Welcome Exhibitors
Get ready for a successful show floor! Use this hub to access all mandatory exhibitor documentation, logistical resources, and move-in guidelines. Can’t find what you're looking for? Our show management team is standing by—reach out to events@nwfishexpo.com and we will get you squared away!
Table of Contents
- Show Information
- Show Contacts
- Event Appointed Contractor (EAC)
- Freight
- Unclaimed Freight Policy
- Electrical Services
- Forklift or Indoor Pallet Jack Services
- Carpet & Drape
- Booth Furnishings & Rentals
- Move-In & Move-Out Schedule
- Insurance
- Exhibitor Badges
- Payment Schedule
- Cancellation & Refund Policy
- Tech Supply & Internet Connection
- Fire Safety Requirement – Covered Booths
- Product Authenticity & Mfg. Restrictions
- Exhibitor Parking
- Secure Trailer Parking
- Exhibitor Hours & Daily Entrance
- Exhibitor Lounge
- Booth Boundaries, No-Solicitation, & Staff Poaching
- Signage
- Floor Adhesives & Tape Policy
- Booth Construction & Aesthetic Standards
- Booth Excellence & Engagement
- Show Specials & Giveaways
- RV Spaces
- Maps
- Logo Upload
- Terms & Conditions
Show Information
Dates & Hours
Thursday April 22nd, 2027, 10:00 AM – 6:00 PM
Friday April 23rd, 2027, 10:00 AM – 6:00 PM
Saturday April 24th, 2027, 10:00 AM – 6:00 PM
Location
Wingspan Event & Conference Center
801 NE 34TH Ave
Hillsboro, OR 97124
Show Contacts
General Inquiries: Info@nwfishexpo.com
Exhibitor Communications: Events@nwfishexpo.com
Billing: Accounting@nwfishexpo.com
Important show info, load-in details, reminders, and deadlines will be sent via email. Please regularly monitor the inbox used on your application—and check your spam folder—to ensure you don't miss any critical updates.
Whitelist or look out for emails from:
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Info@nwfishexpo.com
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Events@nwfishexpo.com
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Accounting@nwfishexpo.com
Event Appointed Contractor (EAC)
- Freight & Drayage: Shipping, receiving, and material handling.
- Booth Services: Installation, dismantling, and vacuuming.
- Equipment Rentals: Furniture, pallet jacks, and forklift services.
- Utilities & Branding: Electrical drops and custom signage.
Order before April 9, 2027, and SAVE 20% on all services listed above.
Trade Show Supply House
Contractor Name: Bryan Brammer
Phone Number: (360) 624-4498
Email: bryan@thedecorator.net
Freight
Advanced Shipments
Advanced freight MUST be arranged with our EAC and sent to Trade Show Supply House, Inc., must arrive by 4:00 PM on Friday April 16, 2027.
Advance Shipment Instructions: (Match address instructions exactly as shown)
YOUR COMPANY NAME AND BOOTH #
NW FISH EXPO
c/o Trade Show Supply House, Inc.
17402 NW Delfel Road
Ridgefield, WA 98642
Direct Shipments
Direct freight shipped directly to the show location will only be accepted between 8:00 AM – 5:00 PM, Tuesday April 20th, 2027 through Wednesday April 21st, 2027.
Direct Shipment Instructions: (Match address instructions exactly as shown)
YOUR COMPANY NAME AND BOOTH #
NW FISH EXPO
c/o Trade Show Supply House, Inc.
Wingspan Event and Conference Center
801 NW 34th Ave
Hillsboro, OR 97124
Please contact our EAC directly to coordinate your freight needs.
Unclaimed Freight Policy
All exhibit materials must be removed from the show floor by 2:00 PM Sunday April 25, 2027. Any items remaining after this deadline will be considered "forced freight" and removed at the Exhibitor’s expense.
- Direct Freight (UPS/FedEx): If you are shipping directly, please be aware that UPS and FedEx do not pick up on Sundays. You must arrange for pickup with our EAC or transport your items off-site.
- Advance Freight: If you utilized the advance warehouse, please ensure you have coordinated your return shipping and paperwork directly with our EAC prior to the close of the show.
Electrical Services
Your booth space includes a standard electrical allotment. All power upgrades and specialized electrical distributions must be coordinated through our EAC.
1. Included Power Allotments:
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10x10 & 10x20 booths: (1) 110V 5AMP drop
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20x20 & larger booths: (1) 110V 20AMP drop
2. Additional Power Rates: For specific drop locations, or electrical drops beyond your allotment, please order additional services through our EAC:
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110V 5AMP: $100 each
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110V 20AMP: $250 each
Need more power than 110V 20AMP, or not sure what you need? Please contact us directly at events@nwfishexpo.com
3. Deadlines & Safety Requirements
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Booth Maps: Due 1 month before the show if you require specific, custom drop locations.
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Cords: You must bring your own cords. They must be in good condition; hard-wiring is not permitted.
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Compliance: All equipment must meet current electrical codes. NW Fish Expo reserves the right to refuse service to any exhibitor for non-compliance.
Forklift or Indoor Pallet Jack Services
If you need a Forklift to off-load/re-load items for your booth, or a Pallet Jack they will be available on a limited basis.
Forklift and Operator - $100/30 minutes use
- Off-load into the booth, and re-loading during move-out are 2 separate charges
- All scheduling arrangements and billing will be handled directly with our EAC.
Pallet Jack - $30
- Request on-site during the designated move-in and move-out periods.
- All Pallet Jack requests are fulfilled strictly on a first-come, first-served basis and are subject to availability.
Carpet & Drape
NW Fish Expo provides black carpet and black drapes for every booth at no additional charge.
- Padding: If you require carpet padding, please order it directly through the EAC.
- Custom Flooring: You may use your own carpet or request "no carpet," provided the flooring remains black. Please notify NW Fish Expo of this change by February 1, 2027.
- Cleanliness: To keep your display looking its best, please include a vacuum in your booth supply list or order professional vacuuming services through the EAC.
Booth Furnishings & Rentals
You are welcome to provide your own booth supplies; however, any rental items (tables, chairs, décor, etc.) must be ordered directly through our EAC (Exhibitor Appointed Contractor). NW Fish Expo does not provide booth furnishings.
All tables must be professionally covered with a tablecloth, and no outside contractors or ceiling-hung signage are permitted.
Move-In & Move-Out Schedule
Exhibitors must adhere to the specific time blocks below. No overnight move-in or move-out is allowed under any circumstances.
Move-In
- Early Setup: Tuesday April 20th, 2027 from 12:00 PM to 8:00 PM *for large scale, professionally built booths, that require extra setup time. MUST be requested and approved in advance.
- Regular Setup: Wednesday April 21st, 2027 from 8:00 AM to 8:00 PM
- No overnight set-up allowed
Move-Out
- Saturday April 24th, 2027 from 6:01 PM to 10:00 PM
- Sunday April 25th, 2027 from 8:00 AM to 2:00 PM
- No overnight breakdown allowed
Insurance
All exhibitors are required to supply a Certificate of General Liability Insurance accompanied by the Additionally Insured Endorsement page(s).
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Coverage Limits: Minimum of $1,000,000 per occurrence / $2,000,000 aggregate.
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Deadline: Must be received by February 1, 2027. Failure to supply insurance by this date may result in contract termination without a refund.
Please forward the exact text below to your insurance provider to ensure your certificate is processed correctly:
Copy & Paste for Your Insurance Agent:
Please issue a COI with the following details and include the Additionally Insured Endorsement page:
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Certificate Holder Box: NW Fish Expo 30805 NW Highland Ct. North Plains, OR 97133
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Description of Operations Box: Certificate holders, Washington County, NW Fish Expo, their agents, officers, elected officials, employees, and volunteers are included as additional insured with respect to the NW Fish Expo.
Have your own policy?
Need coverage?
Exhibitor Badges
Exhibitor badges are assigned to the company rather than a specific individual. Badges may be shared between colleagues; however, a single badge cannot be used by two people simultaneously.
Exhibitor Badge Allotments
NW Fish Expo provides exhibitor badges based on booth dimensions as follows:
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- 10x10: 3 badges
- 10×20: 4 badges
- 10×30: 5 badges
- 20×20: 5 badges
- 20×30: 5 badges
- 20×40: 6 badges
- 20×50: 8 badges
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Badge pickup
Wednesday, April 21st, 10:00 AM - 6:00 PM at the Show Office.
Discounted Exhibitor Crew Passes
Need extra booth support? Purchase discounted Exhibitor Crew Passes for staff or volunteers exceeding your badge allotment. These passes allow single-entry access on any day and require entry through the main show entrance.
Payment Schedule
A deposit is required immediately to secure your spot, followed by a final payment deadline.
- To Reserve: 50% deposit of the total booth cost is required.
- Final Payment: Full balance must be paid by February 1, 2027.
Cancellation & Refund Policy
- Before November 1, 2026: Full refund minus a $100 administrative fee.
- November 1, 2026 to January 31, 2027: 50% refund of the total booth cost.
- After January 31, 2027: No refunds or credits will be issued.
- Written Notice: Cancellations must be emailed directly to events@nwfishexpo.com.
- Non-Transferable: Booth space and deposits cannot be transferred to future years or other companies.
- Failure to Pay: Missing the February 1, 2027 final payment deadline may result in automatic booth forfeiture without a refund.
Tech Supply & Internet Connection
The venue provides open public Wi-Fi, but it is not secure. There are no hardwired or secure internet upgrades available on-site.
- Network Security: Venue Wi-Fi is completely public, shared, and unencrypted.
- Exhibitor Action: You must bring your own Wi-Fi hotspot or cellular jetpack.
- No Alternatives: The expo cannot provide private networks or Ethernet lines.
- Best Practice: Use personal cellular data for all secure financial transactions.
Fire Safety Requirement – Covered Booths
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.
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.
Exhibitor Parking
NW Fish Expo offers exhibitors the opportunity to park in a lot which is reserved exclusively for exhibitors on the south side of the Wingspan Event & Conference Center, for free. Space is limited and is available daily on a first-come, first-serve basis. Once the exhibitor lot is full, exhibitors will park in regular public parking lots. Please view the Venue Map below.
Secure Trailer Parking
Limited trailer or box van parking in a secure and fenced lot is also available, you must reserve a spot for your trailer in advance. Trailer parking is located next to the exhibitor parking lot, on the south side. Please note that trailer parking is intended to leave your trailer parked for the duration of the show, daily access is available through the main building during exhibitor hours. Please view the Venue Map below.
If you would like to reserve secure trailer parking, please email your request to: events@nwfishexpo.com
Exhibitor Hours & Daily Entrance
On show days, exhibitors are allowed to enter the building at 9:00 AM, and must exit the building by 7:00 PM.
Exhibitors are asked to enter and exit through the Exhibitor Entrance on the north side of the building near Exhibitor Parking. Please view the Venue Map below.
Exhibitor Lounge
For your comfort and convenience, we have reserved a private Exhibitor Lounge exclusively for staff. This space provides a private area with tables and chairs for you to take breaks throughout the day.
Booth Boundaries, No-Solicitation, & Staff Poaching
- 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.
- 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.
- Prohibited Conduct: Staff and agents may not solicit attendees or other Exhibitors for outside business, services, fundraisers, or donations.
- Enforcement: The NW Fish 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.
Signage
All signage and display materials must be floor-standing, professionally manufactured, and contained within your booth space.
- No Ceiling Hanging: No signs, banners, or decorations may be suspended from the ceiling or venue structure.
- Display Support: All displays must be floor-standing or attached directly to your specific booth frame.
- Professionally Made: Every sign used in your space must be professionally manufactured.
- Handwritten Signs: Handwritten signs of any type are strictly prohibited.
- Required Coverage: Professional signage rules apply to company name signs, pricing sheets, informational materials, and booth identification signs.
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.
Booth Construction & Aesthetic Standards
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 Fish 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, no raw or visible plywood may be exposed on any part of the display, 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.
Booth Excellence & Engagement
Your success at NW Fish Expo is a direct reflection of your presentation. We strongly believe that the most effective booths are those that prioritize quality, professionalism, and a welcoming atmosphere. Beyond your physical setup, your staff’s ability to actively engage with attendees, answer questions with expertise, and represent your brand with energy is the key to converting booth traffic into long-term customers. We encourage you to bring your "A-team" and a display that showcases the best of your business to ensure a high-impact experience for every visitor.
Show Specials & Giveaways
Help us create an exciting experience for our attendees! We strongly encourage all exhibitors to offer a unique show discount and/or contribute a prize to our event-wide giveaway. In exchange, your company will receive a 'Featured Offer' badge in our event guide and shout-outs on our social media channels leading up to the show.
Do you offer a discount to Military or First Responders? We prioritize visibility for exhibitors who offer Military or First Responder discounts. If you participate, we’ll feature your company with a 'Service Appreciation' badge in our our event guide and shout-outs on our social media channels leading up to the show.
Please complete the form below so we can highlight your company in our pre-show marketing and drive traffic to your booth!
RV Spaces
NW Fish Expo offers exhibitors the opportunity to park RV’s at the venue during the week of the show. These spaces have power and water hook-ups, but no sewer. You may not tent camp in these spaces. We do not have a pumping station or water filling stations on site.
Standard Site Rate: $35 per night
If you would like to rent an RV space, please email your request to: events@nwfishexpo.com.
Maps
Logo Upload
Terms & Conditions
To view Exhibitor Terms & Conditions click the link below.