Serving Washington's 1,477 elected school board members
General Exhibitor Rules and Regulations
Reservations are accepted on a first-come, first-served basis. Booth assignment will be based on whether a sponsorship package is selected during the registration process. Due to the nature of frequently changing state mandates due to COVID-19, booth assignments will not happen until early September. The Exhibit Hall Coordinator will reach out to each organization to secure booth locations which will be based on the order of paid registrations received.
Health and Safety Considerations and Terms for Attendance: We have taken enhanced health and safety measures related to Covid-19 for our attendees, venue/vendor partners and WSSDA staff. Attendees must follow all posted instructions while attending the 2021 WSSDA Annual Conference and agree to do so by registering. We will be following the guidelines put forth by the Washington State Governor’s Office. As those guidelines and those of the venue change, our approach to health and safety will change with them. Regulations in place at the time may require conference participants to complete a health screening and to wear masks throughout the event. State or venue regulations may be different for people who have been fully-vaccinated against COVID-19 than for those who haven’t. We encourage vaccination prior to the event to protect yourself and fellow attendees.
An inherent risk of exposure to COVID-19 exists in any public space where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death. According to the Centers for Disease Control and Prevention, senior citizens and attendees with underlying medical conditions are especially vulnerable. By attending the 2021 WSSDA Annual Conference you voluntarily assume all risks related to exposure to COVID-19 and agree to any posted health-related instructions.
Space must be reserved by September 24, 2021, to be included in the conference program.
Payment for exhibitor booths must be complete by Friday, October 1, 2021, for guaranteed inclusion in the conference program.
Refunds must be requested in writing to the WSSDA Registrar at firstname.lastname@example.org. A $250 cancellation fee will be deducted from all refunds made on or before September 10, 2021. No refunds will be given after this date.
Each exhibitor is responsible for shipping, receiving, setting up, disassembling, and shipping out his/her own exhibit. Failure to complete booth set up by 7:00 p.m. on Thursday, November 18, will result in a $250 penalty. Friday Only exhibitors will tear down on Friday, November 19 between 5:00 – 7:00 p.m. Friday/Saturday exhibitors will tear down on Saturday, November 20 between 5:00 – 7:00 p.m.
For Two Day Exhibitors (Fri/Sat): WSSDA will provide a draped 6-foot table and two chairs. Additional supplies (telephones, power, other furniture, special lights, etc.) can be obtained at exhibitor’s expense from the decorating contractor. Exhibitor kits will be sent directly from the decorator.
For One Day Exhibitors (Fri Only): WSSDA will provide a draped 6-foot table and two chairs. Additional supplies (telephones, power, other furniture, special lights, etc.) can be obtained at exhibitor’s expense from the decorating contractor. Exhibitor kits will be sent directly from the decorator.
Two-day exhibitor tables are in a public space; Grand and Evergreen Foyers (Hyatt Regency Bellevue is a hotel that the general public accesses). As such, WSSDA will cover the expense of security to ensure that booth property remains safe and intact.
An exhibitor may not sublet or divide his/her space without permission of the conference manager.
Exhibitors are prohibited from unauthorized distribution of materials of any kind that support, promote the interests of, or solicit for any entity or individual, including the exhibitor, at any WSSDA-sponsored event or in any WSSDA conference facility utilized by WSSDA for such events. Such unauthorized distribution may result in revocation of the credentials that allow the exhibitor to attend the event and/or barring of that exhibitor’s attendance at future WSSDA- sponsored events.
Marring, tacking, or in any way defacing the building walls or pillars is not permitted. Exhibitors are responsible to WSSDA for any damage done by the exhibitor to the property.
Exhibitors are prohibited from operating noise-creating devices such as bells, horns, or amplifying systems which interfere with other displays. Equipment will only be permitted if tuned to conversational level and is not objectionable to neighboring exhibitors.
Exhibitors will conduct themselves in a professional manner. Any complaints received by conference management from attendees or other exhibitors may result in prohibition of that exhibitor from participating in future WSSDA conferences.
WSSDA reserves the right to remove any exhibit that may detract from the general character of the conference or fails to comply with the rules and regulations.
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitors’ displays, equipment, and other material brought upon the premises of the Hyatt Regency Bellevue and shall indemnify and hold harmless the Washington State School Directors’ Association, the Hyatt Regency Bellevue, and any authorized representative, agent, or employee of the foregoing of any and all losses, damages, and claims.
WSSDA requires that all exhibitors carry commercial general liability insurance in the amount of not less than $1 million per occurrence, industrial insurance in compliance with Chapter 51, RCW, and other insurance protecting itself against claims arising from its performance. Exhibitors shall name WSSDA as an additional insured on its general commercial liability insurance and provide WSSDA with evidence of such.
Removal and/or storage of empty crates or other containers shall be the responsibility of the exhibitor. Decorator will transport crates and containers for storage during the show, provided such containers are unpacked during decorator hours published in the decorator’s exhibitor kit. There are no storage facilities for crates and other containers in any part of the Hyatt Regency Bellevue, and storage in hallways or corridors will not be permitted.
The Exhibitor Rules and Regulations are part of the reservation and contract for exhibit space between the Washington State School Directors’ Association and the exhibiting firm. By submitting a reservation, exhibitors agree to abide by these rules and regulations.
Matters not covered in the rules and regulations are subject to the decision of the conference director.
WSSDA cannot exclude vendors on the basis of like product. Every effort will be made to distance competing companies. All exhibitors are expected to behave professionally toward all other exhibitors at all times.
WSSDA, in its discretion, shall have the right to postpone or cancel the conference and exhibit areas, and shall be liable in no way to the exhibitor for losses resulting from such delay or cancelation. WSSDA will not be liable for the fulfillment of this contract as to the delivery of exhibit space if non- delivery is due to any of the following causes: the facility being damaged or destroyed by fire, act of God, public enemy, war or insurrections, strikes, the authority of the law, postponement or cancellation of the exposition, or for any cause beyond its control. Under such circumstances, WSSDA agrees to refund payments received.