EXHIBITOR INFORMATION
Deadline for Exhibitor Registration & Payment:
12 noon PST on Tuesday, February 18, 2025
Companies, organizations, and individuals are invited to display their products and services during the 2025 Bridge & Tunnel Inspectors’ Conference, taking place at the Seaside Civic & Convention Center in Seaside, Oregon, from April 1–3, 2025.
The exhibit hall will be in the Necanicum Room and Prefunction area on the first floor of the Seaside Civic & Convention Center. This is a high-traffic area where all conference meals are served. The conference schedule also includes an icebreaker reception in the exhibit area on the first evening to drive audience engagement.
Due to limited space, each exhibiting company is restricted to one table purchase.
BOOTH PRICING & INCLUSIONS
Pricing
Early Bird Rate:
$650 (if registered & paid by 12 noon PST on Tuesday, February 4)
Regular Rate:
$750 (after noon PST on Tuesday, February 4)
Each exhibit table purchase includes:
- One (1) 8-foot skirted table in exhibit area
Note: This is not a pipe-and-drape booth space. You may remove your table to set up a free- standing display if it is not larger than your allotted area and does not interfere with any neighboring exhibitors. - Two (2) Chairs
- Wireless Internet Connection
- Access to a basic 120V electrical connection
Note: Exhibitors must supply their own extension cords and/or power strips - Listing on the conference website and in the conference mobile app (additional publicity options are available via sponsorship)
Also included for registered exhibit personnel:
- One (1) complimentary registration with name badge and exhibitor ribbon
- Admission to all conference sessions
- Admission to the Icebreaker reception on Tuesday, April 1
- Breakfast on Wednesday, April 2 & Thursday, April 3
- Lunch on Wednesday, April 2 • Scheduled coffee & refreshment breaks
ADDITIONAL EXHIBIT STAFF
All exhibit personnel must register for the conference. Additional staff must register separately.
Early Bird Rate:
$250 (if registered & paid by 12 noon PST on Tuesday, February 4)
Regular Rate:
$350 (after noon PST on Tuesday, February 4)
LODGING
Lodging is not included in the registration fee, and exhibitors must make their own lodging arrangements. Special conference rates have been negotiated at nearby hotels and detailed information may be found on the Hotel Page of the conference website.
EXHIBIT HALL SCHEDULE
Tuesday, April 1
8:00 am–12 noon
Exhibitor Move-in & Setup
12 noon–1:00 pm
Exhibits Open
3:00–3:30 pm
Exhibits Open (coffee break)
5:00–7:00 pm
Exhibits Open (icebreaker reception)
Wednesday, April 2
7:00–8:00 am
Group Breakfast & Exhibit Time
10:00–10:30 am
Exhibits Open (coffee break)
12 noon–1:00 pm
Group Lunch & Exhibit Time
3:00–3:30 pm
Exhibits Open (coffee break)
Thursday, April 3
7:00–8:00 am
Group Breakfast & Exhibit Time
10:00–10:30 am
Exhibits Open (coffee break)
10:30 am
Exhibitor Teardown & Moveout
All exhibitors are expected to staff their tables during the above hours and may not tear down until the scheduled end time. All displays must be removed no later than 1:00 pm.
SUITCASING POLICY
All commercial exchange during the 2025 Bridge & Tunnel Inspectors’ Conference is restricted to the advertised exhibit hall during scheduled exhibit periods. It is prohibited for attendees who are not registered as exhibitors to approach other attendees with the intention of promoting or selling products, services, or causes (also known as “suitcasing”). Anyone found to be in violation of any portion of this policy may be suspended or ejected from the event without refund or recompense. For more egregious behavior, conference organizers may, at their reasonable discretion, temporarily or permanently ban the registrant from attending future programs.
TABLE SELECTION
A map of the exhibit hall, with tables indicated by number, may be found below. Exhibitors are invited to indicate up to 3 location preferences on their registration form. Sponsors will receive priority placement, and all others will be assigned on a first-come, first-served basis. Due to availability, it is not always possible for every company to be placed according to their preference; however, event management will do their best to satisfy expectations. Table assignments will be announced the week of February 17, 2025.
Exhibit Floorplan as of December 17, 2024:
Non-Competitive Placement
Exhibitors are asked on their registration form to indicate any companies/organizations who, for reasons of competition, should not be placed immediately adjacent to their booth. Event management will do its best to accommodate such requests for non-competitive placement. Should this not be possible, you will be consulted prior to final booth assignment.
SHIPPING
This conference does not utilize the services of a drayage (freight handling) company or decorator. Exhibitors are responsible for getting their materials to and from the Seaside Civic & Convention Center. Those who need to ship materials must carefully review the shipping instructions below.
All labor associated with the shipping and set up of exhibits is the responsibility of the vendor. Neither the Seaside Civic & Convention Center nor the Pacific Northwest Bridge Maintenance Conference nor WSU, nor their respective employees are liable for any loss or damage to property, or delayed delivery of packages.
Shipping to the Conference
Please use the following shipping address when shipping to the event:
Seaside Civic and Convention Center
c/o [Your Name]
Bridge & Tunnel Inspectors’ Conf
415 First Ave
Seaside, OR 97138
Delivery acceptance hours at the Seaside Civic & Convention Center are 8:00 am–5:00 pm, Monday through Friday. Due to limited storage space and use by multiple groups, packages may be delivered no sooner than Friday, March 28.
Packages which are shipped via FedEx or UPS may be retrieved from the SCCC Administration Office. Pallets or larger materials sent via freight delivery will be stored in the hallway that connects the loading entrance on N. Edgewood Street to the Pacific Room (exhibit hall).
Return Shipping
As the Seaside Civic & Convention Center does not have scheduled daily pickup, exhibitors must arrange for the pickup of their packages with their courier of choice (UPS, FedEx, etc.) from the Administration Office of the Center. Additionally, exhibitors are responsible for creating, printing, and attaching shipping labels and/or any required bills of lading to their packages, and for delivering all shipments to the Administration Office. A storage fee of $75/day will apply to all items left at the Center after Saturday, April 5.
STORAGE
There is insufficient storage space at the Seaside Convention Center for exhibitors to store pallets, crates, or cases. Thus, exhibitors must either store their shipping materials at their booth or remove them from the premises before the show floor opens. Pending availability, small containers may be stored in the conference office. Please check with conference management staff on site for access.
EVENT SECURITY
Security personnel are not provided to patrol the exhibit hall during this conference. We encourage you to take your valuable items, including laptop computers, equipment, and personal property, with you at the end of each day.
AUDIO-VISUAL EQUIPMENT
Exhibitors are expected to provide any audio-visual equipment needed for their display. In cases where this is impossible, please contact ProfEd@wsu.edu with your specific needs to that solutions can be explored. Rental fees will apply.
Complimentary Wi-Fi will be provided throughout the conference. This is a shared network amongst all attendees and exhibitors, so the quality of the connection can vary. Thus, if showing videos is crucial to your exhibit, we recommend that you download them and play them from your hard drive instead of relying on the Internet to guarantee the best experience.
EXTENSION CORDS
If extension cords are used, a minimum of 14-gauge grounded cord is required. If the cord on the appliance being powered is larger than 14-gauge, the extension cord must be at least the same gauge as the power cord. Electrical installation shall be in accordance with nationally recognized safety practices. No ungrounded zip cords are allowed.
TAPE
The use of single-sided or double-stick foam tape, single-sided or double-stick cellophane tape, or masking tape is prohibited on any surface. Failure to comply will result in cleaning or replacement fees including labor.
TRIPPING HAZARDS
Cords, wires, ropes, or other obstructions shall not be strung across the floor where people normally travel.
BALLOONS
Helium balloons are prohibited inside the Seaside Convention Center.
HAZARDOUS CHEMICALS & MATERIALS
Hazardous chemicals or materials that, in the judgment of the Seaside Convention Center General Manager, would or might cause damage to the Center, endanger the life of, or cause bodily injury to, any person in the Center are not allowed without prior written approval of the SCCC General Manager and appropriate authorities of the City of Seaside. If materials for your exhibit are questionable, contact conference management via email at WBES@wsu.edu for further information.
LIABILITY
Neither the Bridge & Tunnel Inspectors’ Conference planning committee, Seaside Civic & Convention Center, Washington State University, nor any member of the above named will be responsible for any injury, loss, theft, or damage that might occur to the exhibitor’s employees or property from any cause whatsoever. The exhibitor, on registering for exhibit space, expressly indemnifies, holds harmless, and releases the aforementioned from any and all claims for such loss, damage, or injury.
REGISTRATION LISTS
Due to privacy concerns as well as WSU policy, a list of conference attendees will not be made available. With this in mind, we encourage vendors to plan accordingly and implement their own lead capture system. Unfortunately, QR code technology is unavailable for this event.
A list of conference attendees who opt in during registration will be available to conference registrants within the conference mobile app. Clicking on the chat bubble within each attendee’s profile will allow you to send a direct message to them.
CANCELLATION & REFUND POLICY
It is hoped that everyone who registers for the conference will be able to attend; however, the Bridge & Tunnel Inspectors’ Conference knows extenuating circumstances do occur that necessitate cancellation. The following cancellation policy applies:
• All cancellations and requests for refunds or substitutions must be received in writing to conference management via email at ProfEd@wsu.edu.
• As a courtesy to conference organizers, registrants should communicate with conference management as soon as the need for cancellation is known. Please do not contact the planning committee regarding refund requests.
• If a personnel substitution must be made, please communicate with conference management via email at ProfEd@wsu.edu. Substitutions may be made without a fee until 12 noon PDT on Thursday, March 13, 2025. No substitutions may be made after 12:01 pm PDT on Thursday, March 13, 2025.
• Cancellations received before 12 noon PDT on Thursday, March 13, 2025, are eligible to receive a full refund less a $50 cancellation fee. Refunds will be returned via the original payment method. No refunds will be offered after 12 noon PDT on Thursday, March 13, 2025, unless in accordance with the Emergency Circumstances provision below.
• Conference registration fees will not be refunded for weather or travel-related delays or cancellations. Leaving the conference early, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of the event. Likewise, refunds will not be granted for no-shows.
• Emergency Circumstances – Registrant is eligible to receive a full refund of all registration fees paid under the following circumstances:
a) Registrant is unable to attend the conference due to the death of an immediate family member or significant other (domestic partner or spouse).
b) Serious illness/debilitating health condition of Registrant, a direct family member, or significant other which necessarily restricts travel and full conference
participation by the Registrant.
c) The conference is cancelled.
d) Registrant is unable to travel due to a lockdown enforced by Registrant’s country of residence or travel restrictions imposed by Registrant’s institution,
company, or organization due to a global pandemic.
e) Registrant is unable to travel due to Visa restrictions related to a global pandemic.
f) Other extraordinary circumstance (e.g., the death of a service animal on which a disabled Registrant's attendance is predicated).
All refund requests due to emergency circumstances must be received prior to the last day of the conference. Lack of travel funding is not considered a valid emergency circumstance.
REGISTRATION DEADLINE
Deadline for Exhibitor Registration & Payment: 12 noon PST on Tuesday, February 18, 2025
