Vendor FAQs

 

How many registrations are included with my table? What if I want to bring more than one staff member?

Each vendor table includes one registration. A link will be emailed to assign a name to that registration in early August. Any additional attendees will need to register at the full conference rate.

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What is the dress code?

Business casual: polo shirts and jeans are okay. 

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When can I setup and teardown?

Setup is Sunday, October 1, 8:00am – 10:30am.
All vendors must be set up before registration opens on Sunday morning.
Teardown is Monday, October 2, 2:00pm – 3:30pm.

* Setup and teardown times subject to change

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What dedicated times will attendees be in the Vendor Showcase?*

Attendees will be in the Vendor Showcase on Sunday, October 1, 1:30 p.m. - 2:15 p. m. and October 2, 10:00 a.m. - 11:00 a.m.

* Vendor Showcase times subject to change

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Can I have a list of the attendees in advance of the Conference?

With a constantly changing list, we have a policy to not share this information with our vendors until post-event. The attendee list includes main contact, phone number, mailing address, and business-type. This list does not include email addresses.

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How many people can I expect to attend the Conference?

Attendance varies based on the location of the Conference, but we generally expect 300 attendees (including vendors/speakers).

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How many other vendors will there be?

The space at the venue dictates the number of tables available. Ashland Hills will allow up to 30 vendors on a first-come, first-served basis.

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How will I know where my booth is? Do I have a booth number?

Vendor booth space will not be assigned in advance. Space will be first-come, first-serve the day of the event. If you request electricity in advance, those booths will be marked as such and we ask that vendors who do not need electricity do not take space marked as access to an outlet.  

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Do you provide access to Wi-Fi and electricity?

Wi-Fi is complimentary. Electricity must be requested in advance (no later than 30 days). We will do our best to honor your needs on-site but cannot guarantee access due to the limited capacity of the venue. Vendors are permitted to bring their own extension cords. If you are planning to plug in more than one item, you must bring your own power strip (3-prong) for your booth.

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How do I send promotional materials in advance to the event venue?

Items may be shipped directly to the hotel C/O ORLA Hospitality Conference no more than five business days from the start of the conference.

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Ship to:
Ashland Hills Hotel & Suites 

Attn:  

Event: ORLA Hospitality Conference
Company Name: ____________________________ 

2525 Ashland St

Ashland, OR 97520 

 

Storage:
The hotel has limited facilities for the storage of exhibits. All shipments for an exhibit must be directed to the address above. Any items that arrive more than 72 hours before the event will be charged a storage fee of $25 for small boxes and $55 for large pallets per day. If any items need to be shipped back out after the conference please have it all pre-labeled, pre-paid and packaged and leave it at the front desk to have it shipped out the next business day.

 

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Are there any venue policies I should be aware of?

No pins, tacks, or adhesives of any kind are permitted on any wall, door or column. Vendors may not give out adhesive backed stickers. No signs are to be hung from ceilings or walls. If you bring a banner and/or signage please be prepared to attach it to the front of your table skirt or have a freestanding sign for your tabletop. Free-standing banners are also allowed, we ask that sign placement is respectful of nearby vendors and does not block  sight lines.

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Will I need to bring hand truck or cart to move my items into the venue?

You will need to evaluate this need based on how elaborate your setup is.

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What is provided with my vendor registration (table size, linen, chairs, etc.)?

An 8’ skirted table and chairs will be provided. You can store your promotional materials under your table, but please take your valuables with you when you leave. We ask that all display items are kept tabletop. Stand-alone floor banners are okay as space allows.

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Can I distribute collateral at the Conference?

This opportunity is reserved exclusively for our sponsors and those participating in our vendor showcase.

 

We would like to collect attendee business cards in exchange for entering to win a door prize. How do we give the prize away to the recipient?

Great idea! We encourage you to draw a card before lunch on Monday. This will give you time to contact the winner and deliver your prize while on-site for the Conference. 

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What is the cancellation policy for vendor tables?

Vendor cancellations must be directed in writing to ORLA. If canceled within 90 days of the event, no refund will be given, and any outstanding payments are due in full.

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Questions?

 

Contact us with any questions about the vendor showcase or sponsorship.

503.682.4422 x 6

Looking for sponsorship opportunities?

ORLA is your partner for success. Click the PDF symbol below to view advertising and sponsorship options with the association.