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. 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, September 14, 8:00 a.m. – 10:30 a.m.
All vendors must be set up before registration opens on Sunday morning.
Teardown is Monday, September 15, 11:30 a.m. - 1:30 p.m.

* Setup and teardown times subject to change

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

The Vendor Showcase will be open to attendees all hours of the Conference. We ask vendors to staff their tables at the dedicated times below.

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Sunday, September 14

Vendor Showcase: 12:30 p.m. - 1:30 p.m.

Awards Reception: 5:15 p.m. - 6:15 p.m.

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Monday, September 15

Vendor Showcase: 10:00 a.m. - 11:00 a.m.

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*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 names and businesses. This list does not include email addresses.

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Who attends the event?

The conference draws corporate, and franchise hotels along with independent lodging concepts, and management companies from across the state. Restaurateurs operating small to mid-size businesses, franchisees, independent operators, and corporate locations also attend. 

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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. The Seaside Convention Center will allow up to 50 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?

The Seaside Civic & Convention center offers a complimentary high-speed, fiber optic Wi-Fi system that has upload and download speeds of 500 Mbps.​

 

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. Vendors are allowed to use blue painter’s tape. Per the fire code, pop up displays cannot have a top – it must be removed. 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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How do I send promotional materials in advance to the event venue?

The Seaside Civic & Convention center accepts deliveries between the hours of 8:00am to 5:00pm on Monday through Friday. Shipped items may be delivered no sooner than 72 hours prior to building occupancy. A storage fee of $75.00/day will commence for all items left beyond 48 hours of conclusion of occupancy. When shipping items back post-event, it is the responsibility of the client to attach shipping labels and/or bill of lading to any items being shipped, bring items to be shipped to the Administration office, and call the shipper (UPS, FedEx, etc.) for a pick-up. Neither the Seaside Civic & Convention Center nor its employees shall be liable for any loss, damage or injury to property. Please address items shipped to the Convention Center with the following address:

 

Seaside Civic and Convention Center

c/o ORL A Hospitality Conference

415 First Ave.

Seaside, OR 97138

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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. The venue has some carts available, but vendors are welcome to bring in their own.

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

An 8’ skirted table and two 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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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!

503.682.4422 x 6

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