Exhibitor Terms & Conditions

Event Details

Date: Wednesday, October 22, 2025
Time: 8:00 AM to 4:00 PM (Registration opens at 7:30 AM)
Location: Wingspan Event & Conference Center, 801 NE 34th Ave, Hillsboro, OR 97124

I. Registration & Booth Policies

1. Eligibility

The NW Electronics Design & Manufacturing Expo (NEDME) is intended for professionals and businesses directly involved in the electronics manufacturing industry in the Pacific Northwest. Exhibitors must demonstrate relevance to the industry. Companies with no professional connection to the field may be excluded at the discretion of the NEDME planning committee. Exhibitors must have a physical presence, including personnel and an office or facility, in the Pacific Northwest (defined as Oregon, Washington, Idaho, British Columbia, and Northern California). Exhibitors may confirm eligibility with the NEDME planning committee prior to registration. Exhibitors found to be ineligible based on location or lack of qualifying physical presence may have their registration canceled and receive a refund.

2. Pricing and Cancellation

• Standard Booth Price: $1,000
• Discounts: Discounts for early registration and for nonprofit or educational organizations may be available. Contact the NEDME planning committee for details.
• Premium Booth Locations: Certain high-traffic locations require an additional sponsorship commitment. See www.nedme.com/sponsors for details.
• Payment Terms: Full payment is due at the time of registration.

Cancellation Policy:
Refunds for exhibitor cancellations will be provided as follows:

• Before July 15, 2025: Full refund minus $50 handling fee
• July 15 – August 31, 2025: 25% refund minus $50 handling fee
• After August 31, 2025: No refund
  All cancellations must be submitted in writing by a company representative.

3. Booth Specifications and Inclusions

• Booth Size: All booths are 10′ x 10′
• Booth Includes:
  • Pipe and drape (8′ black fabric back wall, 3′ black fabric side walls)
  • One 6′ x 30″ table, skirted with black fabric
  • Two chairs
  • One exhibitor ID sign
  • One wastebasket with liner
  • Access to standard Wi-Fi
  • Access to one standard 120V electrical outlet. Exhibitors must ensure that their equipment does not exceed typical outlet capacity. Power strips and extension cords must meet safety standards.

4. Optional Enhancements

Additional booth furnishings, carpeting, and other display services may be available through NEDME’s official expo services provider, Fern. Ordering details will be provided in the Exhibitor Kit or can be requested by contacting the planning committee.

• Flooring and Fixtures: Booths and aisles in the expo hall are plain polished concrete. Rental options for carpet, furniture, and other booth fixtures may be available through Fern. Exhibitors are also welcome to bring their own carpeting, anti-fatigue mats, or other comfort enhancements.

5. Booth Sharing

Each booth is limited to one exhibiting company or organization. Exceptions may be granted on a case-by-case basis by the NEDME planning committee. Contact the committee to request approval.

II. Logistics & Operations

6. Setup and Teardown

• Setup Day: Tuesday, October 21, 2025, from 12:00 PM to 6:00 PM. Exhibitors must be fully loaded into the expo hall by the end of setup day. Day-of setup is not permitted unless requested and approved in advance by the NEDME planning committee.
• Expo Hall Access for Exhibitors: From 7:30 AM
• Teardown: May not begin before 4:00 PM on October 22. Early teardown may result in disqualification from future events.
• Staffing: Each exhibit must be staffed during all open show hours.

7. Freight and Materials

Wingspan Event & Conference Center includes loading docks and accommodates direct exhibitor move-in during setup day. Exhibitors may transport and move in their own materials on-site.

NEDME’s official expo services provider, Fern, also offers optional freight and material handling services for a fee, invoiced directly to exhibitors. Services include:

• Advance Warehouse Shipments: Exhibitors may ship materials in advance to Fern’s local warehouse (up to 30 days before the expo) at no additional storage cost. Fern delivers these shipments to each booth during setup.
• Direct-to-Site Shipments: Fern will be on-site during setup day with the necessary manpower and equipment to receive, unload, and deliver shipments to booths.
• Empty Container Storage: After setup, Fern will collect and store empty shipping containers, returning them after the event for outbound repacking. This includes assistance with bills of lading and outbound shipping logistics.

Details, deadlines, and pricing will be included in the Exhibitor Kit or are available upon request.

8. Parking

Wingspan Event & Conference Center has ample on-site parking. Exhibitors may be asked to use designated areas to leave prime spaces available for attendees.

9. Exhibit Restrictions and Requirements

• Exhibits must not exceed 8′ height and must fit within the 10′ x 10′ booth area
• Loud or disruptive displays, including amplified sound or flashing lights, are not permitted
• No exhibitor shall sell or dispense food or beverages from their booth
• An attendant must be present at the booth during all open expo hours
• All displays must meet fire and safety regulations; no combustible materials allowed
• Booths must remain set up and staffed during all official show hours
• Booths must be accessible and comply with ADA (Americans with Disabilities Act) standards
• Exhibitors may not assign, sublet, or share any part of their space without prior written approval from the NEDME planning committee

III. Policies & Legal

10. Conduct and Behavior

All exhibitors, attendees, and participants are expected to behave professionally and respectfully. NEDME has a zero-tolerance policy toward harassment, discrimination, or disruptive behavior.

Prohibited conduct includes but is not limited to:

• Harassment or intimidation of any kind
• Disrespectful or abusive behavior
• Unwelcome physical contact or sexual attention

Violations may result in immediate removal from the event without refund and exclusion from future participation.

11. Liability

NEDME, the Wingspan Event & Conference Center, their officers, employees, agents, representatives, and official service providers (e.g., Fern) will not be responsible for any injury, loss, or damage to the exhibitor, the exhibitor’s officers, employees, agents, or representatives, or their property, however caused. Exhibitors must carry their own insurance and assume full responsibility for any damage to the venue or harm to individuals arising from their participation.

Exhibitors agree to indemnify and hold harmless NEDME, the Wingspan Event & Conference Center, and all related organizers, sponsors, service providers, and their agents from any liability that may arise due to property damage, injury, or accidents associated with their exhibit or presence, whether or not such liability includes the sole or joint negligence of the organizers.

All booth wiring and display fixtures must meet applicable safety codes and fire regulations, including Underwriters’ Laboratory standards and local fire department inspections. This requirement applies to booth construction and should also be considered for pre-wired equipment to ensure outlets are not overloaded.

Nothing may be attached to columns, walls, floors, ceilings, or furniture within the facility using tacks, nails, screws, or adhesives. Exhibitors violating this rule are financially responsible for any necessary repairs.

NEDME is not responsible for delays, damage, loss, or additional costs resulting from circumstances beyond its control, including shipping delays, service interruptions, or facility-related issues.

12. Force Majeure

NEDME reserves the right to cancel or reschedule the event due to circumstances beyond its control, including but not limited to natural disasters, government regulations, health emergencies, labor strikes, or facility unavailability. In such cases, reasonable efforts will be made to reschedule or refund fees at the discretion of the event organizers.

13. Contact

For all questions, special requests, or communication with the planning committee, please email info@nedme.com.

These Terms & Conditions are subject to change. All registered exhibitors will be notified of any significant updates.