Exhibitor Terms of Agreement
EVENT DESCRIPTION
The Oregon Association of Dental Laboratories (OADL) and the Washington State Dental Laboratory Association (WSDLA) will hold their first annual joint conference, the 2026 Pacific Northwest Conference, on September 11 and 12, 2026, at the Sheraton Portland Airport Hotel in Portland, Oregon. The exhibit hall with 19 booths will be open for the show Friday, September 11 and Saturday, September 12 from 10 a.m. to 2 p.m. each day, free of charge to laboratory owners, managers, dental technicians, dental technology students, dental students, and dentists. Lectures will be staggered with breaks to allow attendees opportunity to visit the Exhibit Hall each day. A morning break is scheduled at 10 am each day and lunch will be served for all conference attendees inside the exhibit hall at noon. Tables and chairs will seat at any one time about 75% of those expected to eat lunch. Each exhibitor reserving booth space for the event will receive complimentary lunch for two representatives; additional lunch tickets are available for $50 each.
SPACE ALLOCATION
Allocation of space to prospective exhibitors is solely the decision of OADL and WSDLA. All exhibitors agree not to sublet or share space.
CONTRACT
A prospective exhibitor must agree to these Terms of Agreement for the right to use space within the exhibit hall. By submitting payment for the reservation of your booth space, the exhibitor agrees to all enclosed terms. The contract is not binding if any event or circumstance beyond the control of OADL and WSDLA renders the exhibit hall unfit or unavailable to use, or if any event or circumstance beyond the control of OADL and WSDLA forces the cancellation of the 2026 Pacific Northwest Conference.
EXHIBITOR FEES
The fees for exhibit booths are as follows: Standard booth $1050.00. Premium booth $1200.00. A late fee of $100 will be assessed after July 1, 2026. If for any reason OADL does not accept space, OADL and WSDLA will make a full refund within 30 days after receipt. A full refund will be sent to exhibitor if cancellation is received before May 1, 2026. There will be no refunds for No Shows.
SERVICES AND MATERIALS INCLUDED WITH FEES
The fee includes a draped counter for the front of the booth and a 10’ drape at the back of the booth, a 3’ drape on each side of the booth, a 7 X 44” sign stating the exhibiting company’s name, one stool, a wastebasket, Tradeshow nametags for each exhibitor’s representative and complimentary lunch for both days. Electrical outlet will be provided by the hotel if ordered by exhibitor. Additional equipment or service needs, must be arranged by each exhibitor and paid for directly with the display company; Fern Trade Show and Expositions, 6700 NE 59th Place, Portland, Oregon 97218 (Phone: 503-228-6800). The exposition services firm will have a representative on site to assist with unforeseen needs.
PARTICPATION IN OTHER CONFERENCE EVENTS
Exhibitor representatives may arrange to hold a Hands-On Demo Table Clinic during the Saturday Exhibit Hall, by prearrangement only. Please contact Carrie Peil at office@thehubamc.com for further information.
RESERVATION DEADLINE
Prospective exhibitors must reserve their booth space and submit full payment and exhibitor form via The Hub’s website before July 1, 2026. Reservations received later than July 1, 2026, will be accepted as space is available, but a late fee of $100 will be assessed, and late exhibitors will not be listed in the Conference Program.
APPROPRIATENESS OF EXHIBITS
OADL and WSDLA may, at any time before or after the exhibit hall opens, decline, or prohibit any exhibit or part of any exhibit that OADL and WSDLA agrees is in conflict with the interests of OADL and WSDLA or violates generally accepted marketing practices, with no refund due the exhibitor. Similarly, OADL and WSDLA hold the right to bar at any time any exhibitor representative from the exhibit hall, with no refund due.
ACCESS TO EXHIBIT HALL
Exhibitors shall have access to set up their booths beginning at 7 p.m. on Thursday, September 10. The exhibit hall opens the following day to all at 10 a.m. and closes at 2 p.m. both Friday and Saturday. All booths must remain in place during those hours and can be vacated any time after 2 p.m. on Saturday but will need to be cleared by 5 p.m. to allow the Expo company to dismantle the booths.
CHANGE IN REPRESENTATIVES
Each exhibitor agrees to notify OADL and WSDLA if there is a change or addition to its assigned representative(s) as listed on the Exhibitor Application Form.
DAMAGE TO PROPERTY
Any exhibitor agrees to reimburse OADL, WSDLA, Sheraton Portland Airport Hotel in Portland, Oregon, or the exposition services firm for the repair or replacement cost incurred by any damage or theft of the building, equipment, or booth decora tons done by an exhibitor’s representative(s).
HOLD HARMLESS CLAUSE
An exhibitor assumes entire responsibility and agrees to protect, indemnify, defend, and hold OADL, WSDLA, and Sheraton Portland Airport Hotel in Portland, Oregon and their agents and employees, harmless against all claims, losses, and damages to persons and property, and against any governmental charges, fines, and attorney fees incurred by the exhibit. An exhibitor’s property and personal property of its representatives shall be and remain solely at the exhibitor’s or the representative’s risk.
SHERATON PORTLAND AIRPORT HOTEL EXHIBITOR RULES & REGULATIONS
Each exhibitor is required to abide by all the Sheraton Portland Airport Hotel rules and regulations and comply with the city mandated fire regulations.