61st ANNUAL WACO CONFERENCE 2019 VENDOR REGISTRATION, Hotel Murano, Wednesday, 02. October 2019

The Washington Association of County Officials (WACO) will hold our 61st Annual Conference this year in Tacoma, WA October 1-3. Since the earliest days of gathering in the late 1950s, to beginning regular operations in 1960, to today, WACO is proud to represent excellence in county government. Where will this conference be held?
This year, County Officials from across the state will be gathering October 1-3, 2019 at Hotel Murano in Tacoma, Washington.
How much does it cost to register?
This year there are two basic VENDOR packages:

Option 1 (cocktail table, one attendee) $900

Option 2 (full table, one attendee) $1,000

Additional attendees register at non-member conference registration rate of $425

In addition to vendor tables we have a number of SPONSOR opportunities. All sponsorships are printed in the booklet, placed online, and receive one free conference registration. If you are interested in becoming a sponsor for the 2019 confernce please email: info@countyofficials.org
The options currently available are:

Conference Patron $15,000 – Hour long info session – space and av capabilities provided. Also help with creating an invite list, and premium placement in promo materials in print and online.

Keynote Sponsor $7,000 – Sponsor of the keynote session – sponsor receives 10 minutes to address the membership and/or present audiovisuals. Full-page ad in conference guide.

Banquet/Receptions $5,000 – (two opportunities available) – Sponsor of the banquet/reception – sponsor receives 5 minutes to address the attendees. Half page ad in conference guide.

Lunch/Breakfasts $3,500 – (six opportunities available) - Sponsor of a designated meal – sponsor receives 3 minutes to address the attendees. Quarter page ad in conference guide.

Breakout Session $2,500 – (multiple opportunities available) - Sponsor of a breakout session – sponsor receives 2 minutes to address the attendees. 1/6 ad in conference guide.

Please read carefully before submitting the Vendor Application. By registering as an Vendor you are indicating that you have read these policies and agree to adhere to them. Booth selection will be made on a first come, first served basis according to the date of receipt of registration and payment, unless you have registered as a sponsor, which will have priority placement. Exhibit booth layout and maps are subject to change. WACO reserves the right to adjust the map layout if deemed beneficial to Vendors and attendees.
The following contract applies to the 2019 Washington Association of County Officials, hereto in referred to as WACO Annual Conference to be held at the Hotel Murano, 1320 Broadway. Tacoma, WA on Oct. 1-35, with exhibit space available on Oct. 2-3.
Vendor Fees include:

One attendee registration

skirted table

Power at the table

Two chairs

Listing in the 2019 WACO Annual Conference program (in accordance with the guidelines established by WACO)

Contact list of registered conference attendees

Fee does NOT include:

Hotel accommodations

Vendor Staff: All exhibit personnel must register and pay the registration fee as indicated in the Vendor packages. Badges are created according to the information submitted during the WACO Vendor Registration. Vendors and exhibiting staff must wear WACO identification badges while on the exhibit floor and when attending any WACO or WACO sponsored functions. The badges will be furnished by WACO upon full payment of the registration fee. Only individuals with these badges will be permitted on the exhibit floor. Individuals not wearing a WACO issued badge may be asked to put it on or leave the function
All changes in Vendor information, including personnel attendance, must be made in writing to WACO prior to September 24, 2019. No requests for changes made via telephone will be accepted.
Purchasing Additional Vendor Registrations: Additional Vendor registrations can be purchased using the Vendor Registration website.
Booth Information: All booths must be attended by a registered Vendor at all times while the exhibit hall is open. Tabletop or floor displays are permitted, providing they do not exceed the height of the backdrop or the depth from the back of the booth to the specified aisle. Displays may not protrude into the aisle and cause a danger to the safe travel of Vendors and guests. WACO reserves the right to deem displays unacceptable.
Materials permitted in the space include posters, sales literature, descriptive materials and other information and displays as approved by WACO. If your materials or equipment may be questionable, please check with WACO for approval prior to the arriving at the show site. WACO reserves the right to exclude or to require modification of any display or demonstration, which, in its sole discretion, it considers unacceptable, or not in keeping with the character of the 2019 WACO Annual Conference as a whole.

Vendor Registration: Vendor registration is scheduled from 12:00 PM to 5:00 PM on Tuesday, Oct. 1, 2019 at the WACO registration desk at the Historic Davenport. Vendors must be paid in full, registered and have a WACO issued name badge for admittance to the exhibit hall and all WACO sponsored functions.

Vendor Setup: The exhibit hall will be available for setup from 12:00 PM until 7:00 PM on Tuesday Oct. 1, 2019

Exhibit Hall Open: The exhibit hall will be open to the WACO membership during the scheduled times:

Wednesday, October 2 from 7:30 a.m. to 6:00 p.m.

Thursday, October 3 from 7:30 a.m. to 6:00 p.m.

Prizes and Contests: Vendors are permitted to conduct their own prize drawings within the confines of their booth space. Vendors who conduct such drawings are responsible for notifying their winner(s) in the exhibit hall or following the adjournment of the WACO Annual Conference. Vendors are responsible for attracting conference attendees to their respective booths and announcing their own drawings. Individual Vendors hold the sole responsibility and discretion in determining winning criteria such as whether drawing participants must be present to win. WACO is not responsible for forwarding, holding or securing unclaimed gifts to winners and will not aid the exhibiting organization with the contest rules, regulations or drawing criteria.
Vendor Teardown: Vendor booth teardown will begin no sooner than 6:00 p.m. on Weds. Oct. 2. All exhibit materials must be completely removed from the exhibit hall by 8:00 p.m. on Thurs. Oct. 3, 2018.
Booth Location Assignments: Upon receipt of registration and payment, WACO will assign booth space and issue a Vendor Packet. Exhibit space will be assigned in the order that the Vendor Registration and payment are received. WACO reserves the right to alter the exhibit maps and to change location assignments at any time, as it may, in its sole discretion, deem necessary.
Cancellation of Exhibit Space: There are no refunds for cancelled registrations, and registrations are not transferable. WACO retains the right to resell any exhibit space cancelled by the Vendor.
Cancellation of Conference: In the event that the conference or the exhibit hall is cancelled by WACO, the obligations of the parties under this agreement shall be automatically terminated and all rental payment made under this Contract shall be refunded to the Vendor, less a pro rata share of expenses actually incurred by WACO in connection with the exhibit hall.
Handling and Storage: WACO and the owners or managers of the facility where the conference and exhibit hall is to be held shall not accept or store display materials or empty crates, and Vendors shall make their own arrangements for shipment, delivery, receipt, and storage of such materials.
Food and Beverage: Food and beverage shall not be dispersed or sold from exhibit booths in the exhibit hall of the Historic Davenport. Vendors are responsible for obtaining and adhering to the policies of Historic Davenport when making arrangements for catering, food delivery, service and setup. This may include a restriction from bringing external food and beverages, including alcoholic beverages, into the property for disbursement. Individual facility policies do apply.
Additional Activities: Vendors agree to refrain from planning or hosting any activity, meal, entertainment or event involving a WACO member or members during or overlapping with times of scheduled events at the 2019 WACO Annual Conference with out consultation and approval from WACO.
Vendor Lodging: Vendors are welcome, though not obligated, to stay at the conference. WACO has arranged for a room block WACO Conference attendees, including Vendors, discount over the standard lodging rates. The WACO Room Block is available for reservations until the block is full. Please inform the reservations agent that you are part of the WACO Conference to realize the discount.
Hospitality Suites: WACO does not coordinate hospitality suites. All hospitality suites must be booked directly with the hotel. WACO assumes no responsibility or liability for any damages or losses associated with the hosting of a hospitality suite. WACO requests that at least one representative from the organization hosting the hospitality suite be registered for the WACO conference as a Vendor. WACO and Conference participants appreciate that hospitality hours do not overlap with scheduled Conference events as noted on the Conference agenda.
Entertainment: It will be the responsibility of the Vendor to secure proper licenses and to pay any and all licensing fees for any copyrighted materials such as music, motion pictures, printed publications, etc. which may be on display in their exhibit space. WACO advises the Vendor to confirm the need for such licenses with their own legal counsel and accepts no responsibility for liability, penalties, loss or costs associated with the inappropriate use of such materials.
Security: WACO, the hotel, or any other officer or staff member thereof, will not be responsible for the safety of the Vendors property or those registered in the Vendor’s booth, from theft, damage by fire, accident, or other cause. The Vendor is required to provide all insurance and policy riders to cover all booth contents. Security guards will not be provided in the exhibit hall at any time. WACO expects that the Vendor, at his/her discretion, will take responsibility to remove any item(s) of value from the exhibit hall when the booth is unattended by the Vendor. It is the sole responsibility of the Vendor to protect their property and valuables. WACO accepts no responsibility and liability for damage or loss of goods.
Safety: A first aid kit will be available at the Front Desk of the hotel. Updated evacuation and safety plans in place for visitors and guests will also be available at the Front Desk of the hotel.
Admission: WACO shall have the sole control over all admission policies at all times. All persons attending any function of the 2019 WACO Annual Conference will be required to register in accordance with WACO registration policies and wear the official WACO issued badge while in attendance. Badges as issued on-site are not transferable.
Equipment: Booth furnishings provided by WACO and shall be returned by Oct. 3, 2019 at 8:00 p.m. complete and in good condition, normal wear and tear expected. Vendor shall have no right, title or interest in such equipment. All other equipment shall be provided by the Vendor at their own expense. All draping and decorative materials used by the Vendor shall be flame proof. All booth equipment shall be in keeping with and consistent with all rules, codes and regulations referred to under codes and agreements below.
Assignment and Sublease: Vendor shall not sublet the booth or any equipment provided by WACO nor shall the Vendor assign the lease in whole or in part without written notice to and approval from WACO. Only one entity is permitted to be registered per booth.
Codes and Agreements: The WACO Vendors completing the Vendor Registration hereby agree to be bound by the 2019 Annual Conference Vendor contract, rules and regulations and will adhere to and be bound by: (1) all applicable fire, utility, and building codes and regulations; (2) any rules or regulations of the hotel where the 2019 WACO Annual Conference is held; (3) the terms of all leases and agreements between WACO and the managers or owners of said facility; (4) the terms of any and all leases and agreements between WACO and any other party relating to the 2019 WACO Annual Conference.
Insurance and Liability: This agreement shall not constitute or be considered a partnership, employer-employee relationship, joint venture or agency between WACO and the Vendor completing the Vendor Registration, Vendor indicates an understanding and adherence to the contract policies. The Vendor completing the Vendor Registration hereby agrees to indemnify, hold harmless and defend WACO from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including but not limited to cost, interest and attorney’s fees) which WACO may incur, suffer, be put to pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by the Vendor or any of its employees, servants, or agents. It is further agreed that WACO, and its respective agents, employees, staff, officers, board of directors, and independent contractors shall not be responsible in any way for: (1) damage, loss or destruction of any property of the Vendor; or (2) any accident or bodily injury to the Vendor or its representatives, agency, employees, licensees or invitees. WACO assumes no liability for loss or damage of goods or materials owned or leased by the Vendor. The Vendor is required to carry all insurance and policy riders to cover their property. WACO requires that the exhibit space be left as the Vendor found it and WACO assumes no responsibility for any damages incurred to the exhibit space, Vendor contractor company equipment or materials and the hotel equipment or materials damaged in whole or part by the Vendor.

Smoking is prohibited in all buildings on the property of the hotel and all WACO sponsored workshops, sessions and exhibit areas held within the confines of this facility. There are designated smoking areas outside these facilities.

WACO reserves the right to restrict exhibits because of noise, method of operation, or for any other reason that detracts from the character of the conference as a whole.

Vendor shall not obstruct the view of adjoining exhibits.

All lighting within the exhibit must be arranged and operated so as not to be distracting to adjacent booths.

By submitting an Vendor Registration, the applicant releases WACO from any and all liability to applicant, its agents, licensees, that may arise or be asserted as a result of submission of application or participation in this conference.

Exclusions: WACO reserves the right to exclude or to require modification of any display or demonstration, which, in its sole discretion, it considers unacceptable, or not in keeping with the character of the 2019 WACO Annual Conference.
Amendments: WACO shall have sole authority to interpret and enforce all rules and regulations contained herein; to make any amendments thereto; and to make further rules and regulations as shall be necessary for the orderly conduct of the 2019 WACO Annual Conference.


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