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Welcome Vendors

We are thrilled you are here. 

Vendor Showcase tables to exhibit at the ORLA Hospitality Conference are available for purchase.

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.

What is the dress code?

Business casual: polo shirts and jeans are okay. We encourage you to dress up a bit more on the first day of the Conference in honor of the industry awards dinner.

When can I setup and teardown?

Setup is Sunday, September 11, 8:00am – 10:30am.
All vendors must be set up before registration opens on Sunday morning.
Teardown is Monday, September 12, 2:00pm – 3:30pm.

* Setup and teardown times subject to change

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

Attendees will be in the Vendor Showcase on Sunday, September 11, 2:45pm – 3:15pm, during the awards reception from 5:00pm - 7:00pm, and Monday, September 12, 9:30am - 10:15am

* Vendor Showcase times subject to change

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.

How many people can I expect to attend the Conference?

Attendance varies based on the location of the Conference, but we generally expect 300-350 attendees (including vendors/speakers).

How many other vendors will there be?

The space at the venue dictates the number of tables available. Graduate Eugene will allow up to 45 vendors on a first-come, first-served basis.

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

Due to the size and nature of the vendor showcase booths are assigned on-site according to access to electricity. You are welcome to submit a “special request” for placement and we will do our best to honor it.

 

The vendor space at Graduate Eugene is a common public area. Although we ask that you "staff your booth" during the dedicated vendor showcase times, space is accessible throughout the Conference and valuables are not secured.

Do you provide electricity or access to Wi-Fi?

We do provide you with access to both. Wi-Fi is complimentary. The network is “graduate_meeting” and there is no password required. Electricity must be requested in advance. 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 plugging more than one item into power, you must have a power strip for your table.

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.

Ship to:
Graduate Eugene 

Attn: Melody Kiser, Convention Services Manager 

Event: ORLA Hospitality Conference
Company Name: ____________________________ 

66 East 6th Avenue 

Eugene, OR 97401 

 

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.

 

​I need electrical access for my booth display, is that provided? 

Access to an electrical outlet must be requested no later than 30-days before the conference. Electrical is provided at no charge. If you are planning to plug in more than one item, you must bring your own power strip (3-prong) for your booth.

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.

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.

Where will I go to load-in once on-site?

You can use the loading dock on Oak Street, pull up to the 7th street entrance at the back of the hotel or bring your items in through the parking garage elevators (these elevators lead to the conference center on level 1). 

 

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.

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. ORLA staff can help facilitate this exchange if necessary.

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.

What happens if the ORLA Hospitality Conference is delayed or cancelled due to COVID-19 restrictions and case surges?

ORLA’s director of business development will contact you to discuss the best way to move forward.
 

Options provided will include:

• Forward funds to a 2023 ORLA Hospitality Conference

• Allocate funds to a different event or marketing spend (i.e. change to digital advertising)

 

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.