving Directions
Click here for directions to the Oregon Convention Center.
Parking
Parking passes are not provided. The Convention Center has parking in their garage available at your own expense. (Click here for parking info).
HAVE YOU HEARD. . . THIS IS HOW WE SPREAD THE WORD!
Broadcast Media & Digital
1. Radio/TV media:
- Entercom Radio Family
- Clear Channel Radio Family
- Comcast Cable
- FOX12
- KATU + Univision (Spanish)
- KGW
- KOIN
- 100,000 digital email blast
2. Grassroots Media.
Grassroots Media consists of our Street Team and our Facebook page (have you liked us yet?). Our Street Team will be putting up flyers and posters in these Metro Business Districts:
- Belmont
- Fremont
- Broadway
- Pearl
- Downtown
- Alberta
- Mississippi
- Hawthorne
- Gresham
- Beaverton
- Hillsboro
- Sellwood
- Lake Oswego
- Tualatin
- Vancouver
- Camas
3. Social Media
- Living Social Special Offer
- Twitter
- Fox Daily Deals Special Offer
- Groupon Special Offer
- "Big Like Day" Campaign on Facebook
The BIG LIKE Day campaign will take place on 2.20.17 On this day, we ask all of our exhibitors to share our event with friends on FB to encourage Likes, generate more visibility for the Expo, and reach as many potential attendees as possible. Help us spread the word!
Quick Marketing Tips
- "Like" our FaceBook page
- Send out info to your customer data base (click here for digital poster)
- Provide our office with promo giveaways/gift certificates, Facebook promotions
- Write a message on our Facebook page telling people you will be there
- Request posters & postcards for your business, we will send or drop off
- Give our street team TIPS on where to flyer & poster in your area
Referral Bonus
If you refer a friend who completes a booth purchase and becomes a new exhibitor, we’ll give you a $50 credit towards a 2018 Booth reservation.
Please let us know if you have any questions or comments. Thank you once again for agreeing to be a part of our Expo. It’s going to be awesome, and we’re so happy to have your participation! If you have questions - Contact Chico Warren (Beverage Mgr) at 503-504-5581
See you at the Expo!
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